Agenda packet, regular meeting — Redlands City Council, October 6, 2026 (part 5 of 7)

PORTFOLIO TITLE: Cloud Solutions
LEAD STATE: Utah
OVERVIEW:

The Master Agreements with sixty-two (62) suppliers in
this portfolio offer a diverse range of XaaS cloud solutions and associated services.

INITIAL TERM: 09/02/2016 to 09/15/2026*
RENEWALS: None
TOTAL POSSIBLE TERM: Ten (10) years
*Due to differences in the date of execution and other factors, individual master agreement terms may vary. Buyers should review the applicable master agreement and associated addenda to verify the term.

PRODUCT CATEGORIES:

1. Software as a Service (SaaS)

2. Platform as a Service (PaaS)

3. Infrastructure as a Service (IaaS)
SUPPLIERS AVAILABLE (AS OF MARCH 2021):

Supplier SaaS PaaS IaaS
8x8 X
A&T Systems X
Accenture X X X
Armedia X X

AT&T X X X

ATOS X X X
B2Gnow (dba of AskReply) X
Broadvoice X
Calibre X
Capgemini X
Carahsoft X X X

CDW-G X X X

CGI X X
CherryRoad Technologies X X
Cisco Systems X X X
CodeLynx X
Collab9 X
Companion Data Services X
Confi-Chek (formerly Enformion) X
Contact Solutions X

CSRA X X X
Deloitte Consulting (assigned from Day 1 Solutions) X X X DLT Solutions X X X

PORTFOLIO SNAPSHOT
DISCLAIMER: This document is provided by NASPO ValuePoint and is for informational purposes only. While NASPO ValuePoint has worked to ensure the validity of the information provided, the user should not rely solely on the information contained in this document. Official records are maintained by the procurement office of the state that led the solicitation and should be reviewed prior to making any decision.

Cloud Solutions

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DXC Technology Services X X X
EC America (subsidiary of immixGroup) X
ECS Federal (assigned from InfoReliance) X X
eGlobal Tech X

EMC X X
Emergent X X X
Enquizit X
Ensono X

ESRI X X X
eSolutionsGroup X
Experian X
Hewlett Packard Enterprise X X X
HRTec X X X
Hyland X
i2m (dba of Include Information Management) X X X

IBM X X X
Insight Public Sector X X X
Knowledge Services (dba of GuideSoft) X
Laserfiche X
Lumen (dba of CenturyLink) X X X
NTT Data X
NWN X
Oracle X X X
Presidio X
Quest X
Red River X X X
Retarus X

SHI X X X
Smartronix X X X
Strategic Communications X X X
TCC Software Solutions X X X
Teradata X
Unisys X X X
ViON X X X
Visionary Integration Professionals X
VMware X X
WellSky (formerly Mediware Human & Social Services) X
Workday X
Zivaro (formerly Global Technology Resources) X

Cloud Solutions

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KEY BENEFITS:
• Master Agreements provide Participating Entitieswith
access to technical capabilities that run in cloud
environments and meet the NIST Essential
Characteristics.
• Offerings are available from direct OEM providers,
aggregators, business partners, and resellers toprovide a full range of cloud-based solutions and services.
• Data security was a major component of theRFP,
evaluation process, and Master Agreements.

PRICING:

Minimum percentage discounts
for each product category are
applied to each supplier’s catalog,
which can be found by clicking on the contractor tiles
on the NASPO ValuePoint Cloud Solutions portfolio
landing page. Customers may negotiate deeper
discounts.

PROCUREMENT BACKGROUND:

Cloud Solutions was a new NASPO ValuePoint contract
portfolio when established in 2016. The RFP allows the
Lead State to conduct “refresh” solicitations bi-annually at its discretion to allow additional vendors to compete for a contract within the portfolio. The most recent refresh took place in 2018.

STATES ON SOURCING TEAM:
 Utah (Lead)
 Colorado
 New Jersey
 Tennessee
 Vermont
 Wisconsin
SOLICITATION INFORMATION (ORIGINAL):
 Type: Request for Proposal (RFP)
 Solicitation Number: CH16012
 Publicly Advertised: 12/21/2015 – 3/20/2016
 Posted On: Utah BidSync account (closed)
 Posting Link: No longer accessible
 Number of Days Publicly Posted: 90
 Number of Amendments Posted: 10
PUBLIC OPENING (ORIGINAL):

Sealed responses were unsealed upon closing of the
solicitation at 1:00pm MT on 3/20/2016.

VENDOR RESPONSES (ORIGINAL):
• Number of Vendor Responses Received: 58
• Number of Non-Responsive Vendor Responses: 6
• Number of Vendor Responses Evaluated: 29
SOLICITATION INFORMATION (2018 REFRESH):
 Type: Request for Proposal (RFP)
 Solicitation Number: SK18008
 Publicly Advertised: 4/2/2018 – 7/6/2018
 Posted On: Utah Public Procurement Portal Place
 Posting Link: SK18008
 Number of Days Publicly Posted: 95
 Number of Amendments Posted: 6
PUBLIC OPENING (2018 REFRESH):

Sealed responses were unsealed upon closing of the
solicitation at 3:00pm MT on 7/6/2018.

VENDOR RESPONSES (2018 REFRESH):
• Number of Vendor Responses Received: 80
• Number of Non-Responsive Vendor Responses: 5
• Number of Vendor Responses Evaluated: 75

Cloud Solutions

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EVALUATIONS:

Responses to the original solicitation were evaluated by the members of the Sourcing Team during the week of 7/25/2016 in Salt Lake City, Utah. Responses to the 2018 refresh solicitation were evaluated by the members of the Sourcing Team during the week of 12/10/2018 in Salt Lake City, Utah.

EVALUATION CRITERIA:

Responses were evaluated based on the following Evaluation Criteria:

Business Information Organization & Staffing

1. Business Profile 1. Technical Requirements

2. Scope of Experience 2. Subcontractors

3. General Information 3. Working with Purchasing Entities

4. Billing and Pricing Practices 4. Customer Service

5. Scope and Variety of Cloud Solutions 5. Security of Information

6. Best Practices 6. Privacy and Security

7. Migration and Redeployment Plan
Organization & Staffing 8. Service or Data Recovery

1. Contract Manager 9. Data Protection

10. Service Level Agreements

11. Data Disposal

12. Performance Measures and Reporting

13. Cloud Security Alliance

14. Service Provisioning

15. Back up and Disaster Plan

16. Solution Administration

17. Hosting and Provisioning

18. Trial and Testing Periods

19. Integration and Customization

20. Marketing Plan

21. Value-Added Services

22. Supporting Infrastructure

23. Alignment of Cloud Computing
SCORING:

Responses were scored according to the RFP’s Evaluation Criteria across one technical evaluation stage, which included a minimum technical scoring threshold, and the cost evaluation. Detailed scoring information can be found in the Cloud Solutions Award Justification Statements posted on the NASPO ValuePoint Cloud Solutions portfolio landing page.

Cloud Solutions

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AWARD:

The original RFP allowed for multiple vendor awards in each award category based on each vendor’s success in earning more than 70% of the maximum 1,325 total points possible (for IaaS and PaaS) and 1,275 total points possible (for SaaS). 38 of the 58 vendors evaluated met the required minimum score threshold in one or more categories, making them eligible for award.

The 2018 refresh RFP allowed for multiple vendor awards in each award category based on each vendor’s success in earning more than 70% of the maximum 1,333.3 total points possible (for IaaS and PaaS) and 1,283.3 total points possible (for SaaS). 33 of the 80 vendors evaluated met the required minimum score threshold in one or more categories, making them eligible for award. This includes a number of vendors that were awarded a contract through the original RFP and were awarded additional categories through the refresh.

PUBLIC POSTING OF AWARD (ORIGINAL):
• Award Posted: 9/1/2016
• Posting Link: Award Justification Statement
• Vendors Awarded: 38
• Protests Received: 0
AWARDED VENDORS (ORIGINAL):
 A&T Systems  FireEye
 AT&T  IBM
 ATOS  Insight Public Sector
 Broadvoice  Knowledge Services (dba of GuideSoft)
 Carahsoft  Logicworks
 CDW-G  Lumen (dba of CenturyLink)
 CGI  NTT Data
 CherryRoad Technologies  Oracle
 Cisco Systems  Quest
 Collab9  Retarus
 Contact Solutions  SHI
 CSRA  Smartronix
 Deloitte Consulting (assigned from Day 1 Solutions)  Strategic Communications  DLT Solutions  TCC Software Solutions
 EC America (subsidiary of immixGroup)  Teradata
 ECS Federal (assigned from InfoReliance)  Unisys
 EMC  Verizon
 Emergent  VMware
 ESRI  Workday

Cloud Solutions

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PUBLIC POSTING OF AWARD (2018 REFRESH):
• Award Posted: 1/23/2019
• Posting Link: Award Justification Statement
• Vendors Awarded: 33
• Protests Received: 8
AWARDED VENDORS (2018 REFRESH):
 8x8
 Accenture
 Armedia
 AT&T
 B2Gnow (dba of AskReply)
 Calibre
 Capgemini
 CherryRoad Technologies
 CodeLynx
 Companion Data Services
 Confi-Chek (formerly Enformion)
 DXC Technology Services
 ECS Federal (assigned from InfoReliance)
 eGlobal Tech
 EMC
 Enquizit
 Ensono
 eSolutionsGroup
 Experian
 Hewlett Packard Enterprise
 HRTec
 Hyland
 i2m (dba of Include Information Management)
 IBM
 Laserfiche
 NWN
 PCMG (acquired by Insight Public Sector)
 Presidio
 Red River
 ViON
 Visionary Integration Professionals
 WellSky (formerly Mediware Human &Social
Services)
 Zivaro (formerly Global Technology Resources)
City Council AGENDA ITEM NO. I5.

DATE: October 6, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve an Assignment of Trademark and Domain Name with the Redlands Historical Museum Association and determine that approval 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 Assignment of Trademark and Domain Name with the Redlands Historical Museum Association; authorize the Mayor to execute the agreement; 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 Assignment of Trademark and Domain Name with the Redlands Historical Museum Association (RHMA), authorize the Mayor to execute the agreement, and determine that approval is exempt from environmental review pursuant to Section 15061(b)(3) of the State CEQA Guidelines.

DISCUSSION:

On June 17, 2025, the City and RHMA entered into a Real Estate Transfer Agreement through which RHMA transferred the Museum of Redlands property to the City. The agreement also provided for the transfer of branding rights associated with the Museum of Redlands trademark and RHMA’s execution of a separate assignment to memorialize that transfer.

The proposed Assignment of Trademark and Domain Name confirms and completes the transfer to the City of all rights, title, and interest held by RHMA, if any, in the Museum of Redlands trademark, with or without its colors, together with the associated goodwill. RHMA would retain a non-exclusive right to use the mark on its letterhead, website, and other media, provided that the name “Redlands Historical Museum Association,” “MOR Friends,” or “Museum of Redlands Friends” appears prominently near the mark and its use complies with the City’s reasonable quality-control requirements.

The agreement also assigns RHMA’s rights and interests in the internet domain name themor.org to the City.

RHMA would be required to take the actions reasonably necessary to complete the transfer to a City-controlled account, including providing required authorization information and approving applicable registrar requests.

Following transfer, the City would be responsible for administration, maintenance, and renewal of the domain name.

ALTERNATIVES:

The 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.

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, Finance Director

FISCAL IMPACT
Fiscal Year: 2027
Discussion: The proposed assignment does not require payment to RHMA. Following transfer of the domain name, the Library would assume responsibility for applicable domain-registration and renewal costs.

Attachments
MOR_Trademark_Assignment_Agreement.pdf

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ASSIGNMENT OF TRADEMARK AND DOMAIN NAME
This ASSIGNMENT OF TRADEMARK AND DOMAIN NAME (“Assignment”) is made this 6th day of October, 2026, by and between Redlands Historical Museum Association (“Assignor”), a California nonprofit public benefit corporation, on the one hand, and the City of Redlands (“Assignee”), a California municipal corporation and general law city, on the other hand (each a “Party” and together the “Parties”).

RECITALS
A. WHEREAS, Assignee desires to memorialize the assignment by Assignor to Assignee the below reproduced trademark comprising both word and design elements (the “Mark”):

In particular, the Mark comprises the capitalized letters “M,” “O,” and “R” forming the acronym “M.O.R.,” which stands for Museum of Redlands, the letter “O” being represented by a circle, the acronym being disposed within a larger circle, the letters being positioned towards a lower right section of the circle such that the right leg of the letter “R” interrupts a perimeter of the circle. The letters are shaded in white, and the large circle is shaded in orange.

B. WHEREAS, pursuant to the Real Estate Transfer Agreement entered into by the Parties on June 17, 2025, and its exhibits, Assignor transferred to Assignee “all branding rights associated with the [Mark] and agree[d] to execute [this Assignment] to effectuate such transfer as may be reasonably requested by [Assignee],” which is the objective of this Assignment.

C. WHEREAS, Assignee has acquired all of Assignor’s rights, title, and interest, if any, in and to the Mark, with and without its colors, including the goodwill associated therewith.

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58378503.1/006103.00023
D. WHEREAS, Assignor has assigned to Assignee all of Assignor’s rights, title, and interest, if any, in and to the Mark, with and without its colors, including the goodwill associated therewith.

E. WHEREAS, Assignor is the registered holder of, or otherwise possesses the authority to transfer, the Internet domain name themor.org (“the Domain Name”), and the Parties desire that all of Assignor’s rights and interests in the Domain Name be transferred to Assignee.

NOW, THEREFORE, in consideration of good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged as well as in the Real Estate Transfer Agreement of June 17, 2025, the Parties agree as follows:

TERMS AND CONDITIONS

1. Assignment of Mark. Assignor has assigned to Assignee all right, title, and interest Assignor had, if any, in and to the Mark, with and without its colors, together with the goodwill of the business symbolized by the Mark, all rights of action, powers, and benefits belonging or accrued to the Mark. To the extent any right, title, or interest in or to the Mark remains in Assignor, Assignor hereby irrevocably assigns and transfers the same to Assignee, together with the goodwill of the business symbolized by the Mark. Assignor shall execute and deliver such further documents, and take such further actions, as Assignee may reasonably request, at Assignee’s expense, to confirm, perfect, or record Assignee’s ownership of the Mark, including any document required by the United States Patent and Trademark Office or the California Secretary of State.

2. Assignment and Transfer of Domain Name. Assignor hereby assigns and transfers to Assignee all of Assignor’s right, title, and interest in and to the Domain Name, including all rights arising from or associated with its registration. Assignor shall promptly take all actions reasonably necessary to complete the transfer of the Domain Name to an account designated and controlled by Assignee, including unlocking the Domain Name, providing any required authorization or transfer code, approving any change-of-registrant or registrar-transfer request, and executing any additional documents reasonably required by the applicable domain registrar.

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58378503.1/006103.00023
Following completion of the transfer, Assignee shall be responsible for the administration, maintenance, and renewal of the Domain Name.

3. Assignor’s Rights. Assignor shall have the non-exclusive right to use the Mark on its letterhead, website, and other media, provided the name “Redlands Historical Museum Association,” “MOR Friends,” or “Museum of Redlands Friends” appears prominently in close proximity to the Mark. Any use of the Mark by Assignor under this Section shall be subject to Assignee’s reasonable quality-control requirements. The Parties agree that use of any such name satisfies the naming condition applicable to Assignor’s continued use of the Mark under Section

2.1(C) of the Real Estate Transfer Agreement, which is modified accordingly, and that Assignor’s use of “MOR Friends” or “Museum of Redlands Friends” as its name in accordance with this Section is permitted notwithstanding Assignee’s rights in the name “Museum of Redlands” under Section 1.1(iii) of that agreement. The rights granted under this Section remain subject to Section

2.2 of the Real Estate Transfer Agreement.

4. Governing Law. This Assignment shall be interpreted, enforced, and governed by and under the laws of the state of California without regard to choice of law principles.

5. Integration. This Assignment constitutes the final, complete, and exclusive agreement and understanding between and among the Parties pertaining to the subject matter hereof and supersedes all prior or contemporaneous written or oral understandings, representations, warranties, arrangements and agreements between the Parties pertaining to the subject matter hereof, all of which are decreed merged into this Assignment. Notwithstanding the foregoing, except as expressly provided in Section 3 of this Assignment, the Real Estate Transfer Agreement entered into by the Parties on June 17, 2025, and its exhibits remain in full force and effect in accordance with their terms, and nothing in this Assignment limits, supersedes, releases, or merges any right or obligation arising thereunder. Assignee expressly acknowledges that it has not relied on any understandings, representations, warranties, arrangements or agreements not expressly contained in this Assignment.

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58378503.1/006103.00023
ASSIGNOR’S REPRESENTATIONS
The Assignor hereby represents to Assignee, to the best of Assignor’s knowledge, that Assignor:

A. has not assigned, transferred, licensed, pledged, or otherwise encumbered the Mark or Domain Name in favor of any third-party, or agreed to do any of the aforementioned;
B. is the registered holder of, or otherwise has sufficient authority and control over, the Domain Name to complete its transfer to Assignee;
C. is not aware of any pending dispute, claim, proceeding, transfer request, or other restriction affecting the ownership, registration, use, or transfer of the Domain Name;
D. has paid all registration and renewal charges currently due for the Domain Name and is not aware of any circumstance that would cause the Domain Name to expire or become unavailable before the transfer is completed; E. the Mark or Domain Name is not and has not been the subject of or involved in any challenges, proceedings, or litigation that encumber, impact or otherwise affect their validity or use;
F. has full power and authority to enter into this Assignment and make the assignment; G. is not aware of any violation, infringement, or misappropriation, or claim of any of these, of any third-party’s rights by the Mark or Domain Name; H. is not aware of any third-party consents, assignments or licenses that are necessary to perform under this Assignment;
I. is not aware of any fact, event, or condition that occurred or arose during the Assignor’s ownership of the Mark or Domain Name that gave rise to a legal claim related to the Mark or Domain Name;

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58378503.1/006103.00023
The Assignor shall immediately notify the Assignee if any facts or circumstances arise that would make any of these representations inaccurate, to the best of Assignor’s knowledge and belief.

IN WITNESS WHEREOF, this Assignment is executed on the date first written above.

ASSIGNOR ASSIGNEE
Redlands Historical Museum Association
By: _____________________________
Name: _____________________________
Title: _____________________________
City of Redlands
By: _____________________________
Name: _____________________________
Title: _____________________________
ATTEST:
__________________________
Jeanne Donaldson, City Clerk
City Council AGENDA ITEM NO. I6.

DATE: October 6, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize the Annual Maintenance Payment to Motorola Solutions, Inc. in the amount of $126,956 for the Police Department's Spillman Computer Aided Dispatch/Records Management System (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 authorize payment of the annual invoice for the Police Department's Spillman Computer Aided Dispatch/Records Management System to Motorola Solutions, Inc. in the amount of $126,956.

RECOMMENDATION:

City staff recommends that the City Council authorize payment of the annual invoice for the Police Department's Spillman Computer Aided Dispatch/Records Management System to Motorola Solutions, Inc. In the amount of $126,956.

DISCUSSION:

Motorola Solutions, Inc. is the vendor and owner of the software used by the Police Department for its Computer Aided Dispatch/Records Management System (CAD/RMS), also referred to as Spillman. Since the system was implemented over ten years ago, Spillman, the original developer, has provided maintenance and support to City staff through the annual maintenance agreement, which has been renewed each year since. As with many other software applications in use by the City (and is the case in all other jurisdictions for that matter), Motorola Solutions, Inc. is the only provider of software maintenance and support for the Spillman CAD/RMS system and is, as such, a sole source. Payment of the annual invoice to Motorola Solutions ensures access to routine software updates and technical support.

ALTERNATIVES:

City Council may choose not to authorize payment; however, doing so would result in the loss of software maintenance, updates, and technical support for the Police Department's CAD/RMS system.

STRATEGIC PLAN:

Not Applicable
SUBMITTED BY:

Danielle Garcia, Assistant City Manager
RECOMMENDED BY:

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

Kurt Wilson, Assistant City Manager
Dana Abramovitz-Daniel, Procurement Manager
James Garland, Finance Director
PREPARED BY:

Valerie Abrego, Management Analyst

FISCAL IMPACT
Fiscal Year: 2027
Revenue Generating: No
Amount: $126,955.38
Budgeted Y/N: Yes
Account No.: 604900
Additional Appropriation Required: No
Discussion: The annual maintenance for this system totals $126,956.00. Funding for this expense was included in the FY27 budget for Management Services/DoIT.

Attachments
Motorola_Spillman_Maintenance_Support_Invoice.pdf
Motorola Solutions, Inc.
500 West Monroe
Chicago IL 60661
United States
Federal Tax ID: 36-1115800
Need help or have question?
Scan the QR code or visit
support.motorolasolutions.com/invoicing
Invoice 8230599688
Payment Details
Invoice Total
USD 126,955.38
Payment Due Date Oct 01, 2026
Pay Online
motorolasolutions.com/billing
Payment Method / Terms
Net Due in 30 Days
Bank Account No.

Payment Address
Motorola Solutions, Inc.
13108 Collections Center Drive
Chicago, IL 60693
United States
ABA Routing No. for ACH
ABA Routing No. for Wire Transfer
Bank
Bank of America, Dallas
SWIFT
Invoice 8230599688 Please detach here and return the bottom portion with your payment Page 1 of 4 Payment Coupon
Issue Date
Sep 01, 2026
Customer No.

Invoice 8230599688
Please put your Transaction Number and your Customer Account Number on your payment for prompt processing.

Billing Address

REDLANDS POLICE DEPT, CITY OF
ATTN: Accounts Payable
P.O. BOX 1025
REDLANDS CA 92373
United States
Payment Address
Motorola Solutions, Inc.
13108 Collections Center Drive
Chicago, IL 60693
United States
Invoice Total
USD126,955.38
Tax Included 0.00
Payment Due Date Oct 01, 2026
Provide your remittance details to:

[email protected]
Diversion contrary to export control law is prohibited
Issue Date
Sep 01, 2026
P.O. No. P.O. Date
Contract No.

USC000202163
Delivery No. Customer No.

Billing Address Shipping Address

REDLANDS POLICE DEPT, CITY OF
ATTN: Accounts Payable
P.O. BOX 1025
REDLANDS CA 92373
United States

REDLANDS POLICE DEPARTMENT
30 CAJON STREET
1270 W PARK #C
REDLANDS CA 92373
United States
Important Information For all invoice payment inquiries contact Contract Number: USC000202163-R02-JUN-26 04:29:05 [email protected] Telephone: 800-247-2346
Special Instructions and Comments
General Comment: Regular Invoice
Invoice 8230599688 Diversion contrary to export control law is prohibited Page 2 of 4 # Description Ship Date Service Period Unit Price Qty Amount Equipment at Site:
1011860485
1862975
30 CAJON STREET
1270 W PARK #C
REDLANDS CA 92373
United States
1 FLEX CAD MAINTENANCE (ENHANCED) -

STANDARD
ITEM# SSV00S00012A-SP
Oct 01, 2026 - Sep 30, 2027 2,472.13 1 2,472.13
2 FLEX NON-CUSTODIAL ARREST

MAINTENANCE - STANDARD
ITEM# SSV00S00396A-SP
Oct 01, 2026 - Sep 30, 2027 0.00 1 0.00
3 FLEX HUB MAINTENANCE (ENHANCED) -

STANDARD
ITEM# SSV00S00015A-SP
Oct 01, 2026 - Sep 30, 2027 42,088.21 1 42,088.21
4 FLEX PERSONNEL MANAGEMENT

MAINTENANCE - STANDARD
ITEM# SSV00S00432A-SP
Oct 01, 2026 - Sep 30, 2027 2,903.37 1 2,903.37
5 FLEX PIN MAPPING MAINTENANCE -

STANDARD
ITEM# SSV00S00438A-SP
Oct 01, 2026 - Sep 30, 2027 4,184.69 1 4,184.69
6 FLEX PREMISES AND HAZMAT

INFORMATION MAINTENANCE -

STANDARD
ITEM# SSV00S00447A-SP
Oct 01, 2026 - Sep 30, 2027 1,189.04 1 1,189.04
7 FLEX SENTRYX GIS (GEOBASE)

MAINTENANCE - STANDARD
ITEM# SSV00S00480A-SP
Oct 01, 2026 - Sep 30, 2027 0.00 1 0.00
8 FLEX TRAFFIC INFORMATION

MAINTENANCE - STANDARD
ITEM# SSV00S00527A-SP
Oct 01, 2026 - Sep 30, 2027 2,058.63 1 2,058.63
9 FLEX XML ACCIDENT INTERFACE

MAINTENANCE - STANDARD
ITEM# SSV00S00566A-SP
Oct 01, 2026 - Sep 30, 2027 4,106.59 1 4,106.59
10 FLEX MOBILE SERVER CAD SHARE -

STANDARD
ITEM# SSV00S006026-SP
Oct 01, 2026 - Sep 30, 2027 14,176.11 1 14,176.11
11 FLEX TOUCH MAINTENANCE - STANDARD
ITEM# SSV00S00028A-SP
Oct 01, 2026 - Sep 30, 2027 1,886.48 1 1,886.48
12 FLEX E9-1-1 INTERFACE MAINTENANCE -

STANDARD
ITEM# SSV00S00181A-SP
Oct 01, 2026 - Sep 30, 2027 2,472.13 1 2,472.13
13 FLEX LAW RECORDS MAINTENANCE -

STANDARD
ITEM# SSV00S00033A-SP
Oct 01, 2026 - Sep 30, 2027 1,945.04 1 1,945.04
14 FLEX MOBILE AVL AND MAPPING

MAINTENANCE - STANDARD
ITEM# SSV00S00036A-SP
Oct 01, 2026 - Sep 30, 2027 9,673.76 1 9,673.76
15 FLEX MOBILE RECORDS MAINTENANCE -

STANDARD
ITEM# SSV00S00038A-SP
Oct 01, 2026 - Sep 30, 2027 2,903.37 1 2,903.37
16 FLEX STATELINK MAINTENANCE -

STANDARD
ITEM# SSV00S00052A-SP
Oct 01, 2026 - Sep 30, 2027 4,848.42 1 4,848.42
17 FLEX CAD MAPPING MAINTENANCE - Oct 01, 2026 - Sep 30, 2027 5,148.33 1 5,148.33 Invoice 8230599688 Diversion contrary to export control law is prohibited Page 3 of 4 # Description Ship Date Service Period Unit Price Qty Amount

STANDARD
ITEM# SSV00S00072A-SP
18 FLEX DATA WAREHOUSE INTERFACE

MAINTENANCE - STANDARD
ITEM# SSV00S00164A-SP
Oct 01, 2026 - Sep 30, 2027 0.00 1 0.00
19 FLEX IBR MAINTENANCE - STANDARD
ITEM# SSV00S00050A-SP
Oct 01, 2026 - Sep 30, 2027 2,417.72 1 2,417.72
20 FLEX EQUIPMENT MAINTENANCE

MAINTENANCE - STANDARD
ITEM# SSV00S00184A-SP
Oct 01, 2026 - Sep 30, 2027 0.00 1 0.00
21 FLEX IMAGING MAINTENANCE -

STANDARD
ITEM# SSV00S00262A-SP
Oct 01, 2026 - Sep 30, 2027 6,954.94 1 6,954.94
22 FLEX LICENSES AND PERMITS

MAINTENANCE - STANDARD
ITEM# SSV00S00301A-SP
Oct 01, 2026 - Sep 30, 2027 1,189.04 1 1,189.04
23 FLEX MOBILE ARREST FORM

MAINTENANCE - STANDARD
ITEM# SSV00S00331A-SP
Oct 01, 2026 - Sep 30, 2027 4,692.02 1 4,692.02
24 FLEX MOBILE FIELD REPORT WITH FIELD

INTERVIEW MAINTENANCE - STANDARD
ITEM# SSV00S00334A-SP
Oct 01, 2026 - Sep 30, 2027 3,655.83 1 3,655.83
25 FLEX MOBILE STATE & NATIONAL

QUERIES MAINTENANCE - STANDARD
ITEM# SSV00S00352A-SP
Oct 01, 2026 - Sep 30, 2027 960.11 1 960.11
26 FLEX MOBILE VOICELESS CAD

MAINTENANCE - STANDARD
ITEM# SSV00S00354A-SP
Oct 01, 2026 - Sep 30, 2027 5,029.42 1 5,029.42
Site: CA Tax at 0% 0.00
Site Total 126,955.38
USD Subtotal 126,955.38
USD Total Tax 0.00
USD Invoice Total 126,955.38
USD Amount Due 126,955.38
Invoice 8230599688 Diversion contrary to export control law is prohibited Page 4 of 4 Disclaimer:

There are certain telecommunications-regulated services provided for under the Regulated Services Addendum ("RSA") and may be billed to customers in this invoice provided by Motorola Solutions, Inc.'s wholly-owned subsidiary, Motorola Solutions Connectivity, Inc. ("MSCI"). If you receive any of these services under the RSA, such services are billed by Motorola Solutions, Inc. on MSCI's behalf. This applies solely to services delineated in and provided under the RSA.

If you have any questions as to individual services, please do not hesitate to reach out to your Motorola Solutions representative.

City Council AGENDA ITEM NO. I7.

DATE: October 6, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve an Intergovernmental Purchase of Dell Computers and Accessories for a Citywide Computer Refresh in the amount of $130,206 (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 intergovernmental purchase of Dell computers and accessories for a citywide computer refresh in the amount of $130,206.

RECOMMENDATION:

Staff recommends that the City Council approve the intergovernmental purchase of Dell computers and accessories for a citywide computer refresh in the amount of $130,206.

DISCUSSION:

The City of Redlands' Division of Innovation and Technology (DoIT) is working toward establishing a consistent and standardized technology refresh cycle for end-user computing equipment. The goal of this policy is to ensure that the City's technology assets remain secure, reliable, supported, and capable of meeting operational requirements.

This policy will apply to all computing hardware assigned to City employees, Police Department personnel, training environments, and other authorized users. This policy aims to set a standard five-year refresh cycle for all City and Police Department desktops and laptops.

After assessing the City's current computing inventory, DoIT has identified 92 desktops and 38 laptops that are at end of life, and an additional 153 desktops and 5 laptops set to reach end of life during this fiscal year. Based on that assessment, DoIT is proposing two purchases of Dell computers during this fiscal year. Separating the hardware refresh into two purchases will reduce storage time and maximize included warranty coverage.

The first purchase, presented here, calls for the City to procure 50 desktops and 22 laptops, as well as associated accessories, from Dell Technologies. The purchased hardware will go towards the immediate replacement of identified end of life units and also allows for the consolidation of City resources for those employees that were utilizing a desktop and a laptop. Those employees will convert to using a single laptop with a docking station.

Ultimately, the targeted replacement of these end of life units will preempt expensive maintenance and downtime and allow City staff to utilize equipment more efficiently.

Staff followed the City's procurement guidelines by examining and selecting an existing competitively-bid cooperative contract with the National Association of State Procurement Officials (NASPO) ValuePoint. NASPO is a non-profit association made up of the directors of the central purchasing offices of the 50 states, the District of Columbia, and territories of the United States. By utilizing the NASPO ValuePoint cooperative purchasing program, the City is able to benefit from the combined purchasing power of more than 50,000 government, education, and non-profit organizations. The purpose of these cooperative contract programs enable the City to take advantage of preferred pricing and administrative efficiencies. Based on staff's assessment, the new computer hardware proposed for purchase are recommended to be sourced through this cooperative purchasing agreement.

ALTERNATIVES:

City Council may choose to reject, modify, or table the proposed purchase.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

Danielle Garcia, Assistant City Manager
RECOMMENDED BY:

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

Kurt Wilson, Assistant City Manager
James Garland, Finance Director
Dana Abramovitz-Daniel, Procurement Manager
James Garland, Finance Director
PREPARED BY:

Valerie Abrego, Management Analyst

FISCAL IMPACT
Fiscal Year: 2027
Revenue Generating: No
Amount: $130,206
Budgeted Y/N: Yes
Account No.: 604900
Additional Appropriation Required: No
Discussion: Funding for this purchase is included in the IT Divisions' budget for FY27.

Attachments
Intergovernmental_Request_Form-_Dell-Workstation_Refresh.pdf NASPO_CA_Participating_Addendum.pdf
NASPO_Master_Agreement.pdf
Dell_Hardware_Quote.pdf
Intergovernmental/ Piggyback
Contract Use Request (Attach to PR form)
The Department requests the purchase of the following item(s) from:

Original Contracting Entity:

Contract#:

Contract Term:

Method of original contract award:

Competitive
Non-Competitive, based on: Preferred source Sole Single source Emergency Other:

Does the original contract contain language contemplating contract extension to additional users? Yes No
Description of Product/Service intend to acquire Unit Price Total Tax
Grand Total
Please attach: vendor agreement to sale to the City AND Entity agreement/contract language allowing Piggyback C000001115143 Minnesota NASPO ValuePoint Master Agreement # 23026 Purchasing Agent Approval: Date:

City Manager Approval: ______________________________ Date: ____________________ Vendor:

Contact:

Address 1:

Address 2:

City/State/Zip:

Telephone:

Fax:

Web/E-Mail:

Delivery/Service Location
Contact:

Telephone:

Department:

Address 1:

Address 2:

Additional
Comments
rev. 10.31.18

STATE OF CALIFORNIA
PARTICIPATING ADDENDUM NUMBER 7-23-70-55-01
AMENDMENT 3
Computer Equipment, Peripherals & Related Services
Minnesota NASPO ValuePoint Master Agreement Number 23026 Dell Marketing L.P. (Contractor)
The parties mutually agree to amend Participating Addendum 7-23-70-55-01 as follows:
1) Agreement is extended from June 30, 2026, to June 30, 2027. Section 2. TERM, subparagraph A is revised to read as follows:

A. The term of this Participating Addendum shall begin upon signature approval by the State and will end June 30, 2027, or upon termination by the State, whichever occurs first.

All other terms and conditions of the Participating Addendum shall remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

STATE OF CALIFORNIA CONTRACTOR
Department of General Services Dell Marketing L.P.

Agency Name Contractor Name
Printed Name/Title of Person Signing Printed Name/Title of Person Signing 707 Third Street One Dell Way
West Sacramento, CA 95605 Round Rock, TX 78682
Address Address

Page 1 of 1 ends

STATE OF CALIFORNIA
PARTICIPATING ADDENDUM NUMBER 7-23-70-55-01
AMENDMENT 2
Computer Equipment, Peripherals & Related Services
Minnesota NASPO ValuePoint Master Agreement Number 23026 Dell Marketing L.P. (Contractor)
The parties mutually agree to amend Participating Addendum 7-23-70-55-01 as follows:
1) Agreement is extended from June 30, 2025, to June 30, 2026. Section 2. TERM, subparagraph A is revised to read as follows:

A. The term of this Participating Addendum shall begin upon signature approval by the State and will end June 30, 2026, or upon termination by the State, whichever occurs first.
2) Section 22. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REPORTING is hereby deleted and replaced with the following:

22. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI)
DEFINITIONS:

For purposes of this Section, the following terms shall be given the meaning shown below. Capitalized terms used below and not defined in this Section shall have the meaning set forth in Section 1 (Definitions) or in the text of the IT General Provisions (rev. 06/21/2022).

Artificial Intelligence (AI): an engineered or machine-based system that varies in its level of autonomy and that can, for explicit or implicit objectives, infer from the input it receives how to generate outputs that can influence physical or virtual environments (Gov Code §§ 11549.64 & 11546.45.5).

GenAI Training Data: any content, information, or data that is used to train, tune, test, or validate a GenAI, including text, images, video, audio, code, or similar types of input.

Generated Data: any output, results, content, or other data that is produced by GenAI, including but not limited to text, images, video, audio, code, or similar types of output.

Generative AI (GenAI): an AI system that can generate derived synthetic content, including text, images, video, and audio, that emulates the structure and characteristics of the system’s GenAI Training Data (Gov Code §11549.64).

Page 1 of 3 ends

Participating Addendum 7-23-70-55-01
Amendment 2

Page 2 of 3 ends

Hallucination: Generated Data that is nonsensical, false, or misleading, and is not based on real or existing data, but is instead produced by bias or the GenAI’s extrapolation or creative interpretation of its Gen AI Training Data.

Materially Impacts: shall have the same meaning set forth in State Administrative Manual (SAM) 4986.2.

Prompt: any written, spoken, or rendered information provided as a query, command, or other form of input, to any GenAI in connection with this Contract. For avoidance of doubt, Prompt includes any input automatically detected or created by the GenAI, as well as any derivate works of a Prompt or collection of Prompts.

GENAI DISCLOSURE OBLIGATIONS:

Disclosure Obligations:
a) Contractor must immediately notify the State in writing if it: (1) intends to provide GenAI as a Deliverable to the State; or (2) intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any Deliverable that materially impacts: (i) functionality of the System, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the same meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.
b) Such notification shall be provided to the State designee identified in this Contract.
c) At the direction of the State, Contractor shall discontinue the provision to the State of any previously unreported GenAI that results in a material impact to the functionality of the System, risk to the State, or Contract performance, as determined by the State.
d) If the use of previously undisclosed GenAI is approved by the State, then Contractor will update the Deliverable description, and the Parties will amend the Contract accordingly, which may include incorporating the GenAI Special Provisions into the Contract, at no additional cost to the State.

Failure to Disclose or Discontinue GenAI Use: The State, at its sole discretion, may consider Contractor’s failure to disclose or discontinue the provision or use of GenAI as described above, to constitute a material breach of Contract when such failure results in a material impact to functionality of the System, risk to the State, or Contract performance. The State is entitled to seek any and all remedies available to it under law as a result of such breach, including but not limited to termination of the contract, for default pursuant to Section 23 (Termination for Default) of the IT General Provisions (rev. 06/21/2022).

Participating Addendum 7-23-70-55-01
Amendment 2
All other terms and conditions of the Participating Addendum shall remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

STATE OF CALIFORNIA CONTRACTOR
Department of General Services Dell Marketing L.P.

Agency Name Contractor Name
707 Third Street One Dell Way
West Sacramento, CA 95605 Round Rock, TX 78682
Address Address
Printed Name/Title of Person Signing

Page 3 of 3 ends

STATE OF CALIFORNIA
PARTICIPATING ADDENDUM NUMBER 7-23-70-55-01
AMENDMENT 1
Computer Equipment, Peripherals & Related Services
Minnesota NASPO ValuePoint Master Agreement Number 23026 Dell Marketing LP. (Contractor)
The parties mutually agree to amend Participating Addendum 7-23-70-55-01 as follows:
1) Section 22. GENERATIVE ARTIFIFICAL INTELLIGENCE (GENAI) REPORTING is hereby added to read as follows:

22.GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REPORTING The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Upon request by an ordering agency, Contractor must complete a GenAI Reporting and Fact Sheet (STD 1000) to identify if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors.

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI technology, including GenAI from third parties or subcontractors. Contractor shall immediately complete the GenAI Reporting and Factsheet (STD 1000) to notify the State of any new or previously unreported GenAI technology.

At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

Failure to disclose GenAI use to the State and submit the GenAI Reporting and Factsheet (STD 1000) may be considered a breach of the contract by the State at its sole discretion and the State may consider such failure to disclose GenAI and/or failure to submit the GenAI Reporting and Factsheet (STD 1000) as grounds for the immediate termination of the contract. The State is entitled to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State.

If Contractor identifies GenAI in their solution, a copy of the STD 1000 must be submitted to the DGS State Contract Administrator.

Page 1 of 2 ends

STATE OF CALIFORNIA
PARTICIPATING ADDENDUM NUMBER 7-23-70-55-01
AMENDMENT1
Computer Equipment, Peripherals & Related Services
Minnesota NASPO ValuePoint Master Agreement Number 23026 Dell Marketing LP. (Contractor)
The parties mutually agree to amend Participating Addendum 7-23-70-55-01 as follows:
1) Section 22. GENERATIVE ARTIFIFICAL INTELLIGENCE (GENAI) REPORTING is hereby added to read as follows:

If Contractor identifies GenAI in their solution, a copy of the STD 1000 must be submitted to the DGS State Contract Administrator.

Page 1 of 2 ends

Participating Addendum 7-23-70-55-01
Amendment 1
All other terms and conditions of the Participating Addendum shall remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

STATE OF CALIFORNIA
Department of General Services
Agency Name Digitally signed by Julie

CONTRACTOR
Dell Marketing L.P.

Julie Matthews ~=:~~~~• 102517342, 10/25/2024
Contractor Name
Katherine_Castil ~~~:%:;"~:~,;~~1
101 ~~.~~02,.oa.231s:•2:23 -07'00'
Authorized Signature Date Signed
Julie Matthews, MAU2 Supervisor
Printed Name/Title of Person Signing
707 Third Street
West Sacramento, CA 95605
Address
Authorized Signature Date Signed
Katherine Castillo/Paralegal Advisor
Printed Name/Title of Person Signing
One Dell Way
Round Rock, TX 78682
Address

Page 2 of 2 ends

Participating Addendum 7-23-70-55-01
Amendment 1
All other terms and conditions of the Participating Addendum shall remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

STATE OF CALIFORNIA
Department of General Services
Agency Name

CONTRACTOR
Dell Marketing LP.

Digitally signed by Julie
Julie Matthews 1:21 10/25/2024
Contractor Name
Katherine_Castil
lo1 2°24.0s.2s 1s42.2s
-07'00'
Authorized Signature Date Signed
Julie Matthews, MAU2 Supervisor
Printed Name/Title of Person Signing
707 Third Street
West Sacramento, CA 95605
Address
Authorized Signature Date Signed
Katherine Castillo/Paralegal Advisor
Printed Name/Title of Person Signing
One Dell Way
Round Rock, TX 78682
Address

Page 2 of 2 ends

Page 1 of 10 ends

STATE OF CALIFORNIA
PARTICIPATING ADDENDUM NUMBER 7-23-70-55-01
Computer Equipment, Peripherals & Related Services
Minnesota NASPO ValuePoint Master Agreement Number 23026 Dell Marketing L.P. (Contractor)
This Participating Addendum Number 7-23-70-55-01 is entered into between the State of California, Department of General Services (hereafter referred to as “State” or “DGS”) and Dell Marketing L.P. (hereafter referred to as “Contractor”) under the lead state of Minnesota NASPO ValuePoint Master Agreement Number 23026.

1. SCOPE
A. This Participating Addendum covers the purchase of computer equipment (desktops, laptops, tablets, servers, and storage, including related peripherals & services) under the Minnesota NASPO ValuePoint Master Agreement. The Minnesota NASPO ValuePoint Master Agreement is hereby incorporated by reference. Product/service categories included under this Participating Addendum are identified in Section 5 (Available Products and Services).

B. This Participating Addendum is available for use by California state agencies and local governments. A local government is defined as any city, county, city and county, district, or other local governmental body, school district or corporation empowered to expend public funds. The State Agency Listing (https://www.ca.gov/agenciesall/) provides a comprehensive list of state agencies.

C. Each local government is to make its own determination whether this Participating Addendum and the Minnesota NASPO ValuePoint Master Agreement are consistent with its procurement policies and regulations.

2. TERM
A. The term of this Participating Addendum shall begin February 1, 2024, or upon signature approval by the State whichever occurs later, and will end June 30, 2025, or upon termination by the State, whichever occurs first.

B. Lead state amendments to extend the NASPO ValuePoint Master Agreement term date are not automatically incorporated into this Participating Addendum.

Extension(s) to the term of this Participating Addendum will be through a written amendment upon mutual agreement between the State and the Contractor.

C. Order placement and execution shall be on or before the expiration of this Participating Addendum. However, delivery of products or completion of services may be up to 120 days after the Participating Addendum expiration date.

STATE OF CALIFORNIA
PARTICIPATING ADDENDUM NUMBER 7-23-70-55-01
Computer Equipment, Peripherals & Related Services
Minnesota NASPO ValuePoint Master Agreement Number 23026 Dell Marketing LP. (Contractor)
This Participating Addendum Number 7-23-70-55-01 is entered into between the State of California, Department of General Services (hereafter referred to as "State" or "DGS") and Dell Marketing L.P. (hereafter referred to as "Contractor") under the lead state of Minnesota NASPO ValuePoint Master Agreement Number 23026.

B. Lead state amendments to extend the NASPO ValuePoint Master Agreement term date are not automatically incorporated into this Participating Addendum.

Extension(s) to the term of this Participating Addendum will be through a written amendment upon mutual agreement between the State and the Contractor.

Page 1 of 10 ends

Participating Addendum 7-23-70-55-01

Page 2 of 10 ends

3. TERMS AND CONDITIONS/INCORPORATION OF DOCUMENTS
A. Terms and conditions listed below are hereby incorporated by reference and made a part of this Participating Addendum as if attached herein and shall apply to the purchase of goods or services made under this Participating Addendum. 1) General Provisions – Information Technology (GSPD-401IT) effective 6/21/2022
B. Terms can be viewed on the DGS Procurement Division website (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-DivisionResources-List-Folder/Required-Language-for-Solicitations-and-Contracts).

4. ORDER OF PRECEDENCE
A. In the event of any inconsistency between the articles, attachments, or provisions which constitute this agreement, the following descending order of precedence shall apply:
1) California Participating Addendum Number 7-23-70-55-01 2) Minnesota NASPO ValuePoint Master Agreement Number 23026

5. AVAILABLE PRODUCTS AND SERVICES
A. The following product and service offerings from the Minnesota NASPO ValuePoint Master Agreement Number 23026 are allowed under this Participating Addendum:
1) Band 1, Personal Computing Devices – Windows Operating Systems:

Desktops, Laptops, Tablets
2) Band 2, Personal Computing Devices – Non-Windows Operating Systems:

Desktops, Laptops, Tablets
3) Band 3, Servers and Storage

6. RESTRICTIONS/DISALLOWED PRODUCTS AND SERVICES
A. Configuration limits: The dollar limits identified below are based on a SINGLE computer/system configuration. This is NOT a restriction on the purchase of multiple configurations (e.g., an entity could purchase 10 laptops at $15,000 each, for a total purchase price of $150,000).

ITEM CONFIGURATION
Band 1 $15,000
Band 2 $15,000
Band 3 $1,000,000
Peripherals $10,000
Services Addressed in the customer specific Purchase Orders Participating Addendum 7-23-70-55-01

3. TERMS AND CONDITIONS/INCORPORATION OF DOCUMENTS
A. Terms and conditions listed below are hereby incorporated by reference and made a part of this Participating Addendum as if attached herein and shall apply to the purchase of goods or services made under this Participating Addendum. 1) General Provisions - Information Technology (GSPD-401 IT) effective 6/21/2022
B. Terms can be viewed on the DGS Procurement Division website (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-DivisionResources-List-Folder/Required-Language-for-Solicitations-and-Contracts).

Desktops, Laptops, Tablets
2) Band 2, Personal Computing Devices - Non-Windows Operating Systems:

Desktops, Laptops, Tablets
3) Band 3, Servers and Storage

ITEM CONFIGURATION
Band 1 $15,000
Band 2 $15,000
Band 3 $1,000,000
Peripherals $10,000
Services Addressed in the customer specific Purchase Orders

Page 2 of 10 ends

Participating Addendum 7-23-70-55-01

Page 3 of 10 ends

B. Services must be related to the procurement of equipment.

C. The following restrictions apply to state agency purchases under this Participating Addendum:
1) Product and service categories that are available on mandatory California statewide contracts cannot be purchased from this Participating Addendum by state agencies without an exemption. State agencies are responsible for obtaining a mandatory statewide contract exemption from DGS prior to issuing a purchase order.
2) Service-only purchases are disallowed. (Exception: Equipment maintenance service purchases are allowed).
3) Services that fall within the definition of “public works” as defined in Public Contract Code section 1101 and Labor Code section 1720 are disallowed under this Participating Addendum and must be procured by alternate means. This restriction is not applicable to local governments. 4) Leasing/rental is not allowed.
5) Professional services are not allowed.
6) Cloud services are not allowed.

7. PRICING
A. Contractor’s pricing is outlined in the Minnesota NASPO ValuePoint Master Agreement Number 23026.

B. Contractor shall notify the State Contract Administrator of any amendments and pricing adjustments approved and executed by the state of Minnesota.

8. AUTHORIZED RESELLERS
A. Contractor may use State-approved Authorized Resellers under this Participating Addendum for sales and service functions as defined herein. 1) Authorized Resellers must accept purchase orders and accept payment from ordering agencies for products and services offered under this Participating Addendum.
2) Authorized Resellers are responsible for sending a copy of all purchase orders and invoices to the Contractor for compliance with quarterly usage reporting and administrative fee requirements.
3) All purchase documents to Authorized Resellers shall reference the Participating Addendum Number and Contractor Name.

Participating Addendum 7-23-70-55-01
B. Services must be related to the procurement of equipment.

C. The following restrictions apply to state agency purchases under this Participating Addendum:
1) Product and service categories that are available on mandatory California statewide contracts cannot be purchased from this Participating Addendum by state agencies without an exemption. State agencies are responsible for obtaining a mandatory statewide contract exemption from DGS prior to issuing a purchase order.
2) Service-only purchases are disallowed. (Exception: Equipment maintenance service purchases are allowed).
3) Services that fall within the definition of "public works" as defined in Public Contract Code section 1101 and Labor Code section 1720 are disallowed under this Participating Addendum and must be procured by alternate means. This restriction is not applicable to local governments. 4) Leasing/rental is not allowed.
5) Professional services are not allowed.
6) Cloud services are not allowed.

7. PRICING
A. Contractor's pricing is outlined in the Minnesota NASPO ValuePoint Master Agreement Number 23026.

B. Contractor shall notify the State Contract Administrator of any amendments and pricing adjustments approved and executed by the state of Minnesota.

Page 3 of 10 ends

Participating Addendum 7-23-70-55-01

Page 4 of 10 ends

B. Contractor shall be responsible for successful performance and compliance with all requirements in accordance with the terms and conditions under this Participating Addendum, even if work is performed by Authorized Resellers. All State policies, guidelines, and requirements shall apply to Authorized Resellers.

C. Contractor will be the sole point of contact with regard to Participating Addendum contractual matters, reporting, and administrative fee requirements.

D. Subject to the approval of the State, Authorized Resellers may be added on a quarterly basis during the term of the Participating Addendum. Contractors shall notify the State in writing of any deleted Authorized Resellers or changes to current Authorized Resellers’ information at any time.

E. Contractor will be required to submit Authorized Reseller requests, in a format specified by the State, to the State Contract Administrator for approval.

F. State-approved Authorized Resellers will be posted on the State’s Cal eProcure website.

9. SUBCONTRACTORS
A. Nothing contained in this Participating Addendum or otherwise, shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve Contractor of its responsibilities and obligations hereunder. Contractor agrees to be as fully responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. Contractor's obligation to pay its subcontractors is an independent obligation from the State's obligation to make payments to the Contractor.

B. Contractor shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted except for subcontractors listed on the Bidder Declaration (GSPD-05-105) provided to ordering agencies at the time an order is quoted.

C. As the prime Contractor, Contractor is responsible for reports and fees required by the terms and conditions of the NASPO ValuePoint Master Agreement and Participating Addendum.

D. Any subcontract in excess of $25,000, entered into as a result of this Participating Addendum, shall contain all the provisions stipulated in this Participating Addendum to be applicable to subcontractors.

Participating Addendum 7-23-70-55-01
B. Contractor shall be responsible for successful performance and compliance with all requirements in accordance with the terms and conditions under this Participating Addendum, even if work is performed by Authorized Resellers. All State policies, guidelines, and requirements shall apply to Authorized Resellers.

C. Contractor will be the sole point of contact with regard to Participating Addendum contractual matters, reporting, and administrative fee requirements.

E. Contractor will be required to submit Authorized Reseller requests, in a format specified by the State, to the State Contract Administrator for approval.

F. State-approved Authorized Resellers will be posted on the State's Cal eProcure website.

C. As the prime Contractor, Contractor is responsible for reports and fees required by the terms and conditions of the NASPO ValuePoint Master Agreement and Participating Addendum.

Page 4 of 10 ends

Participating Addendum 7-23-70-55-01

Page 5 of 10 ends

10.ORDERING AGENCY RESPONSIBILITIES
A. State agency and local government use of this Participating Addendum is optional.

B. State agencies and local governments must follow the ordering procedures outlined within the User Instructions guide, administered by the State Contract Administrator, to execute orders against this Participating Addendum. User Instructions are posted on the State’s Cal eProcure website.

C. All purchase orders executed under this Participating Addendum shall include the Participating Addendum Number 7-23-70-55-01.

11.STATE AGENCY BUY RECYCLED CAMPAIGN (SABRC)
A. State agencies are required to report purchases made within the eleven product categories in the California Department of Resources Recycling and Recovery’s State Agency Buy Recycled Campaign (SABRC) per Public Contract Code sections 12200-12217.

B. Contractor will be required to complete and return a Postconsumer RecycledContent Certification form (https://calrecycle.ca.gov/buyrecycled/stateagency/vendored/form74guide/) upon request by the state agency.

12.DELIVERY
A. Delivery shall occur within 30 days after receipt of order, or as negotiated between ordering agency and Contractor and included in the purchase order, or as otherwise stipulated in the NASPO ValuePoint Master Agreement.

B. Free On Board (F.O.B.) Destination, freight prepaid by the Contractor, to the ordering agency’s receiving point.

13.INVOICING AND PAYMENT
A. Payment will be made in accordance with IT General Provisions Paragraph 30 (Required Payment Date).

B. Invoices shall be sent to the address identified in the ordering agency’s purchase order. The Participating Addendum Number and ordering agency purchase order number shall appear on each invoice for all purchases placed under this Participating Addendum.

C. Contractor does not accept the State of California credit card (CAL-Card) for payment of invoices.

Participating Addendum 7-23-70-55-01

10. ORDERING AGENCY RESPONSIBILITIES
A. State agency and local government use of this Participating Addendum is optional.

C. All purchase orders executed under this Participating Addendum shall include the Participating Addendum Number 7-23-70-55-01.

11.STATE AGENCY BUY RECYCLED CAMPAIGN (SABRC)
A. State agencies are required to report purchases made within the eleven product categories in the California Department of Resources Recycling and Recovery's State Agency Buy Recycled Campaign (SABRC) per Public Contract Code sections 12200-12217.

12. DELIVERY
A. Delivery shall occur within 30 days after receipt of order, or as negotiated between ordering agency and Contractor and included in the purchase order, or as otherwise stipulated in the NASPO ValuePoint Master Agreement.

B. Free On Board (F.O.B.) Destination, freight prepaid by the Contractor, to the ordering agency's receiving point.

13.INVOICING AND PAYMENT
A. Payment will be made in accordance with IT General Provisions Paragraph 30 (Required Payment Date).

B. Invoices shall be sent to the address identified in the ordering agency's purchase order. The Participating Addendum Number and ordering agency purchase order number shall appear on each invoice for all purchases placed under this Participating Addendum.

C. Contractor does not accept the State of California credit card (CAL-Card) for payment of invoices.

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Participating Addendum 7-23-70-55-01

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14.USAGE REPORTING
A. Contractor shall submit usage reports on a quarterly basis to the State Contract Administrator for all California entity purchases using the report template attached hereto as Attachment A. The report is due even when there is no activity.

B. The State Contract Administrator reserves the right to modify Attachment A and require Contractor to provide additional order information during the course of this Participating Addendum.

C. The report shall be an Excel spreadsheet transmitted electronically to the DGS Cooperatives mailbox ([email protected]).

D. Any report that does not follow the required format or that excludes information will be deemed incomplete. Contractor will be responsible for submitting corrected reports within five (5) business days of the date of written notification from the State.

E. Tax must not be included in the report, even if it is on the purchase order.

F. Reports are due for each quarter as follows:

Reporting Period Due Date
January 1 to March 31 April 30
April 1 to June 30 July 31
July 1 to September 30 October 31
October 1 to December 31 January 31
G. Failure to meet reporting requirements and submit the reports on a timely basis shall constitute grounds for suspension of this Participating Addendum.

H. Time extensions may be approved only if all due reports have been submitted to the State.

15.ADMINISTRATIVE FEE
A. Contractor is required to remit to DGS an administrative fee amount equal to

1.25% of the sales for the quarterly reporting period less freight, taxes, returned products and credits. (For example, if the net sales for the reporting quarter totals $100,000.00, the incentive fee due to DGS would be $1,250.00.) B. The administrative fee shall not be included as an adjustment to Contractor’s NASPO ValuePoint Master Agreement pricing.

C. The administrative fee shall not be invoiced or charged to the ordering agency.

Participating Addendum 7-23-70-55-01

14. USAGE REPORTING
A. Contractor shall submit usage reports on a quarterly basis to the State Contract Administrator for all California entity purchases using the report template attached hereto as Attachment A. The report is due even when there is no activity.

B. The State Contract Administrator reserves the right to modify Attachment A and require Contractor to provide additional order information during the course of this Participating Addendum.

C. The report shall be an Excel spreadsheet transmitted electronically to the DGS Cooperatives mailbox ([email protected]).

E. Tax must not be included in the report, even if it is on the purchase order.

F. Reports are due for each quarter as follows:

H. Time extensions may be approved only if all due reports have been submitted to the State.

15.ADMINISTRATIVE FEE
A. Contractor is required to remit to DGS an administrative fee amount equal to

C. The administrative fee shall not be invoiced or charged to the ordering agency.

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Participating Addendum 7-23-70-55-01

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D. Payment of the administrative fee is due irrespective of payment status from ordering agencies.

E. Payment may be made in the form of an electronic payment using the LPA Payment Portal website (https://www.dgs.ca.gov/PD/Services/PageContent/Procurement-Division-Services-List-Folder/Access-LPA-Payment-Portal) or by submitting a check payable to the State of California, Department of General Services.

F. Administrative fee payments made by check must include the Participating Addendum Number on the check and be submitted to the following address:

Department of General Services
Procurement Division
Attn: MAPS Payment Processing
707 Third Street, 2nd Floor
West Sacramento, CA 95605
G. Administrative fee payments are due for each quarter as follows:

Reporting Period Due Date
January 1 to March 31 April 30
April 1 to June 30 July 31
July 1 to September 30 October 31
October 1 to December 31 January 31
H. Failure to meet administrative fee requirements and submit fees on a timely basis shall constitute grounds for suspension of this Participating Addendum.

16.CONTRACT MANAGEMENT
A. The primary Contractor Contract Manager for this Participating Addendum shall be as follows:

Contractor Contract Manager
Name: Ashley Salinas
Phone: (512) 542-1237
Fax: n/a
Email [email protected]
Address: Dell Marketing L.P.

Attn: Ashley Salinas
One Dell Way
Round Rock, TX 78682
Participating Addendum 7-23-70-55-01
D. Payment of the administrative fee is due irrespective of payment status from ordering agencies.

F. Administrative fee payments made by check must include the Participating Addendum Number on the check and be submitted to the following address:

16. CONTRACT MANAGEMENT
A. The primary Contractor Contract Manager for this Participating Addendum shall be as follows:

Contractor Contract Manager
Name: Ashley Salinas
Phone: (512) 542-1237
Fax: n/a
Email [email protected]
Address: Dell Marketing L.P.

Attn: Ashley Salinas
One Dell Way
Round Rock, TX 78682

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Participating Addendum 7-23-70-55-01

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B. The State Contract Administrator for this Participating Addendum shall be as follows:

State Contract Administrator
Name: Katelynne Leisenring
Phone: (279) 946-8129
Email [email protected]
Address: State of California
Department of General Services
Procurement Division
707 Third Street, 2nd Floor, MS 2-202
West Sacramento, CA 95605
C. Should the contact information for either party change, the party will provide written notice with updated information no later than ten (10) business days after the change.

17.TERMINATION OF AGREEMENT
The State may terminate this Participating Addendum at any time upon 30 days prior written notice to the Contractor. Upon termination or other expiration of this Participating Addendum, each party will assist the other party in orderly termination of the Participating Addendum and the transfer of all assets, tangible, and intangible, as may facilitate the orderly, non-disrupted business continuation of each party. This provision shall not relieve the Contractor of the obligation to perform under any purchase order or other similar ordering document executed prior to the termination becoming effective.

18.AMENDMENT
No amendment or variation of the terms of this Participating Addendum shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in the Participating Addendum is binding on any of the parties.

19.NEWS RELEASES
Unless otherwise exempted, news releases, endorsements, advertising, and social media content pertaining to this Participating Addendum shall not be made without prior written approval from the State.

Participating Addendum 7-23-70-55-01
B. The State Contract Administrator for this Participating Addendum shall be as follows:

17. TERMINATION OF AGREEMENT
The State may terminate this Participating Addendum at any time upon 30 days prior written notice to the Contractor. Upon termination or other expiration of this Participating Addendum, each party will assist the other party in orderly termination of the Participating Addendum and the transfer of all assets, tangible, and intangible, as may facilitate the orderly, non-disrupted business continuation of each party. This provision shall not relieve the Contractor of the obligation to perform under any purchase order or other similar ordering document executed prior to the termination becoming effective.

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Participating Addendum 7-23-70-55-01

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20.EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Participating Addendum. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State.

21.AGREEMENT
A. This Participating Addendum and the Master Agreement together with its exhibits and/or amendments, set forth the entire agreement between the parties with respect to the subject matter of all previous communications, representations, or agreements, whether oral or written, with respect to the subject matter hereof. Terms and conditions inconsistent with, contrary or in addition to the terms and conditions of this Participating Addendum and the Master Agreement, together with its exhibits and/or amendments, shall not be added to or incorporated into this Participating Addendum or the Master Agreement and its exhibits and/or amendments, by any subsequent purchase order or otherwise, and any such attempts to add or incorporate such terms and conditions are hereby rejected. The terms and conditions of this Participating Addendum and the Master Agreement and its exhibits and/or amendments shall prevail and govern in the case of any such inconsistent or additional terms.

B. By signing this Participating Addendum, Contractor agrees to offer the same products/services available on the Minnesota NASPO ValuePoint Master Agreement Number 23026, at prices equal to or lower than the prices on that agreement.

Participating Addendum 7-23-70-55-01

20. EXECUTIVE ORDER N-6-22 - RUSSIA SANCTIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. "Economic Sanctions" refers to sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Participating Addendum. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State.

21. AGREEMENT
A. This Participating Addendum and the Master Agreement together with its exhibits and/or amendments, set forth the entire agreement between the parties with respect to the subject matter of all previous communications, representations, or agreements, whether oral or written, with respect to the subject matter hereof. Terms and conditions inconsistent with, contrary or in addition to the terms and conditions of this Participating Addendum and the Master Agreement, together with its exhibits and/or amendments, shall not be added to or incorporated into this Participating Addendum or the Master Agreement and its exhibits and/or amendments, by any subsequent purchase order or otherwise, and any such attempts to add or incorporate such terms and conditions are hereby rejected. The terms and conditions of this Participating Addendum and the Master Agreement and its exhibits and/or amendments shall prevail and govern in the case of any such inconsistent or additional terms.

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Participating Addendum 7-23-70-55-01

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IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

STATE OF CALIFORNIA
Department of General Services

CONTRACTOR
Dell Marketing L.P.

Agency Name Contractor Name
Authorized Signature Date Signed Authorized Signature Date Signed Printed Name/Title of Person Signing Printed Name/Title of Person Signing 707 Third Street
West Sacramento, CA 95605
One Dell Way
Round Rock, TX 78682
Address Address
Participating Addendum 7-23-70-55-01
IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

STATE OF CALIFORNIA
Department of General Services
Agency Name Digitally signed by Julie
Julie Matthews o1.2 1so° -08'00' 1/23/2024
Authorized Signature Date Signed
Julie Matthews, MAU2 Supervisor
Printed Name/Title of Person Signing
707 Third Street
West Sacramento, CA 95605
Address

CONTRACTOR
Dell Marketing L. P.

Contractor Name
Katie(Catie% 01/22/2024
Authorized Signature Date Signed
Katherine Castillo- Paralegal Advisor
Printed Name/Title of Person Signing
One Dell Way
Round Rock, TX 78682
Address

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Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529 Assignment of NASPO Master Agreement 23004 Page 1 of 3
ASSIGNMENT OF NASPO MASTER AGREEMENT 23004
This Assignment Agreement is by and among the State of Minnesota, acting through its Commissioner of Administration (State), Dell Inc., One Dell Way, Round Rock, TX 78682 (Original Contractor), and Dell Marketing L.P., One Dell Way, Mailstop RR1-33 Legal, Round Rock, TX 78682 (Assigned Contractor).

WHEREAS, the State has an agreement with the Original Contractor identified as Contract 23004, effective July 14, 2023, through June 30, 2025 (Contract), to provide Computer Equipment, Peripherals & Related Services; and WHEREAS, the Original Contractor wishes to assign all its interests in the Contract to the Assigned Contractor; and WHEREAS, the assignment provision of the Contract provides assignment of the agreement only upon written consent of the State.

NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows:

1. The Assigned Contractor is assigned Contract 23026 to accommodate participating addenda under the Master Agreement.

2. This Assignment Agreement will become effective upon its approval and execution by the parties and approval of the appropriate State officials, pursuant to Minn. Stat. § 16C.05, subd. 2.

3. The State hereby approves the request of the Original Contractor to assign the Assigned Contractor all its interests, rights, and responsibilities, duties, and other provisions set forth in the Contract, which is attached and incorporated as Exhibit A, provided the Original Contractor and the Assigned Contractor agree to all provisions set forth in this Assignment Agreement.

4. Representations and Warranties:
a. The Original Contractor represents and warrants to the State that it is not in default of any of its obligations under the Contract.
b. The Assigned Contractor represents and warrants to the State that: (i) as of the effective date of this Assignment Agreement, the Assigned Contractor will have received sufficient information, right to technology, and key personnel sufficient to properly perform the duties, responsibilities, obligations, and all other provisions assigned to it, and (ii) the Assigned Contractor is ready, willing, and able to perform all of the duties, obligations, and responsibilities of the Contract. c. The representations and warranties set forth in this Section 4 are for the sole benefit of the State and its permitted assigns and nothing herein, express or implied, is intended to or shall confer upon any other person or entity (including the Original Contractor and the Assigned Contractor) any legal or equitable right, benefit or remedy of any nature whatsoever under or by reason of this Assignment Agreement.

5. The Assigned Contractor accepts assignment of all of the provisions of the Contract.

6. Any and all amounts due to the Original Contractor by a Participating Entity for goods or services provided by the Original Contractor prior to July 14, 2023, under the Contract will be paid to the Original Contractor by the Participating Entity. Any and all amounts due under the Contract on or after July 14, 2023, will be paid to the Assigned Contractor by the Participating Entity and the Original Contractor.

7. When applicable, payment for remaining work and travel expenses from the Contract will be paid at the rates set in the Contract. The amount to be paid to the Assigned Contractor will not exceed the Contract’s total costs, minus the DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529 Assignment of NASPO Master Agreement 23004 Page 2 of 3
total payments made to the Original Contractor.

8. If applicable, the Assigned Contractor will provide proof of insurance with the coverage and in the amounts called for in the original solicitation document, attached herein.

9. If applicable, the Assigned Contractor will provide a copy of its Affirmative Action Certification as approved by the Minnesota Department of Human Rights.

10. If applicable, the Assigned Contractor will provide a copy of its Equal Pay Certification as approved by the Minnesota Department of Human Rights.

This Assignment Agreement is effective upon the date that the final required signatures are obtained.

IN WITNESS WHEREOF, the parties have caused this Assignment Agreement to be duly executed intending to be bound thereby.

1. ORIGINAL CONTRACTOR
Dell Inc.

The Original Contract Vendor certifies that the appropriate person(s) have executed this document on behalf of the Contract Vendor as required by applicable articles, bylaws, resolutions, or ordinances.

By:

Signature
Printed Name
Title:

Date:

By:

Title:

Date:

3. OFFICE OF STATE PROCUREMENT
In accordance with Minn. Stat. §16C.03, Subd. 3.

By:

Signature
Printed Name
Title:

Date:

2. ASSIGNED CONTRACTOR
Dell Marketing L.P.

The Assigned Contract Vendor certifies that the appropriate person(s) have executed the Contract on behalf of the Contract Vendor as required by applicable articles, bylaws, resolutions, or ordinances.

By:

Signature
Printed Name
Title:

Date:

By:

Title:

Date:

4. COMMISSIONER OF ADMINISTRATION
Or delegated representative.

By:

Signature
Printed Name
Title:

Date:

DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Christopher Alan Garcia
Asst. Corp Secretary & SVP Legal
9/7/2023
ParaLegal Advisor
9/7/2023
Katherine Castillo
Elizabeth M. Randa
9/7/2023
Acquisition Management Specialist
Andy Doran
9/7/2023
IT Acquisitions Supervisor
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529 Assignment of NASPO Master Agreement 23004 Page 3 of 3
EXHIBIT A: CONTRACT
Attached and incorporated into Exhibit A is the following document(s):
• NASPO Master Agreement 23004.

DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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NASPO ValuePoint Master Agreement No.: 23004
This Contract is between the State of Minnesota, acting through its Commissioner of Administration (“Lead State”) and Dell Inc., whose designated business address is One Dell Way, Round Rock, TX 78682 (“Contractor”). State and Contractor may be referred to jointly as “Parties.”
Recitals

1. The State of Minnesota, Department of Administration, Office of State Procurement, on behalf of the State of Minnesota and NASPO ValuePoint Cooperative Procurement Program (“NASPO ValuePoint”) issued a solicitation to establish Minnesota NASPO ValuePoint Master Agreement(s) (“Contract”) with qualified manufacturers for Computer Equipment (Desktops, Laptops, Tablets, Servers, and Storage, including related Peripherals & Services);

2. Contractor provided a response to the Solicitation indicating its interest in and ability to provide the goods or services requested in the Solicitation; and

3. Subsequent to an evaluation in accordance with the terms of the Solicitation and negotiation, the Parties desire to enter into a contract; and

4. All authorized governmental entities in any state or participating US Territory are welcome to use the resulting Master Agreement through NASPO ValuePoint with the approval of the State Chief Procurement Official. Upon final award of the overarching Master Agreement, Contractors are able to sign Participating Addendums (PA) at the option of Participating States. Participating States reserve the right to add state specific terms and conditions and modify the scope of the contract in their Participating Addendum as allowed by the Master Agreement.

Accordingly, the Parties agree as follows:

Contract
Term of Contract
Effective date. July 1, 2023, or the date the Lead State obtains all required signatures under Minn. Stat. § 16C.05, subd. 2, whichever is later.

Expiration date. June 30, 2025. This Master Agreement may be extended for up to an additional 36 months, in increments as determined by the Lead State, through a duly executed amendment.

If, in the judgment of the Lead State, a follow-on, competitive procurement will be unavoidably delayed beyond the planned date of execution of the follow-on master agreement, this Master Agreement may be extended for a reasonable period of time, not to exceed six months. This subsection shall not be deemed to limit the authority of a Lead State under its state law otherwise to negotiate contract extensions.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Representations and Warranties
Under Minn. Stat. §§ 15.061 and 16C.03, subd. 3, and other applicable law the Lead State is empowered to engage such assistance as deemed necessary.

Contractor warrants that it is duly qualified and shall perform its obligations under this Master Agreement in accordance with the commercially reasonable standards of care, skill, and diligence in Contractor’s industry, trade, or profession, and in accordance with the specifications set forth in this Master Agreement, to the satisfaction of the Lead State.

Contractor warrants that it possesses the legal authority to enter into this Master Agreement and that it has taken all actions required by its procedures, by-laws, and applicable laws to exercise that authority, and to lawfully authorize its undersigned signatory to execute this Master Agreement, or any part thereof, and to bind Contractor to its terms.

Awarded Band(s)
The solicitation included three product Bands: Band 1, Personal Computing Devices – Windows Operating Systems:

Desktops, Laptops, Tablets; and Band 2, Personal Computing Devices – Non-Windows Operating Systems: Desktops, Laptops, Tablets; and Band 3, Servers and Storage. The Contractor is awarded the following Band(s):

Band 1, Personal Computer Devices – Windows Operating Systems Band 2, Personal Computer Devices - Non-Windows Operating Systems Band 3, Servers and Storage
Configuration Dollar Limits
The following configuration limits apply to the Master Agreement. Participating Entities may define their configuration limits in their Participating Addendum. The Participating Entity’s Chief Procurement Official may increase or decrease the configuration limits, as defined in their Participating Addendum. The Participating Entity will determine with the Contractor how to approve these modifications to the Product and Service Schedule.

The dollar limits identified below are based on a SINGLE computer/system configuration. This is NOT a restriction on the purchase of multiple configurations (e.g., an entity could purchase 10 laptops at $15,000 each, for a total purchase price of $150,000).

ITEM CONFIGURATION
Band One $15,000
Band Two $15,000
Band Three $1,000,000
Peripherals $10,000
Services Addressed in the Participating Addendum
Restrictions
The following restrictions apply to the Master Agreement. A Participating Entity may set further restrictions of products in their Participating Addendum. The Participating Entity will determine with the Contractor how to approve these modifications to the Entity’s Product and Service Schedule.

Software
Software is restricted to operating systems and commercial off-the-shelf (COTS) software and is subject to equipment configuration limits.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Any software purchased must be related to the procurement of equipment.

Software must be pre-loaded or provided as an electronic link with the initial purchase of equipment, except for the exceptions allowed under Paragraph 5.a.4.

Software such as middleware which is not always installed on the equipment, but is related to storage and server equipment (Band 3) purchased, is allowed and may be procured after the initial purchase of equipment.

General Services
Services must be related to the procurement of equipment.

Service limits will be addressed by each State.

Wireless phone and internet service is not allowed.

Managed Print Services are not allowed.

Cloud Services
Cloud Services are restricted to Services that function as operating systems and software needed to support or configure hardware purchased under the scope of the contract and is subject to equipment configuration limits.

Any Cloud Service purchased must be related to the procurement of equipment.

Third-Party Products
Third-Party Products can be offered only in the Bands they have been awarded. All third-party products must meet the definition(s) of the Band(s) in which they are being offered.

Products manufactured by another Contractor holding a Minnesota NASPO ValuePoint Master Agreement for Computer Equipment cannot be offered unless approved by the Lead State.

Additional Product/Services
Hardware and software required to solely support wide area network (WAN) operation and management are not allowed.

Lease/Rentals of equipment may be allowed and will be addressed by each State.

Cellular Phone Equipment is not allowed.

EPEAT Bronze requirement may be waived, on a State case-by-case basis, if approved by the State’s Chief Procurement Officer. EPEAT Bronze requirement does not currently apply to storage.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Authorized Representative
Master Agreement Administrator. The Master Agreement Administrator designated by NASPO ValuePoint and the State of Minnesota, Department of Administration is Elizabeth Randa, Acquisition Management Specialist.

Elizabeth Randa, Acquisition Management Specialist
Department of Administration
Office of State Procurement
112 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
E-mail: [email protected]
Phone: 651.201.3122
Contractor’s Authorized Representative. The Contractor's Authorized Representative is Ashley Salinas, SLED Contract Program Manager.

Ashley Salinas, SLED Contract Program Manager
Dell Inc.

One Dell Way
Round Rock, TX 78682
[email protected]
Phone: 512.542.1237
If the Contractor’s Authorized Representative changes at any time during this Contract, the Contractor must immediately notify the Lead State.

Notices
If one party is required to give notice to the other under the Master Agreement, such notice shall be in writing and shall be effective upon receipt. Delivery may be by certified United States mail or by hand, in which case a signed receipt shall be obtained. An email shall constitute sufficient notice, provided the receipt of the transmission is confirmed by the receiving party. Either party must notify the other of a change in address for notification purposes. All notices to the Lead State shall be addressed to the Master Agreement Administrator.

Exhibits
The following Exhibits are attached and incorporated into this Contract. In the event of a conflict between the terms of this Contract and its Exhibits, or between Exhibits, the order of precedence is first the Contract, and then in the following order:

Exhibit A: NASPO ValuePoint Terms and Conditions
Exhibit B: Minnesota Terms and Conditions
Exhibit C: Requirement
Exhibit D: Price Schedule
Exhibit E: Contractor Terms and Conditions
Survival of Terms:

The following clauses survive the expiration or cancellation of this Master Agreement: Indemnification; State Audits; Government Data Practices and Intellectual Property; Publicity and Endorsement; Governing Law, Jurisdiction, and Venue; and Data Disclosure. Any other Contract term that states it shall survive, shall survive.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Entire Agreement
This Contract and any written addenda thereto constitute the entire agreement of the parties to the Master Agreement.

1. Contractor
The Contractor certifies that the appropriate
person(s) have executed the Contract on behalf of
the Contractor as required by applicable articles,
bylaws, resolutions, or ordinances.

2. State Agency
With delegated authority
Print name: Print name:

Signature: Signature:

Title: Date: Title: Date:

3. Commissioner of Administration
As delegated to The Office of State Procurement
Print name:

Signature:

Title: Date:

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 ParaLegal Advisor 7/14/2023
Katherine Castillo
Acquisition Management Specialist 7/14/2023
Elizabeth M. Randa
Andy Doran
IT Acquisitions Supervisor 7/14/2023
DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Exhibit A: NASPO ValuePoint Master Agreement Terms and Conditions Conflict of Terms/Order of Precedence.

Any order placed under this Master Agreement shall consist of the following documents:

A Participating Entity’s Participating Addendum (“PA”); Minnesota NASPO ValuePoint Master Agreement, as negotiated, including all exhibits; A Purchase Order issued against a PA (terms and conditions set forth in a Purchase Order will not be deemed to modify, diminish, or otherwise derogate the terms and conditions set forth in a Participating Addendum or Minnesota NASPO ValuePoint Master Agreement).

These documents shall be read to be consistent and complementary. Any conflict among these documents shall be resolved by giving priority to these documents in the order listed above. Contractor terms and conditions that apply to this Master Agreement are only those that are expressly accepted by the Lead State and must be in writing and attached to this Master Agreement as an Exhibit or Attachment.

Contractor terms and conditions may be incorporated if expressly accepted by the Lead State and attached to the Master Agreement as an Exhibit or Attachment, or by written reference (including reference to information contained in a URL or referenced policy). A written reference, including by URL or policy, is incorporated into the Master Agreement only if the Master Agreement expressly identifies that reference. URL’s must be explicitly referenced to be incorporated into the Master Agreement. URL’s contained within the URL’s that are explicitly referenced are not incorporated into the Master Agreement. Any Contractor term or condition incorporated by URL or written reference applies to this Master Agreement only to the extent such term or condition is not prohibited by applicable law. Any change to information contained in a URL or referenced policy will not affect any financial obligation, place any additional material obligation on an ordering entity, or materially diminish an ordering entity’s ability to use the product or service.

A written Master Agreement (which may include the contents of the RFP and selected portions of Contractor’s response incorporated therein by reference) will constitute the entire agreement of the parties to the Master Agreement. No other terms and conditions shall apply, including terms and conditions listed in the Contractor’s response to the RFP, or terms listed or referenced on the Contractor's website not otherwise incorporated into the Master Agreement, in the Contractor quotation/sales order, or in similar documents subsequently provided by the Contractor.

Additional Agreement with NASPO. Upon request by NASPO ValuePoint, awarded Contractor shall enter into a direct contractual relationship with NASPO ValuePoint related to Contractor’s obligations to NASPO ValuePoint under the terms of the Master Agreement, the terms of which shall be the same or similar (and not less favorable) than the terms set forth in the Master Agreement.

Definitions.

Acceptance is defined by the applicable commercial code, except Acceptance shall not occur before the completion of delivery in accordance with the Order, installation if required, and a reasonable time for inspection of the Product.

Accessory means a product that enhances the user experience but does not extend the functionality of the computer (e.g. mouse pad or monitor stand). For the purposes of this Contract, accessories are considered peripherals.

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_____ as a Service (_aaS) refers to any good provided in a subscription-based model that is defined in the industry as “_____ as a Service”. Examples are “Software as a Service”, “Infrastructure as a Service”, and “Storage as a Service”, and shall follow the NIST definitions of those services. ____ as a Service are permitted only when they meet the restrictions found in Paragraph 5.c, above.

Band means a category of products. There are three product bands which may be awarded through this Contract. Each product band includes related peripherals and services.

Components are the parts that make up a computer configuration.

Contractor means the person or entity delivering Products or performing services under the terms and conditions set forth in this Master Agreement.

Configuration means the combination of hardware and software components that make up the total functioning system.

Customer (see Purchasing Entity).

Desktop means a personal computer intended for regular use at a single location. A desktop computer typically comes in several units connected together during installation: (1) the processor, 2) display monitor, and 3) input devices usually a keyboard and a mouse. Desktops, including desktop virtualization endpoints such as zero and thin clients, are included in Bands 1 and 2 of this Contract.

Embedded Software means one or more software applications which permanently reside on a computing device.

Energy Star® is a voluntary energy efficiency program sponsored by the U.S. Environmental Protection Agency.

The Energy Star program makes it easy to identify energy efficient computers by labeling products that deliver the same or better performance as comparable models while using less energy and saving money. For additional information on the Energy Star program, including product specifications and a list of qualifying products, visit the Energy Star website at http://www.energystar.gov.

EPEAT is a type-1 ecolabel for identifying and purchasing sustainable IT products. EPEAT-registered products must meet sustainability criteria detailed in voluntary consensus-based standards that are free and publicly available on the Green Electronics Council’s website at www.greenelectronicscouncil.org. Products are classified as Bronze, Silver, or Gold based on meeting criteria that address the life cycle of the products. Product life cycle includes material extraction, hazardous substance reduction, end-of-life management, packaging, and corporate sustainability. Only products listed as Active in the online EPEAT Registry are considered to meet the EPEAT criteria.

FOB Destination means that shipping charges are included in the price of the item and the shipped item becomes the legal property and responsibility of the receiver when it reaches its destination unless there is acceptance testing required.

FOB Inside Delivery means that shipping charges are included in the price of the item, and that the shipped item becomes the legal property and responsibility of the receiver when it reaches the inside delivery point, which is beyond the front door or loading dock. FOB Inside Delivery is a special shipping arrangement that may include additional fees payable by the Purchasing Entity. FOB Inside Delivery must be annotated on the Purchasing Entity ordering document.

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Intellectual Property means any and all patents, copyrights, service marks, trademarks, trade secrets, trade names, patentable inventions, or other similar proprietary rights, in tangible or intangible form, and all rights, title, and interest therein.

Laptop means a personal computer for mobile use. A laptop includes a display, keyboard, point device such as a touchpad, and speakers in a single unit. A laptop can be used away from an outlet using a rechargeable battery.

Laptops include notebooks, ultrabooks, netbooks, Zero and thin client devices, and computers with mobile operating systems. Laptops are included in Bands 1 and 2 of this Contract.

Lead State means the State centrally administering any resulting Master Agreement(s).

Mandatory Requirement is a requirement that the failure to meet results in the rejection of the responder’s proposal unless all responders are unable to meet the mandatory requirement. The terms “must” and “shall” identify a mandatory requirement. Any objection to a mandatory requirement should be identified by responders in the Question and Answer period.

Manufacturer means a company that, as one of its primary business functions, designs, assembles, owns the trademark/patent for, and markets branded computer equipment.

Master Agreement means the underlying agreement executed by and between the Lead State, acting on behalf of NASPO ValuePoint, and the Contractor.

Middleware means the software “glue” that helps programs and databases (which may be on different computers) work together. The most basic function of middleware is to enable communication between different pieces of software.

NASPO ValuePoint is a division of the National Association of State Procurement Officials (“NASPO”), a 501(c)(3) limited liability company. NASPO ValuePoint facilitates administration of the NASPO cooperative group contracting consortium of state chief procurement officials for the benefit of state departments, institutions, agencies, and political subdivisions and other eligible entities (i.e., colleges, school districts, counties, cities, some nonprofit organizations, etc.) for all states, the District of Columbia, and territories of the United States. NASPO ValuePoint is identified in the Master Agreement as the recipient of reports and may perform contract administration functions relating to collecting and receiving reports as well as other contract administration functions as assigned by the Lead State.

Option means an item of equipment or a feature that may be chosen as an addition to or replacement for standard equipment and features.

Order or Purchase Order means any purchase order, sales order, contract or other method used by a Purchasing Entity to order the Products.

Participating Addendum means a bilateral agreement executed by a Contractor and a Participating Entity incorporating this Master Agreement and any other additional Participating Entity specific language or other requirements, e.g. ordering procedures specific to the Participating Entity, other terms and conditions.

Participating Entity means a state (as well as the District of Columbia and U.S territories), city, county, district, other political subdivision of a State, or a nonprofit organization under the laws of some states properly authorized to enter into a Participating Addendum, that has executed a Participating Addendum.

Participating State means a state that has executed a Participating Addendum.

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Partner means a company, authorized by the Contractor and approved by the Participating Entity, to provide marketing, support, or other authorized contract services on behalf of the Contractor in accordance with the terms and conditions of the Contractor’s Master Agreement. A Partner may include, but is not limited to, an agent, subcontractor, fulfillment partner, channel partner, business partner, servicing subcontractor, etc.

Peripherals means any hardware product that can be attached to, added within, or networked with personal computers, servers, or storage. Peripherals extend the functionality of a computer without modifying the core components of the system.

Per Transaction Multiple Unit Discount means a contractual volume discount based on dollars in a single purchase order or combination of purchase orders submitted at one time by a Participating Entity or multiple entities conducting a cooperative purchase.

Premium Savings Package(s) (PSP) are deeply discounted standard configurations available to Purchasing Entities using the Master Agreement. NASPO ValuePoint reserves the right to expand and modify the PSP throughout the life of the contract. For more information see: https://www.naspovaluepoint.org/portfolio/57/.

Product means any equipment, software (including embedded software), documentation, service, or other deliverable supplied or created by the Contractor pursuant to this Master Agreement. The term Products, supplies and services, and products and services are used interchangeably in these terms and conditions.

Purchasing Entity means a state (including the District of Columbia and U.S. territories), city, county, district, other political subdivision of a state, other public entities domestic or foreign, and nonprofit organizations under the laws of some states if authorized by a Participating Addendum, that issues a Purchase Order under the terms of the Master Agreement, or any Participating Addendum thereto, and becomes financially committed to the purchase.

Ruggedized means equipment specifically designed to operate reliably in harsh usage environments and conditions, such as strong vibrations, extreme temperatures, and wet or dusty conditions. Ruggedized equipment may be proposed under the band that most closely fits the equipment being proposed.

Server means computer hardware dedicated to run one or more services or applications (as a host) to serve the needs of the users of other computers on a network. Servers may be either physical or virtual. Servers, including server appliances, are included in Band 3 of this Contract. Server appliances have their hardware and software preconfigured by the manufacturer, and include embedded networking components such as those found in blade chassis systems.

Services are broadly classified as installation or de-installation, maintenance, support, training, migration, and optimization of products offered or supplied under the Master Agreement. These classifications of services may include, but are not limited to: warranty services, maintenance, installation, de-installation, factory integration (software or hardware components), asset management, recycling or disposal, training and certification, preimplementation design, disaster recovery planning and support, service desk or helpdesk, imaging, and any other directly related technical support service required for the effective operation of a product offered or supplied.

Contractors may offer limited professional services related ONLY to the equipment and configuration of the equipment purchased through the resulting contracts.

EACH PARTICIPATING ENTITY WILL DETERMINE RESTRICTIONS AND NEGOTIATE TERMS FOR SERVICES THROUGH THEIR PARTICIPATING ADDENDUM.

Software means, for the purposes of this Contract, commercial operating off the shelf machine-readable object code instructions including microcode, firmware, and operating system software that meet the restrictions specified DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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in Paragraph 5.a. “Software” applies to all parts of software and documentation, including new releases, updates, and modifications of software.

Storage means hardware or a virtual appliance with the ability to store large amounts of data. Storage, including SAN switching necessary for the proper functioning of storage equipment, is included in Band 3 of this Contract Storage Area Network (SAN) is a high-speed special-purpose network (or subnetwork) that interconnects different kinds of data storage devices with associated data servers on behalf of a larger network of users.

Tablet means a mobile computer that provides a touchscreen that acts as the primary means of control. Tablets, including notebooks, ultrabooks, and netbooks with touchscreen capabilities, are included in Bands 1 and 2 of this Contract.

Takeback Program means the Contractor’s process for accepting the return of equipment or other products at the end of the product’s life.

Thin Client is a lightweight computer that has been optimized for establishing a remote connection with a server-based computing environment.

Third Party Product is a good sold by the Contractor that is manufactured by another company. Third Party Products are intended to enhance or supplement a Contractor’s own product line, and are not intended to represent more than a third of any Contractor’s total sales under this Master Agreement.

Upgrade means the replacement of existing software, hardware, or hardware component with a newer version.

Warranty means the Manufacturer’s general warranty tied to the product at the time of purchase.

Wide Area Network (WAN) is a data network that serves users across a broad geographic area and often uses transmission devices provided by common carriers.

Term of the Master Agreement.

The initial term of this Master Agreement is for 2 years. This Master Agreement may be extended beyond the original contract period for 36 additional months at the Lead State’s discretion and by mutual agreement and upon review of requirements of Participating Entities, current market conditions, and Contractor performance.

The Master Agreement may be extended for a reasonable period of time if in the judgment of the Lead State a follow-on, competitive procurement will be unavoidably delayed (despite good faith efforts) beyond the planned date of execution of the follow-on master agreement. This subsection shall not be deemed to limit the authority of a Lead State under its state law otherwise to negotiate contract extensions.

Amendments.

The terms of this Master Agreement shall not be waived, altered, modified, supplemented or amended in any manner whatsoever without a written amendment to the Master Agreement executed by the Contractor and Lead State as required by law. Master Agreement amendments will be negotiated by the Lead State with the Contractor whenever necessary to address changes in the terms and conditions, costs, timetable, or increased or decreased scope of work.

Participants and Scope.

Canadian Participation. Subject to the approval of Contractor, any Canadian provincial government or provincially funded entity in Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland and Labrador, DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Nova Scotia, Ontario, Prince Edward Island, Quebec, or Saskatchewan, and territorial government or territorial government funded entity in the Northwest Territories, Nunavut, or Yukon, including municipalities, universities, community colleges, school boards, health authorities, housing authorities, agencies, boards, commissions, and crown corporations, may be eligible to use Contractor's Master Agreement. Canadian Participation. Subject to the approval of the Contractor, any Canadian provincial government or provincially funded entity in Ontario, Quebec, Nova Scotia, New Brunswick, Manitoba, British Columbia, Prince Edward Island, Saskatchewan, Alberta, Northwest Territories, Nunavut, Yukon, and Newfoundland and Labrador, including municipalities, universities, community colleges, school boards, health authorities, housing authorities, agencies, boards, commissions, and crown corporations, may be eligible to use Contractor's Master Agreement.

Contractor may not deliver Products under this Master Agreement until a Participating Addendum acceptable to the Participating Entity and Contractor is executed. The NASPO ValuePoint Master Agreement Terms and Conditions are applicable to any Order by a Participating Entity (and other Purchasing Entities covered by their Participating Addendum), except to the extent altered, modified, supplemented or amended by a Participating Addendum. By way of illustration and not limitation, this authority may apply to unique delivery and invoicing requirements, confidentiality requirements, defaults on Orders, governing law and venue relating to Orders by a Participating Entity, indemnification, and insurance requirements. Statutory or constitutional requirements relating to availability of funds may require specific language in some Participating Addenda in order to comply with applicable law. The expectation is that these alterations, modifications, supplements, or amendments will be addressed in the Participating Addendum or, with the consent of the Purchasing Entity and Contractor, may be included in the ordering document (e.g. purchase order or contract) used by the Purchasing Entity to place the Order.

Use of specific NASPO ValuePoint Master Agreements by state agencies, political subdivisions and other Participating Entities (including cooperatives) authorized by individual state’s statutes to use state contracts are subject to the approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the respective State Chief Procurement Official.

Obligations under this Master Agreement are limited to those Participating Entities who have signed a Participating Addendum and Purchasing Entities within the scope of those Participating Addenda. States or other entities permitted to participate may use an informal competitive process to determine which Master Agreements to participate in through execution of a Participating Addendum. Financial obligations of Participating Entities who are states are limited to the orders placed by the departments or other state agencies and institutions having available funds. Participating Entities who are states incur no financial obligations on behalf of other Purchasing Entities. Contractor shall email a fully executed PDF copy of each Participating Addendum to [email protected] to support documentation of participation and posting in appropriate data bases.

NASPO and NASPO ValuePoint are not parties to the Master Agreement.

Participating Addenda shall not be construed to amend the following provisions in this Master Agreement between the Lead State and Contractor that prescribe NASPO ValuePoint requirements: Term of the Master Agreement; Amendments; Participants and Scope; Administrative Fee; NASPO ValuePoint Summary and Detailed Usage Reports; NASPO ValuePoint Cooperative Program Marketing and Performance Review; Right to Publish; Price and Rate Guarantee Period; and Individual Customers. Any such language shall be void and of no effect.

Participating Entities who are not states may under some circumstances sign their own Participating Addendum, subject to the consent to participation by the Chief Procurement Official of the state where the Participating Entity is located. Coordinate requests for such participation through NASPO ValuePoint. Any permission to participate through execution of a Participating Addendum is not a determination that procurement authority exists in the Participating Entity; they must ensure that they have the requisite procurement authority to execute a Participating Addendum.

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Resale. “Resale” means any payment in exchange for transfer of tangible goods, software, or assignment of the right to services. Subject to any specific conditions included in the Master Agreement, or as explicitly permitted in a Participating Addendum, Purchasing Entities may not resell Products (the definition of which includes services that are deliverables). Absent any such condition or explicit permission, this limitation does not prohibit: payments by employees of a Purchasing Entity for Products; sales of Products to the general public as surplus property; and fees associated with inventory transactions with other governmental or nonprofit entities and consistent with a Purchasing Entity’s laws and regulations. Any sale or transfer permitted by this subsection must be consistent with license rights granted for use of intellectual property.

Individual Customers.

Except to the extent modified by a Participating Addendum, each Purchasing Entity shall follow the terms and conditions of the Master Agreement and applicable Participating Addendum and will have the same rights and responsibilities for their purchases as the Lead State has in the Master Agreement, including but not limited to, any indemnity or right to recover any costs as such right is defined in the Master Agreement and applicable Participating Addendum for their purchases. Each Purchasing Entity will be responsible for its own charges, fees, and liabilities. The Contractor will apply the charges and invoice each Purchasing Entity individually.

Independent Contractor.

The Contractor is an independent contractor. Contractor shall have no authorization, express or implied, to bind the Lead State, Participating States, other Participating Entities, or Purchasing Entities to any agreements, settlements, liability or understanding whatsoever, and agrees not to hold itself out as an agent except as expressly set forth herein or as expressly agreed in any Participating Addendum.

Contracting Personnel.

Contractor must provide adequate contracting personnel to assist states with the completing and processing Participating Addenda. It is preferred that each Contractor be able to provide each Participating Entity with a primary contact person for that Participating Entity.

Changes in Contractor Representation.

The Contractor must notify the Lead State of changes in the Contractor’s key administrative personnel managing the Master Agreement in writing within 10 calendar days of the change. The Lead State reserves the right to approve changes in key personnel, as identified in the Contractor’s proposal. Such approval shall not be unreasonably withheld.

The Contractor agrees to propose replacement key personnel having substantially equal or better education, training, and experience as was possessed by the key person proposed and evaluated in the Contractor’s proposal.

Contractor Verification.

The Contractor is responsible for delivering products or performing services under the terms and conditions set forth in the Master Agreement. The Contractor must ensure partners utilized in the performance of this contract adhere to all the terms and conditions. The term Partner will be utilized in naming the relationship a Contractor has with another company to market and sell under the contract. Participating Entities will have final determination/approval if a Partner may be approved for that state in the role identified by the Contractor.

Contractor Performance Meeting.

An annual performance meeting may be held each year with the NASPO ValuePoint Sourcing Team. Historically performance meetings have been held in Minnesota, but the Lead State may hold the meetings in person or virtually at the Lead State’s discretion.

All contractors that are invited to participate must send their Primary Account Representative, unless an exception is granted in writing by the Lead State. It is possible that not all contractors will be invited to participate in a performance meeting.

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Laws and Regulations.

Any and all Products offered and furnished shall comply fully with all applicable Federal, State, and local laws and regulations, including Minn. Stat. § 181.59 prohibiting discrimination and business registration requirements of the Office of the Minnesota Secretary of State. To the extent any purchase is subject to Federal Acquisition Regulations, as may be required by the terms of a federal grant, a Participating Entity and Contractor may include in their Participating Addendum terms that reflect such a requirement.

Price and Rate Guarantee Period.

All minimum discounts and rates must be guaranteed for the initial term of the Master Agreement. Following the initial Master Agreement period, any request for minimum discount or rate adjustment must be for a guarantee period as offered by the Contractor, and must be made at least 30 days prior to the effective date. Requests for minimum discount or rate adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the Master Agreement shall not be effective unless approved by the Lead State. No retroactive adjustments to minimum discounts or rates will be allowed.

Premium Savings Package Program.

The Lead State reserves the right to create a Premium Savings Package Program (PSP) as outlined in the Definitions, Paragraph 2.ee of Exhibit A. Participation by Contractor is voluntary. The details and commitments of the PSP will be detailed as a part of any request for Contractor to participate.

Services.

Participating Entities must explicitly allow services in their Participating Addenda for the approved services to be allowed under that Participating Addendum. The Participating Addendum by each Participating Entity will address service agreement terms and related travel.

Ordering.

Master Agreement and purchase order numbers shall be clearly shown on all acknowledgments, packing slips, invoices, and on all correspondence.

Purchasing Entities may define entity or project-specific requirements and informally compete the requirement among companies having a Master Agreement on an “as needed” basis. This procedure may also be used when requirements are aggregated or other firm commitments may be made to achieve reductions in pricing. This procedure may be modified in Participating Addenda and adapted to the Purchasing Entity’s rules and policies. The Purchasing Entity may in its sole discretion determine which Master Agreement Contractors should be solicited for a quote. The Purchasing Entity may select the quote that it considers most advantageous, cost and other factors considered.

Each Purchasing Entity will identify and utilize its own appropriate purchasing procedure and documentation.

Contractor is expected to become familiar with the Purchasing Entities’ rules, policies, and procedures regarding the ordering of supplies or services contemplated by this Master Agreement.

Contractor shall not begin work without a valid Purchase Order or other appropriate commitment document under the law of the Purchasing Entity.

Orders may be placed consistent with the terms of this Master Agreement during the term of the Master Agreement.

All Orders pursuant to this Master Agreement, at a minimum, shall include:

The service description or supplies being delivered;
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The place and requested time of delivery;
A billing address;
The name, phone number, and address of the Purchasing Entity representative; The price per hour or other pricing elements consistent with this Master Agreement and the contractor’s proposal;
A ceiling amount of the order for services being ordered; The Master Agreement identifier; and
Statement of Work, when applicable.

All communications concerning administration of Orders placed shall be furnished solely to the authorized purchasing agent within the Purchasing Entity’s purchasing office, or to such other individual identified in writing in the Order.

Orders must be placed pursuant to this Master Agreement prior to the termination date thereof, but may have a delivery date or performance period up to 120 days past the then-current termination date of this Master Agreement. Contractor is reminded that financial obligations of Purchasing Entities payable after the current applicable fiscal year are contingent upon agency funds for that purpose being appropriated, budgeted, and otherwise made available.

Notwithstanding the expiration, cancellation or termination of this Master Agreement, Contractor agrees to perform in accordance with the terms of any Orders then outstanding at the time of such expiration or termination.

Contractor shall not honor any Orders placed after the expiration, cancellation or termination of this Master Agreement, or otherwise inconsistent with its terms. Orders from any separate indefinite quantity, task orders, or other form of indefinite delivery order arrangement priced against this Master Agreement may not be placed after the expiration or termination of this Master Agreement, notwithstanding the term of any such indefinite delivery order agreement.

Trade-In.

Any trade-in programs offered during the life of the Master Agreement must be approved by the Lead State.

Participating Entities must explicitly allow trade-in programs in their Participating Addenda for the approved programs to be allowed under that Participating Addendum. Trade-in value shall not decrease the discounts offered through the Master Agreement.

Shipping and Delivery.

The prices are the delivered price to any Purchasing Entity for standard 3-5 day shipping. If an order is requested with expedited shipping, the Contractor must provide a firm “not to exceed” price for the expedited shipping on the quote. All deliveries shall be FOB Destination, freight pre-paid, with all transportation and handling charges paid by the Contractor. Responsibility and liability for loss or damage shall remain the Contractor’s until final inspection and acceptance when responsibility shall pass to the Purchasing Entity except as to latent defects, fraud and Contractor’s warranty obligations. Any order for less than the specified amount is to be shipped with the freight prepaid and added as a separate item on the invoice. Any portion of an Order to be shipped without transportation charges that is back ordered shall be shipped without charge.

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Specific delivery instructions, including FOB Inside Delivery, will be noted on the order form or Purchase Order.

Any damage to the building interior, scratched walls, damage to the freight elevator, etc., will be the responsibility of the Contractor. If damage does occur, it is the responsibility of the Contractor to promptly notify the Purchasing Entity placing the Order.

All products must be delivered in the manufacturer’s standard package. Costs shall include all packing and crating charges. Cases shall be of durable construction, good condition, properly labeled and suitable in every respect for storage and handling of contents. Each shipment shall be marked with the Purchasing Entity’s Purchase Order number and other information sufficient for the Purchasing Entity to properly identify the shipment as outlined in the Participating Addendum of the Purchasing Entity.

Inspection and Acceptance.

Where the Master Agreement, a Participating Addendum, or an Order does not otherwise specify a process for inspection and Acceptance, this section governs. This section is not intended to limit rights and remedies under the applicable commercial code.

Acceptance. Purchasing Entity shall determine whether all Products and Services delivered meet the Contractor's published specifications. No payment shall be made for any Products or Services until the Purchasing Entity has accepted the Products or Services. The Purchasing Entity will make every effort to notify the Contractor within thirty (30) calendar days following delivery of non-acceptance of a Product or completion of Service. In the event that the Contractor has not been notified within 30 calendar days from delivery of Product or completion of Service, the Product and Services will be deemed accepted on the 31st day after delivery of Product or completion of Services. Failure to reject upon receipt, however, does not relieve the Contractor of liability for latent or hidden material defects. Acceptance of such goods may be revoked in accordance with the provisions of the applicable commercial code, and the Contractor is liable for any resulting expense incurred by the Purchasing Entity related to the preparation and shipping of Product rejected and returned, or for which Acceptance is revoked. The warranty period shall begin upon Acceptance. If the parties agree to acceptance testing, the terms of subsection (c), below, apply.

Acceptance Testing. The Purchasing Entity and the Contractor shall determine if Acceptance Testing is applicable and required for the purchase. “Acceptance Testing” means the process for ascertaining that the Product meets the standard of performance prior to Acceptance by the Purchasing Entity.

The Acceptance Testing period shall be thirty (30) calendar days starting from the day after the Product is delivered or, if installed, the day after the Product is installed and Contractor certifies that the Product is ready for Acceptance Testing. If the Product does not meet the standard of performance during the initial period of Acceptance Testing, Purchasing Entity may, at its discretion, continue Acceptance Testing on a day-to-day basis until the standard of performance is met. Upon rejection, the Contractor will have fifteen (15) calendar days to cure the standard of performance issue(s). If after the cure period, the Product still has not met the standard of performance, the Purchasing Entity may, at its option: (a) declare Contractor to be in breach and terminate the Order; (b) demand replacement Product from Contractor at no additional cost to Purchasing Entity; or, (c) continue the cure period for an additional time period agreed upon by the Purchasing Entity and the Contractor.

No Product shall be deemed Accepted and no charges shall be paid until the standard of performance is met. Products that do not meet specifications may be rejected. Failure to reject upon receipt, however, does not relieve the Contractor of liability for material (nonconformity that substantially impairs value) latent or hidden defects subsequently revealed when goods are put to use. Acceptance of such goods may be revoked in accordance with the provisions of the applicable commercial code, and the Contractor is liable for any resulting expense incurred by the Purchasing Entity related to the preparation and shipping of Product rejected and returned, or for which Acceptance is revoked. The warranty period shall begin upon Acceptance.

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If any services do not conform to contract requirements, the Purchasing Entity may require the Contractor to perform the services again in conformity with contract requirements, at no increase in Order amount. When defects cannot be corrected by re-performance, the Purchasing Entity may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and reduce the contract price to reflect the reduced value of services performed.

Title of Product.

Definitions. For purposes of this section, the following terms are defined as follows:
“Deliverables” means any reports, analyses, scripts, code, or other work results that Contractor delivers to Purchasing Entity within the framework of fulfilling Contractor’s obligations to Purchasing Entity. "Equipment” means Contractor-branded hardware products. “Proprietary Rights” means all patents, copyrights, trademarks, trade secrets, and other intellectual property rights of a party.

Upon Acceptance by the Purchasing Entity, Contractor shall convey to Purchasing Entity title to the Equipment free and clear of all liens, encumbrances, or other security interests. Purchasing Entity’s rights to use the software delivered by Contractor are governed by the terms of the applicable end-user license agreement. Unless different terms have been agreed between the parties, the terms posted on www.dell.com/eula (the “EULA”) shall apply.

Contractor’s EULA must be made available to Purchasing Entities for review prior to negotiating a Participating Addendum or the issuance of an Order and shall meet or exceed the terms set forth in this Master Agreement.

Unless expressly otherwise agreed, microcode, firmware or operating system software required to enable the Equipment with which it is shipped to perform its basic or enhanced functions, is licensed for use solely on such Equipment.

Contractor grants Purchasing Entity a non-exclusive, non-transferable, irrevocable license to use (without the right to sublicense) the Deliverables provided by Contractor for Purchasing Entity’s internal business and governmental purposes, only and solely in accordance with the applicable service specification and subject to this Master Agreement. The grant of this license is subject to Purchasing Entity’s compliance with the terms of this Master Agreement and Purchasing Entity’s payment of applicable amounts due. Such license shall be perpetual unless granted pursuant to the purchase of a subscription, in which case the license shall be for the term of the subscription. Purchasing Entity may authorize its service providers to use the Deliverables, but solely on Purchasing Entity’s behalf, solely for Purchasing Entity’s internal business or governmental purposes, and Purchasing Entity shall be responsible for service provider’s compliance with these restrictions. This section shall not affect a Purchasing Entity’s right to transfer ownership of a product, and transfer, if permitted by Contractor or its licensors, licenses associated with such product, to another individual or entity as part of the Purchasing Entity’s surplus program or sale of used products to employees or former employees.

Contractor reserves for itself all Proprietary Rights that it has not expressly granted to Purchasing Entity herein.

The license granted in this clause 20(c) does not apply to: (i) Equipment; (ii) Contractor-branded generally available software; or (ii) items licensed or otherwise provided under a separate agreement. Contractor is not limited in developing, using, or marketing services or products that are similar to the Deliverables or Professional Services provided hereunder, any service, specification, or, subject to Contractor’s confidentiality obligations to Purchasing Entity, in using the Deliverables or performing similar Professional Services for any other projects. Notwithstanding the previous, Contractor’s use of Deliverables created specifically for and paid for by a Purchasing Entity is subject to Purchasing Entity approval.

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Any and all licensing, maintenance, cloud services, or order specific agreements referenced within the terms and conditions of this Master Agreement are agreed to only to the extent that the terms do not conflict with the terms of the Participating Addendum or the terms of the Master Agreement as incorporated into the Participating Addendum, and to the extent the terms are not in conflict with the Participating Entity’s applicable laws. In the event of a conflict in the terms and conditions, the conflict shall be resolved as detailed in the Order of Precedence defined herein. Notwithstanding the foregoing, licensing, maintenance, cloud services agreements, or order specific agreements may be further negotiated by the Contractor or, if applicable, the Licensor, and the potential Purchasing Entity, provided the contractual documents are duly executed in writing.

If (i) Contractor is or becomes aware of any infringement claim made against a third-party branded product offered by Contractor through this Master Agreement, (ii) the third-party branded product is determined to infringe upon the intellectual property rights of another third party, and (iii) such infringement is not remedied by the third party so that the product is no longer infringing, Contractor shall immediately cease offering the product under this Master Agreement and notify the Lead State, NASPO, Participating Entities, and purchasers of the product.

Warranty.

The Contractor must ensure warranty service and maintenance for all equipment, including third party products provided. The Contractor must facilitate the Manufacturer or Publisher warranty and maintenance of third party products furnished through the Master Agreement. The Contractor shall provide the warranty service and maintenance for equipment and all peripherals on the Master Agreement.

System Failure or Damage.

In the event of system failure or damage caused by the Contractor or its Product, the Contractor shall use reasonable efforts to restore or assist in restoring the system to operational capacity. The Contractor shall be responsible under this provision to the extent a 'system' is defined at the time of the Order; otherwise the rights of the Purchasing Entity shall be governed by the Warranty.

Payment.

Payment after Acceptance is normally made within 30 days following the date the entire order is delivered or the date a correct invoice is received, whichever is later. After 45 days the Contractor may assess overdue account charges up to a maximum rate of one percent per month on the outstanding balance, unless a different late payment amount is specified in a Participating Addendum, Order, or otherwise prescribed by applicable law.

Payments will be remitted by mail or electronically. Payments may be made via a State or political subdivision “Purchasing Card” with no additional charge.

Prices are exclusive of taxes, duties, and fees, unless otherwise quoted. If a withholding tax is required by law, the tax will be added and identified on the applicable invoice. All applicable taxes, duties, and fees must be identified on the quote.

Leasing or Alternative Financing Methods.

Lease purchase and term leases are allowable only for Purchasing Entities whose rules and regulations permit leasing of software. Individual Purchasing Entities may enter into a lease agreement for the products covered in this Master Agreement, if they have the legal authority to enter into these types of agreements without going through a competitive process and if the applicable PAs permit leasing. No lease agreements will be reviewed or evaluated as part of the RFP evaluation process.

Contract Provisions for Orders Utilizing Federal Funds.

Pursuant to Appendix II to 2 Code of Federal Regulations (CFR) Part 200, Contract Provisions for Non-Federal Entity Contracts Under Federal Awards, Orders funded with federal funds may have additional contractual requirements or certifications that must be satisfied at the time the Order is placed or upon delivery. These federal requirements may be DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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proposed by Participating Entities in Participating Addenda and Purchasing Entities for incorporation in Orders placed under this Master Agreement.

Self Audit.

The Contractor must conduct at a minimum a quarterly self-audit, unless approved by the Lead State. The audit will sample a minimum of one tenth of one percent (.001) of orders with a maximum of 100 audits per quarter conducted.

For example: Up to 1,000 sales = 1 audit; 10,000 sales = 10 audits; Up to 100,000 sales = 100 audits. This will be a random sample of orders and invoices and must include documentation of pricing. Summary findings must be reported to Lead State with actions to correct documented findings.

Assignment/Subcontracts.

Contractor shall not assign, sell or otherwise transfer all or any part of this Master Agreement without prior written consent from the Lead State, such consent not to be unreasonably withheld.

The Lead State, or Participating Entity, shall not assign, delegate or otherwise transfer all or any part of this Master Agreement without prior written consent from Contractor, except for assignment or delegation to a Participating Entity State agency or eligible Purchasing Entity. The Lead State reserves the right to assign any rights or duties, including written assignment of contract administration duties to NASPO ValuePoint and other third parties.

Insurance.

Contractor shall, during the term of this Master Agreement, maintain in full force and effect, the insurance described in this section. Contractor shall acquire such insurance from an insurance carrier or carriers legally authorized to conduct business in the Lead State and in each Participating Entity’s state and having a rating of A-, Class VII or better, in the most recently published edition of A.M. Best’s Insurance Reports. Failure to buy and maintain the required insurance may result in this Master Agreement’s termination or, at a Participating Entity’s option, result in termination of its Participating Addendum.

Coverage shall be written on an occurrence basis. The minimum acceptable limits shall be as indicated below:

Commercial General Liability covering premises operations, independent contractors, products and completed operations, blanket contractual liability, personal injury (including death), advertising liability, and property damage, with a limit of not less than $1 million per occurrence/$2 million general aggregate; Contractor must comply with any applicable State Workers Compensation or Employers Liability Insurance requirements.

Contractor shall pay premiums on all insurance policies. Contractor will use reasonable efforts to give thirty (30) days prior written notice to State prior to cancellation or non-renewal of any of the policies providing such coverage; provided, however that Contractor shall not be obligated to provide such notice if, concurrently with such cancellation or non-renewal, Contractor obtains coverage from different insurer(s) meeting the requirements described herein.

Prior to commencement of performance, Contractor shall provide to the Participating Entity a certificate of insurance showing the Contractor’s general liability insurance policy or other documentary evidence acceptable to the Lead State that (1) names the Participating Entity as an additional insured, (2) provides that written notice of cancellation shall be delivered in accordance with the policy provisions, and (3) provides that the Contractor’s liability insurance policy shall be primary, with any liability insurance of any Participating Entity as secondary and noncontributory. Unless otherwise agreed in any Participating Addendum, other state Participating Entities’ rights DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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and Contractor’s obligations are the same as those specified in the first sentence of this subsection except the endorsement is provided to the applicable state.

During the term of this Master Agreement, Contractor shall upon request provide to the Lead State and Participating Entities evidence of coverage that meets the requirements of this Section and the applicable Participating Addendum. Failure to provide evidence of coverage, within thirty (30) calendar days of receipt of request may, at the sole option of the Lead State, or any Participating Entity, result in this Master Agreement’s termination or the termination of any Participating Addendum.

Coverage and limits shall not limit Contractor’s liability and obligations under this Master Agreement, any Participating Addendum, or any Purchase Order.

Administrative Fees.

The Contractor shall pay to NASPO ValuePoint, or its assignee, a NASPO ValuePoint Administrative Fee of onequarter of one percent (0.25% or 0.0025) no later than sixty (60) days following the end of each calendar quarter.

The NASPO ValuePoint Administrative Fee shall be submitted quarterly and is based on all sales of products and services under the Master Agreement (less any charges for taxes or shipping). The NASPO ValuePoint Administrative Fee is not negotiable.

The NASPO ValuePoint Administrative Fee in this section shall be based on the gross amount of all sales (less any charges for taxes or shipping) at the adjusted prices (if any) in Participating Addenda.

Additionally, some states may require an additional fee be paid directly to the state only on purchases made by Purchasing Entities within that state. For all such requests, the fee level, payment method and schedule for such reports and payments will be incorporated into the Participating Addendum that is made a part of the Master Agreement. The Purchasing Entity may allow the Contractor to adjust the Master Agreement pricing to account for these additional fees for purchases made by Purchasing Entities within the jurisdiction of the Participating Entity. All such agreements shall not affect the NASPO ValuePoint Administrative Fee percentage or the prices paid by the Purchasing Entities outside the jurisdiction of the state requesting the additional fee.

NASPO ValuePoint Reports
Sales Data Reporting. In accordance with this section, Contractor shall report to NASPO ValuePoint all Orders under this Master Agreement for which Contractor has invoiced the ordering entity or individual, including Orders invoiced to Participating Entity or Purchasing Entity employees for personal use if such use is permitted by this Master Agreement and the applicable Participating Addendum (“Sales Data”). Timely and complete reporting of Sales Data is a material requirement of this Master Agreement. Reporting requirements, including those related to the format, contents, frequency, or delivery of reports, may be updated by NASPO ValuePoint with reasonable notice to Contractor and without amendment to this Master Agreement. NASPO ValuePoint shall have exclusive ownership of any media on which reports are submitted and shall have a perpetual, irrevocable, non-exclusive, royalty free, and transferable right to display, modify, copy, and otherwise use reports, data, and information provided under this section.

Summary Sales Data. “Summary Sales Data” is Sales Data reported as cumulative totals by state. Contractor shall, using the reporting tool or template provided by NASPO ValuePoint, report Summary Sales Data to NASPO ValuePoint for each calendar quarter no later than thirty (30) days following the end of the quarter. If Contractor has no reportable Sales Data for the quarter, Contractor shall submit a zero-sales report.

Detailed Sales Data. “Detailed Sales Data” is Sales Data that includes for each Order all information required by the Solicitation or by NASPO ValuePoint, including customer information, Order information, and line-item details.

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Contractor shall, using the reporting tool or template provided by NASPO ValuePoint, report Detailed Sales Data to NASPO ValuePoint for each calendar quarter no later than thirty (30) days following the end of the quarter. Detailed Sales Data shall be reported in the format provided in the Solicitation or provided by NASPO ValuePoint. The total sales volume of reported Detailed Sales Data shall be consistent with the total sales volume of reported Summary Sales Data.

Sales Data Crosswalks. Reserved.

Executive Summary. Contractor shall, upon request by NASPO ValuePoint, provide NASPO ValuePoint with an executive summary that includes but is not limited to a list of states with an active Participating Addendum, states with which Contractor is in negotiations, and any Participating Addendum roll-out or implementation activities and issues. NASPO ValuePoint and Contractor will determine the format and content of the executive summary.

NASPO ValuePoint Cooperative Program Marketing, Training, and Performance Review.

Contractor agrees to work cooperatively with NASPO ValuePoint personnel. Contractor agrees to present plans to NASPO ValuePoint for the education of Contractor’s contract administrator(s) and sales/marketing workforce regarding the Master Agreement contract, including the competitive nature of NASPO ValuePoint procurements, the Master agreement and participating addendum process, and the manner in which qualifying entities can participate in the Master Agreement.

Contractor agrees, as Participating Addendums become executed, if requested by ValuePoint personnel to provide plans to launch the program within the Participating Entity. Plans will include time frames to launch the agreement and confirmation that the Contractor’s website has been updated to properly reflect the contract offer as available in the Participating Entity.

Contractor agrees, absent anything to the contrary outlined in a Participating Addendum, to consider customer proposed terms and conditions, as deemed important to the customer, for possible inclusion into the customer agreement. Contractor will ensure that their sales force is aware of this contracting option.

Contractor agrees to participate in an annual contract performance review at a location selected by the Lead State and NASPO ValuePoint, which may include a discussion of marketing action plans, target strategies, marketing materials, as well as Contractor reporting and timeliness of payment of administration fees.

Contractor acknowledges that the NASPO ValuePoint logos may not be used by Contractor in sales and marketing until a logo use agreement is executed with NASPO ValuePoint.

The Lead State expects to evaluate the utilization of the Master Agreement at the annual performance review.

Lead State may, in its discretion, cancel the Master Agreement pursuant to Paragraph 42 of Exhibit A, or not exercise an option to renew, when Contractor utilization does not warrant further administration of the Master Agreement.

The Lead State may exercise its right to not renew the Master Agreement if contractor fails to record or report revenue for three consecutive quarters, upon 60-calendar day written notice to the Contractor. Cancellation based on nonuse or under-utilization will not occur sooner than two years after award of the Master Agreement. This subsection does not limit the discretionary right of either the Lead State or Contractor to cancel the Master Agreement pursuant to Paragraph 42 of Exhibit A or to terminate for default pursuant to Paragraph 44 of Exhibit A.

Contractor agrees to notify the Lead State and NASPO ValuePoint of any contractual most-favored-customer provisions in any Cooperative Purchasing Agreements that may affect the promotion of this Master Agreements or whose terms provide for adjustments to future rates or pricing based on rates, pricing in, or Orders from this master agreement. Upon request of the Lead State or NASPO ValuePoint, Contractor shall provide a copy of any such provisions. For the purposes of this paragraph, Cooperative Purchasing Agreement shall mean a cooperative DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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purchasing program facilitating public procurement solicitations and agreements using a lead agency model. This does not include contracts with any federal agency or any federal contract.

Right to Publish.

Throughout the duration of this Master Agreement, Contractor must secure from the Lead State prior approval for the public release of information that pertains to the potential work or activities covered by the Master Agreement. This limitation does not preclude publication about the award of the Master Agreement or marketing activities consistent with any proposed and accepted marketing plan. The Contractor shall not make any representations of NASPO ValuePoint’s opinion or position as to the quality or effectiveness of the services that are the subject of this Master Agreement without prior written consent. Failure to adhere to this requirement may result in termination of the Master Agreement for cause.

Records Administration and Audit.

The Contractor shall maintain books, records, documents, and other evidence pertaining to this Master Agreement and Orders placed by Purchasing Entities under it to the extent and in such detail as shall adequately reflect performance and administration of payments and fees. Contractor shall permit the Lead State, a Participating Entity, a Purchasing Entity, the federal government (including its grant awarding entities and the U.S. Comptroller General), and any other duly authorized agent of a governmental agency, to audit, inspect, examine, copy and transcribe Contractor's books, documents, papers and records directly pertinent to this Master Agreement or orders placed by a Purchasing Entity under it for the purpose of making audits, examinations, excerpts, and transcriptions.

This right shall survive for a period of six (6) years following termination of this Agreement or final payment for any order placed by a Purchasing Entity against this Agreement, whichever is later, or such longer period as is required by the Purchasing Entity’s state statutes, to assure compliance with the terms hereof or to evaluate performance hereunder.

Without limiting any other remedy available to any governmental entity, the Contractor shall reimburse the applicable Lead State, Participating Entity, or Purchasing Entity for any overpayments inconsistent with the terms of the Master Agreement or Orders or underpayment of fees found as a result of the examination of the Contractor’s records.

The rights and obligations herein exist in addition to any quality assurance obligation in the Master Agreement requiring the Contractor to self-audit contract obligations and that permits the Lead State to review compliance with those obligations.

Indemnification
General Indemnity. Contractor shall indemnify, defend (to the extent permitted by a state’s Attorney General), and hold harmless an Indemnified Party from any claims or causes of action, including attorney’s fees, to the extent arising from Contractor’s intentional, willful, or negligent acts or omissions; actions that give rise to strict liability; and actions arising from breach of contract or warranty. “Indemnified Party” means NASPO, NASPO ValuePoint, the Lead State, Participating Entities, and Purchasing Entities, along with their officers and employees.

The indemnification obligations of this section do not apply in the event the claim or cause of action is the result of the Indemnified Party’s sole negligence. This clause will not be construed to bar any legal remedies the Contractor may have for the Indemnified Party’s failure to fulfill its obligation under this Contract.

Intellectual Property Indemnification.

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In the event of any such claim by any third party against the Indemnified Party that Products, Software, Services or Deliverables prepared, produced, or branded by Contractor and delivered pursuant to this Master Agreement infringe or misappropriate that third party's U.S. patent, copyright, trade secret, or other intellectual property rights ("Indemnified Claims"), the Indemnified Party shall promptly notify the Contractor. The Contractor, at its own expense, shall indemnify, defend to the extent permitted by the Indemnified Party’s laws, and hold harmless the Indemnified Party against any loss, cost, expense, or liability (including legal fees) arising out of such a claim, whether or not such claim is successful against the Indemnified Party.

If Contractor receives prompt notice of such a claim that in the Contractor's opinion is likely to result in an adverse ruling, the Contractor shall at its option (1) obtain a right for the Indemnified Party to continue using such Products, Deliverables, or Software or allow Contractor to continue performing the Services; (2) modify such Products, Software, Services, or Deliverables to make them non-infringing without materially affecting their utility or functionality; (3) replace such Products, Software, Services, or Deliverables with a non-infringing equivalent; or (4) refund any pre-paid fees for the allegedly infringing Services that have not been performed or provide a reasonable depreciated or pro rata refund for the allegedly infringing Product, Deliverables, or Software.

Notwithstanding the foregoing, Contractor shall have no obligation under this Section for any claim resulting or arising from (1) modifications of the Products, Software, Services, or Deliverables that were not performed by, on behalf of, or at the direction of Contractor; (2) the combination, operation, or use of the Products, Software, Services, or Deliverables in connection with a third-party product, software or service (the combination of which causes the claimed infringement); or (3) Contractor's compliance with Indemnified Party’s written specifications or directions, including the incorporation of any software or other materials or processes provided by or requested by Indemnified Party. Contractor's duty to indemnify and defend under this Section is contingent upon: (a) Contractor receiving prompt written notice of the third-party claim or action for which Contractor must indemnify Indemnified Party, (b) Contractor having the right to solely control the defense and resolution of such claim or action, unless the Indemnified Party’s law requires approval for a third party to defend the Indemnified Party and such approval is not received, and (c) Indemnified Party’s cooperation with Contractor in defending and resolving such claim or action. This Section states Indemnified Party’s exclusive remedies for any third-party intellectual property claim or action and nothing in this Master Agreement or elsewhere will obligate Contractor to provide any greater indemnity to Indemnified Party.

Limitations of Liability
The Parties agree that neither Contractor nor the indemnified party shall be liable to each other, regardless of the form of action, for consequential, incidental, indirect, or special damages except any claim related to bodily injury or death; an unauthorized release or breach of not public data as set forth more fully in Minn. Ch. 13; or a claim or demand based on patent, copyright, or other intellectual property infringement.

Contractor’s liability is limited to 2 times the amount paid by Purchasing Entity to Contractor during the 12 months preceding the date of the dispute concerning any products and services, or $5,000,000, whichever is greater. This limit on liability does not apply to claims for bodily injury or death or for intellectual property infringement.

Contractor’s obligations under this section shall not extend to any combination of the Product with any other product, system or method, unless the Product, system or method is:
provided by the Contractor or the Contractor’s subsidiaries or affiliates; specified by the Contractor to work with the Product; or DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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reasonably required, in order to use the Product in its intended manner, and the infringement could not have been avoided by substituting another reasonably available product, system or method capable of performing the same function; or
It would be reasonably expected to use the Product in combination with such product, system or method.

License of Pre-Existing Intellectual Property.

Intentionally deleted.

Assignment of Antitrust Rights.

Contractor irrevocably assigns to a Participating Entity who is a state any claim for relief or cause of action which the Contractor now has or which may accrue to the Contractor in the future by reason of any violation of state or federal antitrust laws (15 U.S.C. § 1-15 or a Participating Entity’s state antitrust provisions), as now in effect and as may be amended from time to time, in connection with any goods or services provided in that state for the purpose of carrying out the Contractor's obligations under this Master Agreement or Participating Addendum, including, at the Participating Entity's option, the right to control any such litigation on such claim for relief or cause of action.

Debarment.

The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. This certification represents a recurring certification made at the time any Order is placed under this Master Agreement. If the Contractor cannot certify this statement, attach a written explanation for review by the Lead State.

Governing Law and Venue.

The construction and effect of the Master Agreement after award shall be governed by the law of the state serving as Lead State. The construction and effect of any Participating Addendum or Order against the Master Agreement shall be governed by and construed in accordance with the laws of the Participating Entity’s or Purchasing Entity’s State.

Venue for any claim, dispute or action concerning the terms of the Master Agreement shall be in the state serving as Lead State. Venue for any claim, dispute, or action concerning any Order placed against the Master Agreement or the effect of a Participating Addendum shall be in the Purchasing Entity’s State.

If a claim is brought in a federal forum, then it must be brought and adjudicated solely and exclusively within the United States District Court for (in decreasing order of priority): the Lead State for claims relating to contract performance or administration if the Lead State is a party; a Participating State if a named party; the state where the Participating Entity or Purchasing Entity is located if either is a named party.

Confidentiality, Non-Disclosure, and Injunctive Relief.

Confidentiality. Contractor acknowledges that it and its employees or agents may, in the course of providing a Product under this Master Agreement, be exposed to or acquire information that is confidential to Purchasing Entity or Purchasing Entity’s clients.

Any and all information of any form that is marked as confidential by one party (the “originating party”) and is or would by its nature be deemed confidential obtained by the other party or its employees or agents (the “receiving party”) in the performance of this Master Agreement, including, but not necessarily limited to (1) any Purchasing Entity’s records, (2) personnel records, and (3) information concerning individuals, is confidential information of the originating party (“Confidential Information”).

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Any reports or other documents or items (including software) that result from the use of the Confidential Information by the receiving party shall be treated in the same manner as the Confidential Information.

Confidential Information does not include information that (1) is or becomes (other than by disclosure by the receiving party) publicly known; (2) is furnished by the originating party to others without restrictions similar to those imposed by this Master Agreement; (3) is rightfully in the receiving party’s possession without the obligation of nondisclosure prior to the time of its disclosure under this Master Agreement; (4) is obtained from a source other than the originating party without the obligation of confidentiality, (5) is disclosed with the written consent of the originating party or; (6) is independently developed by employees, agents or subcontractors of the receiving party who can be shown to have had no access to the Confidential Information.

Non-Disclosure. The receiving party shall hold Confidential Information in confidence, using at least the industry standard of confidentiality, and shall not copy, reproduce, sell, assign, license, market, transfer or otherwise dispose of, give, or disclose Confidential Information to third parties or use Confidential Information for any purposes whatsoever other than what is necessary to the performance of Orders placed under this Master Agreement.

Each party shall advise each of its employees and agents of their obligations to keep Confidential Information confidential. Contractor shall use commercially reasonable efforts to assist Purchasing Entity in identifying and preventing any unauthorized use or disclosure of any Confidential Information.

Without limiting the generality of the foregoing, the receiving party shall advise the originating party, and the applicable Participating Entity, and the Lead State if the originating party is a Purchasing Entity, and the Lead State if the originating party is a Participating Entity, immediately if the receiving party learns or has reason to believe that any person who has had access to Confidential Information has violated or intends to violate the terms of this Master Agreement, and the receiving party shall at its expense cooperate with advise the originating party in seeking injunctive or other equitable relief in the name of either party against any such person.

Except as directed by the originating party, the receiving party will not at any time during or after the term of this Master Agreement disclose, directly or indirectly, any Confidential Information to any person, except in accordance with this Master Agreement, and that upon termination of this Master Agreement or at the originating party’s request, the receiving party shall turn over to the originating party all documents, papers, and other matter in the receiving party’s possession that embody Confidential Information.

Notwithstanding the foregoing, Contractor may keep one copy of such Confidential Information necessary for quality assurance, audits and evidence of the performance of this Master Agreement, and Purchasing Entity may retain Confidential Information to the extent and for the duration required by applicable law.

Injunctive Relief. Each party acknowledges that the other party’s breach of this section, including disclosure of any Confidential Information, will cause irreparable injury to originating party that is inadequately compensable in damages. Accordingly, the originating party may seek and obtain injunctive relief against the breach or threatened breach of the foregoing undertakings, in addition to any other legal remedies that may be available. Contractor acknowledges and agrees that the covenants contained herein are necessary for the protection of the legitimate business interests of Purchasing Entity and are reasonable in scope and content.

Purchasing Entity Law. These provisions shall be applicable only to extent they are not in conflict with the applicable public disclosure laws of any Purchasing Entity.

The rights granted Purchasing Entities and Contractor obligations under this section shall also extend to the cooperative’s Confidential Information, defined to include Participating Addenda, as well as Orders or transaction data relating to Orders under this Master Agreement that identify the entity/customer, Order dates, line item DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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descriptions and volumes, and prices/rates. This provision does not apply to disclosure to the Lead State, a Participating State, or any governmental entity exercising an audit, inspection, or examination pursuant to Paragraph 33 of Exhibit A. To the extent permitted by law, Contractor shall notify the Lead State of the identity of any entity seeking access to the Confidential Information described in this subsection.

Public Information.

This Master Agreement and all related documents are subject to disclosure pursuant to the Lead State’s public information laws.

Cancellation.

Unless otherwise set forth in this Master Agreement, this Master Agreement may be canceled by either party upon 60 days written notice prior to the effective date of the cancellation. Further, any Participating Entity may cancel its participation upon 30 days written notice, unless otherwise stated in the Participating Addendum. Cancellation may be in whole or in part. Any cancellation under this provision shall not affect the rights and obligations attending orders outstanding at the time of cancellation, including any right of a Purchasing Entity to indemnification by the Contractor, rights of payment for Products delivered and accepted, rights attending any warranty or default in performance in association with any Order, and requirements for records administration and audit. Cancellation of the Master Agreement due to Contractor default may be immediate as set forth in Paragraph 44 of Exhibit A.

Force Majeure.

Neither party to this Master Agreement shall be held responsible for delay or default caused by fire, riot, unusually severe weather, other acts of God, or war which are beyond that party’s reasonable control. The Lead State may terminate this Master Agreement after determining such delay or default will reasonably prevent successful performance of the Master Agreement.

Defaults and Remedies.

The occurrence of any of the following events shall be an event of default under this Master Agreement:

Nonperformance of contractual requirements; or
A material breach of this Master Agreement; or
Any certification, representation or warranty by Contractor in response to the RFP or in this Master Agreement that proves to be untrue or materially misleading; or Institution of proceedings under any bankruptcy, insolvency, court-ordered reorganization or similar law, by or against Contractor, or the appointment of a receiver or similar officer for Contractor or any of its property, which is not vacated or fully stayed within thirty (30) calendar days after the institution or occurrence thereof; or
Any default specified in another section of this Master Agreement.

Upon the occurrence of an event of default, except for material breach, the Lead State shall issue a written notice of default, identifying the nature of the default, and providing a period of 30 calendar days in which Contractor shall have an opportunity to cure the default. The Lead State shall not be required to provide advance written notice or a cure period and may immediately terminate this Master Agreement in whole or in part if the Lead State, in its sole discretion, determines that it is reasonably necessary to preserve public safety or prevent immediate public crisis. Time allowed for cure shall not diminish or eliminate Contractor’s liability for damages, including liquidated damages to the extent provided for under this Master Agreement. The Lead State may immediately terminate this Master Agreement upon material breach of the Master Agreement by Contractor.

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If Contractor is afforded an opportunity to cure and fails to cure the default within the period specified in the written notice of default, Contractor shall be in breach of its obligations under this Master Agreement and the Lead State shall have the right to exercise any or all of the following remedies:

Exercise any remedy provided by law; and
Terminate this Master Agreement and any related contracts or portions thereof; and Impose liquidated damages as provided in this Master Agreement; and Suspend Contractor from being able to respond to future bid solicitations; and Suspend Contractor’s performance; and
Withhold payment until the default is remedied.

Unless otherwise specified in the Participating Addendum, in the event of a default under a Participating Addendum, a Participating Entity shall provide a written notice of default as described in this section and shall have all of the rights and remedies under this paragraph regarding its participation in the Master Agreement, in addition to those set forth in its Participating Addendum. Unless otherwise specified in a Purchase Order, a Purchasing Entity shall provide written notice of default as described in this section and have all of the rights and remedies under this paragraph and any applicable Participating Addendum with respect to an Order placed by the Purchasing Entity.

Nothing in these Master Agreement Terms and Conditions shall be construed to limit the rights and remedies available to a Purchasing Entity under the applicable commercial code.

Waiver of Breach.

Failure of the Lead State, Participating Entity, or Purchasing Entity to declare a default or enforce any rights and remedies shall not operate as a waiver under this Master Agreement or Participating Addendum. Any waiver by the Lead State, Participating Entity, or Purchasing Entity must be in writing. Waiver by the Lead State or Participating Entity of any default, right or remedy under this Master Agreement or Participating Addendum, or by Purchasing Entity with respect to any Purchase Order, or breach of any terms or requirements of this Master Agreement, a Participating Addendum, or Purchase Order shall not be construed or operate as a waiver of any subsequent default or breach of such term or requirement, or of any other term or requirement under this Master Agreement, Participating Addendum, or Purchase Order.

Notices.

If one party is required to give notice to the other under the Master Agreement, such notice shall be in writing and shall be effective upon receipt. Delivery may be by certified United States mail or by hand, in which case a signed receipt shall be obtained. A facsimile or electronic transmission shall constitute sufficient notice, provided the receipt of the transmission is confirmed by the receiving party. Either party must notify the other of a change in address for notification purposes. All notices to the Lead State shall be addressed as follows:

Elizabeth Randa, Acquisition Management Specialist
112 Administration Bldg.
50 Sherburne Avenue
St. Paul, MN 55155
[email protected]
No Waiver of Sovereign Immunity.

In no event shall this Master Agreement, any Participating Addendum or any contract or any Purchase Order issued thereunder, or any act of the Lead State, a Participating Entity, or a Purchasing Entity be a waiver of any form of defense DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States or otherwise, from any claim or from the jurisdiction of any court.

This section applies to a claim brought against the Participating Entities who are states only to the extent Congress has appropriately abrogated the state’s sovereign immunity and is not consent by the state to be sued in federal court. This section is also not a waiver by the state of any form of immunity, including but not limited to sovereign immunity and immunity based on the Eleventh Amendment to the Constitution of the United States.

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Exhibit B: Minnesota Terms and Conditions
Change Requests.

The Lead State reserves the right to request, during the term of the Master Agreement, changes to the products offered within the Band(s). Products introduced during the term of the Master Agreement shall go through a formal review process. The process for updating the products offered within a Band is outlined in Paragraph 2 of Exhibit B. The Contractor shall evaluate and recommend products for which agencies have an expressed need. The Lead State shall require the Contractor to provide a summary of its research of those products being recommended for inclusion in the Master Agreement as well as defining how adding the product will enhance the Master Agreement. The Lead State may request that products, other than those recommended, are added to the Master Agreement.

In the event that the Lead State desires to add new products and services that are not included in the original Master Agreement, the Lead State requires that independent manufacturers and resellers cooperate with the already established Contractor in order to meet the Lead State’s requirements. Evidence of the need to add products or services should be demonstrated to the Lead State. The Master Agreement shall be modified via supplement or amendment. The Lead State will negotiate the inclusion of the products and services with the Contractor. No products or services will be added to the Master Agreement without the Lead State’s prior approval.

Product and Service Schedule (PSS).

Creating the Product and Service Schedule (PSS). Contractor will use the attached sample PSS to create and maintain a complete listing of all products and services offered under the Master Agreement. The PSS must conform to the contracted minimum discounts. Contractor may create and maintain a separate PSS for a Participating Entity based on the requirements and restrictions of the Participating Entity.

Contractors are encouraged to provide remote learning bundles for K-12 Education. These bundles can be included in the response to the PSS.

Maintaining the PSS.

In General. Throughout the term of the Master Agreement, on a quarterly basis, Contractor may update the PSS to make model changes, add new products or services, or remove obsolete or discontinued products or services. Any updates to the PSS must conform to the Master Agreement requirements, including the scope of the Master Agreement and contracted minimum discounts.

Process. Contractor must provide notification to the Lead State of any changes to their PSS using the attached Action Request Form (ARF).
a) The Lead State does not need to approve Contractor’s request to make model changes, add their own manufactured products, or remove discontinued or obsolete products or services, and Contractor does not need the Lead State’s approval prior to posting an updated PSS. b) The Lead State must approve Contractor’s request to add new third party manufacturers to Contractor’s PSS. If the proposed third-party manufacturer holds a NASPO Master Agreement for Computer Equipment, Contractor must obtain written authorization from that manufacturer. Contractor must have the Lead State’s approval prior to posting the updated PSS.
c) Contractor must maintain a historic record of all past PSSs on their dedicated NASPO ValuePoint website.

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d) Pursuant to the audit provisions of the Master Agreement, upon the request of NASPO ValuePoint, the Lead State, or a Participating Entity, Contractor must provide an historic version of any Baseline Price List.

Purchase Orders.

There will be no minimum order requirements or charges to process an individual purchase order. The Participating Addendum number and the PO number must appear on all documents (e.g., invoices, packing slips, etc.). The Ordering Entity’s purchase order constitutes a binding contract.

Risk of Loss or Damage.

The Purchasing Entity is relieved of all risks of loss or damage to the goods or equipment during periods of transportation, and installation by the Contractor and in the possession of the Contractor or their authorized agent.

Payment Card Industry Data Security Standard and Cardholder Information Security.

Contractor assures all of its Network Components, Applications, Servers, and Subcontractors (if any) comply with the Payment Card Industry Data Security Standard (“PCIDSS”). “Network Components” shall include, but are not limited to, Contractor’s firewalls, switches, routers, wireless access points, network appliances, and other security appliances; “Applications” shall include, but are not limited to, all purchased and custom external (web) applications. “Servers” shall include, but are not limited to, all of Contractor’s web, database, authentication, DNS, mail, proxy, and NTP servers. “Cardholder Data” shall mean any personally identifiable data associated with a cardholder, including, by way of example and without limitation, a cardholder’s account number, expiration date, name, address, social security number, or telephone number.

Subcontractors (if any) must be responsible for the security of all Cardholder Data in its possession; and will only use Cardholder Data for assisting cardholders in completing a transaction, providing fraud control services, or for other uses specifically required by law. Contractor must have a business continuity program which conforms to PCIDSS to protect Cardholder Data in the event of a major disruption in its operations or in the event of any other disaster or system failure which may occur to operations; will continue to safeguard Cardholder Data in the event this Agreement terminates or expires; and ensure that a representative or agent of the payment card industry and a representative or agent of the Purchasing Entity shall be provided with full cooperation and access to conduct a thorough security review of Contractor’s operations, systems, records, procedures, rules, and practices in the event of a security intrusion in order to validate compliance with PCIDSS.

Foreign Outsourcing of Work.

Upon request, the Contractor is required to provide information regarding the location of where services, data storage, and location of data processing under the Master Agreement will be performed.

State Audits (Minn. Stat. § 16C.05, subd. 5).

The books, records, documents, and accounting procedures and practices of the Contractor or other party, that are relevant to the Master Agreement or transaction are subject to examination by the contracting agency and either the Lead State’s Legislative Auditor or State Auditor as appropriate for a minimum of six years after the end of the Master Agreement or transaction. The Lead State reserves the right to authorize delegate(s) to audit this Master Agreement and transactions.

Certification of Nondiscrimination (in accordance with Minn. Stat. § 16C.053).

If the value of this Contract, including all extensions, is $50,000 or more, Contractor certifies it does not engage in and has no present plans to engage in discrimination against Israel, or against persons or entities doing business in Israel, when making decisions related to the operation of the contractor's business. For purposes of this section, "discrimination" includes but is not limited to engaging in refusals to deal, terminating business activities, or other actions that are intended to limit commercial relations with Israel, or persons or entities doing business in Israel, when such actions are taken in a manner that in any way discriminates on the basis of nationality or national origin and is not based on a valid business reason.

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Human Rights/Affirmative Action.

The Lead State requires affirmative action compliance by its Contractors in accordance with Minn. Stat. § 363A.36 and Minn. R. 5000.3400 to 5000.3600.

Covered Contracts and Contractors. If the Contract exceeds $100,000 and the Contractor employed more than 40 full-time employees on a single working day during the previous 12 months in Minnesota or in the state where it has its principal place of business, then the Contractor must comply with the requirements of Minn. Stat. § 363A.36 and Minn. R. 5000.3400-5000.3600.

Minn. R. 5000.3400-5000.3600 implement Minn. Stat. § 363A.36. These rules include, but are not limited to, criteria for contents, approval, and implementation of affirmative action plans; procedures for issuing certificates of compliance and criteria for determining a contractor’s compliance status; procedures for addressing deficiencies, sanctions, and notice and hearing; annual compliance reports; procedures for compliance review; and contract consequences for noncompliance. The specific criteria for approval or rejection of an affirmative action plan are contained in various provisions of Minn. R. 5000.3400 5000.3600 including, but not limited to, parts 5000.3420- 5000.3500 and parts 5000.3552 5000.3559.

Disabled Workers. Minn. R. 5000.3550 provides the Contractor must comply with the following affirmative action requirements for disabled workers.

AFFIRMATIVE ACTION FOR DISABLED WORKERS
(a) The Contractor must not discriminate against any employee or applicant for employment because of physical or mental disability in regard to any position for which the employee or applicant for employment is qualified. The Contractor agrees to take affirmative action to employ, advance in employment, and otherwise treat qualified disabled persons without discrimination based upon their physical or mental disability in all employment practices such as the following: employment, upgrading, demotion or transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. (b) The Contractor agrees to comply with the rules and relevant orders of the Minnesota Department of Human Rights issued pursuant to the Minnesota Human Rights Act. (c) In the event of the Contractor’s noncompliance with the requirements of this clause, actions for noncompliance may be taken in accordance with Minn. Stat. § 363A.36 and the rules and relevant orders of the Minnesota Department of Human Rights issued pursuant to the Minnesota Human Rights Act.
(d) The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices in a form to be prescribed by the commissioner of the Minnesota Department of Human Rights. Such notices must state the Contractor’s obligation under the law to take affirmative action to employ and advance in employment qualified disabled employees and applicants for employment, and the rights of applicants and employees. (e) The Contractor must notify each labor union or representative of workers with which it has a collective bargaining agreement or other contract understanding, that the Contractor is bound by the terms of Minn. Stat. § 363A.36 of the Minnesota Human Rights Act and is committed to take affirmative action to employ and advance in employment physically and mentally disabled persons.

Consequences. The consequences of a Contractor’s failure to implement its affirmative action plan or make a good faith effort to do so include, but are not limited to, suspension or revocation of a certificate of compliance by DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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the commissioner, refusal by the commissioner to approve subsequent plans, and termination of all or part of the Contract by the commissioner or the State.

Certification. The Contractor hereby certifies that it is in compliance with the requirements of Minn. Stat. § 363A.36, subd. 1 and Minn. R. 5000.3400-5000.3600 and is aware of the consequences for noncompliance. It is agreed between the parties that Minn. Stat. 363.36 and Minn. R. 5000.3400 to 5000.3600 are incorporated into any contract between these parties based upon this specification or any modification of it. A copy of Minn. Stat. § 363A.36 and Minn. R. 5000.3400 to 5000.3600 are available upon request from the contracting agency.

Equal Pay Certification.

If required by Minn. Stat. §363A.44, the Contractor must have a current Equal Pay Certificate prior to Contract execution. If Contractor's Equal Pay Certificate expires during the term of this Contract, Contractor must promptly reapply for an Equal Pay Certificate with the Minnesota Department of Human Rights and notify the State's Authorized Representative once the Contractor has received the renewed Equal Pay Certificate. If Contractor claims to be exempt, the Lead State may require Contractor to verify its exempt status.

Americans with Disabilities Act (ADA).

Products provided under the Master Agreement must comply with the requirements of the Americans with Disabilities Act (ADA). The Contractor’s catalog and other marketing materials utilized to offer products under the Master Agreement must state when a product is not in compliance. If any descriptive marketing materials are silent as to these requirements, the Contractor agrees that the customer can assume the product meets or exceeds the ADA requirements.

Nonvisual Access Standards.

Pursuant to Minn. Stat. § 16C.145, the Contractor shall comply with the following nonvisual technology access standards:

That the effective interactive control and use of the technology, including the operating system applications programs, prompts, and format of the data presented, are readily achievable by nonvisual means; That the nonvisual access technology must be compatible with information technology used by other individuals with whom the blind or visually impaired individual must interact; That nonvisual access technology must be integrated into networks used to share communications among employees, program participants, and the public; and
That the nonvisual access technology must have the capability of providing equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

These standards do not require the installation of software or peripheral devices used for nonvisual access when the information technology is being used by individuals who are not blind or visually impaired.

Accessibility Standards.

Contractor acknowledges and is fully aware that the Lead State (Executive branch state agencies) has developed IT Accessibility Standard effective September 1, 2010. The standard entails, in part, the Web Content Accessibility Guidelines (WCAG) and Section 508 which can be viewed at: https://mn.gov/mnit/government/policies/accessibility/.

The Standards apply to web sites, software applications, electronic reports and output documentation, training delivered in electronic formats (including, but not limited to, documents, videos, and webinars), among others. As upgrades are made to the software, products, or subscriptions available through this Contract, the Contractor agrees to DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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develop functionality which supports accessibility. If any issues arise due to nonconformance with the above-mentioned accessibility Standards, the Contractor agrees to provide alternative solutions upon request at no additional charge to the State.

When updates or upgrades are made to the products or services available through this Contract, the Contractor agrees to document how the changes will impact or improve the product’s or service’s accessibility and usability. This documentation, upon request, must be provided to the Lead State in advance of the change, occurring within an agreed upon timeframe sufficient for the state to review the changes and either approve them or request a remediation plan from the Contractor. Contractor warrants that its Products comply with the above-mentioned accessibility Standards and agrees to indemnify, defend, and hold harmless the Lead State against any claims related to non-compliance of Contractor’s Product with the above-mentioned accessibility Standards. If agreed-upon updates fail to improve the product or service’s accessibility or usability as planned, the failure to comply with this requirement may be cause for contract cancellation or for the Lead State to consider the Contractor in default.

Conflict Minerals.

Contractor agrees to provide information upon request regarding adherence to the Conflict Minerals section of the Dodd-Frank Wall Street Reform and Consumer Protection Act (Section 1502).

See: http://beta.congress.gov/111/bills/hr4173/111hr4173enr.pdf#page=838 http://www.sec.gov/news/press/2012/2012-163.htm
Hazardous Substances.

To the extent that the goods to be supplied by the Contractor contain or may create hazardous substances, harmful physical agents or infectious agents as set forth in applicable state and federal laws and regulations, the Contractor must provide Material Safety Data Sheets regarding those substances. A copy must be included with each delivery.

Copyrighted Material Waiver.

The Lead State reserves the right to use, reproduce and publish proposals in any manner necessary for State agencies and local units of government to access the responses, including but not limited to photocopying, State Intranet/Internet postings, broadcast faxing, and direct mailing. In the event that the response contains copyrighted or trademarked materials, it is the responder’s responsibility to obtain permission for the Lead State to reproduce and publish the information, regardless of whether the responder is the manufacturer or reseller of the products listed in the materials. By signing its response, the responder certifies that it has obtained all necessary approvals for the reproduction and distribution of the contents of its response and agrees to indemnify, protect, save and hold the Lead State, its representatives and employees harmless from any and all claims arising from the violation of this section and agrees to pay all legal fees incurred by the Lead State in the defense of any such action.

Publicity.

The Contractor shall make no representations of the State’s opinion or position as to the quality or effectiveness of the products or services that are the subject of the Master Agreement without the prior written consent of the State’s Assistant Director or designee of Office of State Procurement. Representations include any publicity, including but not limited to advertisements, notices, press releases, reports, signs, and similar public notices.

Performance While Dispute is Pending.

Notwithstanding the existence of a dispute, the parties shall continue without delay to carry out all of their responsibilities under the Master Agreement that are not affected by the dispute. If a party fails to continue without delay to perform its responsibilities under the Master Agreement, in the accomplishment of all undisputed work, any additional cost incurred by the other parties as a result of such failure to proceed shall be borne by the responsible party.

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Organizational Conflicts of Interest.

An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons:
the Contractor is unable or potentially unable to render impartial assistance or advice to the State; the Contractor’s objectivity in performing the work is or might be otherwise impaired; or the Contractor has an unfair competitive advantage.

The Contractor agrees that if an organizational conflict of interest is discovered after award, an immediate and full disclosure in writing shall be made to the Assistant Director of the Lead State’s Department of Administration’s Office of State Procurement that shall include a description of the action the Contractor has taken or proposes to take to avoid or mitigate such conflicts. If an organizational conflict of interest is determined to exist, the Lead State may, at its discretion, cancel the Master Agreement. In the event the Contractor was aware of an organizational conflict of interest prior to the award of the Master Agreement and did not disclose the conflict to the Master Agreement Administrator, the Lead State may terminate the Master Agreement for default. The provisions of this clause shall be included in all subcontracts for work to be performed, and the terms “Contract,” “Contractor,” “Master Agreement”, “Master Agreement Administrator” and “Contract Administrator” modified appropriately to preserve the State’s rights.

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions. Instructions for certification:

By signing and submitting this proposal, the prospective lower tier participant [responder] is providing the certification set out below.

The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and debarment.

The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal [response] is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances.

The terms covered transaction, debarred, suspended, ineligible lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverages section of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

The prospective lower tier participant agrees by submitting this response that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction [subcontract equal to or exceeding $25,000] with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

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The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled, “Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion – Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the list of parties excluded from federal procurement and nonprocurement programs.

Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and debarment.

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transactions.

The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Government Data Practices.

The Contractor and the Lead State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, (and where applicable, if the Lead State contracting party is part of the judicial branch, with the Rules of Public Access to Records of the Judicial Branch promulgated by the Minnesota Supreme Court as the same may be amended from time to time) as it applies to all data provided by the Lead State to the Contractor and all data provided to the Lead State by the Contractor. In addition, the Minnesota Government Data Practices Act applies to all data created, collected, received, stored, used, maintained, or disseminated by the Contractor in accordance with the Master Agreement that is private, nonpublic, protected nonpublic, or confidential as defined by the Minnesota Government Data Practices Act, Ch. 13 (and where applicable, that is not accessible to the public under the Rules of Public Access to Records of the Judicial Branch).

In the event the Contractor receives a request to release the data referred to in this article, the Contractor must immediately notify the Lead State. The Lead State will give the Contractor instructions concerning the release of the data to the requesting party before the data is released. The civil remedies of Minn. Stat. § 13.08, apply to the release of the data by either the Contractor or the Lead State.

The Contractor agrees to indemnify, save, and hold the Lead State, its agent and employees, harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the Minnesota DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

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Government Data Practices Act (and where applicable, the Rules of Public Access to Records of the Judicial Branch), including legal fees and disbursements paid or incurred to enforce this provision of the Master Agreement. In the event that the Contractor subcontracts any or all of the work to be performed under the Master Agreement, the Contractor shall retain responsibility under the terms of this article for such work.

Survivability.

Certain rights and duties of the Lead State and Contractor will survive the expiration or cancellation of the RFP and resulting Master Agreement. These rights and duties include but are not limited to paragraphs: Indemnification; Limitations of Liability; State Audits; Government Data Practices; Governing Law and Venue; Publicity; and Administrative Fees.

Severability.

If any provision of the Master Agreement, including items incorporated by reference, is found to be illegal, unenforceable, or void, then both the Lead State and the Contractor shall be relieved of all obligations arising under such provisions. If the remainder of the Master Agreement is capable of performance it shall not be affected by such declaration or finding and shall be fully performed.

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Exhibit C: Requirements
Contractor Verification.

Contractor must be a manufacturer of a Product in the Band(s) it is awarded a Master Agreement. “Re-branding” a product that is manufactured by another company does not meet this requirement. If the Contractor ceases production, sells or assigns their manufacturing to another vendor, or otherwise no longer manufactures a product during the life of the Master Agreement the Lead State reserves the right to terminate the Contractor’s Master Agreement.

Warranty and Maintenance.

Contractor must ensure warranty service and maintenance for all equipment, including third party products provided.

The Contractor must facilitate the Manufacturer or Publisher warranty and maintenance of third party products furnished through the Master Agreement. The Contractor shall provide the warranty service and maintenance for equipment and all peripherals on the Master Agreement.

Website.

Contractor must develop and maintain a URL to a web site specific to the awarded Master Agreement. Contractor’s Master Agreement website must offer twenty-four (24) hours per day, seven (7) days per week availability, except for regularly scheduled maintenance times. The website must be separate from the Contractor’s commercially available (i.e., public) on-line catalog and ordering systems. No other items or pricing may be shown on the website without written approval from the Lead State
Mandatory Specifications:
• Designated Baseline Price List(s) (e.g., MSRP, List, or Education) • Product and Service Schedule (PSS)
• Product specifications, pricing, and configuration aids for the major product categories proposed that can be used to obtain an on-line quote,
• Service options and service agreements available on the contract. Please refer to Paragraph 5. • Contact information for order placement, service concerns (warranty and maintenance), problem reporting, and billing concerns
• Sales representatives for participating entities
• Links to environmental certification, including but not limited to take-back/recycling programs, EPEAT, Energy Star, etc.

Desirable Specifications:
• Purchase order tracking
• Information on accessibility and accessible products
• Signed Master Agreement
• Online ordering capability with the ability to remember multiple ship to locations (if applicable to product) • List of approved partners, if applicable
Within 30 calendar days of the notice of intent to award a Master Agreement, Contractor must provide a sample URL of the Master Agreement webpage to the Lead State for review and approval. The Lead State will review and determine acceptability of the website format and data. If the information is determined to be unacceptable or incorrect, the Contractor will have 15 calendar days to provide revisions to the Lead State. After the Lead State approves the website, Contractor may not make material changes to the website without notifying the Lead State through the ARF process and receiving written approval of the changes.

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Environmental Certifications.

Contractor must include environmental or supply chain responsibility certifications and registrations for products sold through this Contract on their website. Contractor must provide these certifications and registrations for specific products to Participating Entities upon request.

EPEAT Registration.

Contractor agrees that applicable products offered that have EPEAT Standards provided under the Master Agreement must have achieved a minimum EPEAT Bronze registration. This requirement does not apply to Band 3.

Contractor may propose the addition of a product that has not yet achieved a minimum EPEAT Bronze registration. The Lead State, in its sole discretion may require Contractor to provide the following documentation to support the addition of the proposed product:
• A letter from the Green Electronics Council (GEC) on GEC’s letterhead confirming that the verification process is underway; or
• A copy of Contractor’s GEC contract, Conformity Assurance Board (CAB) contract, and a letter from Contractor’s CAB stating that the relevant product has been registered with the CAB and that verification is underway.

The Lead State reserves the right to reject the inclusion of such product, or if approved, require Contractor to remove the product at a later date if the product does not achieve a minimum EPEAT Bronze registration. The Contractor must remove any products that subsequently exit the verification process without achieving EPEAT Bronze or greater from the Master Agreement.

Third-Party Products.

Some products offered may be manufactured by a third party. Contractor, however, must provide or facilitate the warranty service and maintenance for all Third-Party Products on the Master Agreement either directly or pass-through from the manufacturer. Contractor may not offer products manufactured by another Contractor holding a Minnesota NASPO ValuePoint Master Agreement for Computer Equipment without approval from the Lead State. Warranty for third-party products must be provided by the Contractor. Warranty documents for products manufactured by a third party are preferred to be delivered to the Participating Entity with the products. Contractor can only offer Third-Party Products in a Band they have been awarded.

Third-Party Products are intended to enhance or supplement a Contractor’s own product line, and are not intended to represent more than a third of Contractor’s total sales under this Master Agreement. The Lead State may limit the sale of Third-Party Products through the Master Agreement during the life of the Master Agreement should Third-Party Product sales be determined to consistently exceed one third of the total sales under this Master Agreement. Such limitation may take the form of any action the Lead State so chooses, up to and including non-renewal or cancellation of the Master Agreement.

Partner Utilization.

If utilizing partners, the Contractor is responsible for the partners providing products and services, as well as warranty service and maintenance for equipment the partner provides. Participating Entities have the option of utilizing partners.

Contractor must provide a Participating Entity a copy of its plan for partner utilization upon request. Contractor must make available a list of approved partners for each Participating Entity. Participating Entities must approve specific Partners as outlined within the relevant Participating Addendum, and only partners approved by the Participating Entity may be deployed. The Participating Entity will define the process to add and remove partners in their Participating Addendum.
2019 National Defense Authorization Act, Section 889(f)(3).

Under the 2019 National Defense Authorization Act, Section 889(f)(3), the US military is prohibited from purchasing video surveillance and telecommunications equipment from certain Chinese-owned technology firms. While US state are DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

Page 38 of 47 ends

not subject to this act, there is increasing concern for the security of state data. Contractor certifies for the term of this Master Agreement that it is not subject to laws, rules, or policies potentially requiring disclosure of, or provision of access to, customer data to foreign governments or entities controlled by foreign governments, and that Contractor's Products do not contain, include, or utilize components or services supplied by any entity subject to the same.

Contractor also certifies that its Products do not contain, include, or utilize any covered technology prohibited under Section 889 of the National Defense Authorization Act, as amended.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

Page 39 of 47 ends

Exhibit D: Pricing Schedule
Attached and incorporated into this Master Agreement as Exhibit D is the Price Schedule.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule
NASPO ValuePoint Computer Equipment (2023-2028)

CONTROL SET
Master Agreement: 23004
Contractor Name: Dell Marketing, LP
Awarded Bands:
x Band 1: Personal Computing Devices (Windows)
x Band 2: Personal Computing Devices (Non-Windows)
x Band 3: Servers and Storage
Band Category Code Category Description Discount off
Baseline List
1 1B Band 1 - Minimum Discount 18.0%
1 1T Band 1 - Third Party Product Minimum Discount 5.5% 2 2B Band 2 - Minimum Discount 18.0%
2 2T Band 2 - Third Party Product Minimum Discount 5.5% 3 3B Band 3 - Minimum Discount 18.0%
3 3T Band 3 - Third Party Product Minimum Discount 5.5% S-1 Standalone Services 4.0%
S-2 Warranty Services 4.0%
S-3 Training and Other Professional Services 4.0%
DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule Discount Structure
Master Agreement: 23004
Contractor Name: Dell Marketing, LP
Baseline Price List: Posted on Contractor's dedicated NASPO ValuePoint website Band 1: Personal Computer Equipment (Windows OS)
Band Category Code Category Description Discount off
Baseline List
1 1B Band 1 - Minimum Discount 18.0%
1 1B-1 Desktops - Alienware, Inspiron, Vostro, XPS 0.5% 1 1B-2 Notebooks - Alienware, Inspiron, Vostro, XPS 2.5% 1 1B-3 Projectors/Monitors/Other Electronics 2.5%
1 1B-4 Displays 2.5%
1 1B-5 Imaging 2.5%
1 1B-6 Dell Branded - Printer accessories, parts, and toner 1.5% 1 1B-7 Spare Parts related to Band 1 0.5%
1 1B-8 Customer Kits 15.0%
1 1B-9 Ready to Ship configurations 4.0%
1 1T Band 1 - Third Party Product Minimum Discount 5.5% 1 1T-1 Selected Third Party - Software and Peripherals 0.5% Band 2: Personal Computer Equipment (Non-Windows OS)
Band Category Code Category Description Discount off
Baseline List
2 2B Band 2 - Minimum Discount 18.0%
2 2B-1 Commercial Chromebooks 15.0%
2 2B-2 Consumer Chromebooks 15.0%
2 2B-3 Projectors/Monitors/Other Electronics 2.5%
2 2B-4 Displays 2.5%
2 2B-5 Imaging 2.5%
2 2B-6 Dell Branded - Printer accessories, parts, and toner 1.5% 2 2B-7 Spare Parts related to Band 2 0.5%
2 2B-8 Customer Kits 15.0%
2 2B-9 Ready to Ship configurations 4.0%
2 2T Band 2 - Third Party Product Minimum Discount 5.5% 2 2T-1 Selected Third Party - Software and Peripherals (Non-discountable) 0.5% Band 3: Servers and Storage
Band Category Code Category Description Discount off
Baseline List
3 3B Band 3 - Minimum Discount 18.0%
3 3B-1 Spare Parts related to Band 3 0.5%
3 3B-2 Customer Kits 15.0%
3 3T Band 3 - Third Party Product Minimum Discount 5.5% 3 3T-1 Selected Third Party - Software and Peripherals 0.5% DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule Volume-Based Discounts
Master Agreement: 23004
Contractor Name: Dell Marketing, LP
Bands 1 & 2

1. Per Transaction Multiple Unit Discount(s)
Min $ Single Transaction Max $ Single Transaction Per Transaction Multiple Unit Discount
$100,000.00 $199,999.99 1.0%
$200,000.00 $399,999.99 2.0%
$400,000.00 $599,999.99 4.0%
$600,000.00 $999,999.99 6.0%
$1,000,000.00 No Maximum 8.0%

2. Cumulative Discount(s)
Threshold Discount Level
Up to 2B 0.0%
$2B to $4B 1.0%
$4B to $6B 2.0%
$6B to $8B 3.0%
$8B to $10B 4.0%
Greater than $10B 5.0%

3. Other Discount(s)
Band 3

1. Per Transaction Multiple Unit Discount(s)
Min $ Single Transaction Max $ Single Transaction Per Transaction Multiple Unit Discount
$250,000.00 $499,999.99 1.0%
$500,000.00 $999,999.99 2.0%
$1,000,000.00 $1,499,999.99 4.0%
$1,500,000.00 $1,999,999.99 6.0%
$2,000,000.00 No Maximum 8.0%
none
Contractor provides a contractual volume discount program as follows based on dollars in a single purchase order or combination of purchase orders submitted at one time by a Purchasing Entity, or multiple entities conducting a cooperative purchase.

Note: Cumulative Discount does not apply to Category Exceptions, 3rd party products, services, and special promotional offers
Note: Per Transaction Multiple Unit Discount does not apply to Category Exceptions, 3rd party products, services, and special promotional offers
Note: Per Transaction Multiple Unit Discount does not apply to Category Exceptions, 3rd party products, services, and special promotional offers.

Contractor provides a contractual volume discount program as follows based on dollars in a single purchase order or combination of purchase orders submitted at one time by a Purchasing Entity, or multiple entities conducting a cooperative purchase.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule Volume-Based Discounts

2. Cumulative Discount(s)
Column1 Discount Level
Up to 2B 0.0%
$2B to $4B 1.0%
$4B to $6B 2.0%
$6B to $8B 3.0%
$8B to $10B 4.0%
Greater than $10B 5.0%

3. Other Discount(s)
Additional discount(s) available.

Contractor provides a cumulative volume discount as follows based on dollars resulting from the cumulative purchases by all purchases made by Purchasing Entities for the duration of the Master Agreement. none
Note: Cumulative Discount does not apply to Category Exceptions, 3rd party products, services, and special promotional offers.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule Services
Master Agreement: 23004
Contractor Name: Dell Marketing, LP
Travel for Services will be negotiated with each Participating Entity in the Participating Addendum.

All Awarded Bands
Category Code Description of Service Percent Discount
S-1 Standalone Services 4.0%
S-2 Warranty Services 4.0%
S-3 Training and Other Professional Services 4.0%
Each Purchasing Entity will determine if and how services will be offered in the Participating DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule Lease Rates
Master Agreement: 23004
Contractor Name: Dell Marketing, LP
All Awarded Bands
Optional: Lease Rates
Dell Financial Services (DFS’) payment solutions offer flexible end-of term options designed to suit each entity’s unique needs. Payment terms are generally from 24 through 60 months and are tailored to match the essential useful life of the equipment to the payment term. Payments can be billed monthly, quarterly, semi-annually or annually.

DFS payment solution rates are adjusted quarterly in accordance with a formula based on fluctuations in treasury notes. Our rates are a function of several factors including estimates of future residual values, prevailing interest rates, borrowing costs, general and administrative expenses, and solution structure. Once a payment schedule has commenced, the rate remains constant for the term of the schedule.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Exhibit D: Price Schedule Prompt Payment Discount
Master Agreement: 23004
Contractor Name: Dell Marketing, LP
in 30
in 15, Net 30
in 10, Net 30
X Net 30
All Awarded Bands
Other (specify):

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52

Page 47 of 47 ends

Exhibit E: Contractor Terms and Conditions
Attached by reference as Exhibit E are the following Contractor document(s):
• Software Licenses. Customer’s rights to use the Software delivered by Supplier are governed by the terms of the applicable end-user license agreement. Unless different terms have been agreed between the parties, the terms posted on www.dell.com/eula (the “EULA”) shall apply. Supplier will provide a hard copy of the applicable terms upon request. Unless expressly otherwise agreed, microcode, firmware or operating system software required to enable the Equipment with which it is shipped to perform its basic or enhanced functions, is licensed for use solely on such Equipment.
• Dell Return Policy. Customer may return Products to Supplier pursuant to the return policy at www.dell.com/returnspolicy.
• Equipment Warranty. Unless provided otherwise in a Schedule, additional terms governing the limited warranties for Equipment are found at https://www.dell.com/learn/us/en/uscorp1/terms-of-sale-commercialand-public-sector-warranties?c=us&l=en&s=corp or in the applicable documentation or Product Notice for the specific Equipment.
• Product- and Service-Specific Terms. Scope and details of Services and Product-specific terms are specified in the applicable standard service description that is attached to or referred in a Schedule or Quote, or is made available through the then-current Supplier website for product- or service-specific terms, currently located at www.dell.com/offeringspecificterms. Such standard descriptions are from time to time referred to as “Service Description(s)”, “Product Notices” or “Service Briefs.” The version of the applicable document that is effective as of the date of the applicable Quote, shall be deemed incorporated into the Order. Scope and details of customized Professional Services not covered by such a standard description shall be documented in a mutually agreed Statement of Work (“SOW”).

These Contractor terms and conditions are being provided for informational purposes only. They are intended to be negotiated by Contractor and a Participating Entity as part of a Participating Addendum, or by Contractor and a Purchasing Entity as part of an Order, and shall apply only as agreed to in writing by the parties. Unless such terms are expressly accepted in writing, terms in the following document(s) that derogate the application to a Purchasing Entity of a corresponding term in this Master Agreement or applicable Participating Addendum shall be deemed void.

DocuSign Envelope ID: 22C62BA3-AFF9-40A4-8FA3-F4D018802CC5 DocuSign Envelope ID: F019BE07-AEF0-4A14-B979-8BB85953FE52 Your Quote is ready.

Your personalized Quote is now available for purchase.

Complete your order through our secure online checkout before your Quote expires.

Order Now
Quote Name:

Dell Pro Slim Plus
QBS1250 + Dell Pro 5 16
Quote No. 3000206900867.1
Total $130,205.74
Customer # 1264342
Quoted On Sep. 21, 2026
Expires by Oct. 21, 2026
Contract Name
Dell NASPO Computer
Equipment PA - California
Contract Code C000001115143
Customer Agreement # 23026 / 7-23-70-55-01
Deal ID 31668693
Sales Rep Kc Dudley
Phone 1(800) 4563355
Email [email protected]
Billing To ACCOUNTS PAYABLE

CITY OF REDLANDS
P O BOX 3005
REDLANDS, CA 92373-1505
Message from your Sales Rep
If you are ready to place your order, you can click the order now button. If you need to make any changes you can call me directly at 512-720-7033 or e-mail me at [email protected] Regards, Kc Dudley
Shipping Group
Shipping To

RECEIVING DEPT

CITY OF REDLANDS
1270 W PARK AVE

PERSONNEL DEPT
REDLANDS, CA 92373-8112
(714) 798-7525
Shipping Method
Standard Delivery
Product Unit Price Quantity Subtotal
Dell Pro Slim Plus QBS1250 $1,535.07 50 $76,753.50
Dell PRO 5 16 P516260 $1,923.75 22 $42,322.50
Dell Pro Thunderbolt 4 Dock WD25TB4 $209.99 10 $2,099.90

Page 1 ends

Subtotal:

Shipping:

Environmental Fee:

Non-Taxable Amount:

Taxable Amount:

Estimated Tax:

Total:
$121,175.90
$0.00
$110.00
$19,344.60
$101,941.30
$8,919.84
$130,205.74
Special pricing may be available for qualified customers. Please contact your DFS Sales Representative for details.

Page 2 ends

Shipping Group Details
Shipping To

RECEIVING DEPT

CITY OF REDLANDS
1270 W PARK AVE

PERSONNEL DEPT
REDLANDS, CA 92373-8112
(714) 798-7525
Shipping Method
Standard Delivery
Unit Price Quantity Subtotal
Dell Pro Slim Plus QBS1250
Estimated delivery if purchased today:

Oct. 05, 2026
Contract # C000001115143
Customer Agreement # 23026 / 7-23-70-55-01
$1,535.07 50 $76,753.50
Description SKU Tax Type Unit Price Quantity Subtotal
Intel(R) Core(TM) Ultra 7 265 (13 TOPS NPU, 20 cores, up to 5.3GHz) 338-CRZM T- 50 - Windows 11 Pro 619-BBQD T - 50 - 16GB: 1 x 16GB, DDR5, up to 5600 MT/s, non-ECC 370-BCWX T - 50 - 512GB SSD 400-BSWY T - 50 - Screw for SSD 773-BBBC - 50 - Integrated Graphics 490-BKSX - 50 - No Wireless LAN Card 555-BLXL - 50 - Internal speaker 520-BBKW - 50 - No Additional Add In Cards 382-BBHX - 50 - Dell Pro Slim Plus QBS1250 with 260W PSU 329-BKSP T - 50 - Dell Pro 5 Keyboard and Mouse - KM526 - Black - US English - DAO
580-BDFZ T
- 50 -
Mouse included with Keyboard 570-AADI - 50 - ENERGY STAR Qualified 387-BBLW - 50 - System Power Cord C13 (Philipine/TH/US) 450-AAOJ - 50 - Documentation 340-DNBV - 50 - Watch Dog SRV 379-BFYR - 50 - Quick Start Guide 340-DTTZ - 50 - US/Canada Battery Warning Label 389-FKHG - 50 - Trusted Platform Module (Discrete TPM Enabled) 329-BBJL - 50 - Shipping Material (DAO) 340-DTSR - 50 - Shipping Label 389-BBUU - 50 - DAO Regulatory label for 260W PSU 389-FJYR - 50 - Driver/APP for IRST 658-BFTS - 50 - Intel(R) Core(TM) Ultra 7 vPro Processor Label 389-FJVS - 50 - Desktop BTO Standard shipment 800-BBIO - 50 - Dell Pro Slim Plus QBS1250 210-BPPM T - 50 - No Optical Drive 429-BBCH - 50 - Intel vPro(R) Enterprise 631-BCBN T - 50 -

Page 3 ends

EPEAT Silver with Climate+ 379-BDTO - 50 - No Additional Add In Cards 382-BBHX - 50 - No Additional Network Card Selected (Integrated NIC included) 555-BBJO
- 50 -
No Additional Video Ports 492-BCKH - 50 - No Media Card Reader 379-BBHM - 50 - NO RAID 817-BBBN - 50 - English, French, Spanish, Brazilian Portuguese 619-BBPD - 50 - CMS Software not included 632-BBBJ - 50 - Custom Configuration 817-BBBB - 50 - No Hazardous Locations Certification 340-ACQQ - 50 - No Hard Drive Bracket 575-BBKX - 50 - Dell Limited Hardware Warranty Plus Service 717-8784 T - 50 - ProSupport: 7x24 Technical Support, 5 Years 717-8823 N - 50 - ProSupport: Next Business Day Onsite, 5 Years 717-8827 N - 50 - Thank you choosing Dell ProSupport. For tech support, visit //support.dell.com/ProSupport 989-3449- 50 - Activate Your Microsoft 365 For A 30 Day Trial 630-ABBT - 50 - Dell Pro Slim Plus QBS1250 658-BFVK - 50 - Unit Price Quantity Subtotal Dell PRO 5 16 P516260
Estimated delivery if purchased today:

Oct. 08, 2026
Contract # C000001115143
Customer Agreement # 23026 / 7-23-70-55-01
$1,923.75 22 $42,322.50
Description SKU Tax Type Unit Price Quantity Subtotal
Dell Pro 5 16 (P516260) CTO Base 210-BWBR T - 22 - Dell Pro 5 16 (P516260) CTO Base 631-BCPQ - 22 - Series 3 Intel(R) Core(TM) Ultra 7 365 vPro(R) (8 cores, up to 4.8 GHz, 49 TOPS NPU) 379-BGRK T - 22 - Windows 11 Pro, Copilot+ PC 619-BBGJ T - 22 - Aluminum (Top Cover, Palm-rest, Bottom Cover) 321-BNCH T - 22 - 16 GB: 1 x 16 GB, DDR5, 5600 MT/s, single channel 370-BCNG T - 22 - Integrated Intel(R) Graphics, 4Xe with Intel(R) Core(TM) Ultra 7 365, vPro(R) CPU
338-CVQS
- 22 -
512 GB SSD 400-BVND T - 22 -
Intel(R) Wi-Fi 7 BE211, Qualified against Bluetooth(R)
Core 6.0 wireless Card
555-BNPW T
- 22 -
16", WUXGA (1920x1200), Touch, 400nit, 62.5%
sRGB, Anti-Glare, FHD+IR Cam
391-BKXW T
- 22 -
FHD RGB HDR + IR Camera, 1080p at 30 fps, Presence Detection, TNR, Camera Shutter, Microphone 319-BBMM
- 22 -
English (US) Mini-LED backlit keyboard with numeric
keypad
583-BPHR T
- 22 -
No Fingerprint Reader, No Smart Card Reader 346-BNCF T - 22 - Intel(R) vPro(R) Enabled 631-BCMY T - 22 -

Page 4 ends

3-cell, 57 Wh, ExpressCharge Boost capable battery, 1- yr limited hardware warranty 451-BDQQ T
- 22 -
65W USB-C AC Adapter 492-BFFW - 22 - E4 Power Cord 1M for US 470-BCXK - 22 - Single-System Packaging (Vertical Box) 340-FBDH - 22 - English, French, Spanish, Brazilian Portuguese 619-BBPD - 22 - Intel(R) BE211 WLAN Driver 555-BNSV - 22 - Quick Reference Card 340-DZXG - 22 - Documentation 340-DNBV - 22 - ENERGY STAR Qualified 387-BBLW - 22 - Series 3 Intel(R) Core(TM) Ultra 7 vPro(R) Processor Label 389-FRCX
- 22 -
Aluminum (Top Cover, Palm-rest, Bottom Cover), SODIMM, WLAN 321-BMZK T
- 22 -
EPEAT Gold with Climate+ 379-BGNT - 22 -
Intel(R) Connectivity Performance Suite 640-BBTL - 22 - Thermal Pad 2230 SSD 575-BCWP - 22 - Custom Configuration 817-BBBB - 22 - ProSupport: Next Business Day Onsite, 1 Year 714-0174 N - 22 - ProSupport: Next Business Day Onsite, 4 Year Extended
714-0205 N
- 22 -
ProSupport: 7x24 Technical Support, 5 Years 714-0217 N - 22 - Dell Limited Hardware Warranty 714-0313 T - 22 - Dell Limited Hardware Warranty Extended Year(s) 975-3461 - 22 - Thank you choosing Dell ProSupport. For tech support, visit //support.dell.com/ProSupport 989-3449- 22 - Activate Your Microsoft 365 For A 30 Day Trial 630-ABBT - 22 - Dell Additional SW - Dell Pro Laptop 658-BFVB - 22 - Foxit PDF Editor with AI Assistant 634-CZWL T - 22 - CyberLink Media Player with PowerDVD 24 634-BWZO T - 22 - Unit Price Quantity Subtotal Dell Pro Thunderbolt 4 Dock WD25TB4
Estimated delivery if purchased today:

Sep. 24, 2026
Contract # C000001115143
Customer Agreement # 23026 / 7-23-70-55-01
$209.99 10 $2,099.90
Description SKU Tax Type Unit Price Quantity Subtotal
Dell Pro Thunderbolt 4 Dock - WD25TB4 210-BTMR T - 10 - Dell Limited Hardware Warranty 718-2132 T - 10 - Advanced Exchange Service 3 Years 718-2133 - 10 - Subtotal:

Shipping:

Environmental Fee:

Estimated Tax:

Total:
$121,175.90
$0.00
$110.00
$8,919.84
$130,205.74

Page 5 ends

Important Notes
Terms of Sale
This Quote will, if Customer issues a purchase order for the quoted items that is accepted by Supplier, constitute a contract between the entity issuing this Quote (“Supplier”) and the entity to whom this Quote was issued (“Customer”). Unless otherwise stated herein, pricing is valid for Thirty (30) days from the date of this Quote. All products, pricing, and other information are based on the latest information available and are subject to change for any reason. Taxes and/or freight charges listed on this Quote are only estimates. The final amounts shall be stated on the relevant invoice. Additional freight charges will be applied if Customer requests expedited shipping. Please indicate any tax exemption status on your purchase order and send your tax exemption certificate to [email protected] or [email protected], as applicable.

Prices and/or discounts, as applicable, are subject to change: (i) in the event of industry-wide shortages in materials or resources, increases in the cost of manufacturing, currency fluctuations, changes to government charges or tariffs, or other factors outside Supplier’s control; (ii) in the event of structural or significant changes in the way Supplier develops its pricing and/or discounting strategy; (iii) if Customer requests changes to Supplier’s planned delivery date; or (iv) if Customer materially breaches its commitments under this Quote. If such changes occur, pricing may be adjusted and/or purchase orders may be cancelled by Supplier until the date of shipment, even after an order has been placed. Supplier will give Customer as much notice of these changes as is reasonably practicable under the circumstances. Supplier also reserves the right to cancel this Quote and Customer purchase orders arising from pricing errors and/or Customer changes to Supplier’s planned delivery date.

Entire Agreement – This Quote, including the Governing Terms, Schedules, any Offering Specific Terms incorporated by reference and each Order, comprises the complete statement of the agreement of the Parties regarding the subject matter thereof, and may be amended only by written agreement. Terms on any Order or any term or condition on a Customer form have no legal effect and do not modify or supplement these Terms of Sale. Governing Terms: This Quote is subject to: (a) a separate written agreement between Customer or Customer’s affiliate and Supplier or a Supplier´s affiliate to the extent that it expressly applies to the products and/or services in this Quote or, to the extent there is no such agreement, to the applicable set of Dell’s Terms of Sale (available at www.dell.com/terms or www.dell.com/oemterms), or for cloud/as-a- Service offerings, the applicable cloud terms of service (identified on the Offer Specific Terms referenced below); and (b) the terms referenced herein (collectively, the “Governing Terms”). Different Governing Terms may apply to different products and services on this Quote. The Governing Terms apply to the exclusion of all terms and conditions incorporated in or referred to in any documentation submitted by Customer to Supplier.

Supplier Software Licenses and Services Descriptions: Customer’s use of any Supplier software is subject to the license terms accompanying the software, or in the absence of accompanying terms, the applicable terms posted on www.Dell.com/eula. Descriptions and terms for Supplier-branded standard services are stated at www.dell.com/servicecontracts/global or for certain infrastructure products at www.dellemc.com/en-us/customer-services/product-warranty-and-service-descriptions.htm. Offer-Specific, Third Party and Program Specific Terms: Customer’s use of third-party software is subject to the license terms that accompany the software. Certain Supplier-branded and third-party products and services listed on this Quote are subject to additional, specific terms stated on www.dell.com/offeringspecificterms (“Offer Specific Terms”).

In case of Resale only: Should Customer procure any products or services for resale, whether on standalone basis or as part of a solution, Customer shall include the applicable software license terms, services terms, and/or offer-specific terms in a written agreement with the end- user and provide written evidence of doing so upon receipt of request from Supplier.

In case of Financing only: If Customer intends to enter into a financing arrangement (“Financing Agreement”) for the products and/or services on this Quote with Dell Financial Services LLC or other funding source pre-approved by Supplier (“FS”), Customer may issue its purchase order to Supplier or to FS. If issued to FS, Supplier will fulfill and invoice FS upon confirmation that: (a) FS intends to enter into a Financing Agreement with Customer for this order; and (b) FS agrees to procure these items from Supplier. Notwithstanding the Financing Agreement, Customer’s use (and Customer’s resale of and the end-user’s use) of these items in the order is subject to the applicable governing agreement between Customer and Supplier, except that title shall transfer from Supplier to FS instead of to Customer. If FS notifies Supplier after shipment that Customer is no longer pursuing a Financing Agreement for these items, or if Customer fails to enter into such Financing Agreement within 120 days after shipment by Supplier, Customer shall promptly pay the Supplier invoice amounts directly to Supplier.

Customer represents that this transaction does not involve: (a) use of U.S. Government funds; (b) use by or resale to the U.S. Government; or (c) maintenance and support of the product(s) listed in this document within classified spaces. Customer further represents that this transaction does not require Supplier’s compliance with any statute, regulation or information technology standard applicable to a U.S. Government procurement.

For certain products shipped to end users in California, a State Environmental Fee will be applied to Customer’s invoice. Supplier encourages customers to dispose of electronic equipment properly.

Electronically linked terms and descriptions are available in hard copy upon request.

Page 6 ends

City Council AGENDA ITEM NO. I8.

DATE: October 6, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve Final Map for Tract No. 20402 prepared and submitted by TH Canyon Ranch Loma Linda LLC located at the northeast corner of Nevada Street and San Timoteo Canyon Road and approximately 400 feet south of Bermudez Street (Development Services Director Reilly) 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 Final Map for Tract No. 20402.

RECOMMENDATION:

Staff recommends that City Council approve the Final Map for Tract No. 20402.

DISCUSSION:

The applicant is requesting approval of the Final Map for Tract No. 20402. On December 12, 2023, the Planning Commission approved Tentative Tract Map No. 20402 to subdivide a 21.6-acre vacant parcel into 27 lots for future single-family residential development, with a minimum lot size of 20,000 square-feet each, and seven lettered lots (for open space, landscaping, and water quality treatment purposes). The project site is located at the northeast corner of Nevada Street and San Timoteo Canyon Road and approximately 400 feet south of Bermudez Street within the Agriculture (A-1) zoning district (APNs: 0293-141-38-0000 and 0293-132-01- 0000). Planning Commission Resolution No. 1636 approved the following project actions:

1. Adopted a Mitigated Negative Declaration;

2. Adopted the Socio-Economic Cost/Benefit Study;

3. Approved Tentative Tract Map No. 20402;

4. Commission Review and Approval No. 969; and

5. Approved Street Vacation No. 193.

The owner has complied with all conditions of approval for Tentative Tract Map 20402. The Final Map (Attachment A) has been reviewed by staff and the City’s contracted Public Land Surveyor. The Subdivision Improvement Agreement (Attachment B) and appropriate financial securities including a faithful performance bond (Attachment C) and a labor and materials bond (Attachment D) have been prepared based on the project engineer’s estimated construction costs. These securities will ensure that off-site improvements are installed when project development begins.

ALTERNATIVES:

City Council may deny the Final Map for Tract No. 20402.

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
Kurt Wilson, Assistant City Manager
James Garland, Finance Director
PREPARED BY:

Rosemary Montoya, Associate Planner

FISCAL IMPACT
Fiscal Year: 26-27
Revenue Generating: N/A
Amount:

Budgeted Y/N:

Account No.:

Additional Appropriation Required:

Discussion:

No impact to the General Fund. The applicant paid the applicable application filing fee.

Attachments
Attachment_A_-_Final_Map_No_20402.pdf
Attachment_B_-_Subdivision_Improvement_Agreement.pdf
Attachment_C-_Faithful_Performance_Bond.pdf
Attachment_D_-_Labor_and_Materials_Bond.pdf

City Council AGENDA ITEM NO. I9.

DATE: October 6, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Approve an Agreement with TH Canyon Ranch Loma Linda, LLC regarding operation and maintenance of a private lift station and force main serving Tract No. 20402 in San Timoteo Canyon and determine that the approval of the proposed agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Development Services Director Reilly) MOTION:

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

1. I move that the City Council determine that the approval of the proposed agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act; and

2. I move that the City Council approve the agreement with TH Canyon Ranch Loma Linda LLC for the operation and maintenance of a private lift station and force main serving Tract No. 20402 in San Timoteo Canyon.

RECOMMENDATION:

Staff recommends that the City Council approve the agreement with TH Canyon Ranch Loma Linda, LLC for operation and maintenance of a private lift station and force main serving Tract No. 20402 in San Timoteo Canyon and determine that the approval of the proposed agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's Guidelines implementing the California Environmental Quality Act.

DISCUSSION:

On December 12, 2023, the Planning Commission approved Tentative Tract Map No. 20402 through Resolution No. 1656, authorizing a residential subdivision consisting of 27 single-family lots and associated infrastructure.

Resolution No. 1656 anticipated the construction of utility improvements, including sewer facilities, subject to subsequent engineering review and approval by the City prior to recordation and construction.

While Resolution No. 1656 did not approve detailed sewer design, it expressly required that all utilities be reviewed and approved through later-stage permits, including improvement plans and utility agreements, in accordance with City standards.

The location of the development approximately one half mile south of Barton Road along San Timoteo Canyon Road (see Attachment B) cannot reasonably be served by a gravity sewer main. A gravity sewer main would require the pipe to be over 25 feet deep in some locations, which would be a logistical problem for future maintenance and operations. Instead of a gravity sewer main, the developer intends to install a privately operated sewer lift station at the western boundary of the tract, which will then pump effluent through a private sewer force main to the existing City owned sewer main at the intersection of Barton Road and Nevada Street. The developer has coordinated with the City of Loma Linda to establish an emergency overflow connection to the Loma Linda sewer system for use only if the proposed sewer lift station experiences problems or failure.

The applicant has submitted a Private Sewer Lift Station and Force Main Engineering Design Report and Emergency Response Plan, prepared by Proactive Engineering Consultants and peer-reviewed, dated November 26, 2025. The Emergency Response Plan was reviewed by the Sewer Division of the Municipal Utilities and Engineering Department and deemed appropriate.

The proposed improvements related to the agreement include:

An 8-inch public gravity sewer conveying wastewater to a private lift station.

A private sewer lift station located near San Timoteo Canyon Road and Wildflower Way.

A 4-inch private sewer force main, constructed of C900 DR14 PVC, conveying wastewater north to an existing 18-inch public gravity sewer at Barton Road and Nevada Street.

A private emergency overflow connection allowing temporary gravity flow in the event of lift station failure, subject to approval by the City of Loma Linda.

Remote monitoring, emergency storage capacity, odor mitigation, and a detailed emergency response protocol.

The sewer lift station, sewer force main and overflow facilities are designed to serve Tract No. 20402 and will remain private, with long-term maintenance responsibility assigned to the homeowners association for the tract.

The developer requests that the City enter into an agreement for the private lift station and sewer force main whereby the developer will be responsible for the operation and maintenance of the facilities (see Attachment A). If the City of Redlands incurs costs resulting from the operation of the sewer system for this tract, those costs are to be reimbursed by the developer or the homeowners association, who will ultimately become the responsible party per the terms of the agreement.

The developer will enter into an agreement with the City of Loma Linda regarding any event necessitating the use of the emergency overflow.

ALTERNATIVES:

The City Council may choose not to approve the agreement. However, doing so will adversely affect the developer’s plans for the housing project and may present a potential liability to the City as the proposed sewer improvements are included within the scope of the approved project.

STRATEGIC PLAN:

N/A
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
Kurt Wilson, Assistant City Manager
James Garland, Finance Director
Monica Heredia, Municipal Utilities and Engineering Director PREPARED BY:

Don Young, One Stop Permit Center Manager

FISCAL IMPACT
Fiscal Year:

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

Additional Appropriation Required: No
Discussion:

There is no fiscal impact to the City’s General Fund or Sewer Fund. All costs associated with the design, construction, operation, and maintenance of the private sewer facilities will be borne by the developer and, upon formation, the homeowners association for the tract.

Attachments
A_TH_CANYON_RANCH_LOMA_LINDA_LLC_Agreement.pdf
B_Attachment_A_-_Location_Map.pdf
1 I:\cmo\Agreements\TH CANYON RANCH LOMA LINDA LLC Agreement.bm.09.22.2026.FY2627-55.docx RECORDING REQUESTED BY:

DEVELOPMENT SERVICES DEPARTMENT

CITY OF REDLANDS
WHEN RECORDED RETURN TO:

CITY CLERK'S OFFICE

CITY OF REDLANDS
P.O. BOX 3005
REDLANDS, CA 92373
(THIS SPACE FOR RECORDER'S USE ONLY)

CITY OF REDLANDS

AGREEMENT FOR OWNERSHIP AND MAINTENANCE OF FORCE SEWER MAIN AND

PRIVATE LIFT STATION

THIS AGREEMENT FOR OWNERSHIP AND MAINTENANCE OF FORCE SEWER MAIN AND PRIVATE LIFT STATION (this “Agreement”), is made this 6th day of October, 2026, between the CITY OF REDLANDS, a California municipal corporation (“City”) and TH CANYON RANCH LOMA LINDA LLC, a California limited liability company (“Developer”). City and Developer are sometimes individually referred to herein as a “Party” and, together, as the “Parties.”

RECITALS
WHEREAS, Developer owns real property commonly known as “Covenant Point” (the “Developer Property”), located within the City of Redlands, California, as more particularly described on Exhibit A attached hereto, and identified as Tract No. 20402 upon which Developer is developing and constructing a residential project (the “Project”).

WHEREAS, Developer intends to construct and maintain a private sewer force main (the “Sewer Main”) within the City’s right-of-way of San Timoteo Canyon Road and Barton Road, which is located adjacent to the Property and within the area (the “Right of Way Area”) shown on the Private Force Main Improvement Plans (City of Redlands Plan Number F-1876) on file with the City of Redlands (the “Force Main Improvement Plans”), and depicted on Exhibit B attached hereto.

WHEREAS, Developer coordinated with Proactive Engineering Consultants for preparation of a report titled “Private Sewer Lift Station and Force Main Engineering Design Report and Emergency Response Plan” dated November 26, 2025, (the “Design Report and Emergency Response Plan”)
WHEREAS, Developer, in connection with the Project, has created or will create a homeowner’s association (the “Association”) to provide, among other things, for the maintenance of certain improvements and common areas of the Project, including the Sewer Main. 2 I:\cmo\Agreements\TH CANYON RANCH LOMA LINDA LLC Agreement.bm.09.22.2026.FY2627-55.docx WHEREAS, Developer and the City desire to enter into this Agreement to provide for the continued maintenance of the Sewer Main by Developer and then the Association.

NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows:

1. Purpose. The purpose of this Agreement is to assure the ongoing maintenance of the Sewer Main within the Right of Way Area constructed by Developer for the benefit of houses within Tract 20402.

2. Developer’s Duty to Maintain Sewer Main. Following Developer’s construction of the Sewer Main until the Association acceptsthe obligation to inspect,maintain in good working order, repair and replace, as necessary, the Sewer Main, Developer shall maintain the Sewer Main in accordance with the Design Report and Emergency Response Plan and the City requirementsset forth in City of Redlands Municipal Code Section 13.44.160: Private Sewer Laterals, as it may be modified or updated from time-to-time. Developer shall not be relieved of its obligation to maintain the Sewer Main as provided herein until the Association has been duly formed and the obligations hereunder have been fully assigned to the Association.

3. Association’s Duty to Maintain Sewer Main. After completion of the Sewer Main and related pump station, Developershall transfer or assign this Agreement(“Assignment”)to the Association and the obligations of Developer under this Agreement, including the obligation to maintain the Sewer Main in accordance with the City of Redlands Municipal Code Section 13.44.160: Private Sewer Laterals, as it may be modified or updated from time-to-time. Upon such Assignment to Association, Association shall become the Developer under this Agreement and be obligated to perform all duties, covenants and obligations of Developer under this Agreement. Developershall provide notice to City of the Assignment to the Association, which notice shall include the name of a designated contact person and notice address of the Association.

Developer shall remain obligated to maintain the Sewer Main as provided in Section 2 above until the Association has been duly formed and all obligations hereunder have been fully assigned to the Association.

4. Breach and Remedies. If Developer breaches its obligations under this Agreement in any material respect, theCity shall have all rights and remedies available at law or in equity, including, without limitation, the right to terminate this Agreement; provided, however, that the non-breaching party has given the breaching party notice of the applicable breach and the breaching party has failed to cure the breach of this Agreement within ten (10) days, for any breach that can be cured with the payment of money, or within thirty (30) daysfor any other breach; and provided,further, however, that if the applicable non-monetary breach is not reasonably susceptible of cure within suchthirty (30) day period, and if the breaching party commences to cure the breach within such thirty (30) day period and thereafter diligently pursues such cure to completion, the breaching party shall have such additional time as is reasonably necessary to cure the applicable breach. In any legal action arising out of this Agreement, the substantially prevailing party shall be entitled to a reasonable sum for attorney’s fees and court costs incurred.

5. Indemnification and Reimbursement of City. Developer shall indemnify and hold harmless City, its officers, directors, agents, employees, and invitees (each of which is an indemnitee) against and from any and all claims, losses, costs and expenses (including attorneys’ fees), penalties, judgments, or obligations whatsoever for, or in connection with injury (including death), damage to any person, or loss or damage of property to whomsoever belonging, arising from Developer’s ownership, operation, and/or maintenance of the Sewer Main. Developer shall reimburse City for any cost directly incurred by City to maintain or repair the Sewer Main or pump station that is caused by or is the result of the failure of Developer to properly maintain or repair the Sewer Main or due to the 3 I:\cmo\Agreements\TH CANYON RANCH LOMA LINDA LLC Agreement.bm.09.22.2026.FY2627-55.docx City having to maintain or repair the Sewer Main due to Developer’s negligence to maintain or repair the privately owned sewer facilities.

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 by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a party may provide notice in accordance with this section.

If to City: Development Services Department Director
City of Redlands
PO Box 3005
Redlands, CA 92373
With a Copy to: Municipal Utilities & Engineering Department Director City of Redlands
PO Box 3005
Redlands, CA 92373
If to Developer: TH Canyon Ranch Loma Linda LLC
c/o Trumark Properties LLC
3001 Bishop Drive, Suite 100
San Ramon, CA 94583
Attn: Legal Department

7. Severability. The provisions of this Agreement are severable. If any portion of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in full force and effect unless amended or modified by mutual written consent of the Parties.

8. Captions. The captions of this Agreement are for convenience and reference only and shall not define, explain, modify, limit, exemplify, or aid in the interpretation, construction or meaning of any provisions of this Agreement.

9. Litigation. In the event that any action is commenced to enforce or interpret the terms of this Agreement the prevailing Party shall, in addition to costs and other relief, be entitled to litigation costs and reasonable attorneys’ fees, including fees for use of in-house counsel by a Party.

10. Incorporation of Recitals. The recitals to this Agreement are hereby incorporated into the terms of this Agreement.

11. Entire Agreement. This Agreement constitutes the entire agreement of the Parties with respect to its subject matter. All modifications, amendments, or waivers of the terms of this Agreement must be in writing and signed by the appropriate representatives of the Parties. 4 I:\cmo\Agreements\TH CANYON RANCH LOMA LINDA LLC Agreement.bm.09.22.2026.FY2627-55.docx

12. Interpretation. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

IN WITNESS WHEREOF, each party has executed and this Agreement effective on the date set forth above.

TH Canyon RANCH LOMA LINDA LLC CITY OF REDLANDS
By: __________________________ By:_________________________________ Name, Title Mario Saucedo, Mayor
ATTEST:
___________________________
Jeanne Donaldson, City Clerk
(Notary attachment and proof of authorization
for all signatures required and must be attached)
5 I:\cmo\Agreements\TH CANYON RANCH LOMA LINDA LLC Agreement.bm.09.22.2026.FY2627-55.docx

EXHIBIT A
Legal Description of Developer Property
Real property in the City of Redlands, County of San Bernardino, State of California, described as follows:

Tentative Tract Map # 20402, in the City of Redlands, County of San Bernardino, State of California, APN #0293-132-01-0-000 & APN #0293-141-40-0-000.

SCALE – 500’
N

EXHIBIT B
SCALE

ATTACHMENT A

LOCATION MAP
City Council AGENDA ITEM NO. I10.

DATE: October 6, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8827 adopting the 2026 City of Redlands Emergency Operations Plan (Fire Chief Sessler)
MOTION:

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

I move that the City Council adopt Resolution No. 8827 adopting the updated City of Redlands Emergency Operations Plan and rescinding Resolution No. 6888.

RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 8827 adopting the updated City of Redlands Emergency Operations Plan (EOP), which establishes the City's comprehensive framework for emergency preparedness, response, recovery, and mitigation activities; rescind Resolution No. 6888; and authorize implementation of the updated EOP in accordance with applicable federal, state, and local emergency management requirements.

DISCUSSION:

During Fiscal Year 2025–2026, the City of Redlands completed a comprehensive update to its Emergency Operations Plan (EOP) to ensure the plan reflects current emergency management best practices, the City's current organizational structure, and its evolving hazard profile. The City's existing EOP was adopted by Resolution No. 6888 on September 15, 2009, more than 17 years ago. Given the significant changes in emergency management practices, regulatory requirements, organizational structure, and the City's hazard environment since the existing plan was adopted, an updated EOP is necessary to ensure the City maintains a current and effective framework for emergency preparedness and response.

The updated EOP was developed through a collaborative effort between the City's emergency management team and its consultant, Jacob Green & Associates. The plan incorporates current planning standards established by the California Governor's Office of Emergency Services (Cal OES) and the Federal Emergency Management Agency (FEMA), as well as lessons learned and evolving best practices in emergency management.

The EOP is required under Redlands Municipal Code Chapter 2.52.150, which establishes the City's obligation to maintain a current emergency plan to provide for the effective mobilization and response to a disaster. Adoption of the updated EOP will ensure continued compliance with applicable state and federal preparedness requirements, including California Government Code Sections 8569 and 8610 and FEMA's Comprehensive Preparedness Guide 101.

Redlands faces a diverse hazard environment, including seismic activity, wildfire and smoke, extreme heat, flooding, transportation-related incidents, and hazardous materials events that require an adaptive and coordinated emergency response framework. The updated EOP provides that framework by defining roles, responsibilities, and operational procedures for City departments during extraordinary emergencies and disasters. It incorporates the concepts of operations required by the Incident Command System, California's Standardized Emergency Management System, and the National Incident Management System, ensuring the City can effectively integrate with county, regional, state, and federal response partners.

The updated EOP strengthens the City's ability to mobilize and manage emergency resources, supports coordinated interdepartmental operations, and provides City staff with clear procedures for emergency response and initial disaster recovery. Maintaining an adopted and current EOP is essential to operational readiness and supports the City's eligibility for certain state and federal emergency management grants.

Adoption of the updated EOP and rescission of Resolution No. 6888 will:

Demonstrate the City's ongoing commitment to proactive emergency preparedness; Replace the City's existing 2009 EOP with a current and comprehensive emergency management framework; Provide a unified operational framework for City departments during emergencies; Ensure alignment with county, state, and federal emergency management systems; Support coordinated disaster response, effective communication, and efficient resource management; and Ensure the City's emergency planning framework remains consistent with current hazards, emergency management standards, and best practices.

Following adoption, as directed by the City Manager, the City's emergency management staff will maintain and periodically update the EOP as necessary to ensure continued compliance with state and federal standards and alignment with emerging hazards, organizational changes, and evolving emergency management best practices.

ALTERNATIVES:

The City may choose not to adopt the updated Emergency Operations Plan and provide direction to staff regarding any revisions or additional information the City Council wishes to consider prior to adoption.

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, Finance Director
PREPARED BY:

Bruni Reyes, Management Analyst
Bruni Reyes, Management Analyst

FISCAL IMPACT
Fiscal Year:

Revenue Generating: No
Amount: $
Budgeted Y/N:

Account No.:

Additional Appropriation Required: Yes or No
Discussion:

There is no direct fiscal impact associated with the adoption of the updated City of Redlands Emergency Operations Plan (EOP). The EOP serves as the City's operational framework for emergency preparedness, response, recovery, and mitigation activities. Any costs associated with implementing specific emergency management initiatives, training, exercises, equipment, or emergency response activities will be addressed through existing departmental budgets, future budget appropriations approved by the City Council, and, when applicable, reimbursement opportunities through state and federal disaster assistance or grant funding.

Attachments
A_Resolution_No_8827_EOP.pdf
B_Exhibit_A_-_EOP_With_Director_signature.pdf
C_Rescinded_Resolution_No_6888_Emergency_Operation_Plan.pdf B_Exhibit_A_-_EOP_With_Director_signature_1.pdf
1 I:\cmo\Resolutions\Resolution No. 8827 EOP.bm.09.21.2026.docx RESOLUTION NO. 8827

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS RESCINDING RESOLUTION NO. 6888 AND ADOPTING THE 2026 EMERGENCY

OPERATIONS PLAN
WHEREAS, the City of Redlands recognizes the importance of emergency preparedness to protect life, property, and the environment; and WHEREAS, California Government Code Sections 8569 and 8610, and Chapter

2.52.150 of the City of Redlands Municipal Code, require the City to maintain and adopt an Emergency Operations Plan; and
WHEREAS, on November 18, 2025, the City retained Jacob Green and Associates (JGA) to update and develop the City’s Emergency Operations Plan (EOP) to ensure consistency with current state and federal guidelines and to provide an effective tool for the City’s response to emergency situations; and
WHEREAS, the Emergency Operations Plan has been prepared in alignment with the California Office of Emergency Services (CalOES) guidance and the Federal Emergency Management Agency’s (FEMA) Comprehensive Preparedness Guide 101; and WHEREAS, the plan, as developed, incorporates the requirement of the Standardized Emergency Management System (SEMS) as prescribed by the State of California and the National Incident Management System (NIMS) as prescribed by FEMA; and
WHEREAS, the updated EOP reflects the City’s evolving hazard profile, including fires, severe weather, flooding, seismic risks, and provides a comprehensive framework for effective disaster response, recovery and coordination with local, county, state and federal partners; and
WHEREAS, adoption of the EOP by the City Council will enable the City to coordinate emergency response more effectively with other levels of government, support resource sharing during disasters, and comply with state and federal emergency planning requirements; and
WHEREAS, the City Council has reviewed the Emergency Operations Plan and finds that it supports the City’s commitment to preserving and protecting the quality of life for residents and businesses while ensuring a sustainable and resilient future.

NOW, THEREFORE, be it resolved by the City Council of the City of Redlands as follows:
2 I:\cmo\Resolutions\Resolution No. 8827 EOP.bm.09.21.2026.docx Section 1. The City Council of the City of Redlands hereby adopts the 2026 Emergency Operations Plan (EOP), attached hereto as Exhibit “A,” as the official Emergency Operations Plan of the City of Redlands. The 2026 EOP establishes the City’s comprehensive framework for emergency preparedness, response, recovery and coordination during disasters and other emergency situations and shall be implemented in accordance with applicable federal, state and local laws, regulations and emergency management requirements.

Section 2. The City Manager, or designee, is authorized and directed to implement the 2026 Emergency Operations Plan and to take such actions as may be necessary and appropriate to maintain the Plan in accordance with applicable federal, state, and local requirements. The EOP shall be reviewed and updated as necessary to reflect changes in laws, regulations, hazards, operational requirements and best practices. Upon adoption of the 2026 EOP, it shall supersede and replace the City’s previously adopted Emergency Operations Plan.

Section 3. Resolution No. 6888 is hereby rescinded.

Section 4. This Resolution shall become effective immediately upon its adoption.

ADOPTED, SIGNED AND APPROVED this 6th day of October, 2026. _________________________
Mario Saucedo, Mayor
ATTEST:
_______________________________
Jeanne Donaldson, Deputy City Clerk
3 I:\cmo\Resolutions\Resolution No. 8827 EOP.bm.09.21.2026.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 6th day of October, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Jeanne Donaldson, City Clerk
4 I:\cmo\Resolutions\Resolution No. 8827 EOP.bm.09.21.2026.docx EXHIBIT “A”
2026 Emergency Operations Plan
JULY 2026
City of Redlands
Emergency Operations Plan - Part 1
2 Introduction
July 2026
Portions of the Emergency Operations Plan, including supporting parts and annexes, may contain sensitive information related to the deployment, mobilization, and tactical operations of the City of Redlands government and cooperating or assisting agencies in response to emergencies.

While the EOP Base Plan (Part 1) is available for public use and review, the City may withhold certain supporting parts and annexes from full public disclosure under the provisions of the California Public Records Act (California Government Code § 7920- 7931).

City of Redlands
Emergency Operations Plan - Part 1
3 Introduction
July 2026

PROMULGATION STATEMENT
This Emergency Operations Plan is adopted as the official emergency plan of the City of Redlands by Resolution No. 8827 of the City of Redlands City Council, California, dated October 6, 2026. This version supersedes all previous versions. ____________________________________

MARIO SAUCEDO, MAYOR
City of Redlands
City of Redlands
Emergency Operations Plan - Part 1
4 Introduction
July 2026

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City of Redlands
Emergency Operations Plan - Part 1
5 Introduction
July 2026

TABLE OF CONTENTS
Preface....................................................................................................................................9 Concurrence Signatures to the Emergency Operations Plan ......................................................17 Plan Organization and Activation .............................................................................................19 Plan Organization ..................................................................................................................19 Plan Activation.......................................................................................................................19 Triggering Events...................................................................................................................20 Preemptive Response Actions...............................................................................................20 How to Use This Plan.............................................................................................................21

1. Purpose and Scope.............................................................................................................23

1.1 Purpose ...........................................................................................................................23

1.2 Scope ...............................................................................................................................23

1.3 Basis for Planning ............................................................................................................24

1.4 Response Objectives .......................................................................................................24

2. Situation and Assumptions.................................................................................................25

2.1 Situation Overview..........................................................................................................25

2.2 Hazards Summary ...........................................................................................................26

2.3 Planning Assumptions.....................................................................................................28

3. Concept of Operations.......................................................................................................29

3.1 General Overview............................................................................................................29

3.2 Phases of Emergency Management................................................................................29

3.3 Standardized Emergency Management System .............................................................34

3.4 National Incident Management System..........................................................................36

3.5 Incident Command System .............................................................................................36

3.6 Emergency Support Functions ........................................................................................37

3.7 Emergency Proclamations...............................................................................................37

3.8 Operating Conditions......................................................................................................39

3.9 EOC Activation and Deactivation ....................................................................................41

3.10 EOC Activation Levels....................................................................................................43

3.11 EOC Staffing Matrix for City Departments.....................................................................47 City of Redlands
Emergency Operations Plan - Part 1
6 Introduction
July 2026

3.12 EOC Action Plans............................................................................................................47

3.13 Cultural Competence.....................................................................................................48

3.14 Disabilities or Access and Functional Needs Populations .............................................48

3.15 Animal Care Considerations ..........................................................................................49

3.16 Recovery Organization...................................................................................................50

3.17 Recovery Operations.....................................................................................................50

3.18 Emergency Facilities......................................................................................................59

4. Organization and Assignment of Responsibilities................................................................63

4.1 City Level .........................................................................................................................63

4.2 Operational Area Level....................................................................................................66

4.3 Regional Level..................................................................................................................67

4.4 State Level .......................................................................................................................67

4.5 Federal Level ...................................................................................................................67

4.6 External Partners.............................................................................................................68

5. Direction, Control, and Coordination..................................................................................73

5.1 Director of Emergency Services ......................................................................................73

5.2 City EOC...........................................................................................................................73

5.3 City Department Direction ..............................................................................................73

5.4 Department Operations centers.....................................................................................73

5.5 Local Control ...................................................................................................................73

5.6 On-Scene Control ............................................................................................................74

5.7 Coordination and Interface.............................................................................................74

6. Information Collection, Analysis, and Dissemination...........................................................79

6.1 Objectives........................................................................................................................79

6.2 Information Collection ....................................................................................................80

6.3 Analysis and Dissemination.............................................................................................82

7. Communications................................................................................................................85

7.1 Public Alert and Warning ................................................................................................85

7.2 Communication Systems.................................................................................................90

7.3 Public Information...........................................................................................................93 City of Redlands
Emergency Operations Plan - Part 1
7 Introduction
July 2026

8. Mutual Aid and Resource Management..............................................................................95

8.1 Mutual Aid Overview ......................................................................................................95

8.2 Mutual Aid Agreements..................................................................................................95

8.3 California Mutual Aid Framework ...................................................................................96

8.4 City Mutual Aid Participation ..........................................................................................100

8.5 Emergency Management Assistance Compact...............................................................102

8.6 Resource Management Overview...................................................................................103

9. Continuity of Government..................................................................................................107

9.1 Reconstitution of Government .......................................................................................107

9.2 Director of Emergency Services ......................................................................................108

9.3 Succession of Officers .....................................................................................................109

9.4 Alternate Seat of Government........................................................................................110

9.5 Preservation of Vital Records..........................................................................................110

10. Administration, Finance, and Logistics................................................................................113

10.1 Administrative Practices................................................................................................113

10.2 Documentation..............................................................................................................113

10.3 Finance During Disasters...............................................................................................114

10.4 Logistics .........................................................................................................................115

11. Training and Exercise .........................................................................................................117

11.1 Emergency Operations Training ....................................................................................117

11.2 Emergency Operations Exercises...................................................................................118

12. Plan Development and Maintenance..................................................................................121

12.1 Plan Development .........................................................................................................121

12.2 Plan Maintenance..........................................................................................................122 Appendices
Appendix A: Resolution of EOP Adoption
Appendix B: Authorities and References
Appendix C: Abbreviations and Acronyms
Appendix D: Glossary of Terms
Appendix E: EOC Staffing Matrix
Appendix F: Emergency Support Functions Crosswalk
City of Redlands
Emergency Operations Plan - Part 1
8 Introduction
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City of Redlands
Emergency Operations Plan - Part 1
9 Introduction
July 2026

PREFACE

EOP OVERVIEW
The City of Redlands Emergency Operations Plan (EOP) outlines the concepts and strategies used to prevent, mitigate, prepare for, protect against, respond to, and recover from natural, technological, and human-caused hazards that could impact the City. All actions described in the EOP are focused on protecting life, property, and the environment; maintaining essential government operations; and supporting a timely transition to recovery. The EOP is developed with an emphasis on coordination, collaboration, and cooperation.

EOP DEVELOPMENT
The EOP has been developed in accordance with the California Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS). The EOP is written in coordination with the State of California Emergency Plan, the National Response Framework, and FEMA’s “Comprehensive Preparedness Guide 101: Developing and Maintaining Emergency Operations Plans”.

The City of Redlands the Disaster Council is responsible for developing “emergency and mutual aid plans and agreements” (City of Redlands Municipal Code (MC) MC § 2.52.060). The Emergency Plan (MC § 2.52.150) is developed to “provide for the effective mobilization of all of the resources of the City, both public and private, to meet any condition constituting a local emergency, state of emergency, or state of war emergency.”
The City Manager, as the Director of Emergency Services, is empowered to “control and direct the effort of the emergency organization of the City” (MC § 2.52.100) and is ultimately responsible for directing disaster readiness, emergency planning, and response and recovery efforts.

This plan provides the framework within which City departments, special districts, allied agencies, non-governmental organizations, volunteer groups, and private organizations can develop detailed response procedures, continuity of government/continuity of operations plans, resource arrangements, and aid agreements. These departments, agencies, and organizations collectively comprise the City of Redlands Emergency Organization (MC § 2.52.140).

City of Redlands
Emergency Operations Plan - Part 1
10 Introduction
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EOP ORGANIZATION
To ensure the greatest flexibility, the EOP is organized in parts focusing on specific emergency management areas. City departments may develop and maintain standard operating procedures (SOPs) as needed to support their role in the EOP.

The EOP consists of five parts:

1. Part 1: Base Plan

2. Part 2: Emergency Operations Center (EOC) Position Checklists

3. Part 3: Functional Annexes

4. Part 4: Hazard-Specific Annexes

5. Part 5: Supporting Attachments
While some parts of the EOP are complete, others may be under development, in the revision process, or scheduled for future planning efforts.

EOP SUPPORTING PROCEDURES
Recipients of this EOP are responsible for developing detailed plans, procedures, agreements, and arrangements specific to their departments or agencies. They must ensure personnel are trained to implement these measures and make updates as needed. Departments or agencies assigned responsibilities under this plan should have access to the emergency resources identified in the plan, as well as the ability to obtain those resources during an emergency or disaster.

EOP UPDATES
Emergency planning is a continuous, cyclical process and the EOP will be regularly reviewed and updated to reflect changes. Revisions may be made based on lessons learned from real-world incidents and exercises; advancements in technology; new laws or regulations; organizational changes within the jurisdiction; and shifts in local or partner agency capabilities. The City will issue supplements to this plan as needed to address specific hazards, specialized emergency functions, or complex planning issues. Regular and routine updates may be made without further promulgation or legislative action.

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SUMMARY
While no plan can fully prevent the loss of life or damage to property, welldeveloped plans carried out by trained and knowledgeable personnel can help minimize these losses. City departments, allied agencies, non-governmental organizations, volunteer groups, and private entities are encouraged to take all necessary preparedness actions to fulfill their roles in the EOP.

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RECORD OF CHANGES

DATE CHANGE
NO.

PART, ANNEX, OR ATTACHMENT

CHANGED

PERSON MAKING
CHANGE
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PLAN DISTRIBUTION

DEPARTMENT / AGENCY / ORGANIZATION
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City Manager’s Office
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City Attorney’s Office
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City Clerk’s Office
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Fire Department
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Management Services/Finance
Department
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Police Department
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Human Resources Department
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Municipal Utilities & Engineering
Department
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Facilities & Community Services
Department
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Development Services Department
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EOC (Primary)
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Library
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EOC (Alternate)

DISTRIBUTION METHODOLOGY
▪ All planning documents will be distributed digitally. ▪ Part 1 Base Plan will be distributed upon promulgation. ▪ All other EOP components—including attachments, annexes, and appendices—will be distributed as they are developed, updated, or revised.

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PLAN ORGANIZATION AND ACTIVATION

PLAN ORGANIZATION
The EOP is divided into five distinct parts to enhance its usability and flexibility for emergency personnel and key City officials.

PART 1: BASE PLAN
Authorities, concept of operations, and assignment of responsibilities.

PART 2: EOC POSITION CHECKLISTS
EOC activation procedures, organization, and functional position descriptions.

PART 3: FUNCTIONAL ANNEXES
Standard operating concepts and procedures for commonly required EOC emergency response and support functions.

PART 4: HAZARD-SPECIFIC ANNEXES
Standard operating concepts and procedures that are unique to specific hazards and threats.

PART 5: SUPPORTING ATTACHMENTS
Reserved for supporting documents and references essential to the execution of the jurisdictional EOP and not fitting into Parts 2-4.

While some parts of the EOP are complete, others may be under development, in the revision process, or scheduled for future planning efforts.

PLAN ACTIVATION
The plan will become activated:
▪ By order of the City Manager as the Director of Emergency Services, or the Assistant City Manager, or the Fire Chief, or the Chief of Police, or a Department Director, or a designee, or
▪ Upon the proclamation of a local emergency or when conditions exist that may warrant such a proclamation, consistent with the authority granted in MC § 2.52.100, or
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▪ When the Governor has proclaimed a State of Emergency in an area, including the City of Redlands, or
▪ At the proclamation of a State of War Emergency, as defined by the California Emergency Services Act, or
▪ Upon a Triggering Event identified within this section.

In the event of a threatened emergency, all or part of the City’s Emergency Organization (MC § 2.52.140) may be mobilized—even before this plan is formally activated—by order of the City Manager, Assistant City Manager, Fire Chief, Chief of Police, a Department Director, or a designee.

TRIGGERING EVENTS
The following events may trigger the activation of the EOP and EOC:
▪ Damaging earthquake, wildfire, flood, or other impactful event ▪ Severe weather warning
▪ Significant commitment or draw-down of City emergency resources ▪ Regularly scheduled emergency exercises or training activities ▪ City-sponsored special events of extraordinary significance ▪ Any incident that inhibits the City’s ability to deliver essential services ▪ Any situation in which City resources are overwhelmed, and a coordinated response is required to protect life, property, or public safety

PREEMPTIVE RESPONSE ACTIONS
Prior to a potential, impending, or threatened emergency, actions will be taken to prevent an incident, reduce its impact, or enhance City readiness. These actions may include but are not limited to gathering and maintaining situational awareness and resource status information; pre-alerting response departments and partner organizations; developing incident-specific contingency plans and staffing strategies; pre-positioning response assets and emergency supplies; and establishing and maintaining communication with Department Directors, assisting and cooperating agencies, and the City’s Emergency Organization.

Preemptive response actions may be ordered by the City Manager, Assistant City Manager, Fire Chief, Chief of Police, a Department Director, or a designee.

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HOW TO USE THIS PLAN
Prior to EOP Activation
▪ Understand departmental or organizational responsibilities ▪ Develop all necessary supporting Standard Operating Procedures (SOPs) ▪ Acquire and allocate resources necessary to fulfill assigned responsibilities ▪ Train staff and teams to perform their roles as outlined in the EOP or SOPs Upon EOP Activation
▪ Refer to the EOC organizational chart in EOP Part 2 (Position Checklists) ▪ Identify the function for which your department or organization is responsible and ensure it is staffed within the City’s EOC ▪ Locate the corresponding section in EOP Part 2 that outlines the function and associated tasks
▪ Under the direction of the Director of Emergency Services/EOC Director, carry out the functions and associated tasks consistent with the EOC Action Plan or stated incident priorities
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1. PURPOSE AND SCOPE

1.1 PURPOSE
This plan outlines the actions to be taken by the City to prevent disasters where possible, reduce vulnerability, protect people and property, respond effectively, and recover from extraordinary emergencies and disasters.

The Emergency Operations Plan (EOP) serves as the primary guide for the City’s Emergency Organization, outlining procedures to effectively plan, prepare for, and respond to emergencies.

1.2 SCOPE
The City’s EOP uses an all-hazards approach to outline its planned response to extraordinary emergencies caused by natural disasters and human-caused incidents. While it does not address routine, day-to-day emergencies, the plan focuses on large-scale disasters and catastrophic incidents that may create unique situations requiring a significant response. The Base Plan establishes authority and provides a foundational concept of operations upon which further plans, procedures, guidelines, arrangements, and agreements can be built.

The EOP is designed to be adaptable, supporting any emergency or disaster affecting the City. It prioritizes initial response efforts on saving lives, protecting property, and meeting basic human needs in the immediate aftermath of an emergency or disaster. Additionally, the plan guides the restoration of affected areas to normalcy and helps mitigate further harm or damage during recovery efforts.

The EOP applies to all City departments and external entities that may assist in an emergency or disaster. Departments can respond within their own authorities and capabilities or as part of a coordinated citywide effort. References to City departments include divisions and organizational units, while non-governmental and quasi-governmental organizations (e.g., school districts, telecommunications providers, universities, and volunteer groups) may also play a supporting role in response and recovery efforts.

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1.3 BASIS FOR PLANNING
California Government Code § 8568 states: "The State Emergency Plan shall be in effect in each political subdivision of the state, and the governing body of each political subdivision shall take such action as may be necessary to carry out the provisions thereof."
United States Homeland Security Presidential Directive-5 (HSPD-5) directs the development and implementation of the National Incident Management System (NIMS). NIMS requires developing and maintaining various planning elements at the local government level, including the EOP.

The City EOP is developed in accordance with the MC § 2.52.150 and takes effect upon adoption by resolution of the City Council.

1.4 RESPONSE OBJECTIVES
The following objectives guide the planning and the conduct of response and recovery efforts for the City during an emergency:
▪ Protect lives
▪ Provide for the continuity of government
▪ Safeguard property, the environment, and the economy
▪ Repair and restore essential systems, services, and lifelines ▪ Provide a basis for direction and control of emergency operations ▪ Provide for the protection, use, and distribution of emergency resources ▪ Coordinate emergency operations with other jurisdictions and emergency service organizations.

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2. SITUATION AND ASSUMPTIONS

2.1 SITUATION OVERVIEW
History: Redlands was incorporated in 1888 after attracting eastern and midwestern settlers who shaped it into a cultural, educational, and agricultural community. Founded by Frank E. Brown and E. G. Judson, the City grew around citrus—especially the Washington navel orange—earning recognition as the “Navel Orange Capital of the World.” Philanthropic leaders including Alfred H. and Albert K. Smiley, Clarence G. White, and Robert Watchorn established lasting cultural landmarks, reinforcing Redlands’ reputation as the “Jewel of the Inland Empire.” The City prospered through the early 20th century with citrus agriculture, the University of Redlands, and Norton Air Force Base, though the base’s 1994 closure and the economic downturn beginning in 1990 challenged its stability.

Location: Redlands is located in San Bernardino County within Southern California’s Inland Empire, positioned at the base of the San Bernardino Mountains. The City is located approximately 63 miles east of Los Angeles and spans 36.25 square miles.

Redlands shares borders with the communities of Highland, Mentone, Crafton, Yucaipa, Loma Linda, and portions of San Bernardino. Its elevation averages 1,358 feet above sea level, placing it at a natural transition zone between the urbanized Inland Empire and the mountain and desert corridors to the east.

Climate: The City has a Mediterranean climate, characterized by mild, wet winters and warm, dry summers. Temperatures are generally moderate to warm throughout the year, with average highs ranging from 67°F in winter to 96°F in summer. The City averages 12.9 inches of rainfall per year.

Demographics: According to 2025 U.S. Census estimates, the City’s population is approximately 74,128. The three largest racial/ethnic demographic groups in the City are White (47.9%), Hispanic/Latino (39.5%), and Asian (8.6%). Approximately

30.1% of the population speaks a language other than English at home.

City Services: The City of Redlands is a general law city operating under a council-manager form of government. The City provides its own police and fire protection services through the Redlands Police Department and the Redlands Fire Department. The City also operates a general aviation airport, maintains a municipal animal shelter, and manages its own water utility.

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2.2 HAZARDS SUMMARY

2.2.1 CITY HAZARDS
A hazard is an event or condition that can cause fatalities, injuries, property and infrastructure damage, environmental harm, business disruptions, or other adverse impacts. Through the City’s most recent hazard mitigation planning process (2021), the City evaluated natural, technological, and human-caused hazards that— regardless of likelihood—could affect City services and operations. The 2021 City of Redlands Local Hazard Mitigation Plan (LHMP) considered the 17 hazards listed in Table 2.2.1 City Hazards below.

Table 2.2.1 City Hazards
City Hazards
Aircraft Accident/Incident Infectious Disease
Civil Disturbance Infestation
Dam Breach Landslide
Drought Technology Disruption
Earthquake Terrorism
Energy Shortage/Power Outage Train Accident/Incident
Extreme Temperature Wildfire
Flood Windstorm
Hazardous Material Accident
Source: 2021 City of Redlands Local Hazard Mitigation Plan (LHMP)

2.2.2 COUNTY HAZARDS
San Bernardino County identified 18 hazards in its 2022 Multi-Jurisdictional Hazard Mitigation Plan (MJHMP), listed in Table 2.2.2 County Hazards on the next page.

The hazards are ranked based on their probability of occurrence and potential impact.

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Table 2.2.2 County Hazards
County Hazards
Hazards Probability/Impact
Climate Change Medium Probability/Medium Impact
Dam Inundation Low Probability/Medium Impact
Drought High Probability/Medium Impact
Earthquake/Geologic Hazards High Probability/High Impact Extreme Heat Medium Probability/Low Impact
Extreme Cold Low Probability/Low Impact
Flood High Probability/High Impact
Hazardous Waste Probability/Impact Not Assessed
High Winds/Straight Line Winds Low Probability/Low Impact Hail Medium Probability/Low Impact
Infestation Medium Probability/Low Impact
Landslide Medium Probability/Medium Impact
Lightning Low Probability/Low Impact
Terrorism Medium Probability/High Impact
Tornado Low Probability/Low Impact
Volcanic Activity Probability/Impact Not Assessed
Wildfire High Probability/High Impact
Winter Storm/Heavy Snowfall Low Probability/Low Impact
Source: 2022 San Bernardino County Multi-Jurisdictional Hazard Mitigation Plan (MJHMP)

2.2.3 COUNTY DISASTERS
San Bernardino County experienced 35 Federal Major Disaster Declarations between 1965 and 2020, including 13 fires, 18 severe weather events, one pandemic declared twice, and two earthquakes. During this same period, the County also received 20 Fire Management Assistance Declarations, beginning in 2003 (2025 SBCO EOP; 2022 SBCO MJHMP).

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2.3 PLANNING ASSUMPTIONS
Planning assumptions establish the conditions the City accepts as factual for planning purposes, enabling effective execution of the EOP and facilitating decision-making when information is limited or uncertain. Planning assumptions include:
 Major emergencies and disasters will require a multi-agency, multijurisdictional response  Major emergencies and disasters may require an extended commitment of personnel and other resources from involved agencies and jurisdictions  Major emergencies and disasters may overburden local resources and necessitate mutual aid assistance
 Mutual aid assistance, critical equipment, essential supplies, and technical expertise may be limited or unavailable during regional or national disasters  Major emergencies and disasters may pose serious long-term threats to public health, property, the environment, and the local economy  Effective use of alert and warning systems reduces loss of life and property  Vulnerable critical facilities have been identified and secured to protect life, personnel, equipment, and infrastructure
 The City maintains an EOC to manage all emergency management activities during major emergencies and disasters
 City departments develop and maintain internal operations plans and standard operating procedures that support this EOP
 The City conducts regular training and exercises to test the EOP and trains staff, using after-action reviews to drive continuous improvement  Staff responsible for EOP implementation and disaster response have reviewed, exercised, and updated the Base Plan, Annexes, and SOPs, and are familiar with their roles
 Staff responsible for EOP implementation and disaster response have been trained in SEMS and NIMS and possess a full working knowledge of both systems
 City departments have integrated SEMS and NIMS into preparedness planning and apply both systems during disaster response operations City of Redlands
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3. CONCEPT OF OPERATIONS

3.1 GENERAL OVERVIEW
The functions performed by City departments during emergency operations generally align with their normal functions. Tasks and operations that do not contribute directly to the emergency may be suspended or redirected during an emergency or disaster, and efforts that would typically be assigned to those tasks will be redirected toward emergency and disaster relief efforts.

If the emergency exceeds the City's capability to manage, assistance may be requested from San Bernardino County and the State. If the emergency exceeds the State’s capability to manage, assistance may be requested from the Federal government.

This section of the plan outlines how the plan will be activated and implemented, with the purpose of protecting lives, property, and the environment of the City.

3.2 PHASES OF EMERGENCY MANAGEMENT
Emergency management consists of interrelated phases or mission areas that encompass activities before, during, and after a disaster; however, not every disaster necessarily includes all indicated phases. The Mitigation, Prevention, and Protection phases are combined for the purposes of this section.

All City departments have responsibilities in all phases.

3.2.1 PREPAREDNESS
The Preparedness phase consists of activities carried out before an emergency or disaster to build operational capabilities and ensure effective response.

Preparedness activities include:
▪ Mitigation activities
▪ Emergency/disaster planning
▪ Training and exercises
▪ Public education on preparedness
Disaster plans are reviewed to guide response operations and maximize available resources. Planning activities include conducting hazard analyses, training response personnel, and enhancing public information and communication systems. Critical City of Redlands
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facilities implement final preparations, additional staff and resources are mobilized, and warning systems are used both for testing and to inform staff of ongoing efforts.

3.2.1.1 COMMUNITY PREPAREDNESS
Public awareness and education are foundational to building community resilience from the ground up, empowering individuals and neighborhoods to sustain themselves during emergencies until first responders are able to provide assistance.

The City offers the following resources to enhance community preparedness:
▪ Community Emergency Response Team (CERT) Training
▪ Emergency Alerts
▪ Emergency Services
▪ Redlands Emergency Communications Group
San Bernardino County offers the following resources to enhance community preparedness:
▪ Emergency Alerts
▪ Preparedness Resources
▪ Volunteer Programs
▪ Listos (Spanish Language Resources)

3.2.2 MITIGATION/PREVENTION/PROTECTION
Mitigation, prevention, and protection strategies reduce disaster risks and impacts.

Mitigation minimizes long-term risks, prevention avoids disasters, and protection safeguards people, property, and infrastructure.

3.2.2.1 MITIGATION
Mitigation reduces long-term risks to life and property from hazards. Mitigation efforts include amending local ordinances and statutes, such as zoning ordinances, building codes, and other enforcement codes; initiating structural retrofitting measures; assessing tax levies or abatements; emphasizing public education and awareness; undertaking flood control projects; removing fuel in areas with a high potential for wildfires; and assessing and altering land use planning.

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3.2.2.2 PREVENTION
Prevention involves proactive measures to avoid or reduce disasters, such as enforcing safety regulations, conducting hazard assessments, and promoting public awareness. This helps prevent disruptions and minimize impacts. By focusing on prevention, the City can better prepare for threats and reduce vulnerabilities to various hazards.

3.2.2.3 PROTECTION
Protection safeguards people, property, and critical infrastructure from threats and hazards. It includes security measures around facilities, comprehensive emergency response plans, and robust communication and monitoring systems. Securing critical infrastructure enhances preparedness and aims to maintain continuous uninterrupted essential services.

3.2.3 RESPONSE
The Response phase includes any action taken before, during, or after an emergency situation to save lives, minimize damage to property, and enhance the effectiveness and speed of recovery. The response phase can be divided into:
▪ Pre-emergency response
▪ Emergency response

3.2.3.1 PRE-EMERGENCY RESPONSE
When a disaster is inevitable, actions are precautionary and emphasize protection of life. Typical responses might be:
▪ Review NIMS and SEMS SOPs
▪ Develop procedures for mobilizing public safety personnel and repositioning resources and equipment
▪ Develop a process for managing incidents using the Incident Command System (ICS) in coordination with the Police Department and Fire Department
▪ Notify and brief the City Manager and senior staff as appropriate ▪ Evacuate threatened populations to safe areas
▪ Alert populations by Rave Alert, City website, social media, radio, television, etc. and advise them on safety measures to be implemented City of Redlands
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▪ Identify and request mutual aid
▪ Coordinate with the City Manager's Office on the process and procedure for activating Citizen Emergency Response Team (CERT) members and recruiting volunteers and additional staff (including the procedure for registering them as Disaster Service Workers)
▪ Review maps of specific hazards (e.g., hazmat, flood inundation areas, earthquake faults) to be used by City departments and emergency responders
▪ Prepare to mobilize CERT-trained personnel, auxiliary, and volunteer staff ▪ Pre-position resources and equipment
▪ Request a local emergency proclamation

3.2.3.2 EMERGENCY RESPONSE
During this phase, emphasis is placed on saving lives and property, controlling the situation, and minimizing the impacts of the emergency or disaster. Immediate response is accomplished by the City through timely and effective deployment. One of the following conditions will apply during this phase:
▪ The incident can be managed by the City
▪ The City requires mutual aid
▪ The City can provide mutual aid either locally or through the San Bernardino County Operational Area (OA)
The City will give priority to the following operations:
▪ Dissemination of accurate and timely alerts and warnings to the public ▪ Situation analysis
▪ Resource prioritization, allocation, and control
▪ Evacuation and rescue operations
▪ Medical care operations
▪ Mass care (i.e., reception, feeding, and shelter operations) ▪ Access and perimeter control
▪ Public health operations
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▪ Restoration of vital services and utilities
▪ Multi-agency coordination
When local resources are insufficient, the City will use established mutual aid agreements and, if needed, request mutual aid through the appropriate San Bernardino County Mutual Aid Coordinator or the San Bernardino County OA EOC.

More information about mutual aid is provided in Section 8: Mutual Aid and Resource Management of this EOP.

Depending on the emergency’s severity, the San Bernardino County OA EOC may activate to support operations. If a State of Emergency is declared, State agencies will assist as coordinated by Cal OES, which may activate the State Operations Center (SOC) in Sacramento. The Cal OES Southern Region in Los Alamitos will support the San Bernardino County OA EOC. If a Presidential Declaration is granted, a State Coordinating Officer (SCO) will be appointed to manage recovery efforts with Federal agencies.

3.2.4 RECOVERY
Recovery operations establish procedures for accessing government programs that provide individual and public assistance after a disaster. Recovery may extend well beyond the conclusion of an emergency to restore normalcy, secure disaster response funding, and incorporate lessons learned into future preparedness and mitigation efforts. Short-term recovery focuses on damage assessment and restoring critical life-support systems to minimum operating levels. Long-term recovery and community rebuilding efforts may continue for many years.

Figure 3.2.4 below represents the disaster recovery process.

Figure 3.2.4 Disaster Recovery Process
Source: FEMA National Disaster Recovery Framework, 2024 City of Redlands
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Recovery Operations are further detailed in Section 3.17: Recovery Operations of this EOP.

3.3 STANDARDIZED EMERGENCY MANAGEMENT SYSTEM
The City has fully adopted the California Standardized Emergency Management System (SEMS), which is required by the California Government Code § 8607(a) for managing multiagency and multijurisdictional responses to emergencies in California. In times of emergency or disaster, the City will coordinate with other cities, San Bernardino County, the State, and the Federal government.

SEMS unifies all elements of California’s emergency management community into a single integrated system and standardizes key elements. SEMS incorporates the use of the Incident Command System (ICS), California Disaster and Civil Defense Master Mutual Aid Agreement, the OA concept, and multiagency coordination.

State agencies are required to use SEMS, and local government entities must use SEMS to be eligible for any reimbursement of response-related costs under the State’s disaster assistance programs.

Unified Command (UC) allows multiple agencies with responsibility for an incident to manage an incident by establishing a common set of incident objectives and strategies. This is accomplished without losing or abdicating agency authority, autonomy, responsibility, or accountability.

3.3.1 SEMS ORGANIZATIONAL LEVELS
SEMS consists of five organizational levels:

1. Field Response Level: Commands emergency response personnel and resources to carry out tactical decisions and activities in direct response to an incident or threat

2. Local Government Level: Manages and coordinates a jurisdiction’s overall emergency response and recovery activities

3. Operational Area (OA) Level: Manages and coordinates information, resources, and priorities among local governments within the San Bernardino County OA and serves as the coordination and communications link between the local and regional levels

4. Regional Level: Manages and coordinates information and resources among OAs within a mutual aid or administrative region (designated pursuant to City of Redlands
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California Government Code § 8600) and between the OAs and the State. The regional and State levels coordinate overall State support for emergency response and recovery activities

5. State Level: Manages State resources in response to the emergency needs of the other levels, manages and coordinates mutual aid among the mutual aid regions and between the regional and State levels, and serves as the coordination and communication link with the Federal disaster support system

3.3.2 SEMS ORGANIZATIONAL FUNCTIONS
SEMS organizes the EOC into five primary functions:
▪ Management Function: Responsible for overall emergency policy and coordination through joint efforts of governmental agencies and private organizations
▪ Operations Function: Responsible for coordinating jurisdictional operations to support the emergency by implementing the action plan ▪ Planning & Intelligence Function: Responsible for collecting, evaluating, and disseminating information; developing the action plan in coordination with other functions; and maintaining incident records and documentation ▪ Logistics Function: Responsible for providing facilities, services, personnel, equipment, and materials to support incident response
▪ Finance & Administration Function: Responsible for all incident financial activities and administrative aspects not assigned to the other functions

3.3.3 IMPLEMENTING SEMS
SEMS will be used when the City EOC is activated or when a Local Emergency, as defined in California Government Code § 8558(c), is proclaimed. When the EOC is activated, communications and coordination will be established between the Incident Commander (IC) and EOC.

Communications and coordination will be established between the City EOC and any local and State response agencies having jurisdiction on an incident occurring within City boundaries. As defined in California Government Code § 8607(a), the City will use multi-agency coordination to facilitate decisions for City-level emergency response activities.

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3.4 NATIONAL INCIDENT MANAGEMENT SYSTEM
The City has fully adopted the National Incident Management System (NIMS), as established by Homeland Security Presidential Directive-5 (HSPD-5), which integrates best practices into a consistent, flexible, and adjustable nationwide approach for emergency management.

Using NIMS, Federal, State, local and tribal governments, as well as private sector and non-governmental organizations work together to prepare for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. Federal and State government agencies are required to use NIMS, while local government agencies and special districts must use NIMS to be eligible for Federal funding for emergency and disaster preparedness activities.

3.5 INCIDENT COMMAND SYSTEM
The Incident Command System (ICS)—which is part of both SEMS and NIMS—is a standardized, on-scene, all-hazards incident management approach that:
▪ Allows for the integration of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure ▪ Enables a coordinated response among various jurisdictions and functional agencies, both public and private
▪ Establishes common processes for planning and managing resources ICS is used in all levels of government and many non-governmental organizations and the private sector. ICS is the combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure, designed to aid in the management of resources during incidents. ICS is also applicable across disciplines.

ICS is structured to facilitate activities in five major functional areas:
▪ Command: Responsible for directing response activities, including developing strategies, managing resources, and planning overall operations ▪ Operations: Responsible for coordinating the incident's tactical response and resources and for accomplishing incident-specific objectives ▪ Planning: Responsible for ongoing situation assessment; collection, evaluation, dissemination, and use of incident or event information; and City of Redlands
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managing incident intelligence, including the status of response efforts and incident resources, to assist in the development of contingency plans ▪ Logistics: Responsible for providing facilities, services, and materials, including transportation and fuel, shelter, personal hygiene, food, potable water, tools, medical attention and supplies, communications, and relief personnel
▪ Finance & Administration: Responsible for tracking incident costs and evaluating the financial considerations of the incident

3.6 EMERGENCY SUPPORT FUNCTIONS
The City utilizes SEMS as required by California Government Code § 8607(a), structuring emergency management into the five key functions.

San Bernardino County, the State of California, and the Federal government incorporate the Emergency Support Function (ESF) model for providing emergency support during EOC activations. ESFs are designed to bring together disciplinespecific stakeholders at all levels of government to collaborate and function within the five phases of emergency management.

Although the City does not use the Emergency Support Function (ESF) model, Appendix F: ESF Crosswalk of this EOP provides a crosswalk of ESFs to support coordination with San Bernardino County, Cal OES, and FEMA.

3.7 EMERGENCY PROCLAMATIONS

3.7.1 LOCAL EMERGENCY
A Local Emergency may be proclaimed by City Council or the Director of Emergency Services (MC § 2.52.100). A Local Emergency proclamation by the Director of Emergency Services must be ratified by City Council within seven days. City Council must review the need to continue the proclamation at least every 60 days until it terminates the Local Emergency. The Local Emergency may be terminated by resolution when conditions warrant. Proclamations are normally made when there is an actual incident, threat of disaster, or extreme peril to the safety of people and property within the City caused by natural or man-made situations. The proclamation of a Local Emergency provides the City with legal authority to:
▪ Request that the Governor proclaim a State of Emergency City of Redlands
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▪ Promulgate or suspend orders and regulations necessary to provide for the protection of life and property, including issuing orders or regulations imposing a curfew within designated boundaries
▪ Exercise full power to provide mutual aid to any affected area in accordance with local ordinances, resolutions, emergency plans, or agreements ▪ Request mutual aid support from the County and other jurisdictions ▪ Require the emergency services of any local official or employee ▪ Request necessary personnel and materials from any local department or agency
▪ Obtain vital supplies and equipment and, if required, immediately commandeer the same for public use
▪ Impose penalties for violation of lawful orders
▪ Conduct emergency operations without incurring legal liability for performance or failure of performance (see Article 17 of the Emergency Services Act for privileges/immunities)

3.7.2 STATE OF EMERGENCY
A State of Emergency may be proclaimed by the Governor when:
▪ Conditions of disaster or extreme peril exist which threaten the safety of persons and property within the State caused by natural or man-made incidents
▪ The Governor is requested to do so by local authorities ▪ The Governor finds that local authority is inadequate to cope with the emergency
When a State of Emergency has been proclaimed:
▪ The Governor shall, to the extent deemed necessary, have the right to exercise all police power vested in the State by the Constitution and the laws of the State within the designated area
▪ Jurisdictions may command the aid of citizens as deemed necessary to cope with an emergency
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▪ The Governor may suspend the provisions of orders, rules or regulations of any State agency and any regulatory statute or statute prescribing the procedure for conducting State business
▪ The Governor may commandeer or make use of any private property or personnel (other than the media) in carrying out the responsibilities of their office
▪ The Governor may promulgate, issue, and enforce orders and regulations deemed necessary

3.7.3 STATE OF WAR EMERGENCY
Whenever the Governor proclaims a State of War Emergency, or if a State of War Emergency exists, all provisions associated with a State of Emergency apply, additionally:
▪ All State agencies and political subdivisions are required to comply with the lawful orders and regulations of the Governor which are made or given within the limits of his authority as provided for in the Emergency Services Act.

3.8 OPERATING CONDITIONS
Operating Conditions have been established to provide a general indicator of the level of seriousness of an incident, impending incident, and current or anticipated emergency conditions. Operating Conditions and related guidance for lead and support departments will guide the readiness and response actions necessary to handle actual or impending emergencies. Operating Conditions do not reflect EOC Activation Levels, which are described in Section 3.10: EOC Activation Levels of this EOP. Operating Conditions are provided in Table 3.8 below.

Table 3.8 – Operating Conditions

OPERATING CONDITIONS
Level Description Associated EOC Activation Level
Green Normal Operations None
Yellow Increased Readiness Management Watch
Red Emergency Operations Level 3, 2, 1
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3.8.1 NORMAL OPERATIONS
GREEN: Under Normal Operations, departments conduct planning, training, and exercise activities to fulfill their roles in the EOP. They are staffed and operate per normal business operations, while also preparing for the next operating condition.

This condition is not associated with any EOC Activation Level.

3.8.2 INCREASED READINESS
YELLOW: Under Increased Readiness, events or conditions pose an actual or potential threat to life and property in threatened areas. Departments are taking increased readiness activities before an impending or potential emergency.

Department Operations Centers (DOCs) may be activated to facilitate information and resource management. Agencies, departments, and special districts should prepare for the next operating condition.

This condition may be associated with Management Watch.

3.8.3 EMERGENCY OPERATIONS
RED: During Emergency Operations, events significantly impact life and property in affected areas. The EOC is activated and staffed, with DOCs activated as needed.

Departments are taking all appropriate response actions, including curtailing nonessential operations and implementing special staffing patterns. This status is maintained until conditions de-escalate. Agencies, departments, and special districts should prepare for sustained emergency operations.

This condition may be associated with EOC Activation Levels 3, 2 or 1.

3.8.4 NOTIFICATION AND MOBILIZATION OF RESPONSE FORCES
The following is the process for notifying and mobilizing response forces in the City of Redlands:

City of Redlands EOC Team:
▪ By the Emergency Management Specialist, Redlands Police Department Dispatch Center, or designated alternate. Notification will be made through the City’s Rave alerting system (Rave) or email to text.

City of Redlands Police Department:
▪ By the Redlands Police Department Dispatch Center.

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City of Redlands Fire Department:
▪ By the CONFIRE Communications Center or via the on‑duty Battalion Chief.

City of Redlands Departments:
▪ By each Department Operations Center, on‑call staff person, or department administrative center.

Mutual Aid:
▪ By the respective City department or Mutual Aid Coordinator. Mutual aid resources are managed consistent with Section 8: Mutual Aid and Resource Management of this plan.

3.9 EOC ACTIVATION AND DEACTIVATION

3.9.1 EOC ACTIVATION
The EOC will become activated:
▪ By order of the City Manager as the Director of Emergency Services designated under MC § 2.52.080, or the Assistant City Manager(s) as Assistant Director(s) of Emergency Services, or the Fire Chief as the Emergency Manager, or a designee, or
▪ Upon the proclamation of a local emergency or when conditions exist that may warrant such a proclamation, consistent with the authority granted in MC § 2.52.100, or
▪ When the Governor has proclaimed a State of Emergency in an area, including the City of Redlands, or
▪ At the proclamation of a State of War Emergency, as defined by the California Emergency Services Act, or
▪ Upon a Triggering Event identified within this section.

3.9.2 TRIGGERING EVENTS
The following events may trigger the activation of the EOC:
▪ Damaging earthquake, wildfire, flood, or other impactful event ▪ Severe weather warning
▪ Significant commitment or draw-down of City emergency resources City of Redlands
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▪ Regularly scheduled emergency exercises or training activities ▪ City special or planned events of significance
▪ Any incident that inhibits the City’s ability to deliver essential services ▪ Any situation that requires coordinated, multi-department action through the EOC to protect life, property, or public safety

3.9.3 EOC SETUP AND STAFFING
Notification will be made to the Fire Chief as the Emergency Manager (or designee), who will oversee and coordinate the EOC’s physical activation, setup, and staffing.

The Fire Chief as the Emergency Manager (or designee) is responsible for maintaining the readiness of the EOC.

3.9.4 EOC NOTIFICATION AND MOBILIZATION
Notification of an EOC activation will be initiated by the City Manager, Assistant City Manager, Fire Chief, or their designee. Upon direction to activate, the Emergency Management Specialist, Police Communications Center, or the Duty Fire Battalion Chief will carry out the notification using the City’s RAVE Alerting System, supplemented as needed by telephone, text message, or email using established City contact lists and pre-identified EOC staffing rosters.

Notifications regarding impending or actual emergencies may originate from the Redlands Police Department Communications Unit, Redlands Fire Department, CONFIRE Communications Center, San Bernardino County Sheriff's Department, San Bernardino County Office of Emergency Services (OES), National Weather Service, or a utility provider.

3.9.5 NOTIFICATION TO THE OPERATIONAL AREA
The San Bernardino County OES will be notified of a City EOC activation as soon as practical. The responsibility for making this notification lies with the Director of Emergency Services/EOC Director, the EOC Manager/Coordinator, or a designee.

The County will subsequently be notified when the EOC is deactivated.

3.9.6 ACTIVATION OF THE ALTERNATE EOC
The Alternate City EOC will be activated whenever the Primary City EOC is uninhabitable, inaccessible, or located in a high-hazard zone due to an emergency.

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3.9.7 EOC DEACTIVATION
The Director of Emergency Services/EOC Director or Assistant Director(s) of Emergency Services will direct the deactivation of the EOC when conditions no longer require its operation. As the situation deescalates, the EOC will be deactivated, and all positions and functions will be demobilized.

3.10 EOC ACTIVATION LEVELS
EOC activation levels are used to describe the scale and severity of an incident, the extent of coordination required, and the degree of support required from City departments and other agencies.

3.10.1 LEVEL 3: MINIMAL STAFFING
Impending or actual emergencies have prompted an increase in activity at the EOC.

Essential EOC functions are activated, commensurate to the impending or actual emergency.

Level 3 staffing may include the Management Section, Section Chiefs, and any required support personnel. Other EOC Team members may be required to be readily available by phone. Level 3 staffing is illustrated in Graphic 3.10.1 on the next page.

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Graphic 3.10.1 – Level 3 Staffing
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3.10.2 LEVEL 2: PARTIAL STAFFING
Impending or actual emergencies have prompted an increase in activity at the EOC.

Essential EOC functions are activated, commensurate to the impending or actual emergency.

Level 2 staffing may include the Management Section, Section Chiefs, Branch Directors, and any required support personnel. Other EOC Team members may be required to be readily available by phone. Level 2 staffing is illustrated in Graphic

3.10.2 below.

Graphic 3.10.2 – Level 2 Staffing
EOC Director
Operations
Section
Planning & Intelligence
Section
Logistics
Section
EOC Manager Legal Advisor
Liaison Officer
Finance & Administration
Section
Safety Officer
Public Information
Officer
Documentation
Unit
Situation Analysis
Unit
t
Law Enforcement
Branch
Facilities & Community Svcs
Branch
Fire & Rescue
Branch
Utilities
Branch
EOC Coordinator
Security Officer
Message Center
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3.10.3 LEVEL 1: FULL STAFFING
Actual emergencies have prompted the full and complete activation of the City EOC. Essential EOC functions are activated commensurate to the emergency.

Level 1 staffing may include the Management Section, Section Chiefs, Branch Directors, Unit Leaders, and all required support personnel. Level 1 staffing will generally include all EOC functions and positions. Other EOC Team members may be required to be readily available by phone. Level 1 staffing is illustrated in Graphic

3.10.3 below.

Graphic 3.10.3 – Level 1 Staffing

3.10.4 MANAGEMENT WATCH
City departments or management staff may be required to monitor an evolving or potential emergency incident without activation of the EOC. This is referred to as a EOC Director
Operations
Section
Planning & Intelligence
Section
Logistics
Section
EOC Manager Legal Advisor
Liaison Officer
Finance &
Administration Section
Safety Officer
Public Information
Officer
Fire & Rescue
Branch
Demobilization
Unit
Documentation
Unit
GIS
Unit
Compensation &
Claims Unit
Law Enforcement
Branch
Communications
Unit
Facilities
Unit
Food
Unit
Human Resources
Unit
Cost Analysis
Unit
Facilities &
Community Svcs Br
Cost Recovery
Unit
Advanced Planning
Unit Technical Specialist
Information Technology
Unit
Medical
Unit
Time Keeping
Unit
Utilities
Branch
EOC Coordinator
Security Officer
Situation Analysis
Unit
Supply & Procurement
Unit
Volunteer Management
Unit
Message Center
Redlands Emergency
Communication Group
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Management Watch and involves close situational monitoring conducted outside of the EOC. A Management Watch does not constitute an EOC activation level.

3.11 EOC STAFFING MATRIX FOR CITY DEPARTMENTS
Each EOC function is assigned to one or more City departments. Department EOC assignments are found in Appendix E: EOC Staffing Matrix for Departments of this EOP.

3.12 EOC ACTION PLANS
At local, OA, regional and State levels, the use of EOC Action Plans provide designated personnel with knowledge of the objectives to be achieved and the steps required for achievement. EOC Action Plans not only provide direction, but they also serve to provide a basis for measuring achievement of objectives and overall system performance.

EOC action planning is an important management tool that involves:
▪ A process for identifying priorities and objectives for response or recovery efforts
▪ Documentation of the priorities, objectives, tasks, and personnel assignments
The action planning process should involve Management and General Staff along with other EOC elements, special district representatives, and other agency representatives as appropriate. The Planning & Intelligence Section is normally responsible for the development of the EOC Action Plan and the facilitation of action planning meetings.

EOC Action Plans are developed for a specified operational period that may range from a few hours to 24 hours. The operational period is determined by first establishing a set of priority actions that need to be performed. A reasonable time frame is then established for accomplishing those actions. EOC Action Plans need not be complex but should be sufficiently detailed to guide EOC elements in implementing the priority actions.

An EOC Action Plan is strategic and therefore not meant to replace a field-based Incident Action Plan (IAP). The EOC Action Plan should be coordinated with any existing IAPs.

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3.13 CULTURAL COMPETENCE
Cultural competence is the ability to understand, respect, and appropriately respond to the diverse values, beliefs, and customs of different cultural groups. It is a critical component of equitable emergency preparedness, response, and recovery since disasters may disproportionately impact culturally diverse communities.

This EOP incorporates the requirements of California Government Code § 8593.3.5, which mandates consideration of cultural competence in all phases of emergency management. Key considerations include:
▪ Culturally and linguistically appropriate emergency communications, including the use of interpreters and translators
▪ Inclusive planning for evacuation and sheltering operations ▪ Culturally informed mitigation and prevention efforts ▪ Planning processes that engage qualified representatives from diverse community groups
▪ Preparedness education using culturally relevant outreach strategies and materials
The Director of Emergency Services/EOC Director will oversee implementation of these activities, with coordination handled by the appropriate EOC Sections and Branches.

3.14 DISABILITIES OR ACCESS AND FUNCTIONAL NEEDS

POPULATIONS
Populations with disabilities or access and functional needs (DAFN) are community members who may require additional support before, during, and after an emergency in areas such as maintaining independence, communication, transportation, supervision, language, and medical care.

The City has identified its DAFN populations using the most recent US Census Bureau statistics:
▪ 15% of the population is 65 years and over
▪ 7.7% of the population is under 65 years and disabled ▪ 28.4% of the population speaks a language other than English at home City of Redlands
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The EOP includes provisions to ensure that emergency notification, evacuation, transportation, and sheltering operations accommodate DAFN individuals. The City’s planning efforts include:
▪ Notification and warning procedures, including Reverse 911 ▪ TDD/TTY contact and captioned cable alerts for the hearing-impaired ▪ Accessibility of emergency information in multiple formats ▪ Language interpretation through staff skills and service contracts ▪ ADA-compliant access to facilities and shelters
▪ Transportation assistance for those requiring physical support ▪ Evacuation planning and emergency transportation coordination ▪ Accessibility for mobility devices, service animals, and medical needs (e.g., medications, refrigeration, backup power)

3.14.1 REQUIREMENTS OF THE AMERICANS WITH DISABILITIES ACT Access to emergency services shall not be denied on the basis of race, color, national origin, sex, age, or disability. The City will ensure that all phases of emergency management address the needs of individuals protected under the Americans with Disabilities Act (ADA).

Pursuant to ADA Title II Regulations, State and local governments must ensure that programs, services, and activities are accessible to people with disabilities. This obligation extends to:
▪ Physical accessibility of facilities, programs, services, and events ▪ Policy modifications necessary to provide equal opportunity for participation ▪ Effective communication to ensure individuals with DAFN can receive, understand, and act upon information during all phases of an incident

3.15 ANIMAL CARE CONSIDERATIONS
During EOC activations, animal care needs will be addressed by the Animal Services Division within the City’s Facilities & Community Services Department.

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3.15.1 PETS ACT
The Pets Evacuation and Transportation Standards Act of 2006 (PETS Act) directs that State and local emergency preparedness plans address the needs of people with pets and service animals after a major disaster, including the rescue, care, and sheltering of animals. The PETS Act amends the Stafford Act, and requires evacuation plans to consider the needs of individuals with household pets and service animals, prior to, during, and after a major disaster or emergency.

3.15.2 CALIFORNIA ASSEMBLY BILL 781
California Assembly Bill 781, which created California Government Code § 8593.10, mandates that cities update their emergency plans to designate at least one emergency shelter capable of accommodating individuals with pets upon the next revision of their plans.

The City maintains one emergency shelter that is compliant with California Assembly Bill 781 and has a Memorandum of Understanding (MOU) with a facility capable of sheltering larger animals. These shelters are identified in Annex 3:

Response Plan (2022) of this EOP.

3.16 RECOVERY ORGANIZATION
City recovery operations will be managed by the Director of Emergency Services/EOC Director until a Recovery Manager is appointed, who will report to the Director unless otherwise designated.

Until a dedicated Recovery Organization is established, the EOC or its components will fulfill recovery functions. Coordination may involve City departments, community-based organizations, businesses, utilities, non-governmental organizations (NGOs), San Bernardino County departments, OA partners, the Joint Field Office (JFO), and FEMA.

3.17 RECOVERY OPERATIONS
The recovery phase of an emergency or disaster is often defined as restoring a community to its pre-disaster conditions. In other words, recovery refers to the actions taken by the City following a disaster to restore normalcy. Effective recovery consists of an array of interdependent and coordinated actions. The specific approach to recovery operations following a disaster will be determined by the location, type, magnitude, and effects of the incident. Recovery operations are City of Redlands
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divided into three phases: short-term, mid-term, and long-term. All phases will be coordinated by the City EOC.

The City maintains a separate Disaster Recovery Plan (2024).

3.17.1 SHORT-TERM RECOVERY
Short-term recovery refers to the measures taken by the City following a disaster.

It addresses the health and safety needs beyond rescue, the assessment of the scope of damages and needs, the restoration of basic infrastructure, and the mobilization of the National Disaster Recovery Framework organizations and resources. This includes restarting and/or restoring essential services for recovery decision-making. Effective recovery consists of a complex array of interdependent and coordinated actions.

The goal of short-term recovery is to restore City services to at least minimal capacity operations. Short-term recovery includes:
▪ Assessment of the extent and severity of damages to homes and other property
▪ Restoration of services generally available in communities, such as water, food, and medical assistance
▪ Professional counseling when the sudden changes resulting from the emergency have resulted in mental anguish and inability to cope ▪ Utility and infrastructure restoration
▪ Expanded social, medical, and behavioral health services ▪ Re-establishment of City government operations
▪ Transportation route restoration
▪ Debris removal and clean-up operations
▪ Abatement and demolition of hazardous structures

3.17.2 MID-TERM RECOVERY
Mid-term recovery efforts will prioritize the restoration of community lifelines and essential services, reestablishing access to food and fuel, and transitioning mass care operations into other forms of assistance. Mid-term recovery includes:

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▪ Survivor care including housing, medical, emotional, behavioral, legal, and financial support
▪ Survivor reunification to reunite displaced persons with family networks ▪ Restoring community lifelines, including safety and security; food, water, and shelter; health and medical; energy (power and fuel); communication, transportation, and hazardous materials
▪ Debris management on public and private property
▪ Damage and safety inspection of homes, businesses, schools, and infrastructure

3.17.3 LONG-TERM RECOVERY
Long-term recovery consists of actions that will return City functions back to normal pre-disaster levels of service. It is critical that the documentation functions during response continue and expand into long-term recovery. The major objectives of long-term recovery operations include:
▪ Coordination of delivery of long-term social and health services ▪ Re-establishment of the local economy to pre-disaster levels ▪ Recovery of disaster response costs
▪ Integration of hazard mitigation strategies into recovery planning and operations
Failure to strictly account for damage documentation and personnel costs can result in loss of reimbursement.

3.17.4 FINANCIAL COST RECOVERY
In the months and years following a disaster, cost recovery will be focused on making individuals, businesses, and governments "whole" again. Financial cost recovery activities may include:
▪ Connecting survivors with Individual Assistance (IA) programs ▪ Connecting businesses and industries with financial assistance, including disaster loans from the Small Business Administration
▪ Restoring government entities through Public Assistance (PA) programs and Fire Management Assistance Grants for wildfire recovery City of Redlands
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3.17.5 DAMAGE ASSESSMENT
In the initial hours following a disaster, it is critical that the City conduct a Rapid Needs Assessment (RNA), which collects data to estimate the extent of the damage.

The EOC Planning & Intelligence Section, in coordination with the Operations Section and Finance & Administration Section, will organize damage reporting. The Finance & Administration Section will calculate cost and cost-recovery reporting.

The City will submit its damage reports to the San Bernardino County OA, likely through an online portal or via email.

Within several days of the disaster, the City will coordinate with San Bernardino County and the State to conduct an Initial Damage Assessment (IDA), which captures damage information and impacts that may influence eligibility for State or Federal support or assistance. Following the IDA, the State will verify the data to ensure the level of damage caused by the disaster rises to the level of State or Federal support eligibility and meets the required indicators.

If the IDA indicates that the disaster is eligible for Federal support, then the State will request a Joint Preliminary Damage Assessment (JPDA) from the Federal government. Once the FEMA Regional Office reviews the State request for a JPDA and validates the IDA information, the JPDA Team—consisting of local and State governments in coordination with FEMA and the Small Business Administration (SBA)—will conduct site visits and assess damages, compile cost estimates and documentation, and assess damage assessment information to support a major disaster declaration request.

3.17.6 DISASTER ASSISTANCE
Federal disaster assistance is divided into two forms: Individual and Public Assistance. Individual Assistance is provided by FEMA to individuals and families who have sustained losses due to disasters. Public Assistance can fund the repair, restoration, reconstruction, and replacement of a public facility or infrastructure damaged or destroyed by a disaster. The Federal government also offers nonStafford Act disaster relief programs.

State disaster assistance may be available through the California Disaster Assistance Act (CDAA).

Recovery plans should address all types of assistance, methods of acquiring help, restrictions, and other pertinent information.

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3.17.6.1 INDIVIDUAL ASSISTANCE
Individual Assistance (IA) consists of the following services provided to individuals and families:
▪ Disaster Housing Assistance Program: Provides temporary housing to disaster victims during presidentially declared disasters. This Federal program is administered by FEMA.
▪ Disaster Mortgage and Rental Assistance Program: Provides grants for home-related mortgage or rent payments to disaster victims, who because of a disaster have lost their job or business and face foreclosure or eviction from their homes. This Federal program is available under a presidentially declared disaster.
▪ Housing and Urban Development (HUD) Program: Offered to families that meet certain income guidelines and may provide a percentage of the rental cost for a limited period to disaster victims. This program is available under a presidentially declared disaster.
▪ Small Business Administration (SBA): Provides low interest loans to businesses and individuals who have suffered disaster losses. This program is automatically implemented following a presidential disaster declaration for Individual Assistance or may be implemented at the request of the Governor.
▪ Individual and Family Grant Program (IFGP): Provides grants to disaster victims who are not eligible for SBA loans. This program is available under a presidentially declared disaster.
▪ Cora Brown Fund: Provides disaster victims with assistance, provided they are not eligible for any other disaster assistance award from the government or other organizations. This program is available under a presidentially declared disaster.

3.17.6.2 PUBLIC ASSISTANCE
Public Assistance (PA) consists of various programs of disaster relief to the public and private nonprofit sectors:
▪ Debris Management
▪ Private Nonprofit Program (PNP)
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▪ Safety Assessment Program (SAP)
▪ Technical Assistance Programs (TAP)
▪ Laws and Regulations
The public sector includes State and local government (City, County, special district). Private nonprofit includes certain eligible Private Nonprofits (PNP) or an Intermediary PNP applicant to receive State assistance for extraordinary costs incurred while aiding at the request of local agencies during a State disaster event.

FEMA processes PA grant funding according to the type of work the applicant undertakes. Eligible work is classified into Emergency Work and Permanent Work.

Emergency Work
▪ Category A: Debris Clearance – Clearance of debris, wreckage, demolition, and removal of buildings damaged beyond repair
▪ Category B: Protective Measures – Measures to eliminate or lessen immediate threats to life, public health, and safety
Permanent Work
▪ Category C: Roads & Bridges – All non-emergency work and any that may require more time for decision-making, preparation of detailed design, construction plans, cost estimates, and schedules
▪ Category D: Water Control Facilities – Includes flood control, drainage, levees, dams, dikes, irrigation works, and bulkheads
▪ Category E: Public Buildings and Equipment – Buildings, vehicles or other equipment, transportation systems, fire stations, supplies or inventory, higher education facilities, libraries, and schools
▪ Category F: Utilities – Water supply systems, sanitary sewage treatment plants, storm drainage, and light/power
▪ Category G: Other – Park facilities, public and private facilities, recreational facilities, and playground equipment
Federal funding guidelines for each of these categories are listed in the FEMA PA Program and Policy Guide, which can be found on the Cal OES website at https://www.caloes.ca.gov/wp-content/uploads/Recovery/Documents/FEMAPublic-Assistance-Policy-Guide-V4.pdf.

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3.17.6.3 NON-STAFFORD ACT PROGRAMS
The Federal government provides recovery assistance through authorities and programs outside the Stafford Act. These programs may be implemented alongside Stafford Act programs under a disaster declaration. Depending on the program, the agencies assist recipients directly or through another State agency besides Cal OES.

Examples include:
▪ Federal Highway Administration (FHWA): Under the Emergency Relief Program, the FHWA provides assistance to the Department of Transportation (Caltrans) and local governments for damage to roads, bridges, and other facilities on the Federal aid system. Caltrans implements this program on behalf of FHWA.
▪ Natural Resources Conservation Service (NRCS): Under the Emergency Watershed Protection Program, the NRCS provides assistance to State agencies and local governments for emergency work necessary to protect life, property, and public health and safety in watersheds damaged by a disaster, such as wildfire or flood.
▪ U.S. Army Corps of Engineers (USACE): Under the Rehabilitation and Inspection Program, the USACE assists in flood fighting, emergency repairs, and repairs to damaged facilities. The USACE provides this assistance for levees and other flood control works that meet pre-disaster program participation criteria.
▪ U.S. Department of Housing and Urban Development (HUD): HUD Community Development Block Grants may be requested by State and local governments for a wide range of recovery purposes.
▪ Congressional Appropriations: Congress may make disaster-specific appropriations that allow Federal agencies to provide assistance beyond existing authorities and programs. State coordination of this assistance depends on the nature of the appropriation and the Federal agency charged with its implementation.

3.17.6.4 CALIFORNIA DISASTER ASSISTANCE ACT
The California Disaster Assistance Act (CDAA) provides State financial assistance for recovery efforts to cities, counties, special districts, and certain eligible private nonprofit agencies after a Cal OES Director’s Concurrence or the Governor’s City of Redlands
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Proclamation. CDAA may be implemented as a “standalone” funding source following a State disaster.

CDAA is available to cities, counties, and special districts to repair disaster-related damage to public buildings, levees, flood control works, channels, irrigation works, City streets, County roads, bridges, and other public works except those facilities used solely for recreational purposes. This program offers a percentage of the eligible cost to repair, restore, reconstruct or replace public property or facilities; to cover direct and indirect costs of grant administration with the Cal OES Director’s concurrence; and to cover the cost of overtime and supplies used for response. The conditions for implementation of the CDAA are as follows:
▪ The Cal OES Director must concur with a local emergency declaration for permanent restoration assistance
▪ The Governor must proclaim a State of Emergency for disaster response and permanent restoration assistance
▪ The President must declare a major disaster or emergency for matching fund assistance for cost sharing required under Federal public assistance programs
Note: Local proclamations of emergency should, when known at the time of issuance, specify any requests being made to the State, including anticipated needs for California Disaster Assistance Act (CDAA) assistance.

3.17.7 NON-GOVERNMENTAL ORGANIZATIONS AND COMMUNITY

BASED ORGANIZATIONS
Non-Governmental Organizations (NGOs) and Community-Based Organizations (CBOs), such as the American Red Cross and the Salvation Army, typically provide support to individuals and households who are displaced by a disaster and work with governmental organizations to support the transition from care and shelter operations to interim housing arrangements. Community organizations active before a disaster may expand their services to meet increased needs. Such groups include faith-based organizations, neighborhood health clinics, and food distribution agencies. NGOs and CBOs may provide a range of services such as donations management, emergency food, clothing and shelter, behavioral and spiritual counseling, assist with non-hazardous debris removal from private City of Redlands
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property, as well as support of housing reconstruction. They provide these services independently or in coordination with Federal, State, and local efforts.

3.17.8 RECOVERY REPORTING AND DOCUMENTATION
Recovery reporting and documentation is the key to recovering eligible emergency response and recovery costs. Damage assessment documentation will be critical in establishing the basis for eligibility of disaster assistance programs. Without proper documentation, the County and local jurisdictions may be liable to FEMA for disaster recovery funding.

3.17.8.1 RECOVERY DOCUMENTATION
Recovery documentation information should include the location and extent of damage, and estimates of costs for debris removal, emergency work, and repairing or replacing damaged facilities to a non-vulnerable and mitigated condition. The cost of compliance with building codes for new construction, repair, and restoration will also be documented. The cost of improving facilities may be provided under Federal hazard mitigation grant programs. Documentation is the key to recovering expenditures related to emergency response and recovery operations. Documentation must begin at the field response level and continue as the disaster unfolds. The EOC Planning & Intelligence Section, in coordination with the Operations Section and Finance & Administration Section, organizes damage reporting.

3.17.8.2 AFTER-ACTION REPORTING
The California Code of Regulations § 2450(a) requires the submission of AfterAction Reports to Cal OES within 90 days of the close of an incident period for locally declared emergencies for which the Governor proclaims a State of Emergency.

An After-Action Report serves the following important functions:
▪ Provides a source for documenting response and early recovery activities ▪ Identifies problems and successes during emergency operations ▪ Analyzes the effectiveness of the different components of SEMS ▪ Identifies, documents, and facilitates corrective action for implementing and tracking improvements to existing emergency response and recovery efforts City of Redlands
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The Fire Chief as the Emergency Manager (or designee) is responsible for coordinating the After-Action Review process and ensuring the After-Action Report is submitted.

3.17.9 JOINT FIELD OFFICE
Following a Presidential Declaration of a Major Disaster or Emergency, a Joint Field Office (JFO) will be established in proximity to the disaster area. The JFO is the direction and coordination point for Federal assistance. The State will appoint a State Coordinating Officer (SCO) to serve as the State point of contact. A Federal Coordinating Officer (FCO) is appointed upon a Presidential Declaration of an Emergency or Major Disaster.

3.17.10 COMMUNITY LIFELINES
FEMA defines Community Lifelines as those services or systems that “enable the continuous operation of critical government and business functions and is essential to human health and safety or economic security.”
Stabilizing lifeline services is the top priority in disaster response due to immediate threats to life and property. Community Lifeline descriptions help responders assess conditions and determine necessary recovery actions. The City EOC prioritizes lifeline restoration in its EOC Action Plan. Since many lifelines are managed externally, close coordination with utility providers and external organizations will be essential.

Graphic 3.17.10 – Community Lifelines
Source: FEMA

3.18 EMERGENCY FACILITIES
Emergency facilities supporting emergency operations are identified and described below.

3.18.1 PUBLIC SAFETY COMMUNICATIONS CENTERS
City calls for police, fire, and emergency medical services are dispatched from the following locations:

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▪ Redlands Police Department Communications Unit
1270 W. Park Ave, Redlands, CA 92373
▪ CONFIRE Communications Center
1743 Miro Way, Rialto, CA 92376

3.18.2 DEPARTMENT OPERATIONS CENTERS
A Department Operations Center (DOC) is a coordination hub for specific disciplines—such as fire, police, public works, or utilities—to manage field-level emergency responses and support the EOC.

The City maintains the following DOCs:
▪ Police Department – Watch Commander’s Office
▪ Fire Department – Duty Battalion Chief’s Office
▪ Municipal Utilities & Engineering Department

3.18.3 PRIMARY/ALTERNATE EMERGENCY OPERATIONS CENTERS
The EOC is the location where centralized emergency management during largescale emergencies and disasters takes place. The primary and alternate EOCs are provided in Table 3.18.3 below.

Table 3.18.3 – City Emergency Operations Centers
City Emergency Operations Centers
Primary EOC Redlands Police Department
1270 W. Park Ave, Redlands, CA 92373
Alternate EOC Redlands Wastewater Treatment Facility
1950 Nevada St, Redlands, CA 92373
During EOC activations, the EOC Policy Group will meet at a location separate from the primary and alternate EOCs.

3.18.4 JOINT INFORMATION CENTER
The Joint Information Center (JIC) is a location where staff from various organizations with public information responsibilities can co-locate to perform critical emergency public information, crisis communications, and public affairs functions. The JIC for the City would be co-located with the EOC if needed.

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3.18.5 INCIDENT COMMAND POST
The Incident Command Post (ICP) is the field location for primary tactical-level, onscene incident command and management. It typically includes the Incident Commander (IC) and Command Staff, as well as other incident management officials, responders, public agency representatives, private-sector representatives, and non-governmental organizations.

3.18.6 STAGING AREA
A staging area is a temporary holding location for assigned resources, established by the Incident Commander or Operations Section Chief. It allows for the positioning and accounting of resources not immediately needed for an operational task. These areas are used to temporarily position personnel, supplies, and equipment while awaiting an assignment.

3.18.7 MOBILIZATION CENTER
A mobilization center is an off-incident location where emergency personnel and equipment are temporarily positioned while awaiting assignment, release, or reassignment. Unlike a staging area, it is generally activated and managed by the EOC. Mobilization centers support significant emergencies and disasters, serving as hubs for mutual aid resources.

3.18.8 EVACUATION RECEPTION CENTER
An evacuation reception center temporarily accommodates people displaced from their home, school, or business. It provides a safe and comfortable space for disaster survivors to receive relief until the incident concludes, or they transition to a mass care center or shelter. These centers are established for short-duration incidents where overnight assistance or a shelter is unnecessary, or as a temporary solution while a fully operational shelter is being set up, which can take several hours.

3.18.9 SHELTER
A shelter provides temporary care for those displaced by emergencies, offering sleeping accommodation and minimal necessities. Unlike evacuation reception centers, shelters are equipped for overnight stays and may operate alongside evacuation reception centers. Evacuees are encouraged to bring essentials like blankets, toiletries, and snacks. Shelters require significant planning, logistics, staffing, medical and mental health support, and security.

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The City has designated 19 facilities to potentially serve as emergency shelter sites for displaced persons, along with two separate facilities for emergency animal sheltering. These shelters are identified in Annex 3: Response Plan (2022) of this EOP.

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4. ORGANIZATION AND ASSIGNMENT OF

RESPONSIBILITIES
All City departments and employees have a role during emergency response and recovery operations. City employees are also Disaster Service Workers, per California Government Code § 3100, and may be called into service during proclaimed or declared disasters.

The City's emergency operations and organizational structure are organized according to the concepts and principles of SEMS and NIMS.

4.1 CITY LEVEL
The City of Redlands Emergency Organization (MC § 2.52.140) consists of “all officers and employees of the City, together with those volunteer forces enrolled to aid them during an emergency, and all groups, organizations, and persons who may be in agreement or operation of law, including persons impressed into service,” who are “charged with duties incident to the protection of life and property in the City during such emergency.”

4.1.1 DIRECTOR OF EMERGENCY SERVICES
The City Manager is the Director of Emergency Services, having jurisdiction and full authority over the City's response and recovery to extraordinary emergencies and disasters. The Assistant City Manager or Assistant City Managers serve as Assistant Directors of Emergency Services. Alternates may be designated by the Director of Emergency Services.

4.1.2 CITY COUNCIL
City Council may promulgate orders and regulations necessary to protect life and property, including orders and regulations to impose curfews and stop price fixing.

Members of the City Council will serve as liaisons to constituents regarding the City's disaster response and recovery efforts. They will also liaise with County, State, and Federal elected officials, as appropriate and necessary.

4.1.3 ELECTED OFFICIALS
Elected officials, including City Council members, play a non-operational support role during disasters. During an active disaster response, elected officials best serve the public by supporting—rather than directing—trained emergency personnel and EOC staff. Their role is non-operational, focused on maintaining public confidence City of Redlands
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and enabling responders to stabilize the situation without interference. Strategic decisions by elected officials may follow once the incident is under control. The immediate priority remains rapid, coordinated action by emergency professionals.

4.1.4 DISASTER COUNCIL
The City of Redlands maintains a Disaster Council accredited by the State of California.

The City of Redlands Disaster Council Membership (MC § 2.52.050) consists of the Mayor (Chairperson); the City Manager/Director of Emergency Services (ViceChairperson); the Emergency Services Chief; “groups that support a strong team merging sectors of the community including elected officials, emergency management, first responders, volunteer services, major industry and commercial, healthcare and education”; and a Citizen Corps Council that “shall be created as a subgroup of the Disaster Council.”
The City of Redlands Disaster Council powers and duties (MC § 2.52.060) state: “It shall be the duty of the City Disaster Council, and it is empowered, to develop and recommend for adoption by the City Council emergency and mutual aid plans and agreements.”
The Disaster Council should meet at least once per year, upon call of the Chairperson, or upon call of the Vice-Chairperson (in the absence of the Chairperson).

4.1.5 EMERGENCY MANAGER
The Fire Chief, serving as the Emergency Manager, oversees the City’s emergency management program, including preparedness, response, recovery, and mitigation activities. Responsibilities include maintaining the EOP, coordinating interagency training and exercises, and ensuring compliance with Federal and State emergency management standards. The position also manages public outreach, resource allocation, and continuity planning for critical City functions. The Emergency Manager serves as the primary liaison during disasters, facilitating communication between City departments, regional partners, and emergency services.

4.1.6 FIRST RESPONSE DEPARTMENTS
First response departments are operational entities tasked with responding to and recovering from emergencies and disasters.

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In the City, first response departments include:
▪ Fire Department
▪ Police Department
▪ Facilities & Community Services Department
First response departments are responsible for developing policies, procedures, guidance, and resources to enable them to execute their responsibilities in the EOP.

4.1.7 DEPARTMENT OPERATIONS CENTER
A DOC is a coordination hub for specific disciplines—such as fire, police, public works, or utilities—to manage field-level emergency responses and support the EOC.

The City maintains the following DOCs:
▪ Police Department
▪ Fire Department
▪ Municipal Utilities & Engineering Department

4.1.8 EMERGENCY OPERATIONS CENTER
The EOC is a centralized location for coordinating emergency response activities.

The City maintains primary and alternate EOCs, the locations of which are identified in Section 3.18: Emergency Facilities of this EOP.

4.1.9 EOC TEAM
The EOC Team is responsible for managing all aspects of EOC operations when activated. This team comprises City employees assigned to EOC functions, who provide strategic planning and direction from the EOC. Management Staff support the EOC Director, while General Staff handle SEMS functional aspects, and are led by Section Chiefs who report to the EOC Director.

4.1.10 EOC POLICY GROUP
The EOC Policy Group provides executive‑level advice and subject‑matter input to the Director of Emergency Services during an extraordinary emergency or disaster.

The group helps shape interim policy considerations, identifies organizational impacts, and ensures that emergency regulations, proclamations, and orders are legally sound and operationally feasible. The Policy Group convenes as needed to City of Redlands
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support the Director’s decision‑making and maintain alignment with City priorities and statutory requirements.

The Policy Group consists of the City Manager, Assistant City Manager(s), Mayor Pro Tem, Fire Chief, Police Chief, Finance Director, Human Resources Director, and the Facilities & Community Services Director. Together, these positions provide comprehensive executive coverage for legal authority, fiscal oversight, operational leadership, personnel and labor‑relations considerations, and continuity of government.

The City Attorney (Legal Advisor) and City Clerk serve in a support role to the Policy Group, with the City Clerk responsible for documenting and recording all emergency orders and decisions made during Policy Group deliberations.

4.1.11 CITY DEPARTMENTS
City departments and divisions will ensure they can fulfill their emergency management responsibilities. They provide incident response and support, including staffing DOCs and the EOC Team using SEMS and NIMS principles. They conduct damage assessments, implement continuity and communication plans, establish programmatic operational strategies, and restore essential infrastructure and services.

4.1.12 DISASTER SERVICES WORKERS
According to California Government Code § 3101, a Disaster Service Worker (DSW) includes all public employees and all volunteers in any disaster council or emergency organization accredited by Cal OES. All City employees, full-time and part-time, are DSWs and may be called upon during emergencies and disasters. In an emergency, non-essential public employees may be released from their usual duties so that they can be reassigned to assist any agency or organization carrying out its emergency response duties. Employees acting as DSWs will be assigned duties within their scope of training, skill, and ability.

4.2 OPERATIONAL AREA LEVEL
California Government Code § 8559(b) defines an Operational Area (OA) as “an intermediate level of the State emergency services organization, consisting of a county and all political subdivisions within the county area.” Political subdivisions include cities and special districts. An OA has an agreement in place that defines City of Redlands
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roles and responsibilities, as well as jurisdictional authority in an emergency. The City is signatory to this agreement.

The San Bernardino County OES serves as the OA Coordinator for emergency management. OES is responsible for coordinating emergency response efforts across jurisdictions within the OA. It serves as the central hub for aligning information, resources, and priorities between local governments and regional authorities. OES facilitates multi-agency and inter-agency collaboration to support unified decision-making. Its role ensures cohesive, area-wide emergency management during incidents. When the emergency impacts OA jurisdictions, the designated OA Coordinator is responsible for ensuring direction, coordination and communication of policy decisions, resource needs, and priorities between OA jurisdictions and the State throughout the emergency (San Bernardino County EOP, 2025).

4.3 REGIONAL LEVEL
The regional level manages and coordinates information and resources among OAs.

Cal OES has divided California into three administrative regions which are further divided into six mutual aid regions. The City is in the Southern Region and Mutual Aid Region VI, which includes the counties of Imperial, Inyo, Mono, Riverside, San Bernardino, and San Diego. The Cal OES Southern Region in Los Alamitos will support the San Bernardino County OA EOC.

4.4 STATE LEVEL
In response to emergency needs and requests from local governments and OAs, the State coordinates mutual aid across mutual aid regions and between regional and state levels while managing its own resources. The State also acts as the primary coordination and communication link between the State and the Federal levels.

4.5 FEDERAL LEVEL
The U.S. Department of Homeland Security (DHS) has designated FEMA to serve as the lead federal agency during disasters and national security emergencies. In a disaster, different federal agencies may be involved in the response and recovery operations. Federal disaster assistance is organized under the concept of Emergency Support Functions (ESFs) as defined in the National Response Framework (NRF). All contact with FEMA and other federal agencies is made City of Redlands
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through the OAs during the response phase. During the recovery phase, there may be direct City contact with FEMA and other federal agencies.

4.6 EXTERNAL PARTNERS

4.6.1 NON-GOVERNMENTAL ORGANIZATIONS
Non-governmental organizations (NGOs) play essential roles before, during, and after disasters. NGOs provide a wide range of services such as shelter operations, donations management, food distribution, non-hazardous debris removal, and housing reconstruction support. They provide these services independently or in coordination with Federal, State, and local efforts.

American Red Cross (ARC): Humanitarian organization dedicated to providing emergency assistance, disaster relief, and education. Its core purpose is to help people in crisis by offering life-saving services, such as blood donation drives, disaster response, and supporting military families. The organization also focuses on disaster preparedness, health and safety education, and recovery efforts, aiming to alleviate human suffering and strengthen community resilience. For more information, go to:
https://www.redcross.org/local/california/southern-california.html National Voluntary Organizations Active in Disaster (NVOAD): Coalition of nonprofit organizations in the U.S. that collaborate to provide disaster relief and recovery services. Its purpose is to coordinate efforts, share resources, and reduce duplication of services, ensuring an efficient and effective response to disasters.

NVOAD focuses on providing immediate assistance, long-term recovery, and helping communities prepare for future disasters through member organizations' expertise and volunteer mobilization. For more information, go to:
https://www.nvoad.org
San Bernardino County Voluntary Organizations Active in Disaster (SBCOVOAD):

Coalition of nonprofits, faith-based and community organizations, businesses, tribal partners, and government agencies working together to strengthen disaster preparedness, response, and recovery across the largest county in the nation. For more information, go to:
https://sbcovoad.org
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Salvation Army: Humanitarian organization focused on providing emergency assistance, disaster relief, and social services to those in need. Its purpose is to alleviate human suffering, promote social justice, and offer hope through programs such as food distribution, shelter, addiction recovery, and disaster response. The Salvation Army works to meet both immediate and long-term needs, serving all individuals and communities. For more information, go to:
https://sanbernardino.salvationarmy.org/san_bernardino_corps

4.6.2 PRIVATE SECTOR
The private sector plays a vital role in the economy and provides essential goods and services that sustain daily life. The City has developed many public-private partnerships and relies on its private sector partners for disaster response and recovery.

According to DHS, the private sector owns and operates approximately 80% of the nation’s critical infrastructure, such as energy, telecommunications, transportation, water and wastewater systems, chemical and manufacturing industries, healthcare, and insurance and financial services. The remaining 20% of critical infrastructure is managed by Federal, State, and local governments and typically includes emergency services, public transportation systems, and some water and sewage systems.

Private companies in sectors like food, transportation, healthcare, and logistics provide essential goods and services during and after a disaster. Many of these companies fill critical needs in the community through the donation of goods and resources, in addition to contributing funds to disaster relief and recovery efforts.

4.6.3 SCHOOLS AND ACADEMIC INSTITUTIONS
Schools and academic institutions can serve as centers for recovery, stability, and community support after a disaster, in addition to their traditional educational function. Following a disaster, schools contribute by:
▪ Serving as shelters for displaced individuals
▪ Serving as points of distribution for relief supplies ▪ Providing counseling and mental health services for students and their families
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▪ Providing disaster preparedness training for students and their families In California, K-12 public schools are required to have disaster plans, conduct periodic drills, and provide educational and training programs to staff and students.

Schools and academic institutions should train students and staff in proper emergency response procedures and educate student families on school plans and procedures during and after an emergency (including student release procedures).

4.6.4 FAITH-BASED ORGANIZATIONS
Faith-based organizations (FBOs) play a critical role in all four phases of emergency management and should be incorporated into emergency planning and disaster response. FBOs provide various forms of aid following a disaster and often participate in long-term recovery efforts.

FBOs contribute by:
▪ Engaging with communities on topics such as household disaster preparedness, hazard mitigation, and basic medical care ▪ Providing shelter for displaced individuals
▪ Providing counseling and emotional/spiritual support
▪ Distributing food, water, and clothing to the community ▪ Collecting, managing, and distributing donations (cash and material) ▪ Mobilizing volunteers to assist with tasks such as evacuation, rescue, and basic medical care
▪ Collaborating with NGOs to ensure aid is distributed fairly and appropriately ▪ Advocating for the needs of marginalized and vulnerable populations ▪ Supporting long-term recovery efforts in the form of financial assistance, rehabilitation programs, community cohesion, and rebuilding homes

4.6.5 COMMUNITY INVOLVEMENT
Resilient communities begin with prepared communities. Individuals, families, and caregivers to those with access and functional needs should enhance their awareness of risks and threats, develop household emergency plans that include care for pets and service animals, and prepare emergency supply kits. Individuals can also volunteer in their communities.

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Individuals and households play an essential role in emergency management by contributing to community, neighborhood, and family preparedness.

Community members can contribute by:
▪ Reducing hazards in and around their homes. Hazard reduction actions include making their home earthquake-resistant or storing unanchored objects during high winds. These actions can reduce damage caused by an emergency.
▪ Preparing an emergency supply kit and household emergency plan. By developing a household emergency plan and assembling disaster supplies before an emergency, people can take care of themselves until assistance arrives. Emergency kits should include supplies for household pets and service animals.
▪ Monitor emergency communications carefully. Critical information and directions will be released to the public via various media throughout an emergency. By carefully following the directions provided, residents can reduce their risk of injury, keep emergency routes open to response personnel, and reduce the demands on landline and cellular communication. ▪ Volunteering with an established organization such as CERT. Organizations and agencies with a role in response and recovery are always seeking hardworking and dedicated volunteers. By volunteering with an established volunteer agency, individuals and households become a part of the emergency management system and ensure that their efforts are directed where they are most needed.
▪ Enrolling in emergency response training courses. Emergency response training, whether basic first aid through the ARC or a more complex course through a local college, will enable residents to take initial response actions required to care for themselves and their households. This allows first responders to focus on higher-priority tasks that affect the entire community.

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5. DIRECTION, CONTROL, AND COORDINATION
Direction, control, and coordination define the organizations within the multiagency coordination system, clarify their roles in emergency operations, and describe how coordination is achieved.

5.1 DIRECTOR OF EMERGENCY SERVICES
The City Manager serves as the Director of Emergency Services and holds full authority over the City’s emergency response and recovery efforts. These powers are established in MC § 2.52.100 (Powers and Duties of the Director of Emergency Services).

5.2 CITY EOC
During an emergency or disaster, the City's emergency management functions will be conducted from the primary EOC, located at the Redlands Police Department (1270 W. Park Ave, Redlands, CA 92373). In addition to overseeing City response activities, the EOC serves as the primary link to the San Bernardino County OA and mutual aid partners.

5.3 CITY DEPARTMENT DIRECTION
Each City department operates under its Department Director or designated alternate in preparing for and responding to City emergencies and disasters. When the EOC is activated, department representatives coordinate emergency management functions from the EOC and are empowered to make decisions and allocate resources in accordance with the EOC Action Plan or as directed by the Director of Emergency Services/EOC Director.

5.4 DEPARTMENT OPERATIONS CENTERS
When activated, the management and coordination of department-level response and recovery activities for citywide events, extraordinary emergencies, and disasters will be directed from DOCs.

5.5 LOCAL CONTROL
Local governments manage emergency operations within their jurisdictions in compliance with applicable laws, orders, and regulations. When the City is the Authority Having Jurisdiction (AHJ), it oversees incidents from response to recovery. As outlined in the California Government Code § 8618, the City directs City of Redlands
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mutual aid incidents, including personnel and equipment from mutual aid programs. Mutual aid resources remain under the operational control of their respective disciplines and designated Incident Commander (IC).

5.6 ON-SCENE CONTROL
An Incident Commander (IC) from an Incident Command Post (ICP) directs and controls on-scene tactical activities, supporting single incidents, countywide events, complex incidents, or when in an Area Command structure. This on-scene control includes setting tactical objectives and managing resources, including mutual-aid resources. The EOC and DOCs support rather than direct on-scene tactical activities.

5.7 COORDINATION AND INTERFACE

5.7.1 EOC-FIELD COORDINATION AND INTERFACE
EOC-to-field communications typically occur at the Command and General Staff levels and are relayed to the appropriate section or function within the EOC. For example, the Fire-Rescue Branch in the EOC generally communicates directly with the Fire Incident Commander during fire-related incidents.

To support EOC-field coordination and establish a common operating picture, the EOC may consider the following activities to facilitate communication and interface with field operations:
▪ Assign an EOC representative to the Incident Command Post (ICP) ▪ Have an EOC representative attend ICP operations briefings ▪ Have an ICP representative attend EOC operations briefings ▪ Coordinate and share EOC Action Plans with the ICP
▪ Coordinate and share ICP Incident Action Plans (IAPs) with the EOC ▪ Share EOC Situation Reports with the ICP
▪ Share ICP Situation Reports with the EOC

5.7.2 EOC-DOC-FIELD COORDINATION AND INTERFACE
Effective emergency response depends on coordination across all SEMS levels. In major incidents, the City EOC may activate to manage the broader response, while DOCs support field command posts when multiple incidents strain departmental City of Redlands
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resources. Field ICs communicate with their respective DOCs or directly with the EOC Operations Section, based on the nature of the incident. DOCs maintain situational awareness and may activate independently to manage multiple incidents, under the direction of the Department Director. The City EOC facilitates communication with ICPs and DOCs as needed.

5.7.3 OPERATIONAL AREA COORDINATION
OA coordination is maintained through each jurisdiction’s Emergency Manager, who serves as the primary link between local EOCs and the San Bernardino County OES, which operates the OA EOC. The OA supports countywide coordination by gathering and sharing situational information, facilitating resource requests, and maintaining consistent communication across jurisdictions. Member agencies use the Multiagency Coordination System to prioritize incidents and share resources, with situation reporting and resource coordination managed through the OA’s WebEOC platform.

5.7.4 MULTIAGENCY COORDINATION
Multiagency coordination enables all levels of government to establish incident priorities and allocate resources across multiple incidents or jurisdictions. The Multiagency Coordination System (MACS) integrates personnel, procedures, and communication systems to support unified decision-making.

MAC Groups may include:
▪ Representatives from the City departments
▪ Representatives from outside agencies including special districts, volunteer agencies, and private partners
▪ Coordination with agencies not represented in the EOC ▪ Departments and agencies in the EOC action planning
▪ OA Mutual Aid Coordinators and mutual aid providers
The OA EOC may coordinate conference calls before or during emergencies. In this case, the OA jurisdictions may serve as a MACS Group to coordinate situational information and share resources. The City most often participates in a MAC System or Group through OA emergency management coordination.

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5.7.5 EMERGENCY PLAN COORDINATION
The City EOP functions within a broader planning framework that supports emergency management at the local and regional levels. Graphic 5.7.5 below illustrates this coordinated framework.

Graphic 5.7.5: Emergency Plan Coordination
Source: California State Emergency Plan, 2024
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5.7.6 EMERGENCY MANAGEMENT COORDINATION
The City’s emergency management system operates within the broader SEMS framework, which facilitates coordination of information and resources at the local and regional levels. Graphic 5.7.6 below illustrates this coordinated framework.

Graphic 5.7.6: Emergency Management Coordination
Source: California State Emergency Plan, 2024
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5.7.7 STATEWIDE EMERGENCY MANAGEMENT COORDINATION
Cal OES operates three administrative regions—Inland (Sacramento), Coastal (Fairfield), and Southern (Los Alamitos)—which coordinate information and resources across SEMS levels to support local response. These regions represent local perspectives and provide a Cal OES presence throughout all phases of emergency management. The City is part of the Cal OES Southern Region. Graphic

5.7.7 below illustrates the Cal OES Regions.

Graphic 5.7.7: Cal OES Regions
Source: Cal OES
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6. INFORMATION COLLECTION, ANALYSIS, AND

DISSEMINATION
The City EOC serves as the central hub for collecting, verifying, analyzing, and disseminating emergency information with internal departments, the OA, adjacent jurisdictions, and supporting agencies during City-related incidents. The City is not responsible for managing situational data for emergencies occurring outside its jurisdiction.

Prior to EOC activation, the City may receive alerts and warnings from multiple sources, including the San Bernardino County OES, the San Bernardino County Sheriff’s Department Dispatch Center, CONFIRE, the California State Warning Center (CSWC), City departments, neighboring municipalities, utility providers, and the National Weather Service (NWS).

Once activated, the EOC Planning & Intelligence Section leads the collection, evaluation, display, and distribution of incident information, including situational status and resource status. This section supports decision making across the EOC by providing accurate intelligence, anticipating operational developments, producing situation forecasts, and maintaining a common operating picture for all EOC sections.

6.1 OBJECTIVES
Objectives of the information collection, analysis, and dissemination function include, though are not limited to, the following:
▪ Inform the decision to proclaim local emergencies
▪ Collect and analyze initial situation reports, including safety conditions and damage assessments
▪ Display incident data using maps, status boards, and other visual tools within the EOC
▪ Develop and maintain charts and logs tracking incident status and available resources (personnel, equipment, vehicles, and teams)
▪ Disseminate intelligence updates to the EOC Director, Management Staff, and General Staff
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▪ Coordinate Geographic Information Systems (GIS) support for mapping and incident documentation
▪ Prepare and distribute summary reports on safety conditions and damage assessments to EOC Sections, the San Bernardino County EOC, Cal OES, and FEMA
▪ Document damage levels and develop preliminary financial loss estimates ▪ Provide situational awareness and planning support to EOC Sections and DOCs
▪ Develop the City’s EOC Action Plan, incorporating input from all sections. ▪ Coordinate and prepare the City’s After-Action Report and Corrective Action Plan following EOC demobilization
▪ Initiate post-disaster recovery planning and support the transition to a formal Recovery Organization
▪ Maintain accurate and complete documentation of all EOC activities; ensure record preservation and submit required reports to the San Bernardino County OES, Cal OES, and FEMA
▪ Identify and coordinate technical experts for specialized topics requiring subject matter expertise
▪ Provide technical and informational support to the EOC Director for presentations to the City Council, Policy Group, public meetings, and media briefings
▪ Support mutual aid resource requests and deployments

6.2 INFORMATION COLLECTION

6.2.1 OVERVIEW
Emergency incident information may originate from the following sources:
▪ Operations Section Branches, including reports from field personnel, DOCs, dispatch centers, and external partners
▪ Media (television, radio, and print)
▪ Social media platforms
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▪ Field Observers assigned by the EOC
▪ Damage Assessment and Damage Inspection Teams
▪ Situation reports from County, State, and Federal agencies ▪ Agency representatives assigned to the EOC
▪ Redlands Emergency Communications Group
▪ Community-based and neighborhood groups (e.g., CERT, Neighborhood Watch, Neighborhood Associations)
▪ Preparedness partners such as schools, hospitals, and non-governmental organizations (NGOs)

6.2.2 PRE-EOC ACTIVATION
Prior to EOC activation, incident or situational information may be received from a variety of sources, including:
▪ San Bernardino County OES
▪ San Bernardino County EOC
▪ San Bernardino County Sheriff’s Department
▪ San Bernardino County Fire Protection District
▪ Consolidated Fire Agencies (CONFIRE)
▪ Los Angeles Joint Regional Intelligence Center (JRIC) ▪ California State Warning Center (CSWC)
▪ City departments and field personnel
▪ Neighboring jurisdictions
▪ Utility providers and critical infrastructure partners ▪ National Weather Service (NWS)
Information is evaluated for accuracy and relevance, then shared with appropriate City officials or departments for situational awareness and potential response coordination.

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6.2.3 EOC ACTIVATION
During an EOC activation, the Planning & Intelligence Section is responsible for collecting, analyzing, and displaying accurate and timely information related to the current situation and resource status. This EOC Section ensures that safety and damage assessment data is gathered, compiled, and reported promptly to all EOC Sections, the San Bernardino County OA, and the Cal OES Regions.

The Planning & Intelligence Section coordinates the development of the EOC Action Plan, incorporating input from the EOC Management Section and Section Chiefs to establish operational priorities and guide response activities.

Additionally, the Planning & Intelligence Section manages the Documentation Unit, which is tasked with maintaining detailed records of the emergency response and ensuring those records are preserved for after-action reporting, cost recovery, and historical reference.

The City EOC uses Microsoft platforms (e.g., SharePoint and Teams) for internal incident and resource tracking; WebEOC is used for coordination with the San Bernardino County EOC.

6.3 ANALYSIS AND DISSEMINATION
Analysis: The analysis function transforms raw incident data into actionable intelligence by identifying patterns, assessing impacts, and supporting decisionmaking across the EOC.

Dissemination: The dissemination function ensures timely, accurate, and targeted delivery of critical information to decision makers, responders, and stakeholders during an emergency.

Once verified, validated, and organized, emergency incident information is disseminated by the EOC Planning & Intelligence Section through multiple channels and formats, including:
▪ Internal: EOC briefings, EOC Action Plans, situation reports, situation displays, internal communications, and EOC Section updates. ▪ External: WebEOC/CalEOC updates, San Bernardino County OA Situation Reports and reporting forms, shared EOC Action Plans, and County emergency management staff assigned to the City EOC.

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▪ Public: The PIO coordinates public messaging through the Joint Information System (JIS) or Joint Information Center (JIC) to ensure verified information reaches the public.

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7. COMMUNICATIONS

7.1 PUBLIC ALERT AND WARNING
Alert and warning refer to the systems and processes used by government agencies to notify partner organizations and the public of imminent threats or extraordinary hazards. Dependent upon the nature of the threat and the population at risk, alert and warning can originate at any level of government. Protection of life and property is dependent upon timely dissemination of warning and emergency information to the populations in threatened areas.

The City is responsible for alerting and warning within City limits. There are various means and methods whereby an alert or warning may originate and be disseminated to the City and/or San Bernardino County.

7.1.1 RAVE ALERT
The City uses Rave Alert as its emergency mass notification system. The system enables City officials to distribute time-sensitive alerts and public safety information during incidents such as wildfires, floods, hazardous materials incidents, evacuations, and other emergencies.

Notifications, which may be sent as phone calls, text messages, or emails, typically include protective action guidance and other critical information intended to help City residents respond to developing situations.

The Redlands Police Department Communications Unit and Redlands Fire Department/Emergency Management have the ability to send out Rave Alert notifications within City limits.

City residents and employees can register for Rave Alert at https://www.smart911.com/smart911/ref/login.action?pa=cityofredlands.

7.1.2 TELEPHONE EMERGENCY NOTIFICATION SYSTEM
San Bernardino County uses the Telephone Emergency Notification System (TENS), also known as the Reverse 9-1-1 Public Warning System, to deliver rapid emergency notifications to the public. The system alerts County residents to life-threatening incidents such as wildfires, floods, hazardous materials incidents, and other emergencies. The system may provide time-sensitive protective action instructions City of Redlands
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including evacuation orders, shelter-in-place directives, or other emergency guidance.

The system enables public safety officials to issue targeted notifications to specific geographic areas based on geocoded addresses and the County’s street network.

This capability allows alerts to be distributed during both localized and large-scale emergencies.

TENS delivers high-speed notifications through voice and text messaging and is compatible with TDD/TTY devices to support accessible communications.

City residents and employees can register for TENS at
https://www.smart911.com/smart911/login.action?lpse=1.

7.1.3 INTEGRATED PUBLIC ALERT AND WARNING SYSTEM
IPAWS is a national FEMA-managed system that allows authorized agencies to issue emergency alerts through multiple channels, including the Emergency Alert System (EAS), Wireless Emergency Alerts (WEA), and NOAA Weather Radio. In San Bernardino County, the components of IPAWS are accessed through the TENS portal and require special codes, available through the San Bernardino County Sheriff’s Department and San Bernardino County OES, in order to launch messages using its component technologies.

The City may request IPAWS activation through the San Bernardino County Sheriff’s Department and San Bernardino County OES.

7.1.4 EMERGENCY ALERT SYSTEM

7.1.4.1 OVERVIEW
The Emergency Alert System (EAS) enables Federal, State, and local governments to communicate with the public via commercial broadcast stations. Operated voluntarily by broadcasters under Federal Communications Commission (FCC) regulations, EAS disseminates critical emergency information. Message priorities under Part 73.922(a) of the FCC’s rules are as follows:
▪ Priority One: Presidential Messages (live)
▪ Priority Two: EAS OA (Local) Programming
▪ Priority Three: State Programming
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▪ Priority Four: National Programming and News
California has 30 EAS OAs within radio reception range of EAS stations serving the area. The State message priorities are as follows:
▪ Priority One: Immediate action required to save lives ▪ Priority Two: Property protection and urgent public instructions ▪ Priority Three: General public information

7.1.4.2 SAN BERNARDINO COUNTY
EAS messages are broadcast in San Bernardino County to all local broadcasters, special districts, and businesses with over 100 employees. Local EAS stations authenticate requests before broadcasting. Authentication details are not released to the public. Emergencies warranting alerts include natural disasters, public safety threats, and hazardous materials incidents.

EAS activation in San Bernardino County can be authorized by the San Bernardino County Sheriff's Department and San Bernardino County OES.

The local EAS stations for southwestern San Bernardino County are:
▪ Primary Station (LP1): KFRG-95.1 FM
▪ Alternate Station (LP2): KGGI-99.1 FM
The City may request EAS activation through the San Bernardino County Sheriff’s Department and San Bernardino County OES.

7.1.5 WIRELESS EMERGENCY ALERTS
Wireless Emergency Alerts (WEA) deliver text messages to compatible cellular phones in affected areas, warning users of hazards and providing brief instructions.

WEA is enabled by default and does not require opt-in.

WEA messages have the following character limits:
▪ 360 characters (4G LTE and newer networks)
▪ 90 characters (3G and older networks)
When sent via IPAWS, alerts are transmitted to cell carriers, which broadcast them from towers in the alert zone. Exact reach is unpredictable due to factors like:
▪ Geography affecting reception
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▪ Buildings limiting signal penetration
▪ Device status (powered off or out of battery)
▪ Towers lacking backup power during outages
▪ Antenna type (directional vs. omnidirectional) and signal strength The City may request WEA activation through the San Bernardino County Sheriff’s Department and San Bernardino County OES.

7.1.6 CALIFORNIA STATE WARNING CENTER
The California State Warning Center (CSWC) is the official State level point of contact for emergency notifications. The CSWC maintains contact with OA Warning Points, state agencies, federal agencies and the National Warning Center. ▪ Notifications received by CSWC: Local governments and OAs notify the CSWC of emergencies that affect their community in accordance with existing laws, protocols or when State assistance is requested or anticipated. ▪ Earthquake Notifications: The CSWC receives notifications of earthquakes from the California Integrated Seismic Network (CISN), National Earthquake Information Center (NEIC), and the United States Geological Survey (USGS). ▪ Weather Notifications: Notification of severe weather is received from the NWS San Diego Office.
▪ Energy Notifications: The California Independent Systems Operator (California ISO) monitors the State’s power grids.
▪ Hazardous Materials, Oil Spill Release Notifications: In accordance with State law, CSWC will be notified of any release or threatened release of hazardous materials.

The CSWC is responsible for informing, communicating, alerting, and notifying local government, OAs, State officials, and the Federal government of emergencies. The CSWC is equipped with telephone, data, and radio systems, including CALWAS, CLETS, NWS Weather Radio (NWR), Emergency Digital Information Service (EDIS), and Dialogic Emergency Notification System (DENS). Most of these systems are used on a day-to-day basis; others are available for use in an emergency, as conditions require.

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▪ CALWAS: The CSWC maintains the California Warning System (CALWAS) to communicate with Cal OES Regional Offices and County Warning Points during an emergency. CALWAS is part of the National Warning System (NAWAS).
▪ CLETS: The California Law Enforcement Telecommunications System (CLETS) is a high-speed message switching system that provides law enforcement and criminal justice agencies with the capability of obtaining information directly from Federal, State, and local computerized information files. In addition, the system will provide fast and efficient point-to-point delivery of messages between agencies.
▪ OASIS: Cal OES leases transponder space from a commercial satellite operator and operates a satellite communications system known as Operational Area Satellite Information System (OASIS). This system serves as one of the back-up and redundancy systems and allows public safety agencies to exchange disaster intelligence and resource requests when the Public Switched Telephone Network (PSTN) fails. In the event of PSTN failure, OASIS is the primary back-up, providing voice and internet connectivity with the CSWC, Cal OES REOCs, key State agencies, and each OA.

7.1.7 NATIONAL WEATHER SERVICE
National Weather Service (NWS) provides weather forecasts and warnings to the nation. The City and southwestern San Bernardino County receive notifications from the San Diego Forecast Office.

NWS transmits continuous weather information for the San Bernardino County area on 162.450 MHz. The NWS severe weather broadcasts are preceded with a 1050 MHz tone that activates weather monitor receivers equipped with decoders.

The NWS can also access NAWAS to announce severe weather information, which is disseminated to the county warning points using the CALWAS system.

The levels of notifications that the NWS issues include the following:
▪ Outlook: Indicates the potential for hazardous weather over the coming days, intended to provide advance awareness with low certainty and no immediate action required.
▪ Statement: Provides additional information, updates, or clarification about ongoing or recent weather conditions.

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▪ Watch: Indicates that conditions are favorable for a specific hazard to develop, meaning individuals should remain alert and prepared to take action.
▪ Advisory: Indicates that weather conditions that may cause inconvenience or minor impacts, requiring caution but typically not posing a significant threat to life or property.
▪ Warning: Indicates that a hazardous event is imminent or occurring, requiring immediate protective action.

7.1.8 ROUTE ALERTING AND DOOR-TO-DOOR CANVASSING
The City may use route alerting and door-to-door canvassing to alert and notify the public. Route alerting is commonly used in small-scale emergencies or rapidly evolving situations within a defined area. It involves emergency officials driving or walking through the affected zone to inform residents of the situation and recommended actions. This can be done door-to-door or via public address systems on police or fire vehicles.

While effective, especially when other systems are unavailable, route alerting depends on resource availability and can be time-consuming. It is typically used in localized settings such as neighborhoods, apartment complexes, mobile home parks, hotels, and college campuses. Route alerting can also serve as a supplement to other alert and warning methods.

7.2 COMMUNICATION SYSTEMS

7.2.1 TELEPHONES
The City EOC has one dedicated VoIP phone, with additional VoIP phones available in the room through the Redlands Police Department. Conference call phones and numbers can be provided as needed. Requests for any additional telecommunications support should be routed to the EOC Logistics Section, Communications Unit.

7.2.2 CELLULAR PHONES
The City maintains cellular service through multiple providers, and City-issued cell phones are assigned to staff for use in the EOC and during emergency operations.

These phones support voice, text, and data and serve as a backup to landline and City of Redlands
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radio systems. During major incidents, network congestion may occur, so staff should use text messaging when possible to improve reliability.

7.2.3 EMAIL
Email is a redundant method of communication between the OA EOC and the City EOC due to the number of reporting jurisdictions and the quantity of documentation provided. Like cellular telephones, if other primary means of data or voice communications fail, then email should be considered a sufficient back-up.

Before using email, however, personnel should confirm that the intended recipient(s) has access to and is checking their email. Critical information should never be sent over email unless confirmation exists that the intended recipient is receiving the messages.

7.2.4 800 MHZ RADIOS
The City EOC has connectivity to San Bernardino County’s 800 MHz system, which provides access from the EOC to field personnel (e.g., fire, police, public works, public utilities, etc.) and potentially to mutual aid partners. During an emergency, City radios should be limited to emergency radio traffic only.

7.2.5 SATELLITE TELEPHONES
The City has four portable satellite phones for communicating with other cities and agencies belonging to the emergency managers talk group. Satellite phones use a geostationary satellite above Earth as a repeater and serve as backup communication if other systems fail.

Two units are assigned to the Redlands Fire Department (Fire Chief and Emergency Management), and two units are assigned to the Redlands Police Department (Communications Unit and Mobile Command Post).

7.2.6 REDLANDS EMERGENCY COMMUNICATIONS GROUP
The Redlands Emergency Communications Group (RECG), also known as the Radio Amateur Civil Emergency Service (RACES), consists of volunteer amateur radio operators who are committed to assisting with emergency communications in times of disaster. RECG is managed by the Fire Department and provides auxiliary communications support for EOC operations, field operations, and City departments.

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7.2.6.1 SAN BERNARDINO COUNTY RACES
San Bernardino County maintains a cadre of RACES volunteers and radio base stations to ensure communications between the OA EOC and various locations can be maintained. Individual operators may have their own base stations that can also be dispatched at the discretion of the OA EOC. Emergency information can be communicated through RACES operators to any location where an operator is dispatched (e.g., mutual aid EOCs, Incident Command Posts, shelters, staging areas, etc.). Emergency information of any sort may be communicated through a ham radio operator.

While operating in a RACES capacity, stations and amateurs registered with the local RACES organization may not communicate with amateurs who are not operating in that capacity.

7.2.7 INLAND SOCAL 211
The 211 system is an FCC-designated, three-digit number that connects the public to community, health, and social service resources; it is not a dispatch line like 911, 988, or 311, though it can support emergencies by providing verified information and referrals. Inland SoCal 211, operated by the Inland Southern California United Way, offers 24/7 access to services and helps San Bernardino County residents during emergencies in coordination with the American Red Cross (ARC) and other partners.

7.2.8 RELAY SERVICES
California Connect provides a statewide telecommunications relay service that enables California residents with speech, hearing, vision, mobility, or cognitive disabilities to connect using functional equivalent equipment and services. The service offers voice-to-text, text-to-voice, and other assistive communication options to ensure accessible and reliable communication during emergencies and routine operations. This service is available by dialing 7-1-1.

7.2.9 WEBEOC
San Bernardino County OES uses WebEOC as its crisis information management system. WebEOC is a web-based platform that enables secure, real-time information sharing and resource coordination during disasters and emergencies.

The City uses WebEOC to:

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▪ Share situational status information with San Bernardino County ▪ Coordinate resource requests with San Bernardino County

7.3 PUBLIC INFORMATION

7.3.1 CITY BROADCAST
The City operates a broadcast channel called Redlands TV, which features live and recorded meetings, community programming, and special events coverage.

Redlands TV is available to cable television subscribers through Spectrum cable (Channel 3) or Frontier cable (Channel 35) services and is also hosted online at https://www.redlands.gov/redlands-tv.

7.3.2 SOCIAL MEDIA
The City utilizes its website and social media platforms to reach the public. In an emergency or disaster, the City EOC will post information on these accounts and monitor these accounts for messages and information from the public. ▪ City Website: https://www.redlands.gov
▪ Facebook: https://www.facebook.com/cityofredlands
▪ Instagram: https://www.instagram.com/cityredlands
▪ X (formerly Twitter): https://x.com/cityofredlands

7.3.3 MEDIA BRIEFINGS AND PUBLIC MEETINGS
The City may hold media briefings and community meetings before, during, and after emergencies to provide essential updates. Accessibility measures will include sign language interpreters, large-print materials, and translation services.

During EOC activations, the Public Information Officer (PIO) will develop key messages, anticipate public questions, and highlight response and recovery efforts.

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8. MUTUAL AID AND RESOURCE MANAGEMENT

8.1 MUTUAL AID OVERVIEW
California’s basis for mutual aid is the California Civil and Defense Master Mutual Aid Agreement (MMAA), through which the State, its agencies, political subdivisions, public agencies, and federally recognized tribes agree to support one another when local resources are insufficient. The MMAA requires signatories to provide assistance without expectation of reimbursement, although federal or State funding may reimburse eligible costs. Assistance provided under other agreements, memoranda, or contracts is governed by the terms of those documents.

Mutual aid requests follow established, discipline-specific procedures and are routed through designated mutual aid coordinators, who manage resource requests within their areas and elevate them to the next level of government when necessary.

The City of Redlands participates in California’s mutual aid system to ensure rapid access to additional personnel and resources during major incidents and to provide reciprocal support to neighboring jurisdictions when their needs exceed local capacity. Through this system, Redlands benefits from statewide surge capability and, when it deploys resources to assist others, the City is eligible to recover its allowable response costs plus any approved administrative overhead in accordance with California mutual aid reimbursement policies.

8.2 MUTUAL AID AGREEMENTS
Mutual aid agreements are fundamental to effective emergency management, enhancing resource availability and improving the City’s capacity to respond to and recover from disasters.

Mutual aid assistance within California is provided under the following authorities:
▪ California Civil and Defense Master Mutual Aid Agreement ▪ California Fire and Rescue Mutual Aid Plan
▪ California Urban Search and Rescue Mutual Aid Plan
▪ California State Mutual Aid Pre-Position Program
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▪ California Law Enforcement Mutual Aid Plan
▪ California Search and Rescue Mutual Aid Plan
▪ California Coroner Mutual Aid Plan
▪ California Public Health and Medical Assistance
▪ California Emergency Managers Mutual Aid (EMMA)
▪ California Public Works Mutual Aid Agreement
Mutual aid assistance between states may be provided under the following authorities:
▪ Emergency Management Assistance Compact (EMAC)
▪ Robert T. Stafford Disaster Relief and Emergency Assistance Act

8.3 CALIFORNIA MUTUAL AID FRAMEWORK

8.3.1 STATE MUTUAL AID PROVISIONS
State agencies may provide mutual aid—personnel, equipment, and other resources—to support political subdivisions during a Local Emergency, under existing mutual aid agreements, or at the Governor’s direction. This authority enables the City to receive direct State assistance when local and County resources are exceeded.

8.3.2 MUTUAL AID CHARGES AGAINST THE STATE
In the absence of a State of War Emergency or State of Emergency, the cost of extraordinary services incurred by political subdivisions in executing mutual aid agreements constitutes a legal charge against the State when approved by the Governor under orders and regulations issued pursuant to California Government Code § 8567. This provision allows the City to receive State reimbursement for eligible extraordinary mutual aid costs incurred outside a declared state emergency.

8.3.3 CALIFORNIA MUTUAL AID PROGRAMS
The State’s mutual aid programs, which are coordinated by Cal OES and the Emergency Medical Services Authority (EMSA), are summarized in Table 8.3.3 on the next page.

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Table 8.3.3 California Mutual Aid Programs

CALIFORNIA MUTUAL AID PROGRAMS

MUTUAL AID SYSTEMS AND CHANNELS OF STATEWIDE MUTUAL AID COORDINATION

COORDINATED BY CAL OES COORDINATED

BY EMSA
Fire & Rescue Law Enforcement Emergency
Management
Disaster Medical
& Health
Fire & Rescue
Mutual Aid
Coroner
Mutual Aid
Public Works
Mutual Aid
Medical Mutual
Aid
Urban Search &
Rescue Mutual
Aid
Law Enforcement
Mutual Aid
California
Water/Wastewater
Agency Response
Network
(CalWARN)
Search & Rescue
Mutual Aid (nonurban)
Emergency
Managers Mutual
Aid (EMMA)

8.3.4 CALIFORNIA MUTUAL AID REGIONS
The State of California is divided into three Administrative Regions and six Mutual Aid Regions to coordinate mutual aid. The City is in Mutual Aid Region VI within the Southern Administrative Region.

A Mutual Aid Region is a subdivision of Cal OES established to facilitate coordination of mutual aid and emergency operations within an area of the State consisting of two or more county OAs. An OA is an intermediate level of the state emergency services organization consisting of a county and all political subdivisions within that county.

Cal OES Mutual Aid and Administrative Regions are illustrated in Graphic 8.3.4 on the next page.

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Graphic 8.3.4 Cal OES Mutual Aid and Administrative Regions Source: Cal OES

8.3.5 MUTUAL AID COORDINATION
Mutual aid systems work through designated Mutual Aid Coordinators at the local agency, OA, regional, and State levels. Mutual Aid Coordinators receive requests, coordinate the provision of resources within their designated geographic areas of responsibility, and send unfilled requests to the next level of coordination.

8.3.6 LOCAL CONTROL
The City will retain command of incidents within its jurisdiction that require mutual aid, consistent with California Government Code § 8618:
“Unless otherwise expressly provided by the parties, the responsible local official in whose jurisdiction an incident requiring mutual aid has occurred shall remain in charge at such incident, including the direction of personnel and equipment provided to him through mutual aid.”
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8.3.7 DISCIPLINE-SPECIFIC MUTUAL AID COORDINATION
The statewide mutual aid system incorporates several discipline-specific mutual aid systems, including Fire and Rescue, Law Enforcement, and Emergency Management. Fire and Rescue Mutual Aid Coordinators and Law Enforcement Mutual Aid Coordinators are designated at the OA, regional, and State levels to support mutual aid coordination during both routine and large-scale public safety incidents. Regional Disaster Medical Health Coordinators are also assigned within each mutual aid region to coordinate medical mutual aid. Mutual aid requests outside these discipline-specific systems are coordinated through EMMA by emergency management personnel at the local, OA, regional, and State levels.

Discipline-specific mutual aid systems are illustrated in Graphic 8.3.7 below.

Graphic 8.3.7 Discipline-Specific Mutual Aid Coordination Source: Cal OES
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8.4 CITY MUTUAL AID PARTICIPATION
The City participates in multiple statewide, regional, and industry mutual aid systems. Participation in these State systems is coordinated by the City departments listed in Table 8.4.

Table 8.4 California Mutual Aid Program Participation

CA MUTUAL AID PROGRAM RESPONSIBLE CITY DEPARTMENT
Fire & Rescue
Fire Department
▪ On-Duty Battalion Chief
Law Enforcement
Police Department
▪ Watch Commander
Public Works
Facilities & Community Services Department
▪ Director
Utilities (Water & Electric)
Municipal Utilities & Engineering Department
▪ Director
Emergency Managers
Mutual Aid (EMMA)
City Manager’s Office / Fire Department
▪ City Manager, Assistant City Manager, Fire
Chief, or their designee
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8.4.1 CITY MUTUAL AID COORDINATION
Participation in all mutual aid programs, including statewide, regional, and industry mutual aid systems, is coordinated by the City departments listed in Table

8.4.1. Table 8.4.1 City Mutual Aid Coordination

MUTUAL AID PROGRAM RESPONSIBLE CITY DEPARTMENT
American Water Works
Mutual Aid (via CalWARN) Municipal Utilities & Engineering Department California Master Mutual
Aid Agreement (MMAA) City Manager’s Office / Fire Department California Utilities
Emergency Association
(CUEA) Mutual Aid
Municipal Utilities & Engineering Department
California
Water/Wastewater Agency
Response Network
(CalWARN)
Municipal Utilities & Engineering Department
Coroner Mutual Aid Police Department (via San Bernardino County Sheriff’s Department)
Edison Electric Institute
Mutual Aid
Municipal Utilities & Engineering Department (as
coordinated through SCE)
Emergency Managers
Mutual Aid (EMMA) City Manager’s Office / Fire Department Emergency Response
Network of the Inland
Empire (ERNIE) Mutual Aid
Municipal Utilities & Engineering Department,
and Fire Department Emergency Management
Division
Law Enforcement Mutual
Aid (LEMA) Police Department
Medical Mutual Aid Fire Department (via CONFIRE Communications Center)
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Public Health Mutual Aid Fire Department (via SBCO DPH) Public Power Mutual Aid Municipal Utilities & Engineering Department (as coordinated through SCE)
Public Works Mutual Aid Facilities & Community Services Department Search and Rescue Mutual
Aid Police Department
Urban Search and Rescue
Mutual Aid Fire Department
Western Region Mutual
Assistance Group (WRMAG)
Municipal Utilities & Engineering Department (as
coordinated through SCE)

8.4.2 EMERGENCY RESPONSE NETWORK OF THE INLAND EMPIRE
The City is a member of the Emergency Response Network of the Inland Empire (ERNIE), which was established in 2006 and operates within Riverside and San Bernardino Counties. ERNIE is a consortium of public agencies that facilitates preparedness, response, and recovery for local and regional disasters and supports continuity of critical public services. Through a formal mutual assistance agreement, ERNIE member agencies provide personnel, equipment, and other resources to jurisdictions when incidents exceed local capabilities, consistent with applicable State and Federal requirements, and support training, interoperable communications, reimbursement documentation, and After-Action Report/ Improvement Plan (AAR/IP) development.

8.5 EMERGENCY MANAGEMENT ASSISTANCE COMPACT
The Emergency Management Assistance Compact (EMAC) is a congressionally ratified interstate mutual aid agreement that provides the structure and procedures for states and territories to request and render emergency assistance.

California is a member of EMAC. Once the Governor proclaims a State of Emergency, California may request and receive assistance from other EMAC member states. The Director of Cal OES, supported by the State’s EMAC Coordinator, is responsible for facilitating EMAC requests and deployments.

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The City may request or receive assistance through the Emergency Management Assistance Compact (EMAC) when coordinated by Cal OES, which serves as the State’s EMAC authority.

8.6 RESOURCE MANAGEMENT OVERVIEW
The City will manage local and mutual aid resources in accordance with SEMS and NIMS.

Resource management during incidents will include:
▪ Identification and Typing of Resources – City departments will maintain current inventories of personnel, equipment, facilities, and supplies. Where applicable, inventories will be kept consistent with Cal OES and FEMA resource typing standards.
▪ Request and Coordination – City requests for non-mutual-aid resources go through the City EOC and are coordinated by the EOC Logistics Section.

Mutual aid requests move through the appropriate discipline-specific mutual aid system and are coordinated by Mutual Aid Coordinators at the City, County, regional, and State levels.
▪ Resource Tracking – Non-mutual-aid resources are tracked by the EOC using established EOC resource management tools for status, location, and assignment. Mutual aid resources are tracked within the respective discipline-specific mutual aid system using that system’s established tracking processes.
▪ Demobilization and Return – Non-mutual-aid resources are demobilized through the EOC and released as soon as they are no longer required, then returned in the condition received unless otherwise specified. Mutual aid resources are demobilized through their respective mutual aid systems and released according to that system’s established procedures, with resources returned in the condition received unless otherwise specified. ▪ Documentation – Resource requests and utilization will be documented by the requesting department and the City EOC to ensure accountability and to support reimbursement through programs such as the California Disaster Assistance Act, the California Fire Assistance Agreement, and applicable federal reimbursement programs.

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8.6.1 RESOURCE PRIORITIZATION
When resource availability is limited, priority will be given to:

1. Protection of life

2. Protection of property and the environment

3. Incident stabilization
When the City EOC is not activated, City resource allocation decisions will be managed by the appropriate City department, while mutual aid resource allocation decisions will be coordinated through the appropriate Mutual Aid Coordinator.

When the City EOC is activated, City resource allocation decisions will be coordinated by the EOC Director in consultation with the Operations Section and Logistics Section Chiefs, while mutual aid resource requests and allocations will continue to be processed through the applicable mutual aid system and its designated Mutual Aid Coordinators.

8.6.2 RESOURCE ORDERING AND TRACKING
The City will order, assign, and track City resources using local systems and processes. Mutual aid resources will be requested, coordinated, and tracked through the applicable discipline-specific mutual aid systems and their designated Mutual Aid Coordinators.

When City resources are insufficient or additional support is required, the City EOC will submit and track resource requests through the County’s WebEOC platform, which provides centralized, real-time coordination of personnel, equipment, and supplies.

The City remains accountable for resources not tracked by other entities and will monitor the following for each resource:
▪ Current status (available, assigned, out of service)
▪ Location and mission assignment
▪ Estimated time of arrival and assignment duration
Resource tracking may also be supported through:
▪ Digital EOC (City EOC Microsoft Teams account)
▪ Incident/EOC Check-In Lists
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▪ Resource Request Message Forms
▪ Resource Status Cards (T-Cards)
▪ Other approved EOC tracking tools or technology

8.6.3 INTEGRATION WITH PRIVATE SECTOR AND NONGOVERNMENTAL ORGANIZATIONS The City may also access resources from the private sector, non-governmental organizations, and community partners to supplement operations. Examples include:
▪ Pre-approved or contracted vendors for emergency supplies, fuel, transportation, etc.
▪ The American Red Cross and other partners for sheltering and feeding ▪ Faith-based organizations, businesses, and volunteer groups within the City that support emergency response and recovery

8.6.4 RESOURCE DEMOBILIZATION
▪ City (non-mutual-aid) resources are released promptly when no longer required and demobilized through the City’s internal processes, coordinated by the Logistics Section in consultation with the Operations Section. ▪ Mutual aid resources are released when no longer required and demobilized through the same mutual aid channels used for their request, in coordination with the appropriate Mutual Aid Coordinator.
▪ All released resources are documented, and any repair or replacement agreements are managed by the EOC Finance & Administration Section.

Resources are returned to their point of origin in the condition received unless otherwise stated.

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9. CONTINUITY OF GOVERNMENT
The Continuity of Government concept comprises three elements:

1. Standby Officers for the Governing Body

2. Temporary Seat of Government

3. Preservation of Vital Records
An emergency or disaster could result in the injury or death of key government officials, the partial or complete destruction of established seats of government, and the destruction of public and private records essential to government operations.

Government at all levels is responsible for providing continuity of effective leadership and authority, direction of emergency operations, and management of recovery operations. To this end, the City must continue functioning as a governmental entity during and after an emergency or disaster. The California Government Code and the Constitution of California provide the authority for State and local government to reconstitute if key officials are unavailable or unable to serve.

Continuity of operations (COOP), not the subject of this EOP, consists of additional operational, logistical, and procedural elements.

9.1 RECONSTITUTION OF GOVERNMENT
California Government Code, Title 2, Division 1, Chapter 7, Article 15 (“Preservation of Local Government”) establishes the primary statutory framework for continuity and reconstitution of local government in California during attack, state of emergency, or local emergency.

Article 15 contains the following provisions:
▪ §8635 – Purpose: Ensures continuity of local government during enemy attack or emergencies to preserve law and order and restore services. ▪ §8636 – Definition of “Unavailable”: An officer is unavailable if killed, missing, or seriously injured; governing body decides.
▪ §8637 – Succession Authority: Political subdivisions may establish succession for department heads critical to law and safety.

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▪ §8638 – Standby Officers: Governing bodies have the authority to appoint three standby officers for each member and for the chief executive. ▪ §8639 – Qualifications: Standby officers’ suitability must be investigated, considering residence and work for survivability.
▪ §8640 – Oath & Tenure: Standby officers take the same oath as regular officers; serve at the pleasure of the governing body.
▪ §8641 – Duties: Standby officers must learn the role, stay informed, report for duty in emergencies, and fill posts in succession until regular officers return or replacements are chosen.
▪ §8642 – Governing Body Meetings: Must convene promptly during emergencies, even outside jurisdiction; if only one member remains, that member may reconstitute the body.
▪ §8643 – Governing Responsibilities: Assess damage, reconstitute itself and the political subdivision, and resume law and order and services. ▪ §8644 – Temporary Officers: If all governing and standby members are unavailable, temporary officers are appointed by county supervisors or nearby mayors, in order of proximity and population.

The City’s municipal code (MC Chapter 2.52) establishes the primary legal framework for the City’s continuity of government. The City maintains separate citywide and departmental policies and procedures that support continuity of government and continuity of operations.

9.2 DIRECTOR OF EMERGENCY SERVICES
MC § 2.52.080 designates the City Manager as the Director of Emergency Services.

Should the Director of Emergency Services be unable to serve, the Assistant City Manager(s) will automatically succeed until a permanent successor has been appointed by the City Council and seated. The Assistant City Manager(s) will have all the authority and powers of the Director of Emergency Services.

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9.3 SUCCESSION OF OFFICERS

9.3.1 SUCCESSION OF CITY COUNCIL
The emergency interim succession of the City Council is permitted by California Government Code § 8638, which states:
“To provide for the continuance of the legislative and executive departments of the political subdivision during a state of war emergency or a state of emergency or a local emergency the governing body thereof shall have the power to appoint the following standby officers: (a) Three for each member of the governing body. (b) Three for the chief executive, if he is not a member of the governing body.” The City’s succession list, consistent with California Government Code § 8638, is on file with the City Clerk.

9.3.2 SUCCESSION OF KEY CITY OFFICIALS
The following staff positions are key to emergency operations. The City has identified standby officers if a member is unavailable or unable to serve during a proclaimed emergency or disaster. Emergency interim lines of succession are identified in separate City policies and procedures. The succession list consistent with this section is on file with the City Clerk.

As used in this plan, the word “unavailable” means that a department head or other key City official is missing, seriously injured, deceased, or otherwise indisposed and cannot attend meetings or otherwise perform their duties. The City Manager will settle any question as to whether a particular member is unavailable.

Key positions identified as requiring emergency interim successors include:
▪ City Manager
▪ Assistant City Manager(s)
▪ City Attorney
▪ City Clerk
▪ Fire Chief
▪ Chief of Police
▪ Municipal Utilities & Engineering Director
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▪ Facilities & Community Services Director
▪ Chief Information Officer
▪ Finance Director
▪ Human Resources Director
▪ Development Services Director
▪ Library Director
▪ Chief Building Official
Individuals designated as temporary successors for the above positions will immediately assume all authorities, powers, and duties of those positions when necessary.

9.4 ALTERNATE SEAT OF GOVERNMENT
The City’s seats of government are provided in Table 9.4. The City also maintains virtual and remote work capabilities.

Table 9.4 City Seats of Government

CITY SEATS OF GOVERNMENT

PRIMARY SEAT ALTERNATE SEAT
City Hall
35 Cajon St, Suite 200
Redlands, CA 92373
A.K. Smiley Public Library
125 W Vine St
Redlands, CA 92373

9.5 PRESERVATION OF VITAL RECORDS
The City is responsible for establishing measures that ensure the preservation and protection of vital records. Each department within the City will identify, maintain, and protect its vital records. Vital records are defined as those records that are essential to the rights and interests of the City, personnel, individuals, corporations and other entities, including vital statistics, land and tax records, personnel record, articles of incorporation, and historical information. Vital records also include those records essential for emergency response and recovery operations, including utility system maps, emergency supply and equipment locations, emergency operations plans and procedures, and personnel databases.

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These vital records will be essential to the re-establishment of normal functions, serving to protect the rights and interests of the City. These rights and interests may include the constitution, charters, statutes, ordinances, resolutions, court records, official proceedings, and financial records of the City. The City Clerk and Deputy City Clerk, as the custodians of vital records, are responsible for maintaining, securing, and protecting all permanent records necessary for the continuity of City government.

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10. ADMINISTRATION, FINANCE, AND LOGISTICS
Emergency operations will be supported by the City’s administrative, financial, and logistical procedures, resources, and personnel. In many cases, departments will use the same procedures and processes during emergency operations that are used during daily operations to manage similar functions. In other cases, unique emergency-specific procedures and protocols will be applied or developed to meet the needs of the emergency.

10.1 ADMINISTRATIVE PRACTICES
Adhering to established administrative and financial practices is essential for accurate resource tracking, reimbursement, and after-action reporting. City departments maintain internal procedures to support these functions, including tracking expenditures, managing resource requests, recording training, and documenting emergency exercises.

During emergencies, City departments may modify or temporarily suspend routine administrative procedures when necessary to support response and recovery operations. Such adjustments should be deliberate and guided by the City’s Proclamation of Emergency, the EOC Action Plan, and the procedures outlined in this plan.

10.2 DOCUMENTATION
Timely and accurate documentation of emergency incidents is essential for conducting after-action reviews, supporting cost recovery, and legal protection.

City departments are responsible for maintaining records that support these functions, including tracking expenditures, documenting recovery efforts, and preserving information for potential litigation.

When activated, the EOC Finance & Administration Section is responsible for maintaining records related to damage costs, expenditures, cost recovery, insurance claims, personnel overtime, and other emergency-related expenses.

Guidance for these responsibilities is provided in the EOC Finance & Administration Section position checklists in Part 2 (Position Checklists) of this plan.

When activated, the Documentation Unit of the EOC Planning & Intelligence Section is responsible for collecting and maintaining all other incident records and documents.

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10.2.1 AFTER-ACTION REPORTS
California Code of Regulations, Title 19, § 2450 requires any city or county declaring a local emergency for which the Governor also proclaims a State of Emergency to submit an After-Action Report to Cal OES within 90 days after the close of the incident period.

An After-Action Report serves the following important functions:
▪ Provides a source for documenting response and early recovery activities ▪ Identifies problems and successes during emergency operations ▪ Analyzes the effectiveness of the different SEMS components ▪ Identifies, documents, and facilitates corrective action for implementing and tracking improvements to existing emergency response and recovery efforts The Fire Chief as the Emergency Manager (or designee) is responsible for coordinating the After-Action Review process and ensuring the After-Action Report is submitted.

10.3 FINANCE DURING DISASTERS

10.3.1 EMERGENCY FUNDS
Financial support for emergency response and recovery operations will generally be from funds regularly appropriated to City departments. If the demands exceed available funds, the City Manager may make additional funds available from reserve emergency funds. In that case, the City Manager has the authority under a Proclamation of Local Emergency to transfer and expend money appropriated for other purposes. Emergency expenditures will be made under the authority of the City Manager/Director of Emergency Services (MC § 2.52.100, MC § 2.52.130) unless otherwise authorized by City policy or emergency actions. Emergency finance and procurement activities will be conducted in accordance with MC §

2.16.130 and the City of Redlands Purchasing Guidelines and Procedures (February 2026).

10.3.2 DISASTER COST ACCOUNTING
Disaster-related expenditures may be eligible for reimbursement under various State and Federal programs, but the process requiresthorough documentation and accurate recordkeeping to maximize recovery for eligible costs. The Finance City of Redlands
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Department leads the City's efforts to apply for reimbursement, which can span years when infrastructure damage is extensive. Eligible costs must be directly related to the disaster response and include expenses that are reasonable, necessary, and compliant with procurement requirements. These typically cover direct costs such as salaries, equipment, materials, and contracts but exclude items like standby costs and lost revenue.

To secure funding, departments must maintain detailed records tied to original source documents from the start of the emergency. This includes payroll records, equipment logs, contractor documentation, procurement justifications, and purchase agreements. The Finance Department initiates tracking codes for emergency costs, while the EOC Finance & Administration Section compiles and submits expenditure summaries. All data must align with grant guidelines, such as those in FEMA’s Public Assistance Program and Policy Guide, to ensure claims are fully supported and reimbursable.

10.4 LOGISTICS
Logistics encompasses the acquisition, tracking, and use of services, supplies, and equipment to support the EOC Action Plan and achieve emergency response and recovery objectives. The City Fire Department’s Emergency Management Division leads the City’s logistical preparedness and readiness activities before an emergency. City departments are responsible for planning for and having access to the emergency logistics required to carry out their assigned roles within the EOP.

When the EOC is activated, the EOC Logistics Section coordinates the acquisition, deployment, tracking, and utilization of emergency logistics to support operational priorities.

10.4.1 CITY DEPARTMENT LOGISTICS
During the preparedness phase of emergency management, City departments should take the following steps:
▪ Maintain current inventories of locally available resources, including equipment, personnel with specialized technical skills, supplies, and facilities ▪ Develop and maintain lists of out-of-area resources and mutual aid partners, including supporting agreements (e.g., MOUs, MAAs)
▪ Conduct just-in-time updates to all resource databases and ensure copies are transferred to the EOC in advance of or immediately prior to an emergency City of Redlands
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▪ Review and test resource procurement processes, including emergency purchasing protocols and continuity of supply chains

10.4.2 EOC LOGISTICS
When activated, the EOC Logistics Section will coordinate all logistical support activities. Responsibilities include:
▪ Procuring, allocating, tracking, and demobilizing resources ▪ Coordinating personnel, facilities, equipment, supplies, and services ▪ Managing transportation, communications, food services, and lodging for response personnel
▪ Ensuring resource availability and identifying shortfalls or capability gaps

10.4.3 LOGISTICS DATABASES
Logistics and resource databases, lists, and rosters will be maintained in Digital EOC by the City Fire Department’s Emergency Management Division and other City departments, including, though not limited to:
▪ Typed resources maintained by City departments, consistent with FEMA/NIMS resource typing standards
▪ Vendor and suppliers of emergency equipment and supplies ▪ Credentialed emergency management personnel
▪ Emergency facilities (e.g., shelters, staging areas, points of distribution) ▪ Personnel roster for deployment and staffing support
▪ Inventory of expendable emergency supplies (e.g., fuel, medical supplies, Personal Protective Equipment [PPE])
▪ Inventory of emergency sustenance supplies for EOC and field staff (e.g., food, water, hygiene items)
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11. TRAINING AND EXERCISE
Training is essential for preparing public officials, emergency managers, and response personnel for disaster operations. A performance-based training program should be conducted regularly to ensure that existing staff maintain operational readiness and that new personnel gain the skills and knowledge needed to carry out their emergency responsibilities effectively.

By maintaining and adhering to a comprehensive training and exercise program, City personnel remain prepared to implement the EOP and carry out their assigned emergency responsibilities effectively.

11.1 EMERGENCY OPERATIONS TRAINING
Emergency operations training is essential to ensuring that personnel are adequately prepared to carry out their assigned emergency roles and responsibilities. The City Manager/Director of Emergency Services is ultimately responsible for ensuring the disaster readiness of City staff. City departments are responsible for scheduling and documenting the training of their respective personnel.

Personnel assigned to the City EOC should be trained for the positions they are expected to fill, consistent with the principles of SEMS and NIMS. Minimum recommended training for personnel assigned to the City’s EOC are outlined below and accessible online:
▪ SEMS G606 (SEMS Introduction)
▪ IS-100 (Introduction to ICS)
▪ IS-200 (Basic ICS for Initial Response)
▪ IS-700 (An Introduction to the National Incident Management System) ▪ IS-800 (National Response Framework, An Introduction) ▪ IS-2200 (Basic Emergency Operations Center Functions) Other position‑specific training may be required for certain EOC roles, not limited to the Public Information Officer, EOC Manager, Cost Unit Leader, and Command and General Staff positions. A comprehensive and up‑to‑date EOC training plan is on file with, and maintained by, the Redlands Fire Department’s Emergency Management Division.

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The City will coordinate additional training, including training in EOC management/operations and EOC position-specific training, to ensure a trained and capable EOC Response Team. Regular refresher training is recommended for all EOC personnel, supplemented by specialized and just-in-time training based on evolving threats and operational requirements.

FEMA maintains training and credentialing frameworks under NIMS, including the National Qualification System (NQS). Cal OES provides SEMS training guidance and course standards that support local agency qualification and preparedness efforts.

These may all serve as benchmarks for developing and maintaining EOC personnel qualifications. Further, the City will meet applicable training and exercise requirements tied to Federal preparedness grants.

Additional emergency operations training opportunities and courses are available from the following sources:
▪ Cal OES California Specialized Training Institute (CSTI) ▪ National Disaster & Emergency Management University through its online Independent Study Program
▪ Riverside Urban Area Security Initiative (UASI)

11.2 EMERGENCY OPERATIONS EXERCISES
Emergency operations exercises are essential for validating emergency operations training and providing City staff with an opportunity to carry out their assigned emergency roles and responsibilities in a safe, low-stress environment. Exercises provide a controlled environment for personnel to become proficient in emergency procedures, facilities, and systems. Local municipalities should participate in allhazards exercises in coordination with emergency management and first response agencies, emphasizing sustained operations conducted over extended durations.

The City conducts emergency operations exercises to validate emergency plans and procedures, define section-and position-specific responsibilities, test equipment and systems, and ensure the readiness of assigned emergency personnel. City-led exercises will be conducted in accordance with SEMS, NIMS, and the Homeland Security Exercise and Evaluation Program (HSEEP), using a progressive planning approach from discussion-based to operations-based formats.

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Discussion-based exercises include:
▪ Seminars: Introduce or review plans, policies, and procedures. ▪ Workshops: Build consensus, develop plans, or refine procedures. ▪ Tabletop Exercises (TTX): Explore hypothetical scenarios and test decisionmaking. ▪ Games: Explore decision-making and consequences in a competitive environment.

Operations-based exercises include:
▪ Drills: Test a single operation or function.
▪ Functional Exercises (FE): Test command, control, and coordination in a simulated environment.
▪ Full-Scale Exercises (FSE): Evaluate full response capabilities with deployment of personnel and equipment.

Exercises must have clearly defined objectives that relate to one or more of FEMA’s Core Capabilities from the National Preparedness Goal. These capabilities span all phases of emergency management.

Exercises should include a plan for observing and assessing performance against the stated objectives. This is accomplished by exercise evaluators, who take notes, track timelines, and measure how well participants execute their roles.

After every exercise, it is important to conduct an After-Action Review and develop an After-Action Report (AAR) and Corrective Action Plan (CAP) to implement and track identified improvements. Additional information on AARs can be found in Sections 3.17.8.1 and 10.2.1 of this plan.

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12. PLAN DEVELOPMENT AND MAINTENANCE

12.1 PLAN DEVELOPMENT
The EOP was developed consistent with SEMS, NIMS, FEMA Comprehensive Preparedness Guide (CPG) 101, and the City’s municipal code (MC § 2.52.150). The EOP guides the City’s emergency management activities, and its development requires the input of all City departments.

EOP development has also been coordinated with the following plans:
▪ 2024 California State Emergency Plan (SEP)
▪ 2025 San Bernardino County Emergency Operations Plan (EOP) ▪ 2021 City of Redlands Local Hazard Mitigation Plan (LHMP) This EOP is the principal reference source that guides the City’s emergency management activities. Every City governmental function has a role in the EOP and, as such, shares the responsibility for input into its development and maintenance.

12.1.1 PLAN APPROVAL AND ADOPTION
Approval: There is no requirement for the City’s emergency plan approval by any other level of government or external organization.

Adoption: Cal OES and FEMA require EOPs to be formally promulgated. To meet this requirement, the City will adopt the EOP by resolution of the City Council.

12.1.2 STANDARD OPERATING PROCEDURES BY DEPARTMENTS
City departments are expected to develop any policies, Standard Operating Procedures (SOPs), and Standard Operating Guidelines (SOGs) necessary to fulfill their roles and responsibilities under the EOP.

SOPs and SOGs may include the following:
▪ Guidance information
▪ Responsibilities of responding employees and agencies ▪ Policies and procedures
▪ Personnel assignments
▪ Contact lists
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▪ Equipment lists
▪ Forms and documents

12.2 PLAN MAINTENANCE
The Director of Emergency Services has delegated the responsibility for developing, reviewing, and updating the EOP to the Fire Chief as the Emergency Manager (or designee). The EOP will be reviewed annually and comprehensively updated every five years.

Revisions, updates, and enhancements to the EOP that arise from routine improvement planning or corrective actions may be implemented without City Council adoption or additional legislative action.

Substantive changes to Part 1 of the EOP will be recorded in the Record of Changes table and digitally distributed to the departments listed in the Plan Distribution table. Non-substantive changes will not trigger redistribution.

Outdated versions should be destroyed following adoption of the current plan by City Council to ensure that only the most current version remains in circulation and to maintain compliance with the City’s records retention policy.

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CITY OF REDLANDS
35 CAJON ST, SUITE 200
REDLANDS, CA 92373
(909) 798-7555
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APPENDIX A

RESOLUTION OF EOP ADOPTION

PURPOSE
This appendix includes the City Council resolution adopting the EOP.

RESOLUTION OF ADOPTION
[Insert the City Council resolution of adoption here.]
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APPENDIX B

AUTHORITIES AND REFERENCES
This appendix establishes two foundations:

1. The legal basis—statutes, ordinances, executive orders, regulations, and proclamations—for emergency operations.

2. The basis for emergency authority, ensuring officials have the necessary powers to act during emergencies.

Not all authorities and references are used in the EOP Base Plan.

CITY OF REDLANDS
▪ City of Redlands Municipal Code, Chapter 2.52 – Emergency Organization

SAN BERNARDINO COUNTY
▪ County Resolution No. 229: California Master Mutual Aid Agreement.

Adopted and approved on January 8, 1951.
▪ County Resolution No. 21.019 (b): Registered Volunteer Disaster Service Workers. County Code 21.0109 as repealed and reenacted through Ordinance No. 4191 related to volunteers. County Ordinance No. 4191 also includes additional information for registered disaster service workers entitlements under State law – under 21.0105 (b) (3).
▪ County Resolution No. 95-219: Adoption of Standardized Emergency Management System (SEMS). Adopted in September 1995, this Resolution contains language supporting the County’s use and implementation of SEMS and the OA Concept.
▪ County Resolution No. 2006-329: Adoption of National Incident Management System (NIMS). Adopted NIMS and included language that the County would continue use of SEMS.
▪ County Resolution No. 21.0106: Establish Disaster Council. County Ordnance No. 4191 also defines the County’s Disaster Council membership (21.0106) and powers/duties (21.0108).
▪ County Resolution No. 2022-222 Adoption of the 2022 Multi-Jurisdictional Hazard Mitigation Plan.

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▪ County Resolution No. 2025-221, November 4, 2025, adopting the revised San Bernardino Emergency Operations Plan.
▪ County Code of Ordinances § 21.0103 establishing the Office of Emergency Services (2012).
▪ County Code of Ordinances § 21.0104 establishing the responsibilities and authorities of the Director of Emergency Services and the Manager of the Office of Emergency Services (2012).
▪ County Code of Ordinances § 21.0106 establishing the San Bernardino County Disaster Council.
▪ County Code of Ordinances § 21.0109 establishing the San Bernardino County Emergency Organization.

STATE OF CALIFORNIA
▪ California Assembly Bill 2311: Emergency Services - Access and Functional Needs (2016)
▪ California Constitution (Article XI: Local Government) ▪ California Coroners’ Mutual Aid Plan
▪ California Disaster and Civil Defense Master Mutual Aid Agreement ▪ California Disaster Assistance Act (Title 19, Division 2, Chapter 6 of the California Code of Regulations)
▪ California Emergency Services Act (Title 2, Division 1, Chapter 7 of the Government Code)
▪ California Fire Service and Rescue Emergency Mutual Aid Plan ▪ California Government Code §3100, Disaster Service Workers and Public Employees
▪ California Law Enforcement Mutual Aid Plan
▪ California Senate Bill 160: Emergency Services - Cultural Competence (2019) ▪ California Assembly Bills 2311 and 477: Access and Functional Needs (2019) ▪ California Senate Bill 833: Emergencies - Office of Emergency Services - Guidelines - Alert and Warning Systems (2018)
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▪ Disaster Service Worker Program Authorities (Title 1, Division 4, Chapter 8 of the Government Code and Section 3211.92 of the Labor Code) ▪ Standardized Emergency Management System (Title 19, Division 2, Chapter 1 of the California Code of Regulations)
▪ Standardized Emergency Management System Guidelines
▪ State of California Emergency Plan
▪ Title 19, Public Safety, Division 2, Chapter 2, Emergencies and Major Disasters, §2510
▪ Title 19, Public Safety, Division 2, Chapter 6, California Disaster Assistance Act, §2900

FEDERAL GOVERNMENT
▪ Americans with Disabilities Act of 1990 (PL 101-336) as amended ▪ Civil Rights Act of 1964 (PL 88-352, Section VI)
▪ Comprehensive Preparedness Guide (CPG) 101: Developing and Maintaining Emergency Operations Plans (2025)
▪ Federal Civil Defense Act of 1950 (PL 920)
▪ Homeland Security Act of 2002 (PL 107-296)
▪ Homeland Security Presidential Directive / HSPD-5: Management of Domestic Incidents
▪ Improving Access to Services for Persons with Limited English Proficiency (Executive Order 13166)
▪ Individuals with Disabilities in Emergency Preparedness (Executive Order 13347)
▪ National Incident Management System (updated 2017)
▪ National Response Framework (2019)
▪ Pets Evacuation and Transportation Standards Act of 2006 (PL 109-308) ▪ Post-Katrina Emergency Management Reform Act of 2006 (PL 109-295) ▪ Presidential Policy Directive / PPD-8: National Preparedness City of Redlands
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▪ Robert T. Stafford Disaster Relief and Emergency Assistance Act (PL 93-288 as amended
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APPENDIX C

ABBREVIATIONS AND ACRONYMS
Not all abbreviations and acronyms are used in the EOP Base Plan.

AAR/IP After-Action Report/Improvement Plan
ADA Americans with Disabilities Act
AHJ Authority Having Jurisdiction
ARC American Red Cross
Cal OES California Governor’s Office of Emergency Services CALWAS California Warning System
CALWARN California Water/Wastewater Agency Response Network CAP Corrective Action Plan
CBO Community Based Organization
CDAA California Disaster Assistance Act
CERT Community Emergency Response Team
CESFRS California Emergency Services Fire Radio System
CESRS California Emergency Services Radio System
CHP California Highway Patrol
CISN California Integrated Seismic Network
CLEMARS California Law Enforcement Mutual Aid Radio System CLERS California Law Enforcement Radio System
CLETS California Law Enforcement Telecommunications System COG Continuity of Government
CONFIRE Consolidated Fire Agencies
COOP Continuity of Operations
CPG Comprehensive Preparedness Guide
CSTI California Specialized Training Institute
CSWC California State Warning Center
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CUEA California Utilities Emergency Association
DAFN Disabilities or Access and Functional Needs
DENS Dialogic Emergency Notification System
DHS U.S. Department of Homeland Security
DOC Department Operations Center
DSW Disaster Service Worker
EAS Emergency Alert System
EDIS Emergency Digital Information Service
EMAC Emergency Management Assistance Compact
EOC Emergency Operations Center
EOP Emergency Operations Plan
EMMA Emergency Managers Mutual Aid
EMSA Emergency Medical Services Authority
ERNIE Emergency Response Network of the Inland Empire
ESA California Emergency Services Act
ESF Emergency Support Function
FBO Faith-Based Organizations
FCC Federal Communications Commission
FCO Federal Coordinating Officer
FE Functional Exercise
FEMA Federal Emergency Management Agency
FHWA Federal Highway Administration
FSE Full-Scale Exercise
GIS Geographic Information Systems
HSEEP Homeland Security Exercise and Evaluation Program HSPD Homeland Security Presidential Directive
HUD U.S. Department of Housing and Urban Development
IA Individual Assistance
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IAP Incident Action Plan
IC Incident Commander
ICP Incident Command Post
ICS Incident Command System
IDA Initial Damage Assessment
IFGP Individual and Family Grant Program
IPAWS Integrated Public Alert and Warning System
ISO California Independent Systems Operator
JFO Joint Field Office
JIC Joint Information Center
JIS Joint Information System
JPDA Joint Preliminary Damage Assessment
JRIC Joint Regional Intelligence Center (Los Angeles)
LEMA Law Enforcement Mutual Aid
LHMP Local Hazard Mitigation Plan
MAA Mutual Aid Agreement
MACS Multiagency Coordination System
MC Municipal Code
MJHMP Multi-Jurisdictional Hazard Mitigation Plan
MMAA California Disaster and Civil Defense Master Mutual Aid Agreement MOU Memorandum of Understanding
NAWAS National Warning System
NEIC National Earthquake Information Center
NGO Non-Governmental Organization
NIMS National Incident Management System
NOAA National Oceanic and Atmospheric Administration
NQS National Qualification System
NRF National Response Framework
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NRCS Natural Resources Conservation Service
NVOAD National Voluntary Organizations Active in Disaster NWR National Weather Radio
NWS National Weather Service
OA Operational Area
OASIS Operational Area Satellite Information System
OES Office of Emergency Services (San Bernardino County) PA Public Assistance
PETS Pets Evacuation and Transportation Standards
PNP Private Nonprofit Program
PPE Personal Protective Equipment
PSEC Public Safety Enterprise Communication
PSTN Public Switched Telephone Network
RACES Radio Amateur Civil Emergency Services
RAVE Rave Mobile Safety (used by Redlands for emergency alerting) RECG Redlands Emergency Communications Group
REOC Region Emergency Operations Center
RNA Rapid Needs Assessment
SAP Safety Assessment Program
SBA U.S. Small Business Administration
SBCOVOAD San Bernardino County Voluntary Organizations Active in Disaster SCO State Coordinating Officer
SEMS Standardized Emergency Management System
SEP California State Emergency Plan
SKYMARS Sky Mutual Aid Radio System
SOC State Operations Center
SOP Standard Operating Procedure
TAP Technical Assistance Programs
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TDD/TTY Telecommunications Device for the Deaf/Teletype TENS Telephone Emergency Notification System (San Bernardino County) TTX Tabletop Exercise
UC Unified Command
USACE U.S. Army Corps of Engineers
USGS United States Geological Survey
VOAD Voluntary Organizations Active in Disaster
WEA Wireless Emergency Alerts
WRMAG Western Region Mutual Assistance Group
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APPENDIX D

GLOSSARY OF TERMS
Not all terms are used in the EOP Base Plan.

ACTION PLAN (AP): See EOC Action Plan and Incident Action Plan.

ACTIVATE: As used in this plan, shall mean the placing into operation of the Emergency Organization hereinafter provided for, upon the receipt of official warning of an impending or threatened emergency, or upon the declaration of the existence of a local emergency.

ADVISORY: According to the National Weather Service (NWS), an Advisory indicates that weather conditions that may cause inconvenience or minor impacts, requiring caution but typically not posing a significant threat to life or property.

AFTER-ACTION REPORT (AAR): A report that examines response actions, application of SEMS, modifications to plans and procedures, training needs and recovery activities. After action reports are required under SEMS after any emergency that requires a declaration of an emergency. Reports must be submitted within 90 days to Cal OES.

AGENCY: A division of government with a specific function offering a particular kind of assistance. In the Incident Command System (ICS), agencies are defined either as jurisdictional (having statutory responsibility for incident management) or as assisting or cooperating (providing resources or other assistance). Governmental organizations are most often in charge of an incident, though in certain circumstances private sector organizations may be included. Additionally, NonGovernmental Organizations (NGOs) may be included to provide support.

ALERT AND WARNING: Alert and warning refer to the systems and processes used by government agencies to notify partner organizations and the public of imminent threats or extraordinary hazards.

ANNEX: An addition to the EOP that provides specific information and direction.

Appendix – Appendices provide relevant information already referenced in the guidance. Typically, this includes forms used or other necessary information.

APPENDIX: Appendices provide relevant information already referenced in the guidance. Typically, this includes forms used or other necessary information.

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CALIFORNIA DISASTER AND CIVIL DEFENSE MASTER MUTUAL AID AGREEMENT (MMAA): An agreement entered into by and between the State of California, its various departments and agencies, and the various political subdivisions, municipal corporations, and public agencies of the State of California to assist each other by providing resources during an emergency. Mutual Aid occurs when two or more parties agree to furnish resources and facilities and to render services to each other in response to any type of disaster or emergency.

CALIFORNIA EMERGENCY FUNCTIONS (CA-EF): The California Emergency Functions are a grouping of state agencies, departments, and other stakeholders with similar functional activities/responsibilities whose responsibilities lend to improving the state’s ability to collaboratively prepare for, effectively mitigate, cohesively respond to and rapidly recover from any emergency. California Emergency Functions unify a broad-spectrum of stakeholders with various capabilities, resources, and authorities to improve collaboration and coordination for a particular discipline.

They also provide a framework for the state government to support regional and community stakeholder collaboration and coordination at all levels of government and across overlapping jurisdictional boundaries.

CALIFORNIA EMERGENCY SERVICES ACT (ESA): An Act within the California Government Code to ensure preparations within the state will be adequate to deal with natural, human-caused, or war-caused emergencies which result in conditions of disaster or in extreme peril to life, property, and the natural resources of the state, and generally to protect the health and safety and preserve the lives and property of the people of the state.

CATASTROPHE: As used in this plan, any natural or human-caused incident, including terrorism that results in extraordinary levels of mass casualties, damage, or disruption severely affecting the population, infrastructure, environment, economy, national morale, and/or government functions.

COMMAND: The act of directing, ordering, or controlling by virtue of explicit statutory, regulatory, or delegated authority.

COMMAND/MANAGEMENT: Command is responsible for the directing, ordering, and/or controlling of resources at the field response level. Management is responsible for overall emergency policy and coordination at the SEMS EOC levels.

COMMAND POST: See Incident Command Post.

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COMMON OPERATING PICTURE: An overview of an incident created by collating and gathering information (e.g., traffic, weather, actual damage, resource availability, objectives, individual tasks, etc.) of any type (voice, data, etc.) from agencies and organizations in order to support decision making.

CONTINUITY OF GOVERNMENT (COG): As used in this plan, shall mean all measures taken to ensure the continuity of essential functions of government in the event of emergency conditions, including lines of succession for key decision makers and officials.

CONTINUITY OF OPERATIONS (COOP): As used in this plan, actions taken to ensure the continued performance of core capabilities and/or critical government operations during any potential incident.

CORRECTIVE ACTIONS: Implementing procedures that are based on lessons learned from actual incidents or from training and exercises.

CRISIS: Phenomenon, incident, active threat, or trend, with or without specific location, posing seemingly inevitable harm to life, property, environment, organizational performance, reputation, or way of life reasonably or ethically necessitating deliberate urgent intervention (A crisis may be local, national, or global)
CRITICAL INFRASTRUCTURE (CI): Systems and assets, whether physical or virtual, so vital to the United States that the incapacity or destruction of such systems and assets would have a debilitating impact on security, national economic security, national public health or safety, or any combination of those matters.

CYBER THREAT: An act or threat that poses potentially devastating disruptions to critical infrastructure, including essential communications such as voice, email and internet connectivity.

CYBERSECURITY: The protection of data and systems in networks that are connected to the internet, including measures to protect critical infrastructure services. These services may include essential communications such as voice, email, and internet connectivity.

DAM FAILURE: Partial or complete collapse of a dam causing downstream flooding.

DEMOBILIZATION: The orderly, safe, and efficient return of an incident resource to its original location and status.

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DEPARTMENT OPERATIONS CENTER (DOC): An Emergency Operations Center (EOC), specific to a single department or agency where the focus is on internal agency incident management and response.

DIRECTOR OF EMERGENCY SERVICES (DES): As used in this plan, shall mean the individual having jurisdiction and authority over a City’s or County’s response and recovery to extraordinary emergencies and disasters.

DISASTER: A sudden calamitous emergency event bringing great damage, loss, or destruction.

DISASTER SERVICE WORKER (DSW): As used in this plan, shall mean any person registered with a disaster council or the California Office of Emergency Services, or a state agency granted authority to register Disaster Service Workers, for the purpose of engaging in disaster service work pursuant to the California Emergency Services Act without pay or other consideration. Disaster Service Worker includes public employees, and also includes any unregistered persons impressed into service during a state of war emergency, a state of emergency, or a local emergency by a person having authority to command the aid of citizens in the execution of his or her duties.

EMERGENCY: As used in this plan, shall mean the actual or threatened existence of conditions of disaster or of extreme peril to the safety of persons and property within this city caused by such conditions as air pollution, fire, flood, storm, epidemic, riot, earthquake, drought, sudden and severe energy shortage, plant or animal infestation or disease, or other conditions, including conditions resulting from war or imminent threat of war, severe or imminent threat of terrorist attack, but other than conditions resulting from a labor controversy, which conditions are or are likely to require the combined services, personnel, equipment, and facilities of this city.

EMERGENCY MANAGEMENT ASSISTANCE COMPACT (EMAC): A congressionally ratified organization that provides form and structure to interstate mutual aid.

Through EMAC, a disaster-affected state can request and receive assistance from other member states quickly and efficiently, resolving two key issues upfront:
liability and reimbursement.

EMERGENCY OPERATIONS CENTER (EOC): As used in this plan, shall mean the physical location from which centralized city emergency management is performed. The physical location at which the coordination of information and City of Redlands
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resources to support incident management (on-scene operations) activities normally takes place. An EOC may be a temporary facility or may be located in a more central or permanently established facility, perhaps at a higher level of organization within a jurisdiction. EOC may be organized by major functional disciplines (e.g., fire, law enforcement and medical services), by jurisdiction (e.g., federal, state, tribal, city, county), or some combination thereof.

EMERGENCY OPERATIONS CENTER STAFF: Employees assigned to EOC functions to support the jurisdiction’s response to an emergency event.

EMERGENCY OPERATIONS PLAN (EOP): The ongoing plan maintained by various jurisdictional levels for responding to a wide variety of potential hazards.

EMERGENCY RESPONSE AGENCY: Any organization responding to an emergency, or providing mutual aid support to such an organization, whether in the field, at the scene of an incident, or to an operations center.

EMERGENCY RESPONSE PERSONNEL: Personnel affiliated with or sponsored by emergency response agencies.

EOC ACTION PLAN (EAP): The plan developed at SEMS EOC levels, which contains objectives, actions to be taken, assignments, and supporting information for the next operational period.

ESSENTIAL FACILITIES: May include facilities such as law enforcement, fire, emergency operations centers, schools, medical facilities, and other resources that have a role in an effective and coordinated emergency response.

EVACUATION: Organized, phased, and supervised withdrawal, dispersal, or removal of civilians from dangerous or potentially dangerous areas and their reception and care in safe areas.

FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA): The Federal Emergency Management Agency (FEMA) is the federal agency responsible for coordinating emergency planning, preparedness, risk reduction, response, and recovery. The agency works closely with state and local governments by funding emergency programs and providing technical guidance and training. These coordinated activities at the federal, state, and local levels ensure a broad-based emergency program to ensure public safety and protect property.

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FLOOD: A general and temporary condition of inundation of normally dry land areas from overflow of inland or tidal waters, unusual or rapid accumulation or runoff of surface waters, or mudslides/mudflows caused by accumulation of water.

FUNCTION: Function refers to the five major activities in ICS: Command, Operations, Planning, Logistics and Finance/Administration. The same five functions are also found at all SEMS EOC Levels. At the EOC, the term Management replaces Command. The term function is also used when describing the activity involved, (e.g., the planning function).

HAZARD: Something that is potentially dangerous or harmful, often the root cause of an unwanted outcome.

HAZARDOUS MATERIAL: Any substance or material that when involved in an accident and released in sufficient quantities poses a risk to people’s health, safety, and/or property. These substances and materials include explosives, radioactive materials, flammable liquids or solids, combustible liquids or solids, poisons, oxidizers, toxins, and corrosive materials.

INABILITY TO ACT: As used in this plan, shall mean that an official is either killed, missing, or so seriously ill or injured as to be unable to attend meetings and otherwise perform his/her duties. Any question as to whether a particular official can be deemed to have an “inability to act” shall be settled by the governing board of the political jurisdiction or any remaining available members of said body (including standby officers who are serving on such body).

INCIDENT: An occurrence or event, natural or human-caused, which requires a response to protect life or property.

INCIDENT ACTION PLAN (IAP): An oral or written plan containing general objectives reflecting the overall strategy for managing an incident. It may include the identification of operational resources and assignments. It may also include attachments that provide direction and important information for management of the incident during one or more operational periods. At the SEMS EOC level it is called the EOC Action Plan.

INCIDENT COMMAND (IC): Responsible for overall management of the incident and consists of the Incident Commander, either single or unified command, and any assigned supporting staff. Incident Commander (IC): The individual responsible for all incident activities, including the development of strategies and tactics, and City of Redlands
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the ordering and the release of resources. The IC has overall authority and responsibility for conducting incident operations and is responsible for the management of all incident operations at the incident site.

INCIDENT COMMAND POST (ICP): The field location where the primary functions are performed. The ICP may be co-located with the incident base or other incident facilities.

INCIDENT COMMAND SYSTEM (ICS): A standardized on-scene emergency management construct specifically designed to provide for the adoption of an integrated organizational structure that reflects the complexity and demands of single or multiple incidents, without being hindered by jurisdictional boundaries.

ICS is the combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure, designed to aid in the management of resources during incidents.

INTELLIGENCE: Product of an analytical process that evaluates information collected from diverse sources; integrates the relevant information into a cohesive package and produces a conclusion or estimate. Information must be real, accurate and verified before it becomes intelligence for planning purposes. Intelligence relates to the specific details involving the activities of an incident or EOC and current and expected conditions and how they affect the actions taken to achieve operational period objectives. Intelligence is an aspect of information. Intelligence is primarily intended for internal use and not for public dissemination.

INTEROPERABILITY: Allows emergency management/response personnel and their affiliated organizations to communicate within and across agencies and jurisdictions via voice, data, or video-on-demand, in real-time, when needed and when authorized.

JOINT INFORMATION CENTER (JIC): A facility established to coordinate all incidentrelated public information activities. It is the central point of contact for all news media. Public information officials from all participating agencies should co-locate at the JIC.

JOINT INFORMATION SYSTEM (JIS): Integrates incident information and public affairs into a cohesive organization designed to provide consistent, coordinated, accurate, accessible, timely, and complete information during crisis or incident operations. The mission of the JIS is to provide a structure and system for developing and delivering coordinated interagency messages; developing, City of Redlands
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recommending, and executing public information plans and strategies on behalf of the IC; advising the IC concerning public affairs issues that could affect a response effort; and controlling rumors and inaccurate information that could undermine public confidence in the emergency response effort.

JURISDICTION: A range or sphere of authority. Public agencies have jurisdiction over an incident related to their legal responsibilities and authority. Jurisdictional authority at an incident can be political or geographical (e.g., federal, state, tribal, and local boundary lines) or functional (e.g., law enforcement, public health).

KEY RESOURCES: Any publicly or privately controlled resources essential to the minimal operations of the economy and government.

LIAISON: A form of communication for establishing and maintaining mutual understanding and cooperation.

LOCAL EMERGENCY: As used in this plan, shall mean the duly proclaimed existence of conditions of disaster or of extreme peril to the safety of persons and property within the territorial limits of a county, city and county, or city, caused by such conditions as air pollution, fire, flood, storm, epidemic, pandemic, riot, drought, sudden and severe energy shortage, plant or animal infestation or disease, the Governor's warning of an earthquake or volcanic prediction, or an earthquake, or other conditions, including conditions resulting from war or imminent threat of war, severe or imminent threat of terrorist attack, other than conditions resulting from a labor controversy, which conditions are or are likely to be beyond the control of the services, personnel, equipment, and facilities of that political subdivision and require the combined forces of other political subdivisions to combat, or with respect to regulated energy utilities, a sudden and severe energy shortage requires extraordinary measures beyond the authority vested in the State Public Utilities Commission.

LOCAL GOVERNMENT: According to Federal Code 30 a county, municipality, city, town, township, local public authority, school district, special district, intrastate district, council of governments (regardless of whether the council of governments is incorporated as a nonprofit corporation under state law), regional or interstate government entity, or agency or instrumentality of a local government; an Indian tribe or authorized tribal entity, or in Alaska a Native village or Alaska Regional Native Corporation; a rural community, unincorporated town or village, or other public entity.

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MITIGATION: Provides a critical foundation in the effort to reduce the loss of life and property from natural and/or human-caused disasters by avoiding or lessening the impact of a disaster and providing value to the public by creating safer communities. Mitigation seeks to fix the cycle of disaster damage, reconstruction, and repeated damage. These activities or actions, in most cases, will have a longterm sustained effect.

MOBILIZATION: The process and procedures used by all organizations - federal, state, tribal, and local - for activating, assembling, and transporting all resources that have been requested to respond to or support an incident.

MOBILIZATION CENTER: An off-emergency location where emergency services personnel and equipment may be temporarily located, pending assignment to emergencies, released, or reassigned.

MULTI-AGENCY OR INTER-AGENCY COORDINATION (MAC): The participation of agencies and disciplines involved at any level of the SEMS organization working together in a coordinated effort to facilitate decisions for overall emergency response activities, including the sharing of critical resources and the prioritization of incidents.

MULTI-AGENCY COORDINATION GROUP (MAC GROUP): Typically, administrators/executives, or their appointed representatives, who are authorized to commit agency resources and funds, are brought together and form MAC Groups. MAC Groups may also be known as multi-agency committees, emergency management committees, or as otherwise defined. It can provide coordinated decision-making and resource allocation among cooperating agencies and may establish the priorities among incidents, harmonize agency policies, and provide strategic guidance and direction to support incident management activities.

MULTI-AGENCY COORDINATION SYSTEM(S) (MACS): Multi-agency coordination systems provide the architecture to support coordination for incident prioritization, critical resource allocation, communications systems integration, and information coordination. The elements of multi-agency coordination systems include facilities, equipment, personnel, procedures, and communications. Two of the most commonly used elements are EOC and MAC Groups. These systems assist agencies and organizations responding to an incident.

MUTUAL AID AGREEMENTS AND/OR ASSISTANCE AGREEMENTS: Written or oral agreements between and among agencies/or organizations and/or jurisdictions City of Redlands
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that provide a mechanism to quickly obtain emergency assistance in the form of personnel, equipment, materials, and other associated services. The primary objective is to facilitate rapid, short-term deployment of emergency support prior to, during, and/or after an incident.

MUTUAL AID COORDINATOR: An individual at the local government, operational area, region, or state level that is responsible to coordinate the process of requesting, obtaining, processing, and using mutual aid resources. Mutual Aid Coordinator duties will vary depending upon the mutual aid system.

MUTUAL AID REGION: A mutual aid region is a subdivision of Cal OES established to assist in the coordination of mutual aid and other emergency operations within a geographical area of the state, consisting of two or more operational areas.

MULTI-AGENCY OR INTER-AGENCY COORDINATION: As used in this plan, it shall mean the participation of agencies and disciplines involved at any level of the Standardized Emergency Management System (SEMS) organization working together in a coordinated effort to facilitate decisions for overall emergency response activities, including the sharing of critical resources and the prioritization of incidents.

NATIONAL: Of a nationwide character, including the federal, state, tribal and local aspects of governance and policy.

NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS): As used in this plan, it shall mean the adopted national emergency management processes, protocols, and procedures for federal, state, tribal and local responders. National Incident Management System (NIMS) utilizes the Incident Command System (ICS), Resource Management, Joint Information Management System, Communication and Information Management and Preparedness policies. NIMS is consistent with SEMS.

NATIONAL RESPONSE FRAMEWORK (NRF): A guide to how the nation conducts allhazards incident management.

NATURAL DISASTER: Any hurricane, tornado, storm, flood, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, drought, fire, or other catastrophe which causes, or which may cause, substantial damage or injury to civilian property or persons.

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NON-GOVERNMENTAL ORGANIZATION (NGO): An entity with an association based on the interests of its members, individuals, or institutions. It is not created by a government, but it may work cooperatively with the government. Such organizations serve a public purpose, not a private benefit. Examples of NGO include faith-based charity organizations and the American Red Cross.

OPERATIONAL AREA (OA): As used in this plan, it shall mean an intermediate level of state emergency services organization, consisting of a county and all political subdivisions within the county area. Each county geographic area is designated an operational area for the coordination of emergency activities and to serve as a link in the system of communications and coordination between the state’s emergency operations centers and the operations centers of the political subdivisions comprising the operational area, as defined in California Government Code Subsection 8559 (b) and Section 8605. This definition does not change the definition of operational area as used in the existing fire and rescue mutual aid system.

OPERATIONAL AREA EMERGENCY OPERATIONS CENTER (OA EOC): The physical location at which the coordination of information and resources to support OA activities normally takes place.

OPERATIONAL PERIOD: The time scheduled for executing a given set of operation actions, as specified in the Incident Action Plan or EOC Action Plan. Operational periods can be of various lengths, although usually last 12-24 hours.

ORGANIZATION: Any association or group of persons with like objectives. Examples include, but are not limited to, governmental departments and agencies, private sector, and/or non- governmental organizations.

OUTLOOK: According to the National Weather Service (NWS), an Outlook indicates the potential for hazardous weather over the coming days, intended to provide advance awareness with low certainty and no immediate action required.

PLAN: A document that describes the broad, overall jurisdictional response to potential extraordinary emergencies or disasters.

POLITICAL SUBDIVISIONS: Includes any city, city and County, County, tax or assessment district, or other legally authorized local governmental entity with jurisdictional boundaries.

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PREPAREDNESS: A continuous cycle of planning, organizing, training, equipping, exercising, evaluating, and taking corrective action in an effort to ensure effective coordination during incident response. Within NIMS, preparedness focuses on the following elements: planning, procedures and protocols, training and exercises, personnel qualification and certification, and equipment certification.

PREVENTION: Actions to avoid an incident or to intervene to stop an incident from occurring. Prevention involves actions to protect lives and property. It involves applying intelligence and other information to a range of activities that may include such countermeasures as deterrence operations; heightened inspections; improved surveillance and security operations; investigations to determine the full nature and source of the threat; public health and agricultural surveillance and testing processes; immunizations, isolation, or quarantine; and, as appropriate, specific law enforcement operations aimed at deterring, preempting, interdicting or disrupting illegal activity, and apprehending potential perpetrators and bringing them to justice.

PRIVATE SECTOR: Organizations and entities that are not part of any governmental structure. The private sector includes for-profit and not-for-profit organizations, formal and informal structures, commerce, and industry.

PROTOCOLS: Sets of established guidelines for actions (which may be designated by individuals, teams, functions, or capabilities) under various specified conditions.

PUBLIC INFORMATION: Processes, procedures, and systems for communicating timely, accurate and accessible information on the incident’s cause, size and current situation; resources committed; and other matters of general interest to the public, responders and additional stakeholders (both directly affected and indirectly affected).

PUBLIC INFORMATION OFFICER (PIO): A member of the Command Staff (Management Staff at the SEMS EOC Levels) responsible for interfacing with the public and media and/or with other agencies with incident-related information requirements.

RECOVERY: The development, coordination, and execution of service and site restoration plans; the reconstitution of government operations and services; individual, private sector, non-governmental, and public assistance programs to provide housing and to promote restoration; long-term care and treatment of affected persons; additional measures for social, political, environmental, and City of Redlands
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economic restoration; evaluation of the incident to identify lessons learned; postincident reporting; and development of initiatives to mitigate the effects of future incidents.

RECOVERY PLAN: A plan developed to restore the affected area or community.

REGION EMERGENCY OPERATIONS CENTER (REOC): Facilities found at Cal OES Administrative Regions. REOC provides centralized coordination of resources among Operational Areas within their respective regions and between the Operational Areas and the State Level.

REIMBURSEMENT: Provides a mechanism to recoup funds expended for incidentspecific activities.

RESOURCE MANAGEMENT: Efficient emergency management and incident response requires a system for identifying available resources at all jurisdictional levels to enable timely and unimpeded access to resources needed to prepare for, respond to, or recover from an incident. Resource management under NIMS includes mutual aid agreements and assistance agreements; the use of special federal, state, tribal and local teams; and resource mobilization protocols.

RESOURCES: Personnel and major items of equipment, supplies, and facilities available or potentially available for assignment to incident operations and for which status is maintained. Resources are described by kind and type and may be used in operational support or supervisory capacities at an incident or at an EOC.

RESPONSE: Activities that address the short-term, direct effects of an incident.

Response includes immediate actions to save lives, protect property, and meet basic human needs. Response also includes the execution of EOP and of mitigation activities designed to limit the loss of life, personal injury, property damage, and other unfavorable outcomes. As indicated by the situation, response activities include applying intelligence and other information to lessen the effects or consequences of an incident; increased security operations; continuing investigations into nature and source of the threat; ongoing public health and agricultural surveillance and testing processes; immunizations, isolation, or quarantine; and specific law enforcement operations aimed at preempting, interdicting, or disrupting illegal activity, and apprehending actual perpetrators and bringing them to justice.

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RESPONSE PERSONNEL: Includes federal, state, territorial, tribal, sub-state regional and local governments, private sector organizations, critical infrastructure owners and operators, NGO and all other organizations and individuals who assume an emergency management role. Also known as an Emergency Responder.

SITUATION REPORT: Often contains confirmed or verified information regarding the specific details relating to the incident.

SPAN OF CONTROL: The number of resources for which a supervisor is responsible, usually expressed as the ratio of supervisors to individuals. Under NIMS, an appropriate span of control is between 1:3 and 1:7, with optimal being 1:5.

SPECIAL DISTRICT: A unit of local government (other than a city, county, or city and County) with authority or responsibility to own, operate and maintain systems, programs, services, or projects (as defined in California Code of Regulations (CCR) Section 2900(s) for purposes of natural disaster assistance. This may include a joint power authority established under Section 6500 et. seq. of the Code.

STAFFORD ACT: The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) establishes the programs and processes for the federal government to provide disaster and emergency assistance to states, local governments, tribal nations, individuals, and qualified private nonprofit organizations. The provisions of the Stafford Act cover all hazards including natural disasters and terrorist events. Relevant provisions of the President. The President may declare a major disaster or emergency.

STAGING AREA: Established on an incident for the temporary location of available resources. A Staging Area can be any location on an incident in which personnel, supplies, and equipment can be temporarily housed or parked while awaiting operational assignment.

STANDARD OPERATING PROCEDURE/GUIDE (SOP/SOG): Complete reference document or an operations manual that provides the purpose, authorities, duration, and details for the preferred method of performing a single function or a number of interrelated functions in a uniform manner.

STANDARDIZED EMERGENCY MANAGEMENT SYSTEM (SEMS): As used in this plan shall mean the adopted State of California emergency management system. The Standardized Emergency Management System (SEMS) utilizes the Incident Command System (ICS), Multi/Interagency Coordination, Mutual Aid, and the City of Redlands
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Operational Area Concept to facilitate emergency incident management, priority setting, interagency cooperation, and the efficient use of resources and flow of information during an emergency. SEMS is consistent with NIMS.

STANDARDIZED EMERGENCY MANAGEMENT SYSTEM (SEMS) GUIDELINES: The SEMS guidelines are intended to assist those responsible for planning, implementing, and participating in SEMS.

STANDARDIZED EMERGENCY MANAGEMENT SYSTEM (SEMS) REGULATIONS:

Regulations establishing the Standardized Emergency Management System (SEMS) based upon the Incident Command System (ICS) adapted from the system originally developed by the Firefighting Resources of California Organized for Potential Emergencies (FIRESCOPE) program including those currently in use by state agencies, the Multiagency Coordination System (MACS) as developed by FIRESCOPE program, the Operational Area concept and the Master Mutual Aid Agreement and related mutual aid systems. Regulations are found in TITLE 19.

DIVISION 2. Chapter 1, Section 2400 et. Seq.

STATE: When capitalized, refers to any State of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, and any possession of the United States. See Section 2 (14), Homeland Security Act of 2002, Public Law 107−296, 116 Stat. 2135 (2002).

STATEMENT: According to the National Weather Service (NWS), a Statement provides additional information, updates, or clarification about ongoing or recent weather conditions.

STATE OF EMERGENCY: As used in this plan, shall mean the duly proclaimed existence of conditions of disaster or of extreme peril to the safety of persons and property within the state caused by such conditions as air pollution, fire, flood, storm, epidemic, pandemic, riot, drought, sudden and severe energy shortage, plant or animal infestation or disease, the Governor's warning of an earthquake or volcanic prediction, or an earthquake, or other conditions, other than conditions resulting from a labor controversy or conditions causing a state of war emergency, which conditions, by reason of their magnitude, are or are likely to be beyond the control of the services, personnel, equipment, and facilities of any single county, city and county, or city and require the combined forces of a mutual aid region or regions to combat, or with respect to regulated energy utilities, a sudden and City of Redlands
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severe energy shortage requires extraordinary measures beyond the authority vested in the State Public Utilities Commission.

STATE OF WAR EMERGENCY: As used in this plan, shall mean the condition which exists immediately, with or without a proclamation thereof by the Governor, whenever this state or nation is attacked by an enemy of the United States, or upon receipt by the state of a warning from the federal government indicating that such an enemy attack is probable or imminent.

STATE OPERATIONS CENTER (SOC): The SOC is operated by the California Governor’s Office of Emergency Services (Cal OES)at the State Level in SEMS. It is responsible for centralized coordination of state resources in support of the three Cal OES Administrative Regional Emergency Operations Centers (REOCs). It is also responsible for providing updated situation reports to the Governor and legislature.

SYSTEM: An integrated combination of people, equipment and processes that work in a coordinated manner to achieve a specific desired output under specific conditions.

TECHNICAL ASSISTANCE: Support provided to state, tribal and local jurisdictions when they have the resources but lack the complete knowledge and skills needed to perform the required activity (such as mobile-home park design or hazardous material assessments).

TECHNICAL SPECIALISTS: Personnel with special skills that can be used anywhere within the SEMS organization. No minimum qualifications are prescribed, as technical specialists normally perform the same duties during an incident that they perform in their everyday jobs, and they are typically certified in their fields or professions.

TERRORISM: Under the Homeland Security Act of 2002, terrorism is defined as activity that involves an act dangerous to human life or potentially destructive of critical infrastructure or key resources; is a violation of the criminal laws of the United States or of any state or other subdivision of the United States in which it occurs; and is intended to intimidate or coerce the civilian population, or influence or affect the conduct of a government by mass destruction, assassination, or kidnapping.

THREAT: An indication of possible violence, harm, or danger.

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TYPE: 1) An ICS resource classification that refers to capability. Type 1 is generally considered to be more capable than Types 2, 3, or 4, respectively, because of size, power, capacity, or (in the case of incident management teams) experience and qualifications. 2) A class, kind, or group sharing one or more characteristics; category. 3) A variety or style of a particular class or kind of things.

UNIFIED COMMAND (UC): An ICS application used when more than one agency has incident jurisdiction or when incidents cross political jurisdictions. Agencies work together through the designated members of the UC, often the senior person from agencies and/or disciplines participating in the UC, to establish a common set of objectives and strategies and a single IAP.

VITAL RECORDS: The essential agency records needed to meet operational responsibilities under national security emergencies or other emergency or disaster conditions (emergency operating records), or to protect the legal and financial rights of the Government and those affected by Government activities (legal and financial rights records).

VOLUNTEER: As used in this plan, a volunteer is any individual accepted to perform services by the lead agency (which has authority to accept volunteer services) when the individual performs services without promise, expectation, or receipt of compensation for services performed. A volunteer may be “affiliated” with a volunteer organization or may be “spontaneous unaffiliated” when pressed into volunteer service at the time of a disaster.

WARNING: According to the National Weather Service (NWS), a Warning indicates that a hazardous event is imminent or occurring, requiring immediate protective action.

WATCH: According to the National Weather Service (NWS), a Watch indicates that conditions are favorable for a specific hazard to develop, meaning individuals should remain alert and prepared to take action.

WebEOC: A cloud-based emergency management and continuity platform by Juvare that enables organizations to maintain a common operating picture and coordinate information, resources, and workflows during incidents and daily operations.

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APPENDIX E

EOC STAFFING MATRIX
Each EOC function is assigned to one or more City department or contract agency.

EOC STAFFING MATRIX FOR CITY DEPARTMENTS

MANAGEMENT SECTION

POSITION FILLED BY
EOC Director City Manager’s Office
EOC Coordinator Fire Department
Liaison Officer City Clerk’s Office
Public Information Officer Communications and Community Relations Office Safety Officer Human Resources Department
Security Officer Police Department, or
Call-When-Needed Contract Security Company
Legal Advisor City Attorney

OPERATIONS SECTION

POSITION FILLED BY
Operations Section Chief TBD – Incident Specific
Fire & Rescue Branch
Director Fire Department
Law Enforcement Branch
Director Police Department
Facilities and Community
Services Branch Director Facilities and Community Services Department Utilities Branch Director Municipal Utilities and Engineering Department City of Redlands
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PLANNING & INTELLIGENCE SECTION

POSITION FILLED BY
Planning & Intelligence
Section Chief Development Services Department
Situation Analysis Unit
Leader
Development Services Department (Planning
Division)
Advanced Planning Unit
Leader Development Services Department
Documentation Unit
Leader Development Services Department
GIS Unit Management Services (GIS Division)
Demobilization Unit Leader Facilities and Community Services Department Technical Specialists TBD – Incident Specific

LOGISTICS SECTION

POSITION FILLED BY
Logistics Section Chief Facilities and Community Services Department Communications Unit
Leader
Management Services (Innovation & Technology
Division)
Facilities Unit Leader Facilities and Community Services Department Food Unit Leader Facilities and Community Services Department Human Resources Unit
Leader Human Resources Department
Information Technology
Unit Leader
Management Services (Innovation & Technology
Division)
Medical Unit Leader Fire Department
Supply & Procurement Unit
Leader Management Services (Finance Division)
Volunteer Management
Unit Leader Human Resources Department
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FINANCE & ADMINISTRATION SECTION

POSITION FILLED BY
Finance and Administration
Section Chief Management Services (Finance Division)
Compensation & Claims
Unit Leader Management Services (Finance Division)
Cost Analysis Unit Leader Management Services (Finance Division) Cost Recovery Unit Leader Management Services (Finance Division) Time Keeping Unit Leader Management Services (Finance Division) City of Redlands
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APPENDIX F

EMERGENCY SUPPORT FUNCTIONS CROSSWALK
The table below presentsthe San Bernardino County, State, and Federal Emergency Support Functions (ESF).

EMERGENCY SUPPORT FUNCTIONS

SAN BERNARDINO

COUNTY ESF

CALIFORNIA
ESF

FEDERAL
ESF
ESF-1
Transportation
ESF-1
Transportation
ESF-1
Transportation
ESF-2
Communications
ESF-2
Communications
ESF-2
Communications
ESF-3
Construction and Engineering
ESF-3
Construction and Engineering
ESF-3
Public Works and
Engineering
ESF-4
Firefighting and Rescue
ESF-4
Fire and Rescue
ESF-4
Firefighting
ESF-5
Emergency Management
ESF-5
Management
ESF-5
Information and Planning
ESF-6
Mass Care, Sheltering, and
Human Services
ESF-6
Mass Care and Shelter
ESF-6
Mass Care, Emergency
Assistance, Temporary
Housing, and Human
Services
ESF-7
Logistics and Resource
Support
ESF-7
Resources
ESF-7
Logistics
ESF-8
Public Health and Medical
ESF-8
Public Health and Medical
ESF-8
Public Health and Medical
Services
ESF-9
Search and Rescue
ESF-9
Search and Rescue
ESF-9
Search and Rescue
City of Redlands
Emergency Operations Plan - Part 1
2 Appendix F
July 2026
ESF-10
Hazardous Materials
ESF-10
Hazardous Materials
ESF-10
Oil and Hazardous Materials
Response
ESF-11
Food and Agriculture
ESF-11
Food and Agriculture
ESF-11
Agriculture and Natural
Resources
ESF-12
Energy and Utilities
ESF-12
Utilities
ESF-12
Energy
ESF-13
Public Safety, Law
Enforcement, and Security
ESF-13
Law Enforcement
ESF-13
Public Safety and Security
ESF-14
Long-Term Community
Recovery
ESF-14
Recovery
ESF-14
Cross-Sector Business and
Infrastructure
ESF-15
Public Information
ESF-15
Public Information
ESF-15
External Affairs
ESF-16
Evacuation and Re-Entry
ESF-16
Evacuation
ESF-17
Volunteer and Donations
Management
ESF-17
Volunteer and Donations
Management
ESF-18
Cybersecurity
ESF-18
Cybersecurity
ESF-19
Debris Management
ESF-20
Commodities Distribution
ESF-21
Alert and Warning
RESOLUTION NO. 6888

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

ADOPTING THE CITY OF REDLANDS' EMERGENCY OPERATIONS
PLAN
WHEREAS, the City of Redlands is subject to earthquake, fire, flood, terrorism and other serious hazards; and
WHEREAS, the overall objective of emergency management for the City of Redlands is to ensure the effective management of response forces and resources in preparing for and responding to situations associated with natural disaster, technological incidents and nation security emergencies; and
WHEREAS, the City of Redlands' emergency management is committed to provide effective life safety measures while reducing property loss and damage to the environment and provide for rapid resumption ofimpacted businesses and community services; and WHEREAS, the City of Redlands is primarily responsible for emergency actions and will commit all available resources to save lives, minimize injury to persons and minimize damage to property and the environment; and
WHEREAS, the City of Redlands has implemented the Standardizes Emergency Management System as required by section 8607 of the California Emergency Services Act; and, WHEREAS, the City of Redlands' Emergency Operations Plan serves as a basis for effective response to any hazard that threatens the City of Redlands; and WHEREAS, the City of Redlands' Emergency Operations Plan serves as a legal and conceptual framework for emergency management in the City of Redlands, NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Redlands, hereby adopts the City of Redlands' Emergency Operations Plan dated September 15, 2009, on file in the office of the City Clerk.

ADOPTED. SIGNED AND APPROVED THIS 15th day of September 2009. a
ATTEST: Jon H ' son, avor ofthe City of edlands
Lo Poyzer, C' Cl rk
Resolution No. 6888
I, Lorne Poyzer, 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 15th day of September, 2009, by the following vote:

AYES: Councilmembers Gallagher, Aguilar, Bean; Mayor Harrison NOES: None
ABSENT: Councilmember Gilbreath
ABSTAIN: None
Lorrie Nyzer, City Cik
City of Redlans Cala
Resolution No. 6888
JULY 2026
City of Redlands
Emergency Operations Plan - Part 1
2 Introduction
July 2026
Portions of the Emergency Operations Plan, including supporting parts and annexes, may contain sensitive information related to the deployment, mobilization, and tactical operations of the City of Redlands government and cooperating or assisting agencies in response to emergencies.