Roseville City Council
May 6, 2026

City Council
Communication
Meeting Date: 5/6/2026
Item #: VI.16
File #: 0203-12
Item ID: 2026-300
Title: Advanced Life Support and Basic Life Support Medical Supplies - Purchase Order Contact: Matthew Lauchner 916-774-5807 [email protected]

SUMMARY
Staff recommends approval of a purchase order with Life Assist, Incorporated for advanced life support (ALS) and basic life support medical equipment and supplies, as well as ALS drugs based upon the Master Price Agreement for the remainder of the initial term of four years with an optional one-year renewal term as a qualified government member of National Purchasing Partners. The total estimated cost is $537,500 for the remainder of the 48-month term of the contract, from November 18, 2025, to November 17, 2029, and $150,000 for the extension year from November 18, 2029, to November 17, 2030. The current year's funding is included in the Fire Department's FY2025-26 General Fund budget and will be recommended for approval in future year budgets.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve a purchase order with Life-Assist, Incorporated to obtain advanced life support (ALS) and basic life support (BLS) medical supplies and medications utilizing the League of Oregon Cities contract number PS25830 through National Purchasing Partners (NPPGOV).

Additionally, staff requests that the City Manager or his designee be authorized to approve an additional one (1) year renewal without further City Council approval, upon verification of the approved optional renewal year on the piggyback contract, provided the applicable budget is approved, until the contract expires or until staff determines that continuing with this vendor is not in the City's best interest.

BACKGROUND
The Fire Department has an annual requirement for various ALS and BLS medical supplies and medications to be stocked on the fire engines for use in emergency medical responses. These supplies are used to treat any person in need of medical aid, supporting the 21,000 projected calls for service and meeting the Sierra Sacramento Valley (S-SV) EMS Agency's requirements for approved fire apparatus and minimum medical equipment for the advanced life support program.

The City will be utilizing National Purchasing Partners (NPPGov) cooperative contract number PS25830, which was competitively bid and awarded by lead public agency, League of Oregon Cities. The initial contract award is for four (4) consecutive years, with an optional one (1) year renewal available.

FISCAL IMPACT
The total estimated cost for Fire Department ALS and BLS medical supplies and medications is $537,500 for the remainder of the initial 48-month term of the contract from November 18, 2025 to November 17, 2029, and $150,000 for extension year November 18, 2029, to November 17, 2030. The current fiscal year's funding is included in the Fire Department's FY2025-26 budget in the General Fund and will be

recommended for approval in future year budgets.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The purchase order for medical supplies and medications meets the above criteria and is not subject to CEQA.

No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community

6. Deliver exceptional City services
Respectfully Submitted,
Matthew Lauchner, Assistant Fire Chief
Ryan Harrigan, Fire Chief
ATTACHMENTS:

1. Resolution 26-101

2. MPA 2535 LOC and Life-Assist EXECUTED
REVIEWERS:

Jenean Alden, Fire Department Created/Initiated - 4/8/2026 Deanna Schondelmayer, Fire Department Approved - 4/9/2026 Ryan Harrigan, Fire Department Approved - 4/13/2026
Kelly Aye, City Attorney Department Approved - 4/14/2026 Katrina Six, City Clerk Department Approved - 4/14/2026 Ryan DeVore, City Manager Department - Assistant City Manager Approved - 4/14/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 4/14/2026 Michelle Sheidenberger, City Attorney Department Approved - 4/22/2026 Dominick Casey, City Manager Department - City Manager Approved - 4/22/2026 Katrina Six, City Clerk Department Final Approval - 4/22/2026

RESOLUTION NO. 26-101

APPROVING A PURCHASE ORDER FOR ADVANCED AND BASIC LIFE SUPPORT

MEDICAL SUPPLIES AND MEDICATIONS

WHEREAS, a purchase order for advanced and basic life support medical supplies and medications, by and between the City of Roseville and Life-Assist, Incorporated, utilizing the League of Oregon Cities contract number PS25830 through National Purchasing Partners (NPPGov), has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said purchase order is approved.

BE IT FURTHER RESOLVED, that the City Manager or his designee is authorized to approve an additional one (1) year renewal without further City Council approval, provided that the applicable budget is approved by the City Council, or until staff determines that continuing with this vendor is not in the best interest of the City.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2026, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
_______________________________
MAYOR
ATTEST:
__________________________
City Clerk

Contract Number: PS25830

LEAGUE OF OREGON CITIES

MASTER PRICE AGREEMENT
This Master Price Agreement is effective as of the date of the last signature below (the “Effective Date”) by and between the LEAGUE OF OREGON CITIES, an Oregon public corporation under ORS Chapter 190 (“LOC” or “Purchaser”) and Life-Assist, Inc. (“Vendor”).

RECITALS
WHEREAS, the Vendor is in the business of selling certain Medical Products, Monitors, Software, Data Transmission, and Related Services, as further described herein; and WHEREAS, the Vendor desires to sell and the Purchaser desires to purchase certain products and related services all upon and subject to the terms and conditions set forth herein; and WHEREAS, through a solicitation for Medical Products, Monitors, Software, Data Transmission, and Related Services the Vendor was awarded the opportunity to complete a Master Price Agreement with the LEAGUE OF OREGON CITIES as a result of its response to Request for Proposal No. 2535 for Medical Products, Monitors, Software, Data Transmission, and Related Services; and WHEREAS, the LEAGUE OF OREGON CITIES asserts that the solicitation and Request for Proposal meet Oregon public contracting requirements (ORS 279, 279A, 279B and 279C et. seq.); and WHEREAS, Purchaser and Vendor desire to extend the terms of this Master Price Agreement to benefit other qualified government members of National Purchasing Partners, LLC dba Public Safety GPO, dba First Responder GPO, dba Law Enforcement GPO and dba NPPGov; NOW, THEREFORE, Vendor and Purchaser, intending to be legally bound, hereby agree as follows:

ARTICLE 1 – CERTAIN DEFINITIONS

1.1 “Agreement” shall mean this Master Price Agreement, including the main body of this Agreement and Attachments A-G attached hereto and by this reference incorporated herein, including Purchaser’s Request for Proposal No. 2535 (herein “RFP”) and Vendor’s Proposal submitted in response to the RFP (herein “Vendor’s Proposal”) as referenced and incorporated herein as though fully set forth (sometimes referred to collectively as the “Contract Documents”).

1.2 “Applicable Law(s)” shall mean all applicable federal, state, tribal, and local laws, statutes, ordinances, codes, rules, regulations, standards, orders and other governmental requirements of any kind.

1.3 “Employee Taxes” shall mean all taxes, assessments, charges and other amounts whatsoever payable in respect of, and measured by the wages of, the Vendor’s employees (or subcontractors), as required by the Federal Social Security Act and all amendments thereto and/or any other applicable federal, state, tribal or local law.

1.4 “Purchaser’s Destination” shall mean such delivery location(s) or destination(s) as Purchaser may prescribe from time to time.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
2 1.5 “Products and Services” shall mean the products and/or services to be sold by Vendor hereunder as identified and described on Attachment A hereto and incorporated herein, as may be updated from time to time by Vendor to reflect products and/or services offered by Vendor generally to its customers.

1.6 “Purchase Order” shall mean any authorized written order for Products and Services sent by Purchaser to Vendor via mail, courier, overnight delivery service, email, fax and/or other mode of transmission as Purchaser and Vendor may from time to time agree.

1.7 “Unemployment Insurance” shall mean the contribution required of Vendor, as an employer, in respect of, and measured by, the wages of its employees (or subcontractors) as required by any applicable federal, state or local unemployment insurance law or regulation.

1.8 “National Purchasing Partners” or “(NPP)” is a subsidiary of two nonprofit health care systems.

The Government Division of NPP, hereinafter referred to as “NPPGov”, provides group purchasing marketing and administrative support for governmental entities within the membership. NPPGov’s membership includes participating public entities across North America.

1.9 “Lead Contracting Agency” shall mean the LEAGUE OF OREGON CITIES, which is the governmental entity that issued the Request for Proposal and awarded this resulting Master Price Agreement.

1.10 “Participating Agencies” shall mean members of National Purchasing Partners for which Vendor has agreed to extend the terms of this Master Price Agreement pursuant to Article 2.6 and Attachment C herein. For purposes of cooperative procurement, “Participating Agency” shall be considered “Purchaser” under the terms of this Agreement.

1.11 “Party” and “Parties” shall mean the Purchaser and Vendor individually and collectively as applicable.

ARTICLE 2 – AGREEMENT TO SELL

2.1 Vendor hereby agrees to sell to Purchaser such Products and Services as Purchaser may order from time to time by Purchase Order, all in accordance with and subject to the terms, covenants and conditions of this Agreement. Purchaser agrees to purchase those Products and Services ordered by Purchaser by Purchase Order in accordance with and subject to the terms, covenants and conditions of this Agreement.

2.2 Vendor may add additional products and services to the contract provided that any additions reasonably fall within the intent of the original RFP specifications. Pricing on additions shall be equivalent to the percentage discount for other similar products. Vendor may provide a web-link with current product listings, which may be updated periodically, as allowed by the terms of the resulting Master Price Agreement.

Vendor may replace or add product lines to an existing contract if the line is replacing or supplementing products on contract, is equal or superior to the original products offered, is discounted in a similar or to a greater degree, and if the products meet the requirements of the solicitation. No products may be added to avoid competitive procurement requirements. LOC may reject any additions without cause.

2.3 All Purchase Orders issued by Purchaser to Vendor for Products during the term (as hereinafter defined) of this Agreement are subject to the provisions of this Agreement as though fully set forth in such Purchase Order. The Vendor retains authority to negotiate above and beyond the terms of this Agreement to meet the Purchaser or Vendor contract requirements.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
3 2.4 Notwithstanding any other provision of this Agreement to the contrary, the Lead Contracting Agency shall have no obligation to order or purchase any Products and Services hereunder and the placement of any Purchase Order shall be in the sole discretion of the Participating Agencies. This Agreement is not exclusive. Vendor expressly acknowledges and agrees that Purchaser may purchase at its sole discretion, Products and Services that are identical or similar to the Products and Services described in this Agreement from any third party.

2.5 In case of any conflict or inconsistency between any of the Contract Documents, the documents shall prevail and apply in the following order of priority:
(i) This Agreement;
(ii) The RFP;
(iii) Vendor’s Proposal;

2.6 Extension of contract terms to Participating Agencies:

2.6.1 Vendor agrees to extend the same terms, covenants and conditions available to Purchaser under this Agreement to Participating Agencies, that have executed an Intergovernmental Cooperative Purchasing Agreement (“IGA”) as may be required by each Participating Agency’s local laws and regulations, in accordance with Attachment C. Each Participating Agency will be exclusively responsible for and deal directly with Vendor on matters relating to ordering, delivery, inspection, acceptance, invoicing, and payment for Products and Services in accordance with the terms and conditions of this Agreement as if it were “Purchaser” hereunder. Any disputes between a Participating Agency and Vendor will be resolved directly between them under and in accordance with the laws of the State in which the Participating Agency exists.

Pursuant to the IGA, the Lead Contracting Agency shall not incur any liability as a result of the access and utilization of this Agreement by other Participating Agencies.

2.6.2 This Solicitation meets the public contracting requirements of the Lead Contracting Agency and may not be appropriate under or meet Participating Agencies’ procurement laws. Participating Agencies are urged to seek independent review by their legal counsel to ensure compliance with all local, tribal, and state solicitation requirements.

2.6.3 Vendor acknowledges execution of the Vendor Administration Fee Agreement, Contract Number VA25830, with NPPGov, pursuant to the terms of the RFP.

2.7 Oregon Public Agencies are prohibited from use of Products and Services offered under this Agreement that are already provided by qualified nonprofit agencies for disabled individuals as listed on the Department of Administrative Service’s Procurement List (“Procurement List”) pursuant to ORS 279.835-.855.

See www.OregonRehabilitation.org/qrf for more information. Vendor shall not sell products and services identified on the Procurement List (e.g., reconditioned toner cartridges) to Purchaser or Participating Agencies within the state of Oregon.

ARTICLE 3 – TERM AND TERMINATION

3.1 The initial contract term shall be for four (4) calendar years from the Effective Date of this Agreement (“Initial Term”). Upon termination of the original four (4) year term, this Agreement shall automatically extend for a one (1) year period; (“Renewal Term”); provided, however, that the Lead Contracting Agency and/or the Vendor may opt to decline extension of the MPA by providing notification in writing at least thirty (30) calendar days prior to the annual automatic extension anniversary of the Initial Term.

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Contract Number: PS25830
4 3.2 Either Vendor or the Lead Contracting Agency may terminate this Agreement by written notice to the other party if the other Party breaches any of its obligations hereunder and fails to remedy the breach within thirty (30) days after receiving written notice of such breach from the non-breaching party.

ARTICLE 4 – PRICING, INVOICES, PAYMENT AND DELIVERY

4.1 Purchaser shall pay Vendor for all Products and Services ordered and delivered in compliance with the terms and conditions of this Agreement at the pricing specified for each such Product and Service on Attachment A, including shipping. Unless Attachment A expressly provides otherwise, the pricing schedule set forth on Attachment A hereto shall remain fixed for the Initial Term of this Agreement; provided that manufacturer pricing is not guaranteed and may be adjusted based on the next manufacturer price increase.

Pricing contained in Attachment A shall be extended to all NPPGov, Public Safety GPO, First Responder GPO and Law Enforcement GPO members upon execution of the IGA.

4.2 Vendor shall submit original invoices to Purchaser in form and substance and format reasonably acceptable to Purchaser. All invoices must reference the Purchaser’s Purchase Order number, contain an itemization of amounts for Products and Services purchased during the applicable invoice period and any other information reasonably requested by Purchaser, and must otherwise comply with the provisions of this Agreement. Invoices shall be addressed as directed by Purchaser.

4.3 Unless otherwise specified, Purchaser is responsible for any and all applicable sales taxes.

Attachment A or Vendor’s Proposal (Attachment E) shall specify any and all other taxes and duties of any kind which Purchaser is required to pay with respect to the sale of Products and Services covered by this Agreement and all charges for packing, packaging and loading.

4.4 Except as specifically set forth on Attachments A and G, Purchaser shall not be responsible for any additional costs or expenses of any nature incurred by Vendor in connection with the Products and Services, including without limitation travel expenses, clerical or administrative personnel, long distance telephone charges, etc. (“Incidental Expenses”).

4.5 Price reductions or discount increases may be offered at any time during the contract term and shall become effective upon notice of acceptance from Purchaser.

4.6 Notwithstanding any other agreement of the Parties as to the payment of shipping/delivery costs, and subject to Attachments A, E, and G herein, Vendor shall offer delivery and/or shipping costs prepaid FOB Destination. If there are handling fees, these also shall be included in the pricing.

4.7 Unless otherwise directed by Purchaser for expedited orders, Vendor shall utilize such common carrier for the delivery of Products and Services as Vendor may select; provided, however, that for expedited orders Vendor shall obtain delivery services hereunder at rates and terms not less favorable than those paid by Vendor for its own account or for the account of any other similarly situated customer of Vendor.

4.8 Vendor shall have the risk of loss of or damage to any Products until delivery to Purchaser.

Purchaser shall have the risk of loss of or damage to the Products after delivery to Purchaser. Title to Products shall not transfer until the Products have been delivered to and accepted by Purchaser at Purchaser’s Destination.

ARTICLE 5 – INSURANCE

5.1 During the term of this Agreement, Vendor shall maintain at its own cost and expense (and shall cause any subcontractor to maintain) insurance policies providing insurance of the kind and in the amounts Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
5 generally carried by reasonably prudent manufacturers in the industry, with one or more reputable insurance companies licensed to do business in Oregon and any other state or jurisdiction where Products and Services are sold hereunder. Such certificates of insurance shall be made available to the Lead Contracting Agency upon 48 hours’ notice. BY SIGNING THE AGREEMENT PAGE THE VENDOR AGREES TO THIS

REQUIREMENT AND FAILURE TO MEET THIS REQUIREMENT WILL RESULT IN CANCELLATION OF THIS MASTER PRICE AGREEMENT.

5.2 All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of this Agreement is satisfactorily completed and formally accepted.

Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect coverage afforded under the insurance policies to protect the Lead Contracting Agency. The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such deductible and/or self-insured retentions shall not be applicable with respect to the coverage provided to the Lead Contracting Agency under such policies. Vendor shall be solely responsible for the deductible and/or self-insured retention and the Lead Contracting Agency, at its option, may require Vendor to secure payment of such deductibles or self-insured retentions by a surety bond or an irrevocable and unconditional letter of credit.

5.3 Vendor shall carry Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction over Vendor’s employees engaged in the performance of the work or services, as well as Employer’s Liability insurance. Vendor waives all rights against the Lead Contracting Agency and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the Workers’ Compensation and Employer’s Liability or commercial umbrella liability insurance obtained by Vendor pursuant to this Agreement.

5.4 Insurance required herein shall not be permitted to expire, be canceled, or materially changed without thirty days (30 days) prior written notice to the Lead Contracting Agency.

5.5 Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Purchaser and other additional insureds for losses paid under the insurance policies required by this Agreement. The waiver must apply to all deductibles and/or self-insured retentions applicable to the necessary insurance that the Vendor maintains.

ARTICLE 6 – INDEMNIFICATION AND HOLD HARMLESS

6.1 Vendor agrees that it shall indemnify, defend and hold harmless Lead Contracting Agency, its respective officials, directors, employees, members and agents (collectively, the “Indemnitees”), from and against any and all damages, claims, losses, expenses, costs, obligations and liabilities (including, without limitation, reasonable attorney’s fees), suffered directly or indirectly by any of the Indemnitees to the extent of, or arising out of, (i) any breach of any covenant, representation or warranty made by Vendor in this Agreement, (ii) any failure by Vendor to perform or fulfill any of its obligations, covenants or agreements set forth in this Agreement, (iii) the negligence or intentional misconduct of Vendor, any subcontractor of Vendor, or any of their respective employees or agents, (iv) any failure of Vendor, its subcontractors, or their respective employees to comply with any Applicable Law, (v) any litigation, proceeding or claim by any third party relating in any way to the obligations of Vendor under this Agreement or Vendor’s performance under this Agreement, (vi) any Employee Taxes or Unemployment Insurance, or (vii) any claim alleging that the Products and Services or any part thereof infringe any third party’s U.S. patent, copyright, trademark, trade secret or other intellectual property interest. Such obligation to indemnify shall not apply where the damage, claim, loss, expense, cost, obligation or liability is due to the breach of this Agreement by, or negligence or willful misconduct of, Lead Contracting Agency or its officials, directors, employees, agents or contractors.

The amount and type of insurance coverage requirements set forth herein will in no way be construed as Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
6 limiting the scope of the indemnity in this paragraph. The indemnity obligations of Vendor under this Article shall survive the expiration or termination of this Agreement for two years.

6.2 LIMITATION OF LIABILITY: IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY

SPECIAL, INDIRECT, INCIDENTAL, CONSEQUENTIAL OR EXEMPLARY DAMAGES IN CONNECTION

WITH OR ARISING OUT OF THIS AGREEMENT, INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR

INJURIES TO PERSONS OR TO PROPERTY OR LOSS OF PROFITS OR LOSS OF FUTURE BUSINESS

OR REPUTATION, WHETHER BASED ON TORT OR BREACH OF CONTRACT OR OTHER BASIS, EVEN IF IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

6.3 The same terms, conditions and pricing of this Agreement may be extended to government members of National Purchasing Partners, LLC. In the event the terms of this Agreement are extended to other government members, each government member (procuring party) shall be solely responsible for the ordering of Products and Services under this Agreement. A non-procuring party shall not be liable in any fashion for any violation by a procuring party, and the procuring party shall hold nonprocuring parties or unrelated purchasing parties harmless from any liability that may arise from action or inaction of the procuring party.

ARTICLE 7 – WARRANTIES
Purchaser shall refer to Vendor’s Proposal for all Vendor and manufacturer express warranties, as well as those warranties provided under Attachment B herein.

ARTICLE 8 - INSPECTION AND REJECTION

8.1 Purchaser shall have the right to inspect and test Products at any time prior to shipment, and within a reasonable time after delivery to the Purchaser’s Destination. Products not inspected within a reasonable time after delivery shall be deemed accepted by Purchaser. The payment for Products shall in no way impair the right of Purchaser to reject nonconforming Products, or to avail itself of any other remedies to which it may be entitled.

8.2 If any of the Products are found at any time to be defective in material or workmanship, damaged, or otherwise not in conformity with the requirements of this Agreement or any applicable Purchase Order, as its exclusive remedy, Purchaser may at its option and at Vendor’s sole cost and expense, elect either to (i) return any damaged, non-conforming or defective Products to Vendor for correction or replacement, or (ii) require Vendor to inspect the Products and remove or replace damaged, non-conforming or defective Products with conforming Products. If Purchaser elects option (ii) in the preceding sentence and Vendor fails promptly to make the necessary inspection, removal and replacement, Purchaser, at its option, may inspect the Products and Vendor shall bear the cost thereof. Payment by Purchaser of any invoice shall not constitute acceptance of the Products covered by such invoice, and acceptance by Purchaser shall not relieve Vendor of its warranties or other obligations under this Agreement.

8.3 The provisions of this Article shall survive the expiration or termination of this Agreement.

ARTICLE 9 – SUBSTITUTIONS
Except as otherwise permitted hereunder, Vendor may not make any substitutions of Products, or any portion thereof, of any kind without the prior written consent of Purchaser.

ARTICLE 10 - COMPLIANCE WITH LAWS
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Contract Number: PS25830
7 10.1 Vendor agrees to comply with all Applicable Laws and at Vendor’s expense, secure and maintain in full force during the term of this Agreement, all licenses, permits, approvals, authorizations, registrations and certificates, if any, required by Applicable Laws in connection with the performance of its obligations hereunder. At Purchaser’s request, Vendor shall provide to Purchaser copies of any or all such licenses, permits, approvals, authorizations, registrations and certificates.

10.2 Purchaser has taken all required governmental action to authorize its execution of this Agreement and there is no governmental or legal impediment against Purchaser’s execution of this Agreement or performance of its obligations hereunder.

10.3 When a Participating Agency procures Products and Services under this Agreement using United States federal funds, including but not limited to federal grants or FEMA funding, the procurement shall be subject to the terms and conditions set forth in Attachment D – Requirements for Procurements Utilizing Federal Funds and Grants, which is incorporated herein by reference. The Vendor shall comply with all applicable federal laws, regulations, and requirements outlined in Attachment D, including but not limited to those specified in 2 C.F.R. § 200, as amended, and any additional stipulations based on the source of funding. All references to “federal” in this section and Attachment D pertain exclusively to the United States federal government.

10.4 When a Participating Agency accesses Vendor’s Products and Services with United States federal funds, Vendor shall comply with the provisions set forth in Attachment D – Provisions for Non-United States Federal Entity Procurements Under United States Federal Awards or Other Awards, which is incorporated herein by reference.

ARTICLE 11 – PUBLICITY / CONFIDENTIALITY

11.1 No news releases, public announcements, advertising materials, or confirmation of same, concerning any part of this Agreement or any Purchase Order issued hereunder shall be issued or made without the prior written approval of the Parties. Neither Party shall in any advertising, sales materials or in any other way use any of the names or logos of the other Party without the prior written approval of the other Party.

11.2 Any knowledge or information which Vendor or any of its affiliates shall have disclosed or may hereafter disclose to Purchaser, and which in any way relates to the Products and Services covered by this Agreement shall not, unless otherwise designated by Vendor, be deemed to be confidential or proprietary information, and shall be acquired by Purchaser, free from any restrictions, as part of the consideration for this Agreement.

ARTICLE 12 - RIGHT TO AUDIT
Subject to Vendor’s reasonable security and confidentiality procedures, Purchaser, or any third party retained by Purchaser, may at any time upon prior reasonable notice to Vendor, during normal business hours, audit the books, records and accounts of Vendor to the extent that such books, records and accounts pertain to sale of any Products and Services hereunder or otherwise relate to the performance of this Agreement by Vendor. Vendor shall maintain all such books, records and accounts for a period of at least three (3) years after the date of expiration or termination of this Agreement. The Purchaser’s right to audit under this Article 12 and Purchaser’s rights hereunder shall survive the expiration or termination of this Agreement for a period of three (3) years after the date of such expiration or termination.

ARTICLE 13 - REMEDIES
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Contract Number: PS25830
8 Except as otherwise provided herein, any right or remedy of Vendor or Purchaser set forth in this Agreement shall not be exclusive, and, in addition thereto, Vendor and Purchaser shall have all rights and remedies under Applicable Law, including without limitation, equitable relief. The provisions of this Article shall survive the expiration or termination of this Agreement.

ARTICLE 14 - RELATIONSHIP OF PARTIES
Vendor is an independent contractor and is not an agent, servant, employee, legal representative, partner or joint venture of Purchaser. Nothing herein shall be deemed or construed as creating a joint venture or partnership between Vendor and Purchaser. Neither Party has the power or authority to bind or commit the other.

ARTICLE 15 - NOTICES
All notices required or permitted to be given or made in this Agreement shall be in writing. Such notice(s) shall be deemed to be duly given or made if delivered by hand, by certified or registered mail or by nationally recognized overnight courier to the address specified below:

If to Lead Contracting Agency:

LEAGUE OF OREGON CITIES
1201 Court St. NE
Suite 200
Salem OR 97301
ATTN: Kevin Toon
Email: [email protected]
If to Vendor:

Life-Assist, Inc
11277 Sunrise Park Drive
Rancho Cordova, CA 95742
ATTN: Andy Selby
Email: [email protected]
Either Party may change its notice address by giving the other Party written notice of such change in the manner specified above.

ARTICLE 16 - FORCE MAJEURE
Except for Purchaser’s obligation to pay for Products and Services delivered, delay in performance or non-performance of any obligation contained herein shall be excused to the extent such failure or nonperformance is caused by force majeure. For purposes of this Agreement, “force majeure” shall mean any cause or agency preventing performance of an obligation which is beyond the reasonable control of either Party hereto, including without limitation, fire, flood, sabotage, shipwreck, embargo, strike, explosion, labor trouble, accident, riot, acts of governmental authority (including, without limitation, acts based on laws or regulations now in existence as well as those enacted in the future), acts of nature, and delays or failure in obtaining raw materials, supplies or transportation. A Party affected by force majeure shall promptly provide notice to the other, explaining the nature and expected duration thereof, and shall act diligently to remedy the interruption or delay if it is reasonably capable of being remedied. In the event of a force majeure situation, Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
9 deliveries or acceptance of deliveries that have been suspended shall not be required to be made upon the resumption of performance.

ARTICLE 17 - WAIVER
No delay or failure by either Party to exercise any right, remedy or power herein shall impair such Party’s right to exercise such right, remedy or power or be construed to be a waiver of any default or an acquiescence therein; and any single or partial exercise of any such right, remedy or power shall not preclude any other or further exercise thereof or the exercise of any other right, remedy or power. No waiver hereunder shall be valid unless set forth in writing executed by the waiving Party and then only to the extent expressly set forth in such writing.

ARTICLE 18 - PARTIES BOUND; ASSIGNMENT
This Agreement shall inure to the benefit of and shall be binding upon the respective successors and assigns of the Parties hereto, but it may not be assigned in whole or in part by Vendor without prior written notice to Purchaser which shall not be unreasonably withheld or delayed.

ARTICLE 19 - SURVIVABILITY/PARTICIPATING AGENCY DISCRETIONARY EXTENSION Provided the laws of the jurisdiction of the Participating Agency permit survivability of the contract term through a mutually agreed upon extension of the agreement between the Participating Agency and the Vendor beyond the term of the publicly awarded Agreement, to be determined and confirmed by the Participating Agency at its sole discretion, all applicable agreements and warranties that were entered into between Vendor and the Participating Agency under the terms and conditions of the Agreement shall survive the expiration or termination of the Agreement if mutually agreed upon between the Vendor and the Participating Agency. All purchase orders issued and accepted by Vendor shall survive expiration or termination of the Agreement for the term of the purchase order or subscription, unless the Participating Agency terminates the purchase order sooner. However, regardless of the term of the purchase order or subscription, no purchase order shall survive the expiration or termination of the Agreement unless the Participating Agency makes an express finding and justification for the longer term as mutually agreed upon by the Participating Agency and Vendor.

The finding and justification must either be included in the purchase order or referenced in the purchase order and maintained in the Participating Agency’s procurement record. Contract maintenance and adjustments contemplated after the maturity date of the Lead Public Agency cooperative procurement contract, and prior to the expiration date of the Purchase Order or subscription, shall be individually negotiated directly between the awarded Vendor and the Participating Agency identified in that Purchase Order or subscription. Rights and obligations under this Agreement which by their nature should survive, including, but not limited to, the administrative fee provided in the Vendor Administrative Agreement and any and all payment obligations invoiced prior to the termination or expiration hereof, obligations of confidentiality, and indemnification will remain in effect after termination or expiration hereof.

ARTICLE 20 - SEVERABILITY
To the extent possible, each provision of this Agreement shall be interpreted in such a manner as to be effective and valid under Applicable Law. If any provision of this Agreement is declared invalid or unenforceable, by judicial determination or otherwise, such provision shall not invalidate or render unenforceable the entire Agreement, but rather the entire Agreement shall be construed as if not containing the particular invalid or unenforceable provision or provisions and the rights and obligations of the Parties shall be construed and enforced accordingly.

ARTICLE 21 - INCORPORATION; ENTIRE AGREEMENT
Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
10 21.1 All the provisions of the Attachments hereto are hereby incorporated herein and made a part of this Agreement. In the event of any apparent conflict between any provision set forth in the main body of this Agreement and any provision set forth in the Attachments, including the RFP and/or Vendor’s Proposal, the provisions shall be interpreted, to the extent possible, as if they do not conflict. If such an interpretation is not possible, the provisions set forth in the main body of this Agreement shall control.

21.2 This Agreement (including Attachments and Contract Documents hereto) constitutes the entire Agreement of the Parties relating to the subject matter hereof and supersedes any and all prior written and oral agreements or understandings relating to such subject matter.

ARTICLE 22 - HEADINGS
Headings used in this Agreement are for convenience of reference only and shall in no way be used to construe or limit the provisions set forth in this Agreement.

ARTICLE 23 - MODIFICATIONS
This Agreement may be modified or amended only in writing executed by Vendor and the Lead Contracting Agency. The Lead Contracting Agency and each Participating Agency contracting hereunder acknowledge and agree that any agreement entered into in connection with any Purchase Order hereunder shall constitute a modification of this Agreement as between the Vendor and the Participating Agency. Any modification of this Agreement as between Vendor and any Participating Agency shall not be deemed a modification of this Agreement for the benefit of the Lead Contracting Agency or any other Participating Agency.

ARTICLE 24 - GOVERNING LAW
This Agreement shall be governed by and interpreted in accordance with the laws of the State of Oregon or in the case of a Participating Agency’s use of this Agreement, the laws of the State in which the Participating Agency exists, without regard to its choice of law provisions. [Signature page to follow]
Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
11 ARTICLE 25 - COUNTERPARTS
This Agreement may be executed in counterparts all of which together shall constitute one and the same Agreement.

IN WITNESS WHEREOF, the Parties have executed this Agreement as of the day and year last written below.

PURCHASER:

Signature: ____________________________________
Printed Name:

Title: ____________________________________________

LEAGUE OF OREGON CITIES
Dated: ____________________________
VENDOR:

Signature: ______________________________
Printed Name:

Title: _____________________________

LIFE-ASSIST, INC
Dated: ____________________________
Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532 Carrie Woodworth
Contracts Manager
November 19, 2025 | 4:39 PM PST
Patricia M. Mulvihill
November 19, 2025 | 8:30 PM PST
Executive Director

Contract Number: PS25830
12 ATTACHMENT A
to Master Price Agreement by and between VENDOR and PURCHASER.

PRODUCTS, SERVICES, SPECIFICATIONS AND PRICES

MEDICAL PRODUCTS, MONITORS, SOFTWARE, DATA TRANSMISSION,

AND RELATED SERVICES
Product Category Percentage (%) off
List Price
MEDICAL PRODUCTS AND SUPPLIES 31%
PHARMACEUTICLAS 31%
MEDICAL MONITORS, DEFIBRILLATORS, AND DIAGNOSTICS 31%
MEDICAL LIFE SUPPORT EQUIPMENT 31%
TRAINING, SIMULATION, AND CERTIFICATION 15%
OTHER
- CAPITAL EQUIPMENT
- OPERATIONS
15%

EXCLUDES ITEMS ON SALE
Vendor pays freight for all standard ground shipments in the Continental US. Alaska and Hawaii shipments are sent via Priority Mail or UPS 2nd Day Air, and freight is added to the invoice. Vendor will only charge the actual freight amount that we are charged; it will never be marked up in price.

Pricing contained in this Attachment A shall be extended to all NPPGov members upon execution of the Intergovernmental Agreement.

Participating Agencies may purchase from Vendor’s authorized dealers and distributors, as applicable, provided the pricing and terms of this Agreement are extended to Participating Agencies by such dealers and distributors. Vendor’s authorized dealers and distributors, as applicable, may be updated from time to time. [A current list may be obtained from Vendor.]
Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
13 ATTACHMENT B
to Master Price Agreement by and between VENDOR and PURCHASER.

ADDITIONAL SELLER WARRANTIES
To the extent possible, Vendor will make available all warranties from third party manufacturers of Products not manufactured by Vendor, as well as any warranties identified in this Agreement and Vendor’s Proposal.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
14 ATTACHMENT C
to Master Price Agreement by and between VENDOR and PURCHASER.

PARTICIPATING AGENCIES
The Lead Contracting Agency in cooperation with National Purchasing Partners (NPPGov) entered into this Agreement on behalf of other government agencies that desire to access this Agreement to purchase Products and Services. Vendor must work directly with any Participating Agency concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing, and payment. The Lead Contracting Agency shall not be held liable for any costs, damages, etc., incurred by any Participating Agency.

Any subsequent contract entered into between Vendor and any Participating Agency shall be construed to be in accordance with and governed by the laws of the State in which the Participating Agency exists. Each Participating Agency is directed to execute an Intergovernmental Cooperative Purchasing Agreement (“IGA”), as set forth on the NPPGov web site, www.nppgov.com. The IGA allows the Participating Agency to purchase Products and Services from the Vendor in accordance with each Participating Agency’s legal requirements as if it were the “Purchaser” hereunder.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
15 ATTACHMENT D
to Master Price Agreement by and between VENDOR and PURCHASER.

REQUIREMENTS FOR PROCUREMENTS UTILIZING FEDERAL FUNDS AND GRANTS Summary of Key Provisions for Participating Agencies Utilizing U.S. Federal Funds Participating Agencies acquiring goods or services through this contract using United States federal grants or FEMA funding are subject to specific requirements, including those outlined in 2 C.F.R. § 200.

Additional stipulations may apply based on the source of funding. For reference, “federal” pertains exclusively to the United States federal government.

The following provisions are applicable solely when a Participating Agency procures Vendor equipment, products, or services with United States federal funds:

A. Equal Employment Opportunity
Contracts classified as “federally assisted construction contracts” under 41 C.F.R. § 60-1.3 must incorporate the Equal Opportunity clause pursuant to 41 C.F.R. § 60-1.4(b), ensuring compliance with Executive Order 11246 (as amended) and relevant Department of Labor regulations. This provision is included by reference.

B. Davis-Bacon Act, as Amended (40 U.S.C. § 3141-3148)
Prime construction contracts exceeding $2,000 require adherence to the Davis-Bacon Act and related Department of Labor regulations (29 C.F.R. § 5). Contractors must pay at least the prevailing wage determined by the Secretary of Labor, with weekly payments mandated. Each solicitation must feature the current wage determination, and any violations must be reported to the awarding agency.

Compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145; 29 C.F.R. § 3) is also required.

C. Contract Work Hours and Safety Standards Act (40 U.S.C. § 3701-3708) Contracts exceeding $100,000 involving mechanics or laborers must comply with 40 U.S.C. §§ 3702 and 3704, and 29 C.F.R. § 5. Wages must reflect a standard 40-hour work week, with overtime compensated at no less than one and a half times the basic rate. Workers must not be subjected to hazardous or unsafe conditions. These rules exclude supply purchases and transportation contracts.

The Vendor confirms compliance throughout the contract duration.

D. Rights to Inventions Made Under a Contract or Agreement If the federal award qualifies as a “funding agreement” per 37 C.F.R. § 401.2(a), recipients contracting with small businesses or nonprofit organizations for research must observe 37 C.F.R. § 401 and associated regulations.

E. Clean Air Act and Federal Water Pollution Control Act For contracts and subgrants exceeding $150,000, full compliance with the Clean Air Act (42 U.S.C. § 7401–7671Q) and Federal Water Pollution Control Act (33 U.S.C. § 1251–1387) is mandatory. Any violations should be reported to both the awarding agency and the EPA. Vendors certify their compliance.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
16 F. Debarment and Suspension (Executive Orders 12549 and 12689) No contract shall be awarded to entities listed in the System for Award Management (SAM) exclusions under 2 C.F.R. § 180 and Executive Orders 12549 and 12689. Vendors confirm they are neither debarred nor excluded by any federal agency.

G. Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352)
Vendors must submit requisite certifications and refrain from utilizing federal funds to influence government officials in relation to contracts, grants, or awards. All lobbying with non-federal funds must be disclosed and communicated across all tiers. Vendors agree to adhere strictly to the Byrd AntiLobbying Amendment.

H. Record Retention Requirements
Vendors shall retain records in accordance with 2 C.F.R. § 200.333 for three years beyond final report submission and until all matters have been resolved.

I. Energy Policy and Conservation Act Compliance
Where relevant, Vendors must comply with mandatory energy efficiency standards detailed in the state energy conservation plan under the Energy Policy and Conservation Act.

J. Buy American Provisions Compliance
When applicable, Vendors must comply with the Buy American Act and ensure purchases adhere to procurement rules that require free and open competition.

K. Access to Records (2 C.F.R. § 200.336)
Vendors grant authorized representatives of federal agencies access to pertinent books, documents, papers, and records for audits, examinations, excerpts, and transcriptions, as well as personnel interviews relating to such records.

L. Procurement of Recovered Materials (2 C.F.R. § 200.322) Non-federal entities that are state agencies or political subdivisions and their contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. This includes procuring items designated in EPA guidelines (40 C.F.R. § 247) containing the highest practical percentage of recovered materials, maximizing energy and resource recovery for solid waste management, and establishing affirmative procurement programs for recovered materials as specified by EPA.

Entities utilizing United States federal grant or FEMA funds for procurement may be subject to further requirements, including those under 2 C.F.R. § 200, with all references to “federal” denoting the United States federal government.

Entities using U.S. federal grant or FEMA funds for procurement may be subject to additional requirements under 2 C.F.R. § 200. All references to “federal” are specific to the United States federal government.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
17 ATTACHMENT E
to Master Price Agreement by and between VENDOR and PURCHASER.

Vendor’s Proposal
(The Vendor’s Proposal is not attached hereto.)
(The Vendor’s Proposal is incorporated by reference herein.) Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
18 ATTACHMENT F
to Master Price Agreement by and between VENDOR and PURCHASER.

Purchaser’s Request for Proposal
(The Purchaser’s Request for Proposal is not attached hereto.) (The Purchaser’s Request for Proposal is incorporated by reference herein.) Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
19 ATTACHMENT G
to Master Price Agreement by and between VENDOR and PURCHASER.

ADDITIONAL VENDOR TERMS OF PURCHASE, IF ANY.

TERMS AND CONDITIONS
===============================

WARRANTIES AND LIABILITY LIMITS
===============================
Warranties are limited to those offered by the manufacturer. Life-Assist, Inc. gives no express or implied warranties on any items shown in its catalog, price list, or otherwise offered for sale and shall not be responsible for the proper use and servicing of goods purchased nor does the company give any express or implied warranty that goods purchased are merchantable or fit for a particular purpose. LifeAssist, Inc. shall not be liable for special or consequential damage or injury to person or property which results from the use of these products. All products sold by Life-Assist, Inc. are intended for use by trained medical personnel.
========

SHIPPING
========
Free Standard Shipping within the contiguous U.S. on orders over $100! Orders under $100 will be charged a $14.50 shipping and handling fee. All other orders are shipped FOB origin and freight charges will be applied at time of shipment.

It is our service policy to ship orders the same day we receive them, providing the order is placed by 4:00 pm Monday through Friday. Most orders are shipped by UPS ground complete within 24 hours (MF). If, by chance, an item is backordered, it will be shipped to you immediately upon our receipt.

Refrigerated items are only shipped Monday – Wednesday and will arrive in 1 – 2 days. Destinations outside of the 2-day shipping zone must be shipped 2nd Day Air and the air freight charges will apply.

Refrigerated items cannot be returned.

Freight charges will be applied to special orders, overweight orders, oversized products, and requested rush deliveries.
=======

RETURNS
=======
If a product does not meet your specifications, you may return the item in its original and unaltered* packaging, in resalable condition, within 45 days. Prior to returning any purchase, please contact Customer Care at (800) 824-6016 or email [email protected] to obtain a return authorization number.
*Please note, we are unable to provide credit for items where packaging has been altered (i.e., marked with permanent marker or internal agency labels affixed).

Returned merchandise must be sent freight prepaid and be received in new, resalable condition.

To expedite the process, please have your shipping or invoice document available for reference.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

Contract Number: PS25830
20 Items returned within 45 days of shipment will not be subject to a restocking fee. Items returned 46 days or more will be subject to a 15% restocking fee ($25.00 minimum) plus freight.

Non-returnable items include:

Pharmaceutical products
Custom / special order items
Refrigerated products
Items listed as non-returnable
Short dated or expired products
Items not in original packaging
Some goods, such as refrigerated items, special order items, short dated product and/or items more than 90 days old, etc., are not be eligible for credit. Products shipped directly from vendor partners require a vendor return authorization and are subject to the vendor’s return policy and any applicable fees. If we make an error in filling or shipping your order, we will promptly rectify the mistake at no cost to you.

Please note: Issuance of a Return Authorization Number is required and does not guarantee credit.

Credit will be issued only after the product is received, inspected, and confirmed to meet our return requirements.

If a damaged shipment is received, please note the extent of the damage to the carrier at the time of delivery. Keep all boxes and packaging materials and immediately contact Customer Care at (800) 824- 6016 or email [email protected].

Damage claims must be made within 5 days of receipt of merchandise. ======
CREDIT
======
Municipalities, fire and police departments, recognized volunteer organizations, government agencies and related: may purchase on terms of Net 30 days from shipping date without prior arrangement.

Please fax or mail your first order on agency letterhead.

Commercial businesses: may apply for open account status by submitting a completed Life-Assist, Inc.

Credit Application Form.

Resellers may request price quotations online only. Rx items are not available for resale.

Overdue accounts: will be assessed a 1 1/2% monthly (18% year) charge. Payment on account will be credited upon receipt at Life-Assist’s office in Rancho Cordova, California. Delinquent accounts will be referred for collection. Purchaser will be liable for all costs of collection on overdue accounts, plus reasonable attorney’s fees. A $20 service charge will be assessed on all returned checks. ©2003-2025 Life-Assist, Inc. All Rights Reserved. No part of this website may be reproduced in whole or part without expressed written permission by Life-Assist, Inc.

Docusign Envelope ID: BD7801DA-2F22-4B0E-921E-647D3BBC7532

City Council
Communication
Meeting Date: 5/6/2026
Item #: VI.17
File #: 0800-06
Item ID: 2026-310
Title: On-Call Geographic Information System Services – Professional Services Agreement Contact: Chris Fanucchi 916-746-1353 [email protected]

SUMMARY
Staff recommends approval of a professional services agreement with Geographic Technologies Group, Inc., for on-call geographic information system (GIS) services with a not-to-exceed amount of $175,000 for the first term and $150,000 annually for future optional renewals. The funding source is the Development Services Department's Technology Replacement Fund, funded by development through permit fees for development-driven technology improvements. Funding for FY2025-26 is included in the Department's budget. Staff also recommends authorization for the City Manager to execute future amendments to extend the agreement for up to four (4) additional one-year renewal terms on behalf of the City.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve a Professional Services Agreement with Geographic Technologies Group, Inc. for on-call geographic information system services and authorize the City Manager to execute it on behalf of the City of Roseville.

Staff additionally requests authority for the City Manager or his designee to execute four (4) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City's best interest.

BACKGROUND
The Development Services Department’s Geographic Information System (GIS) program maintains the citywide basemap and manages addressing and street naming on behalf of the City. The GIS team maintains, updates, and creates critical datasets, including parcels, addresses, and street centerlines, which support City operations and are integrated into business systems across departments and publicfacing applications. The accuracy and reliability of this data are essential to support life-safety services, utility billing, operational efficiency, and informed decision-making.

The Development Services Department’s GIS team currently consists of one GIS Analyst and one GIS Technician, both fully allocated to ongoing operational needs. As demand for GIS services continues to grow, additional support is needed to maintain service levels and advance strategic initiatives. The use of on-call support services will supplement staff capacity, provide specialized expertise, support priority projects, and offer opportunities for knowledge transfer and mentorship to enhance the team’s overall expertise.

To support these needs, the City conducted a competitive Request for Proposals (RFP) process to solicit qualified firms for on-call GIS support services, including data maintenance, application development, automation, strategic planning, mentorship, and project coordination. Proposals were evaluated based on

experience and qualifications, service approach, and cost. Geographic Technologies Group, Inc. (GTG) was identified as the highest-ranked proposer and determined to provide the best overall value to the City.

The proposed agreement will enable the Department to respond more effectively to changing service needs, improve operations, and expand public-facing GIS tools and civic engagement.

FISCAL IMPACT
The not-to-exceed amount for the recommended agreement is $175,000 for the first term and $150,000 annually for future optional renewals. The funding source is the Development Services Department's Technology Replacement Fund, funded by development through permit fees for development-driven technology improvements. Funding for FY2025-26 is included in the Department's budget.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) only applies to projects which have the potential to cause a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA (CEQA Guidelines §15061(b)(3)). No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

4. Invest in well-planned infrastructure and growth

6. Deliver exceptional City services
Respectfully Submitted,
Chris Fanucchi, Business Systems Administrator
Mike Isom, Development Services Director
ATTACHMENTS:

1. Resolution 26-104

2. PSA
REVIEWERS:

Chris Fanucchi, Development Services Department - Business Services Division
Created/Initiated -
4/9/2026
Joe Allen, Development Services Department - Business Services Division Approved - 4/12/2026 Mike Isom, Development Services Department Approved - 4/13/2026 Kelly Aye, City Attorney Department Approved - 4/14/2026 Katrina Six, City Clerk Department Approved - 4/15/2026 Ryan DeVore, City Manager Department - Assistant City Manager Approved - 4/15/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 4/20/2026 Michelle Sheidenberger, City Attorney Department Approved - 4/23/2026 Dominick Casey, City Manager Department - City Manager Approved - 4/24/2026 Katrina Six, City Clerk Department Final Approval - 4/27/2026

RESOLUTION NO. 26-104

APPROVING AN ON-CALL PROFESSIONAL SERVICES AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND GEOGRAPHIC TECHNOLOGIES GROUP, INC., AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, an On-Call Professional Services Agreement for On-Call Geographic Information System Services, by and between the City of Roseville and Geographic Technologies Group, Inc., has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said On-Call Professional Services Agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

BE IT FURTHER RESOLVED, that the City Manager or his designee is authorized to execute four (4) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council, or until staff determines that continuing with this consultant is not in the best interest of the City.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2026, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk

ON-CALL PROFESSIONAL SERVICES AGREEMENT
On-Call Geographic Information System (GIS) Professional Services THIS AGREEMENT is made and entered into this ___ day of ________________, 20____, by and between the City of Roseville, a municipal corporation (“CITY”), and Geographic Technologies Group, Inc., a North Carolina corporation (“CONSULTANT”); and W I T N E S S E T H:

WHEREAS, CITY issued Request for Proposal # 06-0011 for professional services consisting of on-call geographic information system (GIS) professional services; and WHEREAS, CONSULTANT has prepared a response to the Request for Proposal dated December 11, 2025, which describes the scope of services to be performed by CONSULTANT, and the hourly rates for performance of such services; and WHEREAS, CONSULTANT is qualified and experienced to provide professional on-call GIS professional services on an on-call basis.

NOW, THEREFORE, the parties agree as follows:

1. Term. The term of this Agreement shall commence upon execution and expire on June 30, 2027. The City Manager may, in his or her discretion, elect to extend the Agreement in one (1) year increments for up to an additional four (4) years by giving CONSULTANT thirty (30) days advance written notice of each optional one (1) year renewal. Such extensions shall be memorialized by a written amendment to this Agreement.

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2. Services. CONSULTANT shall perform, at the direction of CITY, the scope of the on-call services as described in EXHIBIT “A,” attached hereto and incorporated herein by this reference. Individual tasks will be awarded by CITY on an as-needed basis. CITY may assign work to one, or more than one consultant from an approved qualified list. CITY reserves the right to unilaterally assign work to any consultant as it deems prudent or, if no services are required, no work. CITY makes no specific guarantee of a minimum or maximum number of hours or amount of tasks or services, which shall be required of any single consultant. In addition, the inclusion of any consultant on any qualified list, if so utilized by CITY, shall in no way be considered an exclusive agreement to provide service for CITY.

3. Compensation. For its services provided hereunder, CONSULTANT shall be compensated on a time and expense basis in accordance with the hourly rates as described in EXHIBIT “B,” attached hereto and incorporated herein by this reference. Any proposed increase in the effective rates for future services must be preceded by at least a 90-day written notice to the contracting department. Total compensation shall not exceed one hundred, seventy-five thousand dollars ($175,000) for the initial term. Total compensation for optional renewal years of this Agreement shall not exceed one hundred, fifty thousand dollars ($150,000). Total compensation for the initial term and all optional renewal years shall not exceed seven hundred, seventy-five thousand dollars ($775,000). Adjustment to the total compensation per year shall require a written amendment to this Agreement, subject to approval by the City Council.

CONSULTANT shall submit one monthly invoice for its services. Such invoices shall be delineated by task, the person performing the services, and the hourly rate, which shall be stated in time increments of not greater than one tenth (1/10) hours. CITY shall pay invoices within C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx thirty (30) days after receipt, if the services specified in the invoice have been satisfactorily completed.

4. Indemnification. To the fullest extent allowed by law, CONSULTANT shall defend, indemnify, and save and hold harmless CITY, its officers, agents, employees and volunteers from any claims, suits or actions of every name, kind and description brought forth, or on account of, injuries to or death of any person (including but not limited to workers and the public), or damage to property, resulting from or arising out of CONSULTANT's willful misconduct or negligent act or omission while engaged in the performance of obligations or exercise of rights created by this Agreement, except those matters arising from CITY's sole negligence or willful misconduct. The parties intend that this provision shall be broadly construed.

CONSULTANT agrees to defend and indemnify CITY if, despite the parties intent and practice, any venue, agency, or court with competent jurisdiction determines that CONSULTANT and/or any of its agents, officers, employees, volunteers, independent contractors, or subcontractors, are characterized as employee(s) of CITY.

CONSULTANT’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.

5. Insurance. CONSULTANT agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

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COVERAGE LIMITS OF LIABILITY
Workers’ Compensation Statutory
Commercial General Liability $1,000,000 each occurrence $2,000,000 aggregate
Personal Injury:
$1,000,000 each occurrence
$2,000,000 aggregate
Automobile Liability $1,000,000 combined single limit
Professional Liability (errors and $1,000,000 per claim omissions) $2,000,000 aggregate
a. Form. CONSULTANT shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management and the City Attorney. b. Additional Insureds. CONSULTANT shall also provide a separate endorsement form or section of the policy showing CITY, its officers, agents, employees and volunteers as additional insureds for each type of coverage, except for Workers’ Compensation and Professional Liability. Such insurance shall specifically cover the contractual liability of CONSULTANT. The additional insured coverage under the CONSULTANT’s policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy, and shall not seek contribution from CITY’s insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (“ISO”) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds.

Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater. c. Cancellation/Modification. CONSULTANT shall provide ten (10) days written notice to CITY prior to cancellation or modification of any insurance required by this Agreement.
d. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract) before CITY’s own insurance shall be called upon to protect it as a named insured. e. Subcontractors. CONSULTANT agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor’s work.

Furthermore, CONSULTANT shall require its subcontractors to agree to be bound to CONSULTANT and CITY in the same manner and to the same extent as CONSULTANT is bound to CITY under this Agreement. Additionally, CONSULTANT shall obligate its subcontractors to comply with these same provisions with respect to any tertiary subcontractor, regardless of tier. A copy of CITY’s indemnity and insurance provisions will be furnished to the subcontractor or tertiary subcontractor upon request.
f. Self-Insured Retentions. All self-insured retentions (“SIR”) must be disclosed to Risk Management for approval and shall not reduce the limits of liability.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
g. Waiver of Subrogation. CONSULTANT hereby agrees to waive subrogation which any insurer of CONSULTANT may acquire from CONSULTANT by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by CONSULTANT, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve CONSULTANT of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

6. Records. CONSULTANT and its subcontractors shall maintain all files and records relating to the services performed hereunder during the term of this Agreement and for a period of not less than one (1) year after the date of termination or expiration. Provided, however, that in the event of litigation or settlement of claims arising from the performance of this Agreement, CONSULTANT and its subcontractors shall maintain all files and records until such litigation, appeals or claims are resolved. Duly authorized representatives of CITY shall have right of access during normal business hours and after reasonable notice to CONSULTANT’s and subcontractors’ files and records relating to the services performed hereunder and may review and copy the files and records at appropriate stages during performance of the services and during the one (1) year period following termination or

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx expiration of this Agreement. CONSULTANT shall include this provision in its contracts with all subcontractors.

7. Prevailing Wages. When applicable, for purposes of this Agreement, CONSULTANT and its subcontractors shall comply with all applicable prevailing wage laws, e.g., but not limited to, California Labor Code Sections 1770 et seq. In accordance with said Section 1775, CONSULTANT shall forfeit as a penalty to the City two hundred dollars ($200) for each calendar day or portion thereof for each worker paid less than the prevailing rates for such work or craft in which such worker is employed for any work done on-site under the Agreement by CONSULTANT or by any subcontractor in violation of the provisions of the Labor Code and in particular, Labor Code Sections 1770 to 1780, inclusive. In addition to said penalty and pursuant to said Section 1775, the difference between such stipulated prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the stipulated prevailing wage shall be paid to each worker by CONSULTANT or the applicable subcontractor.

Pursuant to the provisions of California Labor Code Section 1773, the contracting department has identified the source, stated below, of the general prevailing rate of wages applicable to the site to be done, for straight time, overtime, and holiday work. The holiday wage rate listed shall be applicable to all holidays recognized in the collective bargaining agreement of the particular craft, classification or type of worker concerned. These wage rates may be obtained from the State Department of Industrial Relations and/or the following website address: http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

Pursuant to Labor Code Section 1773.2, general prevailing wage rates set forth above, which forms a part of this Agreement, shall be posted by CONSULTANT at a prominent place at

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx the work site. Prevailing wage rates to be posted at the work site will be furnished by the contracting department. The possibility of wage increases is one of the elements to be considered by CONSULTANT in determining its proposal and will not under any circumstances be considered as the basis of a claim against CITY or the Agreement.

8. Contractor Registration. No contractor or subcontractor may work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. During the performance of this Agreement, CONSULTANT and its subcontractors shall have a continuing legal obligation to maintain current registration with the Department of Industrial Relations. CONSULTANT is hereby notified that this Agreement is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

9. Time is of the Essence. Time is of the essence of this Agreement.

10. Compliance with Laws. CONSULTANT shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

11. Public Contracts: Conflicts of Interest. CONSULTANT’s duties and services under this Agreement shall not include preparing or assisting CITY with any portion of the CITY’s preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with CITY. CITY shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. CONSULTANT’s participation in the planning, discussions, or drawing of project plans or specifications shall be limited to conceptual, preliminary, or initial plans or specifications.

CONSULTANT shall cooperate with CITY to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx conceptual, preliminary, or initial plans or specifications prepared by CONSULTANT pursuant to this Agreement.

12. Ability to Perform. CONSULTANT agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

13. Governing Agreement. In the event of any conflict between this Agreement and its EXHIBITS, the provisions of this Agreement shall govern. In the event of any conflict between any of the EXHIBITS, the provisions of the first in order of attachment shall govern.

14. Assignment. CONSULTANT is employed to perform unique personal services.

CONSULTANT shall not assign this Agreement without the prior written consent of CITY.

CONSULTANT shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

15. Independent Contractor. CONSULTANT, inclusive of its agents, officers, employees, volunteers, independent contractors, and subcontractors, shall act as an independent contractor, and covenants and agrees that it will conduct itself consistent with such status, that it will neither hold itself out as, nor claim to be, an officer or employee of CITY by reason of this Agreement.

CONSULTANT and CITY agree that: (a) CONSULTANT is free from the control and direction of CITY in connection with the performance of the work; (b) CONSULTANT is providing services directly to CITY; (c) CONSULTANT has and will maintain at all relevant times a business license; (d) CONSULTANT maintains a business location that is separate from CITY; (e) CONSULTANT is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) CONSULTANT actually contracts with other businesses to provide the same or

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx similar services and maintains a clientele without restrictions from CITY; (g) CONSULTANT advertises and holds itself out to the public as available to provide the same or similar services; (h) CONSULTANT provides its own tools, vehicles, and equipment to perform the services; (i) CONSULTANT has negotiated its own rates; (j) CONSULTANT set its own hours and location of work in accomplishing CITY’s on-call needs; and (k) CONSULTANT has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.

16. Representations and Warranties. CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working for CONSULTANT, to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, CITY shall have the right to terminate as void this Agreement, without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

17. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

18. Copyright, Ownership and Use of Materials.
a. Definitions: For the purposes of this Agreement:
(1) “Background IP” means any and all Intellectual Property existing and owned or controlled by either Party to the Agreement on or before the Effective Date of the Agreement.

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx (2) “Improvements” means any and all improvements, enhancements, modifications, derivative works or upgrades to any Intellectual Property made, conceived, reduced to practice, affixed or otherwise developed by a Party during the term of the Agreement arising from or related CONSULTANT’s performance of any obligations under the Agreement.
(3) “Intellectual Property” means recognized protectable rights and interests such as:
patents (whether or not issued), copyrights, trademarks, service marks, applications for any of the foregoing, inventions, Confidential Information, trade secrets, trade dress, domain names, logos, insignia, color combinations, slogans, moral rights, right of publicity, author’s rights, contract and licensing rights, works, mask works, industrial design rights, rights of priority, know-how, design flows, methodologies, devices, business processes, developments, innovations, goodwill and all other legal rights protecting intangible proprietary information as may exist now and/or hereafter come into existence, and all registrations, renewals and extensions, regardless of whether those rights arise under the laws of the United States, or any other state, country or jurisdiction.
(4) “Inventions” means inventions and discoveries (whether patentable or not) which are made, conceived, reduced to practice, generated by or arising out of the performance of either Party’s obligations under the Agreement. (5) “Work Product” means any and all data, general methodologies, processes, concepts, know-how, ideas and any other non-confidential or non-customized approaches or other elements of general application in the field of

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx CONSULTANT’s work developed from or related to CONSULTANT’s performance of any obligations under the Agreement.
(6) "Material" means final tangible document developed by CONSULTANT and delivered to City by CONSULTANT; provided, however, that Material excludes any and all Background IP, Work Product, or Improvements owned by CONSULTANT pursuant to this Agreement. All Material are considered a work made for hire under the Copyright Act.
b. Background IP and Cross Licenses:
(1) CONSULTANT retains sole and exclusive ownership of all rights of any nature throughout the world in and to its Background IP and any and all Work Product conceived, created or otherwise generated as a result of CONSULTANT’s performance of any of its obligations under the Agreement, and has the unfettered and unencumbered right to use any and all of CONSULTANT’s Background IP and Work Product in the pursuit of its business or projects for other clients. (2) City retains sole and exclusive ownership of all rights of any nature throughout the world in and to its Background IP and any and all Material, as defined in the Agreement, conceived, created or otherwise generated under the Agreement, and has the unfettered and unencumbered right to use any and all of City’s Background IP and Material in the pursuit of its internal governmental purposes and operations. (3) City hereby grants to CONSULTANT a fully paid-up, royalty free, sublicensable, transferable, perpetual, irrevocable license to use any non-confidential element of the Material in the pursuit of its business or projects for other clients.

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx (4) City is hereby granted a revocable, non-sublicensable, non-transferable license to use any element of CONSULTANT’s Background IP or Work Product incorporated into the Material for its internal governmental purposes and operations. For clarity, this license only permits City to use CONSULTANT’s Background IP or Work Product as incorporated into Material. (5) Any third-party licensed materials remain subject to original license terms. c. Improvements:
(1) CONSULTANT shall solely and exclusively own all rights, title and interest in and to any Improvements to CONSULTANT’s Background IP regardless of whether such Improvements were made, conceived and reduced to practice by CONSULTANT or City or their respective personnel.
(2) City shall solely and exclusively own all rights, title and interest in and to any Improvements to City’s Background IP regardless of whether such Improvements were made, conceived and reduced to practice by CONSULTANT or City or their respective personnel.
(3) Each Party (“Party A”) irrevocably assigns to and in favor of the other Party (“Party B”), and Party B accepts, every right, title and interest in and to any and all Improvements to their respective Background IP immediately following the creation thereof, for all time, and irrevocably waives in favor of Party B all rights of integrity and other moral rights to all Improvements to their respective Background IP, immediately following the creation thereof, for all time.

19. Termination of Agreement. CITY may terminate this Agreement without cause by giving CONSULTANT ten (10) days advance written notice from the City Manager.

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx CONSULTANT may terminate this Agreement without cause by giving CITY thirty (30) days advance written notice. CONSULTANT understands that continuation of this Agreement past June 30th of any given year is contingent upon appropriation of funds for such purpose in the budget of the City of Roseville in the sole discretion of the City Council. In the event of termination through no fault of CONSULTANT, CITY shall compensate CONSULTANT for services performed as of the date of termination, upon the release to CITY of all Material hereunder, in any and all media or formats in which such materials have been created or are maintained. CITY retains the right to receive and use any MATERIAL, notwithstanding any termination or any dispute regarding the amount to be paid.

20. Attorney’s Fees; Venue; Governing Law. If either party commences any legal action against the other party arising out of this Agreement or the performance hereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorney’s fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

21. Modification. This Agreement and each provision contained herein may be waived, amended, supplemented or eliminated only by mutual written agreement of the parties.

22. Severability. If any of the provisions contained in this Agreement are for any reason held invalid or unenforceable, such holding shall not affect the remaining provisions or the validity and enforceability of the Agreement as a whole.

23. Notices. Any notices to parties required by this Agreement shall be delivered personally or mailed, U.S. first class postage prepaid, addressed as follows:

C'ITY OF ROSEVILLE
Development ervices Department
Attn: Mike Isom
311 Vernon Street
Roseville, CA 95678

CONSULTANT
Geogrnphic Technologies Group, Inc.

Attn: Curt Hinton
1299 B Parkway Drive
Goldsboro, NC 27534
Either party may amend its address for notice by giving notice to the other party in writing.

24. lntegrnted Agreement. This i an integrated agreement and contains all of the tenns, considerations, understanding and promi es of the parties. It shall be read as a whole.

IN WITNESS WHEREOF, the City of Roseville, a municipal corporation, has authorized the execution of this Agreement in duplicate by its City Manager and attested to by its City Clerk under the authority of Resolution No. ___ , adopted by the Council of the City of Roseville on the_ day of _____ , 20 _, and C01 SULT ANT has caused this greement to be executed.

CITY OF ROSEVILLE, a
municipal corporation
BY: ____ ...,......--,--------

DOMI ICK CASEY
City Manager
ATTEST:

BY: ____________ _

CARMEN AVALOS
City Clerk
APPROVED AS TO FORM:

GEOGRAPHIC TECHNOLOGTES
GROUP, Inc., a North Carolina Corporation
C:\U�'f'S\11r,rmclis-.a\i\l'flf►.u:a'l.oc:ihMiaos.Qfl\\V11100\\IJ\JN1.-1Cachc'Con1etu.Outlook\OYMDOrl)W\C,._-ographic Tcc.hno�-Gmup..Ou-callPSA (f<cviS(.-d 3.)6.26).docx

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx BY: _______________________________

MICHELLE SHEIDENBERGER
City Attorney
APPROVED AS TO SUBSTANCE:

BY: _______________________________

MIKE ISOM
Development Services Director

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx EXHIBIT “A”

Cover HERE

City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
PHONE: (888) 757-4222

VISIT OUR WEBSITE
www.geotg.com

P R O P O S A L F O R

Cover Letter
Tab A: Firm’s Qualifications ...........................................3 Tab B: Experience and References ...............................6 Tab C: Qualification of Team .......................................15 Tab D: Project Understanding.....................................18 Tab F: Cost Proposal .....................................................39 Tab G: Required Statements and Documents...........42
Tab H: Exceptions..........................................................47 Tab I: Competency of Proposers .................................47 Appendix........................................................................48

Additional Testimonials Upon Request TESTIMONIALS
"GTG quickly understood our
GIS operations and delivered
reliable, high-quality support
that improved the accuracy
and organization of our core
datasets. Their team is
responsive, knowledgeable,
and committed to helping
cities strengthen daily GIS
workflows."
-City of Fairfield, CA
“GTG significantly improved the
quality and consistency of our
parcel, addressing, and zoning
datasets. Their attention to
detail, structured QA, and ability
to resolve longstanding data
issues resulted in more accurate
and reliable information for
daily operations.”
-Solano County, CA
"GTG completed our original GIS
Strategic Plan and is now leading
our current enterprise GIS planning
effort. Their team understands
municipal GIS at a practical level
and continues to bring clarity,
strong communication, and
effective solutions. Their work has
strengthened our data quality,
workflows, and long-term GIS
direction."
– City of West Sacramento, CA

OUR LOCAL

PRESENCE

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To the Selection Committee:

Geographic Technologies Group (GTG) is pleased to submit this proposal to support the City of Roseville with on-call GIS professional services. Our team brings a long history of partnership with California communities, a deep understanding of local government GIS operations, and a proven record of delivering reliable, high-quality services. GTG completed Roseville’s original GIS Plan and we would be honored to once again support the City as it advances its enterprise GIS program.

GTG brings extensive experience providing on-call support, data maintenance, automation, application development, and enterprise GIS consulting to public agencies across the region.

In addition to our current work on the City of West Sacramento’s GIS Strategic Plan, GTG has supported numerous Northern California clients, including Yuba County, Placer-region communities such as Folsom, Elk Grove, Fairfield, Napa, Benicia, Vacaville, and Solano County. This strong local presence gives us a clear understanding of regional datasets, operational standards, and California-specific workflows that directly benefit Roseville.

As an Esri Gold Partner, GTG maintains advanced expertise across ArcGIS Pro, Enterprise

11.x, ArcGIS Online, Experience Builder, StoryMaps, and Python and FME automation. This ensures that Roseville receives solutions aligned with Esri best practices and emerging capabilities. We also place a strong emphasis on documentation, workflow clarity, QA processes, and sustainable governance. Our focus is to be a trusted, long-term partner who supports the City’s staff, advances operational efficiency, and strengthens the value of GIS across all departments.

GTG is committed to providing prompt, dependable, and high-quality on-call services for the City of Roseville. We appreciate the opportunity to be considered and look forward to the possibility of continuing our work with the City. If you have any questions or need additional information, please contact me at any time.

Thank you for your consideration.

Sincerely,
Mr. Curt Hinton, BA, MA, GISP
Managing Partner, Geographic Technologies Group (GTG)
P: 919.344.2169 | E: [email protected]

Tab A: Firm’s Qualifications | 3
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tab A: Firm’s Qualifications
Firm Overview
Geographic Technologies Group (GTG) is a full-service GIS consulting firm specializing in the planning, design,
implementation, and long-term support of enterprise GIS programs for local governments. Established in 1997, GTG has grown into a team of approximately 40 GIS professionals, including project managers, analysts, enterprise architects, database specialists, and application developers. Our firm has delivered geospatial solutions for more than 1,000 public-sector clients across the United States and brings more than 28 years of proven experience supporting city and county governments with a broad range of GIS services.

GTG is an Esri Gold Partner and maintains a long-standing technical relationship with Esri, ensuring our clients benefit from best practices, modern tools, and solutions that remain sustainable as the platform evolves. Our services encompass the full lifecycle of municipal GIS needs from strategic planning and system design to day-to-day operational support and long-term modernization.

Firm Qualifications
GTG’s qualifications are rooted in our depth of experience supporting local government GIS programs and our ability to provide flexible, scalable services that align with each client’s technical environment, staffing capacity, and organizational goals. Our team possesses extensive expertise in:

Enterprise GIS planning, system modernization, and program development ArcGIS Enterprise and ArcGIS Online deployment and administration GIS data collection, conversion, QA/QC, and schema development Integration of CAD and as-built drawings into authoritative GIS datasets Workflow automation and application integration
Web and mobile GIS application development
On-call GIS support, troubleshooting, and surge capacity Staff training and operational knowledge transfer
A trusted GIS partner
for the California cities
for decades. Your
continued success is
important to us.

Tab A: Firm’s Qualifications | 4
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
GTG performs all core GIS services in-house. Our internal team covers the full spectrum of GIS needs strategic planning, enterprise system design, database development, application configuration, QA/QC, automation, and long-term support. Because of this broad expertise, GTG does not typically rely on sub-consultants or sub-contractors for GIS service delivery and does not propose the use of sub-consultants for this contract.

Sub-Consultants / Sub-Contractors
GTG does not anticipate using sub-consultants or sub-contractors for the services described in this RFP. All work will be performed by GTG’s internal staff. If specialized services outside typical GIS scopes are requested by the City in the future (e.g., highly specialized surveying, custom system integrations requiring vendor participation), GTG would coordinate with the City before proposing any supplemental resources. At this time, none are proposed.

Organizational Structure
GTG operates as a single, integrated consulting organization with project teams structured to meet the needs of each engagement. Our organizational framework consists of:

Executive Leadership – Provides oversight, quality assurance, and strategic direction Project Management – Leads day-to-day coordination, scheduling, communication, and deliverable management
GIS Analysts & Technicians – Perform data development, analysis, QA/QC, mapping, and application configuration
Enterprise GIS & System Architects – Support system design, deployments, upgrades, integration, and performance optimization
Software Developers – Support automation, scripting, web GIS customization, and application development
Support & Training Specialists – Provide help-desk support, documentation, and enduser instruction “GTG consistently delivers
high-quality GIS services
that improve data
accuracy, streamline
operations, and provide
our organization with
clear, actionable insights.
”
Savita Chaudhary
Director, Information
Technology - Fairfield, CA

Tab A: Firm’s Qualifications | 5
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Staffing Levels and Capacity
GTG has maintained a stable staffing profile over the past five years, ranging from approximately 45 full-time GIS professionals. This consistency ensures that GTG can provide sustained support for on-call contracts, maintain responsiveness to day-to-day needs, and scale capacity as task orders ramp up or new initiatives are added. Our staffing model includes cross-functional technical depth, enabling multiple team members to support similar functions and ensuring continuity throughout the contract period.

GTG’s size and structure allow us to respond flexibly to urgent needs while maintaining the quality and reliability expected of a long-term GIS partner. The firm has sufficient staff capacity to fully support the City of Roseville with the requested services.

Tab B: Experience and References | 6
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tab B: Experience and References
Geographic Technologies Group (GTG) has more than 28
years of experience providing GIS consulting services to city and county governments across the United States. Our work spans enterprise GIS planning, system modernization, data development and integration, GIS application deployment, workflow automation, and ongoing on-call technical
support. GTG specializes in supporting municipal
organizations with practical, scalable geospatial solutions that strengthen operations across utilities, public works, planning, transportation, public safety, parks, and
administrative departments.

GTG has completed more than 1,000 public-sector GIS
projects and maintains long-term relationships with agencies that rely on our team for strategic guidance, daily operational support, and multi-year
enterprise improvements. Our
experience supporting
California municipalities
including extensive work for
the City of West Sacramento
provides us with direct insight
into the operational needs,
regulatory considerations, and
system environments specific
to local government agencies
in the state.

The following representative
projects demonstrate GTG’s
ability to deliver services
similar in nature and scope to
those requested by the City of
Roseville.

GTG California
Client List

Tab B: Experience and References | 7
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
West Sacramento

Tab B: Experience and References | 8
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
City of Tulare

Tab B: Experience and References | 9
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Solano

Tab B: Experience and References | 10
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Fairfield

Tab B: Experience and References | 11
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Fremont

Tab B: Experience and References | 12
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Berkeley

Tab B: Experience and References | 13
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Santa Barbara

Tab B: Experience and References | 14
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
References
City of Tulare, CA Jason Bowling,
Chief Technology Officer
P: (559)684-4266
E: [email protected]
City of Vacaville, CA
City of Fairfield, CA
City of Berkeley, CA
Savita Chaudhary,
City Manager
P: (707) 449-5100
E: [email protected]
Solano County, CA Stewart Bruce,
Regional GIS Senior Manager
P: (253) 508-9672
E: [email protected]
Fremont, CA Sanford Taylor,
IT Director
P: (510) 494-4802
E: [email protected]
Santa Barbara, CA Eric Just,
GIS Coordinator
P: (805) 897-2548
E: [email protected]
City of West
Sacramento
Anthony Arieas
I.T. Business Services Manager
P: (916) 617-4529
E: [email protected]

Tab C: Qualification of Team | 15
City of Roseville | CARFP: 06-0011 On-Call GIS Professional Services Tab C: Qualification of Team
Geographic Technologies Group (GTG) proposes a well-coordinated project team with extensive experience supporting municipal GIS programs across California. This team has worked together on multiple successful engagements, including the West Sacramento GIS program, and brings the strategic insight, technical depth, and operational capacity needed to support the City of Roseville’s ongoing and future GIS initiatives.

Project Manager Trey Hinton will serve as Roseville’s primary point of contact, overseeing task coordination, communication, and delivery. He is supported by Senior Advisor Curt Hinton, GTG’s founder, who provides high-level guidance, quality oversight, and strategic direction to ensure work aligns with industry’s best practices and remains scalable for longterm program growth.

Technical leadership is provided by GIS Systems Architect Josh Taylor, specializing in ArcGIS Enterprise configuration, upgrades, and performance optimization, and Senior GIS Developer Tim Western, who supports workflow automation, application configuration, and system integration to increase organizational efficiency.

Operational support will be delivered by Senior GIS Analyst Cristi Delgado and GIS Analyst Dan Quintela, both of whom bring strong California municipal experience. Cristi contributes advanced expertise in enterprise administration and AGOL solutions, while Dan provides responsive local support for data development, QA/QC, analysis, and mapping. GIS Technician Peyton Brown offers additional production support for data editing and maintenance to ensure accurate and consistent GIS datasets.

All services will be performed by GTG staff. No sub-consultants or subcontractors are proposed. An organizational chart is included, and full resumes for key personnel are provided in the Appendix as required.

Tab C: Qualification of Team | 16
City of Roseville | CARFP: 06-0011 On-Call GIS Professional Services Curt Hinton, Project Advisor BA, MS, GISP, PMP / 34 years of Experience Curt Hinton is a nationally recognized GIS authority with decades of experience guiding local and state governments. As Project Advisor, he brings expertise in GIS strategic planning, governance, and program development, having authored more than 300 GIS, data, and technology plans. Curt has advised agencies across the U.S. and internationally on integrating GIS with enterprise systems, utilities, and public safety operations. His role ensures West Sacramento benefits from proven best practices, innovative solutions, and a clear vision for maximizing the value of its GIS investments.

Trey Hinton, Project Manager BS, MS / 6 Years of Experience Trey Hinton is a GIS Project Manager with over six years of experience delivering enterprise GIS solutions. He is proficient in Esri’s suite of Desktop and Enterprise tools and applies Agile project management to ensure projects are delivered efficiently and aligned with client goals. Trey’s expertise includes geodatabase design, data development, QA/QC, and deploying ArcGIS Online applications, with a focus on enhancing data accessibility and reliability for government stakeholders.

As Project Manager, he will oversee day-to-day project delivery, ensuring West Sacramento receives accurate, reliable, and timely GIS services.

Jessy Beasley, Senior GIS Analyst BS, MS / 8 Years of Experience Jessy Beasley has worked with GIS data and Esri products for over seven years. As a GIS Specialist for GTG, she has completed GIS Data Assessments, performed QA/QC, deployed software, and migrated data to Esri’s ArcGIS Utility Network schemas. She has assisted in the planning, data gathering, design, and deployment of ArcGIS Hub solutions for several clients. She has also developed GIS Training Plans and Standard Operating Procedures (SOPs)8 . She uses Esri’s ArcGIS Data Reviewer to manage and control data quality for GIS projects and regularly conducts spatial modeling and analysis to enhance decision-making capabilities.

Tim Western, Software Developer BS / 21 Years of Experience Mr. Western is a Software Developer with over 20 years of experience in custom GIS application development and workflow automation. He specializes in ArcGIS API integrations, Experience Builder, and FME Flow to create applications and automated processes that streamline operations, reduce staff workload, and increase efficiency. Tim’s expertise ensures West Sacramento can leverage technology to deliver practical, time-saving GIS solutions.

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City of Roseville | CARFP: 06-0011 On-Call GIS Professional Services Josh Taylor, GIS Systems Architect BA, GISP / 8 Years of Experience Josh Taylor is a GIS Systems Architect with extensive experience in enterprise GIS design, deployment, and integration. A former Esri Enterprise Support Analyst, he specializes in architecture planning, system migrations, and complex integrations, ensuring seamless implementation of GIS solutions within enterprise environments. Josh’s expertise will support West Sacramento’s GIS infrastructure by optimizing system performance, enhancing data accessibility, and integrating GIS across City operations.

Cristi Delgado, Senior GIS Analyst MS, BS, GISP / 18 Years of Experience Cristi is a Senior GIS Analyst with over a decade of experience leading the Enterprise GIS program for the City of Berkeley, CA. She is an expert in Esri’s ArcGIS solutions and has designed, implemented, and managed more than 30 enterprise GIS products, including web applications, maps, services, portals, and public data resources. Cristi is also highly experienced in staff training, having provided handson GIS instruction to more than 100 agency staff annually and maintaining a dedicated training portal. Her deep technical expertise with ArcGIS Enterprise, ArcGIS Online, SQL Server, and web technologies, combined with her strong California local government background, ensures practical, effective GIS solutions for the City of West Sacramento.

Dan Quintela, GIS Analyst (CA Local Staff) BS / 5 Years of Experience Daniel is a California-based GIS Analyst with five years of experience supporting local government projects. He specializes in geospatial and tabular data analysis, mapping, and QA/QC of complex datasets, ensuring accuracy and reliability.

Proficient in Python, SQL, and Arcade, Dan develops automated workflows to streamline geoprocessing tasks and enhance efficiency. His skills in web and thirdparty application development, data visualization, and technical documentation provide West Sacramento with reliable, locally based support and practical solutions tailored to the City’s GIS needs.

Peyton Brown, GIS Technician BS / 1 Year of Experience
Peyton supports data collection, editing, and maintenance, ensuring that enterprise GIS databases remain accurate and up to date. His role provides essential operational support to senior staff and ensures rapid turnaround for time-sensitive task order.

Tab D: Project Understanding | 18
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tab D: Project Understanding
Project Understanding
The City of Roseville maintains a mature and widely used enterprise GIS environment that supports critical
functions across nearly every City department. From
infrastructure planning and utility management to
transportation operations, engineering workflows, public safety readiness, development review, and community engagement, GIS serves as an essential operational and decision-support system.

GTG understands that the City is seeking a partner who can provide responsive, reliable, and technically sophisticated on-call GIS services that strengthen this environment, support departmental priorities, and enhance the City’s ability to deliver high-quality public services.

Roseville’s GIS program must balance daily operational needs with long-term system maintenance and modernization. The City manages a large and diverse collection of datasets including parcels, utilities, land use, transportation, environmental layers, and capital project information that require ongoing updates, validation, and governance. Departments rely on accurate, authoritative layers to support field inspections, asset management, engineering design reviews, permitting processes, environmental compliance, and public transparency. As infrastructure expands and demands for City services grow, the accuracy and reliability of this information become increasingly important.

In addition to data stewardship, Roseville
depends on a broad ecosystem of GIS
applications, including ArcGIS Enterprise,
ArcGIS Online, Experience Builder, Field
Maps, Survey123, dashboards, analytical
models, and internal map services. These
tools must be well-designed, intuitive for
users, and kept current with evolving Esri
capabilities. Maintaining, enhancing, and
troubleshooting these applications
requires specialized expertise particularly
as many City staff work across
GTG Will Partner with the City to Optimize GIS
- Example GIS Maturity

Tab D: Project Understanding | 19
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
departments, systems, and disciplines with varying levels of GIS proficiency.

GTG also recognizes that on-call GIS support must seamlessly integrate with the City’s existing workflows. Roseville requires a partner capable of responding quickly to ad-hoc requests, providing targeted technical assistance, and supporting projects of varying scale and urgency. Some requests will involve straightforward mapping or data updates; others will require deeper analysis, automation, application development, integration support, or strategic guidance. A successful partner must be able to triage needs, communicate effectively with City staff, and deliver highquality work that aligns with enterprise standards and remains sustainable over time.

Finally, we understand that the City expects a forward-looking consultant one who not only completes tasks but also identifies opportunities to improve workflows, strengthen data quality, modernize applications, enhance field mobility, increase automation, and support the long-term evolution of the GIS program. GTG’s role is to help Roseville maintain a reliable and high-performing GIS environment today while preparing the City for tomorrow’s demands.

This understanding forms the foundation for our general approach, described in the next section.

General Approach
GTG’s approach to supporting the City of Roseville combines deep technical expertise with a practical, operations-focused understanding of how GIS functions within municipal government. We approach every engagement whether a small, urgent task or a complex multistep initiative with the same foundational principles: listen carefully, understand the operational context, implement best practices, and deliver solutions that are both technically sound and sustainable over time. Our philosophy is rooted in partnership, responsiveness, and a commitment to helping the City strengthen the long-term reliability and value of its enterprise GIS program. This approach applies consistently across all service areas described in the RFP, including data maintenance and enhancement, application development, automation, strategic consultation, and ongoing project coordination.

Tab D: Project Understanding | 20
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Understanding the Request and Operational Context
For each task initiated under this on-call contract, GTG begins by clarifying the City’s objectives, identifying the departments involved, and understanding the operational needs driving the request.

Whether the task involves parcel maintenance, a new Experience Builder application, a workflow automation opportunity, or consultation on emerging Esri capabilities, GTG evaluates the relevant datasets, applications, workflows, and system configuration to determine the most efficient and reliable path forward. This ensures our work aligns with Roseville’s established standards, integrates seamlessly into the existing ArcGIS Enterprise environment, and supports downstream business processes without introducing unnecessary complexity.

This context-focused approach allows GTG to effectively support the City’s needs across:

Data Maintenance
& Enhancement
Verifying datasets, schemas, and
dependencies
Application
Development
Understanding departmental
workflows before configuring apps
Automation &
Workflow Efficiency
Identifying processes suitable for
scripting or automation
Technical
Consultation
Assessing how recommendations
align with long-term goals
Project Coordination Setting expectations and confirming priorities early

Tab D: Project Understanding | 21
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Data Maintenance and Enhancement
Effective data maintenance is foundational to the City’s ability to make informed decisions, support daily operations, and deliver accurate information to internal users and the public. GTG understands that the City’s parcel dataset and its related layers such as address points, land use, and zoning serve as critical system-of-record datasets driving numerous departmental workflows. Our approach centers on creating a repeatable, well-documented maintenance process within the City’s ArcGIS Enterprise environment that ensures long-term accuracy, consistency, and usability across all datasets.

GTG will provide ongoing maintenance and enhancement services by updating existing datasets, performing targeted data cleanup, and conducting routine quality control reviews. This begins with validating authoritative sources, update frequency, and required data standards for each dataset.

Our team then applies structured data management workflows rooted in Esri best practices and GTG’s 28 years of municipal GIS experience to ensure that all edits are correct, traceable, and aligned with the City’s geodatabase schema.

Our analysts regularly perform parcel fabric maintenance, address point updates, zoning and landuse classifications, attribute normalization, and topology corrections for cities and counties nationwide (i.e. Solano County, Berkeley, Fairfield). Using ArcGIS Pro and enterprise geodatabases, we employ a blend of automated geoprocessing tools and meticulous manual verification to identify and resolve issues such as polygon slivers, invalid geometries, incomplete attributes, and schema deviations. GTG also conducts cross-layer validation to ensure parcel updates remain consistent with associated datasets, reducing the potential for downstream inconsistencies.

Beyond routine updates, GTG supports data
enhancement by modernizing data structures,
improving metadata, introducing new attribute
fields, consolidating redundant datasets, and
transitioning legacy information to updated Esri
data models. We also develop and refine standard
operating procedures (SOPs) to formalize
maintenance workflows, including versioning
Data Assessment Example

Tab D: Project Understanding | 22
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
practices, update protocols, naming conventions, and
documentation standards ensuring reliable and consistent data stewardship over time.

This comprehensive approach ensures that the City’s
enterprise GIS remains current, authoritative, and
operationally ready for integration with permitting systems, asset management platforms, public-facing applications, and analytical workflows. By pairing rigorous QA/QC with efficient and transparent processes, GTG helps maintain the integrity of the City’s spatial data and extends the long-term value of its enterprise GIS investment.

To align closely with the RFP’s expectations and the City’s operational priorities, GTG emphasizes the following key focus areas within our maintenance and enhancement services:

Maintaining parcels and related datasets as authoritative, synchronized systems of record Performing thorough data cleanup and ongoing QA/QC checks to ensure accuracy and consistency
Organizing and structuring datasets to meet Esri best practices and City standards Enhancing and modernizing datasets to support evolving departmental and enterprise needs Standardizing and documenting workflows to ensure sustainable, repeatable maintenance processes
Verifying operational readiness for system integrations and downstream applications Collaborating closely with City staff and ensuring effective knowledge transfer Together, these activities form
a unified and sustainable
approach to maintaining and
enhancing the City’s core GIS
datasets ensuring the
reliability, usability, and
longevity of the enterprise GIS
environment.

ArcGIS Online Data Monitoring Example

Tab D: Project Understanding | 23
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Application Development
Modern GIS applications play a critical role in
delivering accessible, meaningful information to
staff, leadership, and the public. GTG understands
that the City relies on ArcGIS Online and ArcGIS
Enterprise Portal applications to support daily
workflows, improve transparency, guide decisionmaking, and streamline how spatial information is shared across departments. Our approach
emphasizes designing and developing intuitive,
scalable applications using tools such as ArcGIS Experience Builder, StoryMaps, Dashboards, and supporting web services ensuring each solution is aligned with City goals, branding, and functional requirements.

GTG begins by working closely with City staff to define user needs, map data flows, clarify desired functionality, and determine required integrations. With these needs identified, we apply a structured design process rooted in Esri’s application development best practices. This includes creating wireframes, user interface prototypes, accessibility considerations, and mobile-responsive layouts to ensure each application is intuitive and highly usable. GTG leverages the strengths of Experience Builder for configurable, task-driven interfaces and StoryMaps for narrative-based communication, allowing the City to deliver both operational and public-facing content effectively.

Our development workflows emphasize efficiency,
sustainability, and long-term maintainability. GTG
builds applications using a modular design
approach, ensuring that interface components, data
connections, queries, and widgets are cleanly
structured and easy to modify. Applications are
configured to dynamically consume data from the
City’s enterprise geodatabases, ensuring that
updates to authoritative datasets automatically
propagate to maps, tools, and dashboards without
redundant editing. We incorporate both server-side
and client-side performance optimization techniques to support responsive, high-performance applications, even when consuming complex datasets.

GTG has an Expert Level with Esri Software Solutions for Every Department

Tab D: Project Understanding | 24
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
In addition to developing new tools, GTG provides ongoing enhancement and modernization of existing applications. This includes updating workflows, improving performance, refining user interfaces, integrating new datasets or services, redesigning outdated tools within Experience Builder, and transitioning legacy Web AppBuilder applications into contemporary Esri frameworks.

GTG ensures each application is supported with documentation, training resources, and clear ownership roles to promote sustainability and internal adoption.

Through this comprehensive approach, the City’s GIS applications remain modern, stable, visually compelling, and aligned with Esri’s evolving technology stack. Our goal is to help the City deliver applications that are not only functional but impactful, supporting staff productivity, enhancing public transparency, and extending the value of the City’s GIS investments.

To ensure full alignment with the RFP and the City’s operational needs, GTG emphasizes the following key focus areas in our application development services:

Designing and developing new GIS applications within ArcGIS Online and ArcGIS Enterprise Portal
Building intuitive, task-focused interfaces using ArcGIS Experience Builder Creating engaging narrative tools and public-facing content using ArcGIS StoryMaps Modernizing existing applications and migrating legacy Web AppBuilder tools to Experience Builder
Ensuring applications dynamically leverage authoritative enterprise GIS datasets Implementing performance optimization, role-based access, and best-practice security configurations
Providing training, documentation, and knowledge transfer to ensure long-term maintainability
Supporting iterative enhancement cycles as departmental needs and Esri capabilities evolve Together, these efforts
ensure that the City’s GIS
applications remain
flexible, current, and
capable of supporting
both internal workflows
and public engagement.

Integrated GIS Application and Data Dashboard

Tab D: Project Understanding | 25
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Automation and Workflow Efficiency
Automating routine GIS tasks offers the City
significant long-term benefits by reducing manual
effort, increasing accuracy, accelerating turnaround
times, and ensuring consistency across
departments. GTG recognizes that many of the City’s
recurring processes such as data updates, validation
checks, reporting, and dataset synchronization can
be streamlined using modern geospatial automation
tools. Our approach focuses on building efficient,
transparent, and maintainable workflows leveraging
Esri ModelBuilder, Python scripting, Safe Software’s
FME, and relevant APIs to support operational
efficiency within the City’s GIS program.

GTG begins by evaluating existing City workflows to
identify tasks that are repetitive, time-intensive, or
prone to human error. Once identified, we design
automation processes that follow Esri and industry
best practices, ensuring that automated steps are
reliable, traceable, and adaptable as City workflows
evolve. Our team has extensive experience
developing ModelBuilder tools for routine
geoprocessing tasks, building Python scripts for
complex data transformations, and creating FME
workbenches for integrations, batch updates, and
advanced validation. These solutions enable the City to shift staff time from manual editing and error detection to higher-value analytical and planning work.

Automation development is guided by a modular and scalable methodology. GTG constructs tools that are clearly documented, parameter-driven, and easily executed by City staff without requiring programming experience. This includes building user-friendly interfaces, embedding logging and error reporting, and ensuring that workflows integrate directly with the City’s ArcGIS Enterprise environment. Automated processes may run on-demand, on a schedule, or as triggered events within Portal or FME Server, depending on operational requirements.

Example Complex Workflow Developed and Deployed by GTG that identifies each Deliverable, Task, Automated Process, Step, and Responsible Party

Tab D: Project Understanding | 26
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
GTG also supports ongoing optimization by modernizing outdated scripts, consolidating redundant tools, and integrating new data sources or APIs. In addition, we ensure that automated workflows align with the City’s data governance practices, versioning strategy, and QA/QC expectations. Our approach provides flexibility and long-term sustainability, allowing the City to expand automation efforts as new needs arise or as Esri technology evolves.

Through thoughtful automation design and implementation, GTG helps the City increase operational efficiency, reduce errors, streamline data maintenance activities, and maximize the return on investment of its enterprise GIS systems.

To fully align with the RFP and the City’s operational priorities, GTG emphasizes the following key service focus areas for automation and workflow efficiency:

Identifying repetitive, manual, or error-prone GIS tasks that can be automated Developing ModelBuilder tools for structured, repeatable geoprocessing workflows Creating Python scripts for advanced data transformation, validation, and integration Building and maintaining FME workbenches to support complex ETL processes and crosssystem data synchronization Leveraging APIs including ArcGIS REST, geoprocessing services, and third-party APIs to expand workflow capabilities
Integrating automated tasks with ArcGIS Enterprise, scheduled services, and FME Server Embedding QA/QC logic, logging, reporting, and exception handling within automated workflows
Documenting automation processes and providing training to ensure internal staff can run, manage, and extend these tools
Modernizing legacy scripts or tools to align with current Esri and industry best practices Together, these efforts ensure
that the City benefits from
efficient, resilient, and scalable
GIS workflows that reduce
manual burden and support
consistent, high-quality data
management.

Example of ETL Derived Data Being Viewed in
GIS

Tab D: Project Understanding | 27
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Technical Consultation
A strong GIS program requires not only accurate data and effective applications but also a clear strategic vision supported by informed technical decision-making. GTG recognizes that the City benefits from ongoing guidance on emerging Esri capabilities, evolving technology trends, and modern best practices that influence how GIS supports departmental operations. Our approach provides the City with continuous access to senior-level GIS expertise, helping leadership and staff make well-informed choices regarding system architecture, data governance, application deployment, and longterm enterprise planning.

GTG’s consultants bring decades of experience advising local governments on the development and implementation of enterprise GIS strategies. We work collaboratively with City staff to assess current capabilities, identify areas of opportunity, and align GIS initiatives with broader operational goals. This includes evaluating technology adoption readiness, recommending appropriate Esri tools or upgrades, identifying opportunities for automation or integration, and ensuring that proposed solutions fit within the City’s existing enterprise architecture.

A key component of our approach is departmental engagement. GTG routinely conducts interviews, workshops, and workflow assessments to understand how each department uses GIS and how it could be better leveraged. These insights drive the creation of targeted strategic plans, prioritized implementation roadmaps, staffing recommendations, governance models, and detailed technical recommendations tailored to each department’s functional needs. Whether supporting Planning, Public Works, Utilities, Public Safety, or Finance, GTG ensures that each area receives guidance that reflects its operational realities and long-term
objectives.

GTG also provides continuous mentorship and
knowledge transfer to empower internal staff. This
includes coaching on new Esri features, modern
application frameworks, data management
practices, emerging tools such as ArcGIS Knowledge
or ArcGIS Utility Network, and recommended
GTG Supports the City of Roseville’s Systems and Upgrades

Tab D: Project Understanding | 28
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
governance approaches. Our guidance helps the City stay ahead of technology changes while building internal capacity to manage and expand the GIS program confidently.

By pairing deep industry experience with forward-focused consultation, GTG helps the City evaluate options, reduce risk, and make strategic choices that strengthen the enterprise GIS for years to come.

To ensure full alignment with the RFP and to support informed, long-term decision-making, GTG emphasizes the following key focus areas within our strategic planning and consultation services:

Providing high-level technical guidance on Esri’s evolving capabilities, tools, and system architecture
Advising on enterprise GIS governance, data management
standards, and modernization strategies
Supporting department-specific GIS strategic planning, road mapping, and prioritization Assessing current workflows, technology usage, and opportunities for improved efficiency Recommending appropriate applications, integrations, and technology investments Guiding Esri Enterprise upgrades, licensing strategies, and cloud/on-premise deployment considerations
Mentoring internal staff on best practices, emerging trends, and effective GIS program management
Helping evaluate impacts, benefits, and risks associated with adopting new Esri features or retiring legacy tools
Ensuring strategic recommendations align with long-term City objectives and operational constraints
Together, these services ensure that the City receives forward-thinking, technically sound guidance that strengthens its enterprise GIS environment, supports departmental needs, and positions the organization to adopt emerging technologies with confidence.

Tab D: Project Understanding | 29
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Project Coordination
Successful GIS projects rely on clear communication, well-structured collaboration, and consistent coordination between the City and its consulting team. GTG places strong emphasis on maintaining open dialogue, establishing predictable communication rhythms, and ensuring that all work is aligned with the City’s goals, schedule, and operational needs. Our coordination approach ensures that project progress is transparent, requirements are fully
understood, and City staff remain informed and
engaged throughout the duration of each task.

GTG’s project coordination begins with defining
expectations clarifying communication channels,
establishing points of contact, and confirming
preferred meeting cadences. We work closely with
City stakeholders to gather requirements, validate
assumptions, and confirm priorities before work
begins. This collaborative approach allows us to align
scope, resources, and deliverables with
departmental needs and the City’s overall GIS
objectives.

Throughout the project lifecycle, GTG provides
structured updates and maintains continuous
interaction with City staff. This includes
coordinating task assignments, preparing progress
summaries, documenting decisions, and quickly
addressing questions or clarifications as they arise.

Our project managers use organized workflows
and communication best practices to ensure that tasks remain on schedule, dependencies are identified early, and the City has full visibility into milestones, risks, and accomplishments. When project adjustments are needed, we work collaboratively with staff to reprioritize tasks or refine the approach to ensure the most effective outcome.

GTG Employs PMI Certified PMP's
for our GIS Projects.

ProjectManager.com Tool Used by GTG PM's

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City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
GTG also promotes a collaborative working environment where City staff are encouraged to review work products, participate in decision-making, and provide feedback. This partnership model helps ensure that deliverables are aligned with City expectations, and that staff remain engaged in shaping the outcomes of the project. Our coordination efforts support not only the successful execution of the current scope, but also the long-term strengthening of the City’s GIS capabilities by fostering communication, shared understanding, and efficient teamwork.

To fully align with the RFP and the City’s operational needs, GTG emphasizes the following key project coordination focus areas:

Establishing clear communication channels and defined points of contact Collaborating with City staff to gather requirements and validate project objectives Coordinating work activities, schedules, and task sequencing across departments Providing regular progress updates, status reports, and documented meeting summaries Identifying risks, dependencies, or issues early and working collaboratively to resolve them Facilitating feedback cycles to ensure deliverables meet City expectations Maintaining transparency and visibility into project milestones, timelines, and decisions Supporting an efficient, collaborative working environment throughout all phases of the project
Together, these coordination
practices ensure that all project
activities proceed smoothly,
expectations remain aligned, and
the City receives consistent visibility
and partnership throughout the
duration of the engagement.

Tab D: Project Understanding | 31
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Designing Sustainable, Maintainable Solutions
GTG’s general approach emphasizes accuracy, clarity, repeatability, and maintainability. Whether performing parcel data cleanup, developing an Experience Builder application for internal or public use, optimizing map services in ArcGIS Enterprise, or automating recurring processes using Python, ModelBuilder, or FME, every solution is designed with long-term sustainability in mind.

We avoid brittle, one-off configurations. Instead, we design tools and workflows that City staff can easily maintain, adapt, and improve as operational needs evolve. This is particularly important for Roseville’s core service categories, where long-term maintainability directly influences operational efficiency and cost control.

Our commitment to maintainability
ensures that work performed today
supports the City’s needs well into the
future whether applied to parcel
updates, zoning layers, dashboards,
scripted automations, or enterprise
configuration improvements.

Open, Proactive Communication
We approach each assignment as a collaboration. GTG maintains consistent communication with City staff confirming expectations, updating progress, identifying risks, and discussing alternative approaches when appropriate.

Clear communication is especially critical in on-call engagements where task priorities may shift, and multiple departments rely on timely GIS support. GTG’s proactive coordination ensures the City has full visibility in our work, supporting smoother decision-making and minimizing the likelihood of rework. This communication-focused approach strengthens our delivery in all service categories, including application development cycles, dataset maintenance initiatives, workflow automations, and ongoing technical consultation.

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City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Incremental Improvement and Value-Added Recommendations A key aspect of GTG’s approach is our practice of identifying opportunities to enhance the City’s GIS workflows beyond the immediate task at hand. As we work on datasets, applications, or automations, we naturally observe opportunities for:

Many of these improvements can be implemented with minimal additional effort and produce meaningful operational benefits. GTG shares these recommendations with City staff when appropriate, supporting Roseville’s continuous improvement goals and helping the City move strategically toward a more efficient, modernized GIS environment.

Minimizing Operational Disruption
GTG executes work in a way that avoids interference with the City’s ongoing operations. Tasks involving ArcGIS Enterprise configuration changes, schema adjustments, application migrations, or new automation deployments are planned in coordination with staff to maintain system availability and reduce downtime.

Completed work is always accompanied by clear documentation, SOPs, or implementation notes to ensure City staff understand the solution and can support it confidently moving forward.

This approach is essential across all service categories particularly data maintenance, application development, and automation, where updates must be introduced carefully to avoid disrupting dependent workflows.

Workflow simplification
Schema refinement or standardization
Automation of repetitive processes
Application usability improvements
Performance enhancements in map services
Strengthening data governance principles
Leveraging new or emerging Esri capabilities

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City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Building Consistency and Long-Term Reliability
GTG’s approach is designed not only to complete individual tasks but to strengthen the City’s enterprise GIS environment with each engagement. By aligning our methods with Roseville’s operational goals and technical realities, we help create a GIS program that is more stable, efficient, and adaptable.

Over time, GTG builds familiarity with the City’s datasets, configurations, system architecture, and departmental workflows. This continuity enables us to deliver increasingly efficient, high-quality support and ensures that Roseville receives consistent, knowledgeable assistance across all five RFP service categories.

Tab D: Project Understanding | 34
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
City GIS Challenges and GTG Strengths
Cities like Roseville operate GIS environments that support complex, interconnected operations across planning, engineering, utilities, public safety, transportation, and community services. Based on our experience working with similar agencies, GTG understands the challenges that frequently arise in maintaining a modern municipal GIS and we bring targeted strengths that directly align with the five service areas outlined in the RFP: Data Maintenance & Enhancement; Application Development; Automation & Workflow Efficiency; Strategic Technical Consultation; and Project Coordination.

The following challenges and corresponding GTG strengths illustrate our readiness to support Roseville with high-value, practical solutions.

1. Managing High-Volume, Multi-Source Enterprise Data
Roseville’s diverse GIS datasets evolve continually through development activity, engineering updates, as-built submissions, and departmental edits. Without disciplined practices, inconsistencies accumulate affecting analysis, application performance, and decision-making.

GTG’s Strength & Solution (Data Maintenance & Enhancement) GTG specializes in municipal data governance. We apply structured QA/QC routines, enforce standardized schemas, resolve geometry issues, and integrate CAD/as-built files into authoritative layers with repeatable translation methods.

Result:

Datasets remain
accurate, aligned,
and operationally
trustworthy for
every department.

Data Cleanup Dashboard

Tab D: Project Understanding | 35
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services

2. Supporting Diverse Departmental Workflows Within a Unified System Departments across the City use GIS differently and have distinct priorities. Tools must be intuitive for occasional users while remaining robust enough to support analysts, planners, engineers, and field staff.

GTG’s Strength & Solution (Application Development)
GTG designs thoughtful applications
in AGOL and Portal Experience
Builder apps, dashboards,
StoryMaps, and specialized viewers
tailored to departmental workflows
while preserving enterprise
consistency.

Result: Departments receive tools
that meet their needs without
fragmenting the City’s GIS
environment.

3. Keeping Pace With Rapid Esri Platform Evolution
ArcGIS Enterprise, AGOL, Experience Builder, Field Maps, and Python APIs evolve quickly. Updates can introduce major capability improvements but also risk disruptions if not managed strategically.

GTG’s Strength & Solution (Technical Consultation)
As an Esri Gold Partner, GTG provides proactive lifecycle guidance, upgrade planning, system tuning, and architecture recommendations. We help the City take advantage of Esri advancements while maintaining security, stability, and compatibility.

Result: Roseville stays modern, supported, and future-ready with minimal operational disruption.

It’s good to have a
trusted partner and a
sense of long- term
stability in a world of
unknowns and change.

City of St. Paul
Internal GIS Viewer providing Integrated and
Streamlined Access to Related Utility Records
(i.e., Reports, Photos, and Videos)

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City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services

4. Ensuring System Performance and Operational Reliability A growing GIS environment with more datasets, apps, and users places increased demands for Enterprise services. Slow maps, unoptimized layers, or unindexed datasets can impede departmental productivity.

GTG’s Strength & Solution (Technical
Consultation + Data Maintenance)
GTG conducts service optimization,
indexing, caching improvements,
symbology refinements, and structural
evaluations. We identify bottlenecks
early and implement best practices that
keep systems running smoothly.

Result: Fast, stable map services and
reliable application performance for
internal and public users.

5. Integrating GIS With Business Systems and Streamlining Workflows Departments depend on GIS to interface with
asset management, permitting, inspections,
and reporting systems. Manual updates or
fragmented workflows increase risk and
consume staff time.

GTG’s Strength & Solution (Automation
& Workflow Efficiency)
Our team develops automations using
Python, ModelBuilder, FME, and REST APIs to
synchronize datasets, validate data, generate
reports, and streamline processes.

Result: Staff spend less time on repetitive
tasks, and systems remain synchronized and
accurate.

Utilization and Bandwidth Monitoring
GTG is the World Leader in GIS Planning and Documentation - Example CA Department of Pesticide Regulation

Tab D: Project Understanding | 37
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services

6. Designing Reliable Mobile and Field Workflows
Field crews require simple, intuitive, and accurate workflows for inspections, data capture, and service-related updates. Poor design can create data quality issues or reduce adoption.

GTG’s Strength & Solution (Application Development +
Automation)
GTG configures Field Maps and Survey123 solutions that include smart validation, offline capabilities, and automated syncing into Enterprise geodatabases.

Result: High-quality field data flows seamlessly into authoritative systems, improving operations.

7. Rising GIS Service Demand With Limited Internal Staff Capacity GIS staff must balance system administration, data updates, mapping requests, departmental support, and strategic initiatives often all at once.

GTG’s Strength & Solution (Project Coordination)
GTG’s on-call support model provides scalable bandwidth. We absorb surge workloads, handle complex technical tasks, and support departments directly allowing City staff to focus on priority activities.

Result: Roseville gains reliable, flexible capacity without increasing internal workload.

ArcGIS Field Maps Deployment for
Inventorying Assets and Performing Annual
Inspections

Tab D: Project Understanding | 38
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services

8. Preserving Institutional Knowledge and Workflow Consistency Without documentation, knowledge can be lost over time particularly in evolving systems or during staff transitions.

GTG’s Strength & Solution (Strategic Consultation + Project Coordination) GTG embeds documentation into every task: SOPs, schema definitions, app notes, metadata, and workflow diagrams. This ensures that solutions remain maintainable and understandable for staff regardless of turnover or system growth.

Result: The City gains long-term stability and reduced operational risk.

Summary of GTG’s Integrated Challenge-and-Solution Approach GTG’s strengths align directly with the challenges inherent in the City’s on-call GIS environment. Our experience, tools, and methods combined with an understanding of Roseville’s operational realities ensure that every task delivers measurable value. Through our integrated approach, GTG helps Roseville:

GTG’s ability to pair challenges with proven, effective solutions reinforces our readiness to support the City of Roseville today and elevate its GIS program for the future.

Maintain a modern, reliable enterprise GIS
Improve workflow efficiency and data integrity
Reduce staff workload through automation
Enhance application usability across departments
Strengthen mobile and field operations
Prepare for future system expansions and Esri advancements

Tab F: Cost Proposal | 39
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tab F: Cost Proposal
GTG’s cost proposal is structured to provide the City of Roseville with a transparent, flexible, and scalable pricing model that aligns with the City’s on-call needs and the full scope of services outlined in the RFP. Our proposed labor categories and estimated hours reflect GTG’s understanding of the City’s operational GIS environment, the variety of technical tasks typically requested under an oncall contract, and the level of expertise required to ensure high-quality, sustainable results.

The team included in this cost proposal represents a blend of senior strategic leadership, experienced enterprise GIS practitioners, developers, analysts, and technicians. This structure allows GTG to assign each request to the most appropriate resource level ensuring the City receives expert execution while optimizing cost efficiency. Senior staff provide oversight, architectural guidance, QA/QC, and technical leadership, while analysts and technicians handle day-to-day configuration, data maintenance, mapping, mobile workflows, and application support.

The estimated hours below were developed based on similar California municipal on-call engagements, GTG’s internal benchmarks for typical task requests, and the City’s anticipated workload for data cleanup, application development, automation, enterprise system support, and on-call assistance. These estimates provide a realistic modeling of expected resource needs; however, GTG will always coordinate with the City at the task-order level to confirm actual hours before work begins.

The City may adjust the mix of hours over the life of the contract based on evolving demand. GTG’s flexible structure ensures that Roseville receives responsive, high-value support while maintaining clear fiscal control. Hourly rates will be inserted into the table upon final pricing approval.

Tab F: Cost Proposal | 40
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Rate Sheet by Position
Personnel Role Description
Estimated
Hours
Hourly
Rate
Curt Hinton –
Project Advisor
Executive oversight, strategic guidance, best
practices review
5 $180
Trey Hinton –
Project Manager
Task coordination, scheduling,
communication, QA/QC
100 $135
Josh Taylor –
GIS Systems Architect
Enterprise configuration, performance
tuning, upgrades, integrations
110 $165
Cristi Delgado and
Jessy Beasley –
Senior GIS Analyst
Data cleanup, application development, field
workflows, schema design
100 $145
Tim Western –
Software Developer
Automation (Python, FME, APIs), Experience
Builder development
60 $155
Dan Quintela –
GIS Analyst
Data editing, mapping, AGOL configuration,
routine QA/QC
105 $122
Peyton Brown –
GIS Technician
Data maintenance, attribute updates, map
preparation, rapid turnaround tasks
225 $80

Tab F: Cost Proposal | 41
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Level of Effort and Price by RFP Task Category
Total Estimated Annual Hours and Cost: ~700 hrs - $88,485 RFP Task
Category
Description
Estimated
Hours
Applicable
Personnel
Blended
Rate(s)
Total
Price

1. Data
Maintenance
and
Enhancement
Parcel updates, address
points, zoning, land use,
data cleanup, schema
alignment, QC/QA in
ArcGIS Pro and Enterprise

11.1 250 hrs 5% PM,
95%
Technician
$83 $20,688

2. Application
Development
(AGOL/Portal)
Experience Builder apps,
StoryMaps, dashboards,
map services,
modernization of existing
applications
180 hrs 5% PM,
55% Sr.

Analyst,
45%
Analyst
$135 $24,354

3. Automation
and Workflow
Efficiency
Python scripting,
ModelBuilder tools, FME
processes, REST API
automations, scheduled
tasks
140 hrs 5% PM,
25%
Developer,
45%
Systems
Architect,
25%
Analyst
$148 $20,755

4. Strategic
Planning &
Technical
Consultation
Esri best-practice
recommendations, GIS
road mapping, system
optimization guidance,
staff mentoring
80 hrs 5% PM,
95%
Systems
Architect
$164 $13,080

5. Project
Coordination
Meetings, scoping,
progress reporting, crossdepartment coordination,
documentation
70 hrs 75% PM,
25%
Project
Advisor
$137 $9,607

Tab G: Required Statements and Documents | 42
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tab G: Required Statements and Documents
Non-Substitution
GTG affirms that all designated project personnel identified in this proposal will remain assigned to the project for the duration of the contract.

No substitutions, replacements, or reassignments of these individuals will be made without prior written approval from the City of Roseville.

GTG fully understands and agrees to comply with this requirement.

Conflict of Interest
GTG certifies that we have no existing or potential conflicts of interest that would affect our ability to perform the services requested by the City of Roseville.

We further certify that no circumstances exist that would create an appearance of impropriety or compromise GTG’s ability to carry out the duties of this contract impartially and in the best interests of the City.

Indemnification and Insurance Requirements
GTG confirms our ability and agreement to meet all indemnification and insurance requirements outlined in the RFP and the sample contract.

We maintain the necessary insurance coverage, limits, and endorsements required to perform work of this nature.

We also acknowledge that while actual certificates of insurance are not required at this stage, GTG will provide all required documentation upon contract execution.

Proprietary Information
GTG affirms that nothing contained in this proposal is proprietary.

All materials, descriptions, methodologies, and statements submitted are provided without restriction and may be used, reproduced, or disclosed by the City of Roseville in accordance with the terms of the RFP.

Tab G: Required Statements and Documents | 43
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Registration with California Secretary of State

Tab G: Required Statements and Documents | 44
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Executed copy of Proposer’s Certification (Attachment
A)

Tab G: Required Statements and Documents | 45
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Levine Act Disclosure Statement Form (Attachment B)

Tab G: Required Statements and Documents | 46
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Executed copy of Non-collusion Declaration
(Attachment C)

Tab H: Exceptions | 47
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tab H: Exceptions
GTG has reviewed the Scope of Services, all requirements contained in the RFP, and the Sample Contract (Attachment D). We confirm that we have no exceptions, alterations, or amendments to any portion of the RFP or the Sample Contract. GTG is fully prepared to perform the services requested in accordance with all stated terms, conditions, and specifications.

Tab I: Competency of Proposers
GTG confirms that we possess the facilities, staffing capacity, technical expertise, and financial resources necessary to perform the services described in the RFP in a timely and satisfactory manner.

GTG has no history of any of the following within the past seven (7) years:
• Bankruptcies
• Liens or stop payment notices
• Judgments
• Lawsuits, arbitrations, or mediations related to performance • Foreclosures
• Similar financial or legal actions
Additionally, no client has ever terminated a contract with GTG for breach at any point in the company’s history.

GTG maintains strong financial standing, long-term client relationships, and a proven track record of successfully completing projects for cities, counties, states, and federal agencies.

Appendix | 48
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
READ MORE . . .

Appendix
Corporate Brochure
Public Safety Brochure
UtilityCityGIS Brochure
GreenCityGIS
GISPlan Brochure
GIS Staff Augmentation Brochure
GIS Application Development Brochure

Smart City 3D Twin City Turnkey Brochure

BROCHURES

Appendix | 49
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Staff Resumes
Curt Hinton – Project Advisor

Appendix | 50
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Trey Hinton – Project Manager

Appendix | 51
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Josh Taylor – GIS Systems Architect

Appendix | 52
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Cristi Delgado – Senior GIS Analyst

Appendix | 53
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Jessy Resume

Appendix | 54
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Tim Western – Software Developer

Appendix | 55
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Dan Quintela – GIS Analyst

Appendix | 56
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services
Peyton Brown – GIS Technician

Appendix | 57
City of Roseville | CA
RFP: 06-0011 On-Call GIS Professional Services

BACK COVER HERE

C:\Users\lippmelissa\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\0YMDOIDW\Geographic-Technologies-Group-On-callPSA (Revised 3.26.26).docx EXHIBIT “B”

Updated Rate Sheet by Position
For City of Roseville, CA
RFP: 06-0011 On-Call GIS Professional Services
2/4/2026
Please find our updated, discounted rates, for the City of Roseville from our proposal for RFP: 06- 0011 On-Call GIS Professional Services.

Role Role Description
Proposed
Hourly Rate
Updated
Hourly Rate
Project
Advisor
Executive oversight, strategic guidance,
best practices review
$180 $155
Project
Manager
Task coordination, scheduling,
communication, QA/QC
$135 $130
GIS Systems
Architect
Enterprise configuration, performance
tuning, upgrades, integrations
$165 $160
Senior GIS
Analyst
Data cleanup, application development,
field workflows, schema design
$145 $140
Software
Developer
Automation (Python, FME, APIs),
Experience Builder development
$155 $146
GIS Analyst
Data editing, mapping, AGOL
configuration, routine QA/QC
$122 $117
GIS Technician
Data maintenance, attribute updates,
map preparation, rapid turnaround tasks
$80 $75

City Council
Communication
Meeting Date: 5/6/2026
Item #: VI.18
File #: 0400-04-12-1
Item ID: 2025-520
Title: Baseline Marketplace Upland Drive Segment 5 - Notice of Completion Contact: Andrew Druck 916-774-5577 [email protected]

SUMMARY
Staff recommends approval of the Notice of Completion for the Baseline Marketplace Upland Drive Segment 5 as complete. The Engineering Division has made final inspection of the project and has found the roadway infrastructure work complete in accordance with the improvement plans and City specifications. This action has no impact to the City's General Fund. Construction costs were paid by the developer.

RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution accepting Baseline Marketplace Upland Drive Segment 5, CWJ # 191102 as complete and authorizing the City Engineer to execute the Notice of Completion.

BACKGROUND
The Engineering Division has made a final inspection of the above project and has found the roadway infrastructure work complete in accordance with the improvement plans and City specifications.

FISCAL IMPACT
The actions requested as part of this action have no impact to the City's General Fund. Construction costs were paid by the developer.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The Notice of Completion meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

4. Invest in well-planned infrastructure and growth
Respectfully Submitted,
Andrew Druck, Senior Construction Inspector
Mike Isom, Development Services Director
ATTACHMENTS:

1. Resolution 26-105

2. NOC

3. Vicinity Map

4. Final Map 302-958 (PavilionDr. & Upland Dr.)
REVIEWERS:

Andrew Druck, Development Services Department - Engineering Division Created/Initiated - 4/10/2026 Marc Stout, Development Services Department - Engineering Division Approved - 4/13/2026 Mike Isom, Development Services Department Approved - 4/14/2026 Kelly Aye, City Attorney Department Approved - 4/14/2026 Katrina Six, City Clerk Department Approved - 4/15/2026 Ryan DeVore, City Manager Department - Assistant City Manager Approved - 4/15/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 4/16/2026 Michelle Sheidenberger, City Attorney Department Approved - 4/22/2026 Dominick Casey, City Manager Department - City Manager Approved - 4/22/2026 Katrina Six, City Clerk Department Final Approval - 4/22/2026

RESOLUTION NO. 26-105

RESOLUTION OF THE COUNCIL OF THE CITY OF ROSEVILLE ACCEPTING THE PUBLIC WORK KNOWN AS BASELINE MARKETPLACE UPLAND DRIVE SEGMENT 5 PROJECT, APPROVING THE "NOTICE OF COMPLETION", AND AUTHORIZING AND DIRECTING

THE CITY ENGINEER TO EXECUTE SAID NOTICE ON BEHALF OF THE CITY OF

ROSEVILLE, THEREFORE, AND ACCEPTING A PORTION OF THE DEDICATIONS OFFERED ON THE RECORDED MAP OF THE SUBDIVISION.

BE IT RESOLVED by the Council of the City of Roseville as follows:

1. The "Notice of Completion" on file in the City Clerk's Department relative to that public work known as the Baseline Marketplace Upland Drive Segment 5 is hereby approved and the public work accepted.

2. A portion of the right-of-way and easements offered for dedication on the final map of Baseline Marketplace DF Properties, Inc Large Lot recorded in Book GG of Maps, Page 59 in the office of the recorder of Placer County, is hereby accepted by the City in part as said dedications relates to the improvement plan set known as Baseline Marketplace Upland Drive Segment 5.

3. The City Engineer is hereby authorized and directed to execute said Notice on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville, this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK

RECORDING REQUESTED BY AND WHEN
RECORDED MAIL TO:

CITY CLERK

CITY OF ROSEVILLE
311 VERNON STREET
ROSEVILLE, CA 95678
Exempt from recording fees
Pursuant to Gov’t Code §27383

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the public work of improvement known as the Project was completed and
accepted by the City of Roseville on . The location is
situated in the City of Roseville, County of Placer, State of California and is indicated on the attached map, marked as Exhibit “A” and incorporated herein by this reference. The real property herein described is owned by the City of Roseville, 311 Vernon Street, Roseville CA 95678.

The direct/general contractor on said project was .

The surety on said project was
.
___________________________________
City of Roseville
Owner
ATTEST:
________________________________ _
Carmen Avalos, City Clerk

State of California )
County of Placer )
I, , being first duly sworn, depose and say: I am the
of the City of Roseville, a municipal corporation in the State of California, owner of the property described in the above Notice. I am duly authorized to make this verification for and on behalf of the City of Roseville. I have read the Notice of Completion and know its contents and the facts stated therein are true.

___________________________________

City of Roseville
State of California )
County of Placer )
Subscribed and sworn to (or affirmed) before
me on this _____ day of ,
20___,
proved to me on the basis of satisfactory
evidence to be the person(s) who appeared
before me.
____________________________________
Place Notary Seal and/or Stamp Above Signature of Notary Public A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

City Council
Communication
Meeting Date: 5/6/2026
Item #: VI.19
File #: 0400-04-12-1
Item ID: 2025-520
Title: Baseline Marketplace San Fernando Drive - Notice of Completion Contact: Andrew Druck 916-774-5577 [email protected]

SUMMARY
Staff recommends approval of the Notice of Completion for the Baseline Marketplace San Fernando Drive as complete. The Engineering Division has made final inspection of the project and has found the roadway infrastructure work complete in accordance with the improvement plans and City specifications.

This action has no impact to the City's General Fund. Construction costs were paid by the developer.

RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution accepting Baseline Marketplace San Fernando Drive, CWJ # 191094 as complete and authorizing the City Engineer to execute the Notice of Completion.

BACKGROUND
The Engineering Division has made a final inspection of the above project and has found the roadway infrastructure work complete in accordance with the improvement plans and City specifications.

FISCAL IMPACT
The actions requested as part of this action have no impact to the City's General Fund. Construction costs were paid by the developer.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The Notice of Completion meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

4. Invest in well-planned infrastructure and growth
Respectfully Submitted,
Andrew Druck, Senior Construction Inspector
Mike Isom, Development Services Director
ATTACHMENTS:

1. Resolution 26-114

2. NOC

3. Vicinity Map

4. Final Map 302-900- (Baseline Rd & Fiddyment & San Fernando Dr.) REVIEWERS:

Andrew Druck, Development Services Department - Engineering Division Created/Initiated - 4/16/2026 Marc Stout, Development Services Department - Engineering Division Approved - 4/16/2026 Mike Isom, Development Services Department Approved - 4/16/2026 Kelly Aye, City Attorney Department Approved - 4/20/2026 Katrina Six, City Clerk Department Approved - 4/20/2026 Ryan DeVore, City Manager Department - Assistant City Manager Approved - 4/21/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 4/21/2026 Michelle Sheidenberger, City Attorney Department Approved - 4/22/2026 Dominick Casey, City Manager Department - City Manager Approved - 4/22/2026 Katrina Six, City Clerk Department Final Approval - 4/22/2026

RESOLUTION NO. 26-114

RESOLUTION OF THE COUNCIL OF THE CITY OF ROSEVILLE ACCEPTING THE PUBLIC

WORK KNOWN AS BASELINE MARKETPLACE SAN FERNANDO DRIVE PROJECT, APPROVING THE "NOTICE OF COMPLETION", AND AUTHORIZING AND DIRECTING

THE CITY ENGINEER TO EXECUTE SAID NOTICE ON BEHALF OF THE CITY OF

ROSEVILLE, THEREFORE, AND ACCEPTING A PORTION OF THE DEDICATIONS OFFERED ON THE RECORDED MAP OF THE SUBDIVISION.

BE IT RESOLVED by the Council of the City of Roseville as follows:

1. The "Notice of Completion" on file in the City Clerk's Department relative to that public work known as the Baseline Marketplace San Fernando Drive is hereby approved and the public work accepted.

2. A portion of the right-of-way and easements offered for dedication on the final map of Sierra Vista DF Properties, Inc Large Lot recorded in Book FF of Maps, Page 21 in the office of the recorder of Placer County, is hereby accepted by the City in part as said dedications relates to the improvement plan set known as Baseline Marketplace San Fernando Drive.

3. The City Engineer is hereby authorized and directed to execute said Notice on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville, this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK

RECORDING REQUESTED BY AND WHEN
RECORDED MAIL TO:

CITY CLERK

CITY OF ROSEVILLE
311 VERNON STREET
ROSEVILLE, CA 95678
Exempt from recording fees
Pursuant to Gov’t Code §27383

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the public work of improvement known as the Project was completed and
accepted by the City of Roseville on . The location is
situated in the City of Roseville, County of Placer, State of California and is indicated on the attached map, marked as Exhibit “A” and incorporated herein by this reference. The real property herein described is owned by the City of Roseville, 311 Vernon Street, Roseville CA 95678.

The direct/general contractor on said project was .

The surety on said project was
.
___________________________________
City of Roseville
Owner
ATTEST:
________________________________ _
Carmen Avalos, City Clerk

State of California )
County of Placer )
I, , being first duly sworn, depose and say: I am the
of the City of Roseville, a municipal corporation in the State of California, owner of the property described in the above Notice. I am duly authorized to make this verification for and on behalf of the City of Roseville. I have read the Notice of Completion and know its contents and the facts stated therein are true.

___________________________________

City of Roseville
State of California )
County of Placer )
Subscribed and sworn to (or affirmed) before
me on this _____ day of ,
20___,
proved to me on the basis of satisfactory
evidence to be the person(s) who appeared
before me.
____________________________________
Place Notary Seal and/or Stamp Above Signature of Notary Public A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

City Council
Communication
Meeting Date: 5/6/2026
Item #: VI.20
File #: 0400-04-12-1
Item ID: 2025-520
Title: Baseline Marketplace Pavilion Drive - Notice of Completion Contact: Andrew Druck 916-774-5577 [email protected]

SUMMARY
Staff recommends approval of the Notice of Completion for the Baseline Marketplace Pavilion Drive as complete. The Engineering Division has made final inspection of the project and has found the roadway infrastructure work complete in accordance with the improvement plans and City specifications. This action has no impact to the City's General Fund. Construction costs were paid by the developer.

RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution accepting Baseline Marketplace Pavilion Drive, CWJ # 191111 as complete and authorizing the City Engineer to execute the Notice of Completion.

BACKGROUND
The Engineering Division has made a final inspection of the above project and has found the roadway infrastructure work complete in accordance with the improvement plans and City specifications.

FISCAL IMPACT
The actions requested as part of this action have no impact to the City's General Fund. Construction costs were paid by the developer.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The Notice of Completion meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

4. Invest in well-planned infrastructure and growth
Respectfully Submitted,
Andrew Druck, Senior Construction Inspector
Mike Isom, Development Services Director
ATTACHMENTS:

1. Resolution 26-106

2. NOC

3. Vicinity Map

4. Final Map 302-958 (PavilionDr. & Upland Dr.)
REVIEWERS:

Andrew Druck, Development Services Department - Engineering Division Created/Initiated - 4/10/2026 Marc Stout, Development Services Department - Engineering Division Approved - 4/13/2026 Mike Isom, Development Services Department Approved - 4/14/2026 Kelly Aye, City Attorney Department Approved - 4/14/2026 Katrina Six, City Clerk Department Approved - 4/15/2026 Ryan DeVore, City Manager Department - Assistant City Manager Approved - 4/15/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 4/16/2026 Michelle Sheidenberger, City Attorney Department Approved - 4/22/2026 Dominick Casey, City Manager Department - City Manager Approved - 4/22/2026 Katrina Six, City Clerk Department Final Approval - 4/22/2026

RESOLUTION NO. 26-106

RESOLUTION OF THE COUNCIL OF THE CITY OF ROSEVILLE ACCEPTING THE PUBLIC

WORK KNOWN AS BASELINE MARKETPLACE PAVILION DRIVE PROJECT, APPROVING THE "NOTICE OF COMPLETION", AND AUTHORIZING AND DIRECTING

THE CITY ENGINEER TO EXECUTE SAID NOTICE ON BEHALF OF THE CITY OF

ROSEVILLE, THEREFORE, AND ACCEPTING A PORTION OF THE DEDICATIONS OFFERED ON THE RECORDED MAP OF THE SUBDIVISION.

BE IT RESOLVED by the Council of the City of Roseville as follows:

1. The "Notice of Completion" on file in the City Clerk's Department relative to that public work known as the Baseline Marketplace Pavilion Drive is hereby approved and the public work accepted.

2. A portion of the right-of-way and easements offered for dedication on the final map of Baseline Marketplace DF Properties, Inc Large Lot recorded in Book GG of Maps, Page 59 in the office of the recorder of Placer County, is hereby accepted by the City in part as said dedications relates to the improvement plan set known as Baseline Marketplace Pavilion Drive.

3. The City Engineer is hereby authorized and directed to execute said Notice on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville, this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK

RECORDING REQUESTED BY AND WHEN
RECORDED MAIL TO:

CITY CLERK

CITY OF ROSEVILLE
311 VERNON STREET
ROSEVILLE, CA 95678
Exempt from recording fees
Pursuant to Gov’t Code §27383

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that the public work of improvement known as the Project was completed and
accepted by the City of Roseville on . The location is
situated in the City of Roseville, County of Placer, State of California and is indicated on the attached map, marked as Exhibit “A” and incorporated herein by this reference. The real property herein described is owned by the City of Roseville, 311 Vernon Street, Roseville CA 95678.

The direct/general contractor on said project was .

The surety on said project was
.
___________________________________
City of Roseville
Owner
ATTEST:
________________________________ _
Carmen Avalos, City Clerk

State of California )
County of Placer )
I, , being first duly sworn, depose and say: I am the
of the City of Roseville, a municipal corporation in the State of California, owner of the property described in the above Notice. I am duly authorized to make this verification for and on behalf of the City of Roseville. I have read the Notice of Completion and know its contents and the facts stated therein are true.

___________________________________

City of Roseville
State of California )
County of Placer )
Subscribed and sworn to (or affirmed) before
me on this _____ day of ,
20___,
proved to me on the basis of satisfactory
evidence to be the person(s) who appeared
before me.
____________________________________
Place Notary Seal and/or Stamp Above Signature of Notary Public A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

City Council
Communication
Meeting Date: 5/6/2026
Item #: VI.21
File #: 0709-01
Item ID: 2026-334
Title: Roseville Housing Authority — Administrative Plan Amendments Contact: Suzi Cook-Turner 916-774-5414 [email protected]

SUMMARY
Staff recommends approval of the amended Roseville Housing Authority Administrative Plan that incorporates discretionary policy changes, supports cost-saving measures and ensures continued compliance with U.S. Department of Housing and Urban Development regulations. The Administrative Plan has no impact on the City's General Fund.

RECOMMENDATION
Staff recommends that the City Council, acting as the Roseville Housing Authority Board, adopt a resolution approving the proposed amendments to the Housing Authority Administrative Plan.

BACKGROUND
The U.S. Department of Housing and Urban Development (HUD) requires each housing authority to adopt a written administrative plan that establishes federal, state and local policies for administering the Housing Choice Voucher (HCV) rental assistance program. The Roseville Housing Authority (RHA) is required to revise its administrative plan, as necessary, to comply with HUD regulations and must include revisions to the Housing Authority’s discretionary policies. Revisions to the plan must be formally adopted.

To ensure that RHA remains in full compliance with current HUD regulations and continues to apply its discretionary policies consistently and equitably, staff is recommending several key updates to the Administrative Plan. These revisions are necessary to clarify existing procedures, incorporate recent HUD guidance, and strengthen policy transparency for program participants. Collectively, these changes support fair housing practices, improve administrative accuracy, incorporate cost-saving measures, and enhance the overall effectiveness of the HCV Program. The proposed updates to the Administrative Plan include the following key revisions:

Project-Based Voucher (PBV) Unit Offer and Refusal Policy - Revisions introduce a formal policy outlining procedures to offer PBV units to eligible households, as well as the conditions under which applicants or participants may refuse a PBV unit without jeopardizing their status on the waitlist.

Determination of Voucher Size, Corrections, and Reasonable Accommodation Policies - Updates clarify the methodology for determining the appropriate voucher size, establish procedures for downsizing, and create an exception process for reasonable accommodation. This includes adding a grace period for households with an approved live-in aide, ensuring compliance with fair housing requirements and supporting participant needs.

Restrictions on Elective Moves - Modifications refine and clarify the conditions under which moves may be denied, ensuring that policies remain up to date with HUD guidance and incorporate the Housing

Authority’s discretionary options.

Family Composition During Port-In – RHA will review and verify household composition provided by the initial PHA. RHA will not change, expand, or otherwise modify the family composition during the port-in process except in limited circumstances required by federal regulation.

Staff requests that the Roseville Housing Authority Board approve the proposed updates to the Administrative Plan to incorporate discretionary policy changes, support cost-saving measures and ensure continued compliance with HUD regulations.

FISCAL IMPACT
The HCV Program is federally funded through the US Department of Housing and Urban Development (HUD). Through this HUD-funded program, RHA provides an important social service locally to ensure safe and affordable housing for residents, which is an essential component of the foundation of the community’s economic stability. Through monthly rental assistance payments, the HCV Program invests over $12 million into the local rental economy annually.

This Housing Authority Administrative Plan revision does not create any additional cost to the City’s General Fund.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment (CEQA Guidelines §15061(b)(3)).

Updates to Roseville Housing Authority’s Administrative Plan does not include the potential for a significant environmental effect, and therefore is not subject to CEQA.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community

3. Enhance economic vitality
Respectfully Submitted,
Suzi Cook-Turner, Housing Supervisor
Melissa Anguiano, Economic Development Director
ATTACHMENTS:

1. Resolution 26-4

2. HCV Admin Plan Redlines
REVIEWERS:

Suzi Cook-Turner, Economic Development Department - Housing Created/Initiated - 4/16/2026 Trisha Isom, Economic Development Department - Housing Approved - 4/16/2026 Melissa Anguiano, Economic Development Department Approved - 4/20/2026 Kelly Aye, City Attorney Department Approved - 4/20/2026 Katrina Six, City Clerk Department Approved - 4/20/2026

Ryan DeVore, City Manager Department - Assistant City Manager Approved - 4/21/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 4/22/2026 Michelle Sheidenberger, City Attorney Department Approved - 4/22/2026 Dominick Casey, City Manager Department - City Manager Approved - 4/22/2026 Katrina Six, City Clerk Department Final Approval - 4/22/2026

HOUSING AUTHORITY OF THE CITY OF ROSEVILLE
RESOLUTION NO. 26-4

APPROVING THE UPDATED ROSEVILLE HOUSING AUTHORITY

ADMINISTRATIVE PLAN
WHEREAS, the U.S. Department of Housing and Urban Development (HUD) requires each housing authority to adopt a written administrative plan that establishes local policies for administering the Housing Choice Voucher Rental Assistance Program; and WHEREAS, staff has proposed revisions to Roseville Housing Authority’s Administrative Plan that incorporate discretionary policy changes, support cost-saving measures and ensure continued compliance with HUD regulations; and WHEREAS, the Housing Authority has reviewed the proposed changes to the Roseville Housing Authority Administrative Plan.

NOW, THEREFORE, BE IT RESOLVED by the Housing Authority of the City of Roseville that it hereby approves the updated Roseville Housing Authority Administrative Plan.

PASSED AND ADOPTED by the Housing Authority of the City of Roseville this ___ day of __________________________, 20__, by the following vote on roll call:

AYES AUTHORITY MEMBERS:

NOES AUTHORITY MEMBERS:

ABSENT AUTHORITY MEMBERS:
______________________________
Chair
ATTEST:
___________________________
Secretary

Roseville Housing Authority
HCV Administrative Plan Page 4-1Adopted May 18, 2016
Chapter 4

APPLICATIONS, WAITING LIST AND TENANT SELECTION

INTRODUCTION
When a family wishes to receive assistance under the HCV program, the family must submit an application that provides the PHA with the information needed to determine the family’s eligibility. HUD requires the PHA to place all families that apply for assistance on a waiting list.

When HCV assistance becomes available, the PHA must select families from the waiting list in accordance with HUD requirements and PHA policies as stated in the administrative plan and the annual plan.

The PHA is required to adopt clear policies and procedures for accepting applications, placing families on the waiting list, selecting families from the waiting list and must follow these policies and procedures consistently. The actual order in which families are selected from the waiting list can be affected if a family has certain characteristics designated by HUD or the PHA that justify their selection. Examples of this are the selection of families for income targeting and the selection of families that qualify for targeted funding.

HUD regulations require that all families have an equal opportunity to apply for and receive housing assistance, and that the PHA affirmatively further fair housing goals in the administration of the program [24 CFR 982.53, HCV GB p. 4-1]. Adherence to the selection policies described in this chapter ensures that the PHA will be in compliance with all relevant fair housing requirements, as described in Chapter 2.

This chapter describes HUD and PHA policies for taking applications, managing the waiting list and selecting families for HCV assistance. The policies outlined in this chapter are organized into three sections, as follows:

Part I: The Application Process. This part provides an overview of the application process and discusses how applicants can obtain and submit applications. It also specifies how the PHA will handle the applications it receives.

Part II: Managing the Waiting List. This part presents the policies that govern how the PHA’s waiting list is structured, when it is opened and closed, and how the public is notified of the opportunity to apply for assistance. It also discusses the process the PHA will use to keep the waiting list current.

Part III: Selection for HCV Assistance. This part describes the policies that guide the PHA in selecting families for HCV assistance as such assistance becomes available. It also specifies how the PHA has the information needed to make a final eligibility determination.

Roseville Housing Authority
HCV Administrative Plan Page 4-2Adopted May 2026
PART I: THE APPLICATION PROCESS
4-I.A. OVERVIEW
This part describes the PHA policies for making applications available, accepting applications, making preliminarydeterminationsof eligibility, and the placement of applicants on thewaiting list.This part also describes the PHA’s obligation to ensure the accessibility of the application process to elderly persons, peoplewith disabilities, and peoplewith limitedEnglishproficiency(LEP). 4-I.B. APPLYING FOR ASSISTANCE [HCV GB, pp. 4-11 – 4-16] Any family that wishes to receive HCV assistance must apply for admission to the program.

HUD permits the PHA to determine the format and content of HCV applications, as well as how such applications will be made available to interested families and how applications will be accepted by the PHA. The PHA must include Form HUD-92006, Supplement to Application for Federally Assisted Housing, as part of the PHA’s application.

Roseville Housing Authority (RHA) Policy
RHA initially will require families to provide only the information needed to make an initial assessment of the family’s eligibility, and to determine the family’s placement on the waiting list. The family will be required to provide all of the information necessary to establish family eligibility and level of assistance when the family is selected from the waiting list.

When the Housing Choice Voucher Waiting List is open, families must apply by means of online application. The family will be able to access the online applications from any computer or mobile device with Internet access. The application process will not be restricted to business hours. The family will have the option to print a receipt for their application.

If targeted funding is received for families receiving specific services through social service agencies, applications will be forwarded directly from those agencies with certification by the agency and family that the applicant(s) meets the specific funding criteria.
4-I.C. ACCESSIBILITY OF THE APPLICATION PROCESS
Elderly and Disabled Populations [24 CFR 8 and HCV GB, pp. 4-11 – 4-13] The PHA must take steps to ensure that the application process is accessible to those people who might have difficulty complying with the normal, standard PHA application process. The PHA must provide reasonable accommodation to the needs of individuals with disabilities. Chapter 2 provides a full discussion of the PHA’s policies related to providing reasonable accommodations for people with disabilities.

Roseville Housing Authority (RHA) Policy
If a person with disabilities is unable to access a computer to apply for the HCV Waiting List due to the nature of their disability (and is unable to have someone apply online on their behalf) they may request a reasonable accommodation for

Roseville Housing Authority
HCV Administrative Plan Page 4-3Adopted May 2026
assistance with the application process. The written request must be received by RHA during the normal business hours within the dates that online waiting list applications are being accepted. If the reasonable accommodation is not approved there will be no accommodation for applying for HCV assistance after the HCV waiting list has closed.

Limited English Proficiency
PHAs are required to take reasonable steps to ensure equal access to their programs and activities by persons with limited English proficiency [24 CFR 1]. Chapter 2 provides a full discussion on the PHA’s policies related to ensuring access to people with limited English proficiency (LEP). 4-I.D. PLACEMENT ON THE WAITING LIST
The PHA must review each complete application received and make a preliminary assessment of the family’s eligibility. The PHA must accept applications from families for whom the list is open unless there is good cause for not accepting the application (such as denial of assistance) for the grounds stated in the regulations [24 CFR 982.206(b)(2)]. Where the family is determined to be ineligible, the PHA must notify the family in writing [24 CFR 982.201(f)]. Where the family is not determined to be ineligible, the family will be placed on a waiting list of applicants.

No applicant has a right or entitlement to be listed on the waiting list, or to any particular position on the waiting list [24 CFR 982.202(c)].

Lottery to Limit Number of Pre-applications Added to the Waiting List Roseville Housing Authority (RHA) Policy
Prior to opening the waiting list RHA may elect to limit the number of preapplications to be added to the waiting list. All pre-applications received online will be entered into a computer-generated lottery that will factor in the preferences marked on the application when assigning random numbers. The predetermined number of pre-applications to be added the RHA waiting list.

Ineligible for Placement on the Waiting List
Roseville Housing Authority (RHA) Policy
If RHA can determine from the information provided that a family is ineligible, the family will not be placed on the waiting list. Where a family is determined to be ineligible, RHA will send written notification of the ineligibility determination to the applicant. The notice will specify the reasons for ineligibility and will inform the family of its right to request an informal review and explain the process for doing so (see Chapter 16).

Eligible for Placement on the Waiting List
Roseville Housing Authority (RHA) Policy
A computer-generated lottery will rank the applicants by the preferences marked on the application. RHA will contact the highest ranked applicants who indicated on their application that they qualify for the Targeted, Resident, Family, or Displaced

Roseville Housing Authority
HCV Administrative Plan Page 4-4Adopted May 2026
preferences and ask that they verify the preferences within 10 working days of the date of the letter.

Once the due date for verifying preferences has passed, all preferences that have not been verified are removed. A final lottery will be run for applicants that have verified their preferences, adding the predetermined number of applicants to the waiting list. Those who are chosen in this lottery will be placed on the waiting list according to the preference(s) for which they qualify. This lottery will be to place the applicants in number order.

Placement on the waiting list does not indicate that the family is, in fact, eligible for assistance. A final determination of eligibility will be made when the family is selected from the waiting list.

The RHA will contact applicants:
• When updating information for the waiting list;
• When their names have come to the top of the waiting list; or • If it appears that the family is ineligible for assistance.

Roseville Housing Authority
HCV Administrative Plan Page 4-5Adopted May 2026
PART II: MANAGING THE WAITING LIST
4-II.A. OVERVIEW
The PHA must have policies regarding various aspects of organizing and managing the waiting list of applicant families. This includes opening the list to new applicants, closing the list to new applicants, notifying the public of waiting list openings and closings, updating waiting list information, purging the list of families that are no longer interested in or eligible for assistance, as well as conducting outreach to ensure a sufficient number of applicants.

In addition, HUD imposes requirements on how a PHA may structure its waiting list and how families must be treated if they apply for assistance from a PHA that administers more than one assisted housing program.
4-II.B. ORGANIZATION OF THE WAITING LIST [24 CFR 982.204 and 205] The PHA’s HCV waiting list must be organized in such a manner to allow the PHA to accurately identify and select families for assistance in the proper order, according to the admissions policies described in this plan.

The waiting list must contain the following information for each applicant listed:
• Applicant name;
• Family unit size;
• Date of application;
• Qualification for any local preference;
• Racial or ethnic designation of the head of household.

HUD requires the PHA to maintain a single waiting list for the HCV program unless it serves more than one county or municipality. Such PHAs are permitted, but not required, to maintain a separate waiting list for each county or municipality served.

Roseville Housing Authority (RHA) Policy
RHA will maintain a single waiting list for the HCV program. 4-II.C. OPENING AND CLOSING THE WAITING LIST [24 CFR 982.206] The waiting list cannot be opened until the PHA publishes a notice in local newspapers of general circulation, minority media, and other suitable media outlets. The notice must comply with HUD fair housing requirements and must specify who may apply and where applications will be accepted. The notice will also state the date range that the PHA will accept applications.

Roseville Housing Authority (RHA) Policy
RHA will announce the opening of the waiting list at least 10 business days prior to the date applications will first be accepted. If the list is only being reopened for certain categories of families, this information will be contained in the notice.

RHA will give public notice by publishing the relevant information in suitable media outlets including, but not limited to:
• RHA Website • The Press-Tribune • El Hispano • Placer Herald

Roseville Housing Authority
HCV Administrative Plan Page 4-6Adopted May 2026
4-II.D. FAMILY OUTREACH [HCV GB, pp. 4-2 to 4-4]
The PHA must conduct outreach as necessary to ensure that the PHA has a sufficient number of applicants on the waiting list to use the HCV resources it has been allotted.

Because HUD requires the PHA to admit a specified percentage of extremely low-income families to the program (see Chapter 4, Part III), the PHA may need to conduct special outreach to ensure that an adequate number of such families apply for assistance [HCV GB, p. 4-20 to 4- 21].

PHA outreach efforts must comply with fair housing requirements. This includes:
• Analyzing the housing market area and the populations currently being served to identify underserved populations
• Ensuring that outreach efforts are targeted to media outlets that reach eligible populations that are underrepresented in the program
• Avoiding outreach efforts that prefer or exclude people who are members of a protected class PHA outreach efforts must be designed to inform qualified families about the availability of assistance under the program. These efforts may include, as needed, any of the following activities:
• Submitting press releases to local newspapers, including minority newspapers • Developing informational materials and flyers to distribute to other agencies • Providing application forms to other public and private agencies that serve the low-income population
• Developing partnerships with other organizations that serve similar populations, including agencies that provide services for persons with disabilities 4-II.E. REPORTING CHANGES IN FAMILY CIRCUMSTANCES
Roseville Housing Authority (RHA) Policy
While the family is on the waiting list, the family must inform RHA of changes in contact information, including current residence and mailing address. The changes must be submitted in writing within 10 business days of the change. Mail from RHA will not be forwarded by the Post Office.
4-II.F. UPDATING THE WAITING LIST [24 CFR 982.204]
HUD requires the PHA to establish policies to use when removing applicant names from the waiting list.

Purging the Waiting List
The decision to remove an applicant family that includes a person with disabilities from the waiting list is subject to reasonable accommodation. If the PHA determines that an applicant did

Roseville Housing Authority
HCV Administrative Plan Page 4-7Adopted May 2026
not respond to a PHA request for information or updates because of the family member’s disability, the PHA must reinstate the applicant family to their former position on the waiting list [24 CFR 982.204(c)(2)].

Roseville Housing Authority (RHA) Policy
Annually, RHA will determine if an update of the waiting list is needed, and if so, the portion of the waiting list it will update. The number of applicants to be updated will be determined by a projection of future lease-up needs.

To update the waiting list, RHA will send an update request via first class mail to each family on the waiting list to determine whether the family continues to be interested in, and to qualify for, the program. This update request will be sent to the last address that RHA has on record for the family.

The update request will provide a deadline by which the family must respond and will state that failure to respond will result in the applicant’s name being removed from the waiting list.

The family’s response must be through AssistanceCheck (an online secure database). If the family fails to create and/or update their AssistanceCheck account within 14 days, the family will be removed from the waiting list. A letter will be sent to the last known address for the applicant explaining that they have been deleted from the list for not responding to an update. The letter will also explain how to request an informal review regarding RHA’s decision (see Chapter 16) [24 CFR 982.201(f)].

If the letter is returned by the post office, the applicant will be removed from the waiting list without further notice.

If a family is removed from the waiting list for failure to respond, the PHA may reinstate the family if it is determined that the lack of response was due to PHA error, or to circumstances beyond the family’s control, as a result of a family member’s disability, or as a direct result of status as a victim of domestic violence, dating violence, sexual assault, stalking, or human trafficking, including an adverse factor resulting from such abuse.

Removal from the Waiting List
Roseville Housing Authority (RHA) Policy
If at any time an applicant family is on the waiting list, RHA determines that the family is not eligible for assistance (see Chapter 3), the family will be removed from the waiting list.

If a family is removed from the waiting list because RHA has determined the family is not eligible for assistance, a notice will be sent to the family’s address of record.

The notice will state the reasons the family was removed from the waiting list and will inform the family how to request an informal review regarding RHA’s decision (see Chapter 16) [24 CFR 982.201(f)].

Roseville Housing Authority
HCV Administrative Plan Page 4-8Adopted May 2026
PART III: SELECTION FOR HCV ASSISTANCE
4-III.A. OVERVIEW
As vouchers become available, families on the waiting list must be selected for assistance in accordance with the policies described in this part.

The order in which families are selected from the waiting list depends on the selection method chosen by the PHA and is impacted in part by any selection preferences for which the family qualifies. The availability of targeted funding also may affect the order in which families are selected from the waiting list.

The PHA must maintain a clear record of all information required to verify that the family is selected from the waiting list according to the PHA’s selection policies [24 CFR 982.204(b) and 982.207(e)].
4-III.B. SELECTION AND HCV FUNDING SOURCES
Special Admissions [24 CFR 982.203]
HUD may award funding for specifically named families living in specified types of units (e.g., a family that is displaced by demolition of public housing; a non-purchasing family residing in a HOPE 1 or 2 projects). In these cases, the PHA may admit such families whether or not they are on the waiting list, and, if they are on the waiting list, without considering the family’s position on the waiting list. These families are considered non-waiting list selections. The PHA must maintain records showing that such families were admitted with special program funding.

Targeted Funding [24 CFR 982.204(e)]
HUD may award a PHA funding for a specified category of families on the waiting list. The PHA must use this funding only to assist the families within the specified category. In order to assist families within a targeted funding category, the PHA may skip families that do not qualify within the targeted funding category. Within this category of families, the order in which such families are assisted is determined according to the policies provided in Section 4-III.C.

Roseville Housing Authority (RHA) Policy
RHA administers the following types of targeted funding:

RHA administers HUD’s Rental Assistance for Non-Elderly Persons with Disabilities (NED) Program and Veterans Affairs Supportive Housing (VASH) program, Mainstream Voucher program, Emergency Housing Vouchers, and Foster Youth Initiative Vouchers.

Regular HCV Funding
Regular HCV funding may be used to assist any eligible family on the waiting list. Families are selected from the waiting list according to the policies provided in Section 4-III.C.

Roseville Housing Authority
HCV Administrative Plan Page 4-9Adopted May 2026
4-III.C. SELECTION METHOD
PHAs must describe the method for selecting applicant families from the waiting list, including the system of admission preferences that the PHA will use [24 CFR 982.202(d)].

Local Preferences [24 CFR 982.207; HCV p. 4-16]
PHAs are permitted to establish local preferences, and to give priority to serving families that meet those criteria. HUD specifically authorizes and places restrictions on certain types of local preferences. HUD also permits the PHA to establish other local preferences, at its discretion.

Any local preferences established must be consistent with the PHA plan and the consolidated plan and must be based on local housing needs and priorities that can be documented by generally accepted data sources. (See page 4-14 for preferences) Income Targeting Requirement [24 CFR 982.201(b)(2)]
HUD requires that extremely low-income (ELI) families make up at least 75% of the families admitted to the HCV program during the PHA’s fiscal year. ELI families are those with annual incomes at or below the federal poverty level or 30% of the area median income, whichever number is higher. To ensure this requirement is met, a PHA may skip non-ELI families on the waiting list in order to select an ELI family.

Low-income families admitted to the program that are “continuously assisted” under the 1937 Housing Act [24 CFR 982.4(b)], as well as low-income or moderate-income families admitted to the program that are displaced as a result of the prepayment of the mortgage or voluntary termination of an insurance contract on eligible low-income housing, are not counted for income targeting purposes [24 CFR 982.201(b)(2)(v)].

Roseville Housing Authority (RHA) Policy
RHA will monitor progress in meeting the ELI requirement throughout the fiscal year. Extremely low-income families will be selected ahead of other eligible families on an as-needed basis to ensure the income targeting requirement is met.

If there are not enough extremely low-income families on the waiting list, we will conduct outreach on a non-discriminatory basis to attract extremely low-income families to reach the statutory requirement.

Order of Selection
The PHA system of preferences may select families either according to the date and time of application, or by a random selection process [24 CFR 982.207(c)]. When selecting families from the waiting list PHAs are required to use targeted funding to assist only those families who meet the specified criteria, and PHAs are not permitted to skip down the waiting list to a family that it can afford to subsidize when there are not sufficient funds to subsidize the family at the top of the waiting list [24 CFR 982.204(d) and (e)].

Roseville Housing Authority (RHA) Policy
Families will be selected from the waiting list based on the targeted funding or selection preference(s) for which they qualify, and in accordance with RHA’s hierarchy of preferences, if applicable. Families will be selected from the waiting list

Roseville Housing Authority
HCV Administrative Plan Page 4-10Adopted May 2026
by a computer-generated lottery system in conjunction with local preference criteria and targeted funding where applicable.

Preferences
Roseville Housing Authority Policy
The Roseville Housing Authority will select families based on the following preferences. When pre-applications are received by the Roseville Housing Authority, staff will review the following ranking preference categories and will apply them in the following order.

Insufficient HCV Funding Termination = 50 points
RHA will offer a preference to families who have had their Housing Choice Voucher revoked/suspended due to HUD HAP funding shortfalls within the last 12 months.

Emergency Housing Voucher (EHV) Tiered Preference - Housing Choice Vouchers Program
To support the transition of families from the Emergency Housing Voucher (EHV) program into the Housing Choice Voucher (HCV) program, the Housing Authority has adopted a tiered local preference structure. This preference is designed to prioritize EHV families who are at risk of losing assistance due to the exhaustion of EHV program funding.

Eligible applicants must be current EHV participants and meet the criteria outlined below:

Tier 1 – High Vulnerability =
Priority is given to EHV families where the head of household, spouse, or cohead meets one or more of the following:
• Are elderly (age 62 or older)
• Has a documented disability
• Is fleeing or attempting to flee domestic violence, dating violence, sexual assault, stalking, or human trafficking
• Has dependent children under the age of 18
General EHV Preference =
Remaining EHV families who do not meet Tier 1 criteria but are:
• Are recently homeless and at high risk of housing instability • Are at risk of homelessness due to loss of EHV assistance • Have been continuously housed under the EHV program for at least 12 months
Emergency Housing Voucher (EHV) Preference for Mainstream Vouchers = The Housing Authority has established a local preference for families currently assisted under the Emergency Housing Voucher (EHV) program who meet the eligibility criteria for the Mainstream Voucher program and are at risk of losing assistance due to exhaustion of EHV program funding.

To qualify for this preference, the household must:

Roseville Housing Authority
HCV Administrative Plan Page 4-11Adopted May 2026
• Be actively receiving EHV assistance through Roseville Housing Authority; and
• Be at risk of losing EHV assistance due to lack of program funding; and • Meet the eligibility requirements for the Mainstream Voucher program, including:
o The head of household, spouse, or co-head must be a non-elderly person with a disability (age 18–61); and
o The household must be transitioning out of institutional or other segregated settings, at serious risk of institutionalization, homeless, or at risk of homelessness.

This preference will be applied to the Mainstream Voucher waiting list in accordance with 24 CFR 982.207(a)(2).

Elderly/Disabled Preference = 30 points
An elderly preference applies if the head, spouse, or co-head is a person who is age 62 or older. A disabled person preference is given if any family member receives Social Security or Supplemental Security benefits or otherwise meets the definition of disabled as defined under Section 223 of the Social Security Act.

Residency Preference = 15 points
Resident (live or work within the cities of Roseville/Rocklin, at time of application, or at any time during the applicant’s term on the waiting list) United States Veteran = 10 points
A veteran is defined as a person who served in the active military, naval, or air service and who was discharged or released from such service under conditions other than dishonorable.

Involuntarily Displaced Preference = 10 points
Households that are currently involuntarily displaced or become displaced (at any time during the applicant’s term on the waiting list), and are not living in standard permanent replacement housing, due to the following actions: Disaster, Government Action (such as condemnation from the Building Department), Action of Housing Owner, Inaccessibility, Property Disposition. (Re-established from a former Federal Preference Category)
• Standard permanent replacement housing is decent, safe, sanitary housing of adequate size occupied by a family under a lease or occupancy agreement. • Standard permanent replacement housing does not include transient facilities, such as motels, hotels, or temporary shelters for homeless families or victims of domestic violence.

Not subject to involuntary displacement action.

Lease-In Place Preference = 50 points
Households who intend to lease the unit in which they are currently residing, provided the unit is located within RHA’s jurisdiction and the owner agrees to participate in the Housing Choice Voucher Program. To verify eligibility for this preference, applicants must provide:

Roseville Housing Authority
HCV Administrative Plan Page 4-12Adopted May 2026
• A copy of the current lease for the unit, which must be appropriately sized for the family, and
• Utility bills for the most recent three-month period showing the applicant’s name and address to confirm residency.

Ranking of Preferences
Based on the above preferences, an applicant with a family preference (30 points) will be offered housing before an applicant with only a residency preference (15 points). The preference points accumulate, for example, an applicant, who has a family with minor children, is a Roseville resident and is involuntarily displaced would get 55 points. This applicant would get assistance before a family with minor children, is a Roseville resident, but not involuntarily displaced, as the second applicant would get 45 points.

The above points system is currently being used by the Roseville Housing Authority; however, the Housing Authority reserves the right to change the system as long as the system maintains the same type of ranking structure.
4-III.D. NOTIFICATION OF SELECTION
When a family has been selected from the waiting list, the PHA must notify the family [24 CFR 982.554(a)].

Roseville Housing Authority (RHA) Policy
RHA will notify the family by first class mail when it is selected from the waiting list. The notice will inform the family of the following:

Update application must be completed and returned.

Documents that must be provided in order to verify the preferences that were indicated on the initial waiting list application.

Due date for the required documents.

Failure to return the update application will cause the family to be removed from the waiting list.

Failure to verify preferences will result in the loss of the preference(s) and the family will be returned to the waiting list.

If the notice is returned by the post office, the applicant will be removed from the waiting list without further notice.

Project-Based Voucher (PBV) Unit Offer and Refusal Policy In accordance with 24 CFR 983.251, PHAs maintain separate waiting lists for Project-Based Voucher (PBV) units or PBV projects. Applicants will be selected from the PBV waiting list in the order of their position on the list, subject to eligibility, applicable preferences, and unit availability. PHAs may use site-based waiting lists for PBV units consistent with HUD regulations.

Applicants on the PBV waiting list will be notified when a PBV unit that matches the applicant’s

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household composition and eligibility becomes available. The PHA will ensure equal opportunity and nondiscrimination in selecting families for PBV assistance.

Roseville Housing Authority (RHA) Policy
The Roseville Housing Authority will make reasonable efforts to offer eligible applicants appropriate available PBV units in accordance with 24 CFR 983.251. Applicants on the PBV waiting list will be offered units based on eligibility, preference ranking (if applicable), and unit availability.

To ensure efficient use of PBV units and timely leasing, the following policy applies to applicant refusals:
• Applicants who refuse one (1) appropriate PBV unit offer will remain on the waiting list.
• Applicants who refuse two (2) appropriate PBV unit offers without good cause will be removed from the PBV waiting list.

Applicants removed under this provision may reapply to the waiting list in accordance with RHA’s standard application procedures, subject to the status of the waiting list at the time of reapplication.

Good cause for refusing a PBV unit includes, but is not limited to:
• Verified disability-related accommodation needs
• Documented medical circumstances that prevent acceptance of the unit • Household size mismatch due to PHA error
• Condition of unit does not meet HQS at the time of offer • Other circumstances as approved by the Housing Supervisor in compliance with reasonable accommodation requirements and fair housing law Applicants claiming good cause must provide verification within the timeframe stated in the unit-offer notice.
4-III.E. COMPLETING THE APPLICATION PROCESS
The PHA must confirm that the family is qualified for any special admission, targeted admission, or selection preference that affected the order in which the family was selected from the waiting list.

Roseville Housing Authority (RHA) Policy
Pending disclosure and documentation of social security numbers, RHA will allow the family to retain its place on the waiting list for 30 days. RHA will grant an additional 30-day extension if needed for reasons beyond the applicant’s control such as delayed processing of the SSN application by the SSA, death in the family or other emergency. If the applicant fails to comply with SSN disclosure and documentation requirements upon expiration of the provided time period, the PHA will deny the applicant’s assistance.

If RHA determines that the family is ineligible, RHA will send written notification of the ineligibility determination. The notice will specify the reasons for ineligibility

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and will inform the family of its right to request an informal review (Chapter 16).

If a family fails to qualify for any criteria that affected the order in which it was selected from the waiting list (e.g. targeted funding, extremely low-income), the family will be returned to the waiting list. RHA will notify the family in writing that it has been returned to the waiting list and will specify the reasons for it.

If RHA determines that the family appears to be eligible to receive assistance, RHA will invite the family to attend a briefing in accordance with the policies in Chapter 5.

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HCV Administrative Plan Page 5-1Adopted May 18, 2016

INTRODUCTION
Chapter 5

BRIEFINGS AND VOUCHER ISSUANCE
This chapter explains the briefing and voucher issuance process. When a family is determined to be eligible for the Housing Choice Voucher (HCV) program, the PHA must ensure that the family fully understands the way the program operates and the family’s obligations under the program. This is accomplished through both an oral briefing and provision of a briefing packet containing the HUD-required documents and other information the family needs to know. Once the family is fully informed of the program’s requirements, the PHA issues the family a voucher.

The voucher includes the unit size for which the family qualifies based on the PHA’s subsidy standards, as well as issue and expiration date of the voucher. The voucher is the document that authorizes the family to begin its search for a unit and limits the amount of time the family has to successfully locate an acceptable unit.

This chapter describes HUD regulations and PHA policies related to these topics in two parts:

Part I: Briefings and Family Obligations. This part details the program’s requirements for briefing families orally, and for providing written materials describing the program and its requirements. It includes a particular focus on the family’s obligations under the program.

Part II: Subsidy Standards and Voucher Issuance. This part discusses the PHA’s standards for determining how many bedrooms a family of a given composition qualifies for, which in turn affects the amount of subsidy the family can receive. It also discusses the policies that dictate how vouchers are issued, and how long families have to locate a unit.

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PART I: BRIEFINGS AND FAMILY OBLIGATIONS
5-I.A. OVERVIEW
HUD regulations require the PHA to conduct mandatory briefings for applicant families who qualify for a voucher. The briefing provides a broad description of owner and family responsibilities, explains the PHA’s procedures, and includes instructions on how to lease a unit.

This part describes how oral briefings will be conducted, specifies what written information will be provided to families, and lists the family’s obligations under the program. 5-I.B. BRIEFING [24 CFR 982.301]
The PHA must give the family an oral briefing and provide the family with a briefing packet containing written information about the program. Families may be briefed individually or in groups. At the briefing, the PHA must ensure effective communication in accordance with Section 504 requirements (Section 504 of the Rehabilitation Act of 1973) and ensure that the briefing site is accessible to individuals with disabilities. For a more thorough discussion of accessibility requirements, refer to Chapter 2.

Roseville Housing Authority (RHA) Policy
Briefings will generally be conducted in group meetings.

The head of household and all other adult household members are required to attend the briefing. If the head of household or any adult household member is unable to attend, RHA may invite the absent household members to a future briefing.

When a family member becomes an adult at the age of 18, a briefing will be scheduled to explain all family obligations under the HCV program. The head of household will also be required to attend this briefing. During the briefing, the 18-year-old household member will be required to complete and sign all necessary program forms and documents and will be provided the opportunity to ask questions regarding their rights and responsibilities under the HCV Program.

Briefings will be conducted in English. For Limited English Proficient (LEP) applicants, RHA will provide translation services in accordance with RHA’s LEP plan (See Chapter 2).

Notification and Attendance
Roseville Housing Authority (RHA) Policy
When applicant households are invited to attend a briefing, the notice will specify who is required to attend as well as the date, time, and location of the scheduled briefing. If the notice is returned by the Post Office as undeliverable, the applicant will be removed from the waiting list.

Applicants who fail to attend a scheduled briefing without prior approval from RHA will be removed from the waiting list. However, RHA may allow applicants to reschedule a missed briefing for good cause.

If the applicant does not attend the rescheduled briefing, they will be removed from

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the waiting list. Applicants will be notified in writing of this action and provided their informal review rights.

RHA will notify the family of the date and time of the rescheduled (second) briefing.

Applicants who fail to attend two scheduled briefings without RHA approval will be denied assistance (see Chapter 3).

Oral Briefing [24 CFR 982.301(a)]
Each briefing must provide information on the following subjects:
• How the Housing Choice Voucher program works;
• Family and owner responsibilities;
• Where the family can lease a unit, including renting a unit inside or outside the PHA’s jurisdiction;
• An explanation of how portability works. The PHA may not discourage the family from choosing to live anywhere in the PHA jurisdiction or outside the PHA jurisdiction under portability, unless otherwise expressly authorized by statute, regulation, PIH Notice, or court order;
• The PHA must inform the family of how portability may affect the family’s assistance through screening, subsidy standards, payment standards, and any other elements of the portability process which may affect the family’s assistance; • A reminder that there are advantages of areas that do not have a high concentration of lowincome families.

Briefing Packet [24 CFR 982.301(b)]
Documents and information provided in the briefing packet must include the following:
• The term of the voucher, voucher suspensions, and the PHA’s policies on any extensions. If the PHA allows extensions, the packet must explain how the family can request an extension. • A description of the method used to calculate the housing assistance payment for a family, including how the PHA determines the payment standard for a family, how the PHA determines total tenant payment for a family, and information on the payment standard and utility allowance schedule.
• An explanation of how the PHA determines the maximum allowable rent for an assisted unit. • Where the family may lease a unit and an explanation of how portability works, including information on how portability may affect the family’s assistance through screening, subsidy standards, payment standards, and any other elements of the portability process that may affect the family’s assistance.
• The HUD-required tenancy addendum, which must be included in the lease. • The form the family must use to request approval of tenancy, and a description of the procedure for requesting approval for a tenancy.
• A statement of the PHA policy on providing information about familiesto prospective owners. • The PHA subsidy standards including when and how exceptions are made.

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• The HUD brochure on how to select a unit.
• Materials (e.g. brochures) on how to select a unit.
• The HUD pamphlet on lead-based paint entitled Protect Your Family from Lead in Your Home. • Information on federal, state and local equal opportunity laws and a copy of the housing discrimination complaint form.
• A list of landlords known to the PHA who may be willing to lease a unit to the family or other resources (e.g. newspapers, organizations, online search tools) known to the PHA that may assist the family in locating a unit. PHAs must ensure that the list of landlords or other resources covers outside areas of poverty or minority concentration. • Notice that if the family includes a person with disabilities, the family may request a list of available accessible units known to the PHA.
• The family obligations under the program.
• The grounds on which the PHA may terminate assistance for a participant family because of family action or failure to act.
• PHA informal hearing procedures including when the PHA is required to offer a participant family the opportunity for an informal hearing, and how to request the hearing.

If the PHA is located in a metropolitan area, the following additional information must be included in the briefing packet in order to receive full points under SEMAP Indicator 7, Expanding Housing Opportunities [24 CFR 985.3(g)]:
• Maps showing areas with housing opportunities outside areas of poverty or minority concentration including information about job opportunities, schools and services. • An explanation of how portability works, including a list of portability contact persons for neighboring PHAs including with names, addresses, and telephone numbers.

Additional Items to Be Included in the Briefing Packet
In addition to items required by the regulations, PHAs may wish to include supplemental materials to help explain the program to both participants and owners [HCV GB p. 8-7 Notice PIH 2010-19].

Roseville Housing Authority (RHA) Policy
RHA will provide the following additional materials in the briefing packet:

Information about how to fill out and file a housing discrimination complaint form.

Information about the protections afforded by the Violence against Women Act of 2013 (VAWA) to victims of domestic violence, dating violence, sexual assault, and stalking (see section 16-IX.C)

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5-I.C. FAMILY OBLIGATIONS
Obligations of the family are described in the housing choice voucher (HCV) regulations and on the voucher itself. These obligations include responsibilities the family is required to fulfill, as well as prohibited actions. The PHA must inform families of these obligations during the oral briefing, and the same information must be included in the briefing packet. When the family’s unit is approved and the HAP contract is executed, the family must meet those obligations in order to continue participating in the program. Violation of any family obligation may result in termination of assistance, as described in Chapter 12.

Time Frames for Reporting Changes Required By Family Obligations Roseville Housing Authority (RHA) Policy
Immediately report in writing to the Housing Authority any changes in income or assets, and if any family member no longer lives in the unit. All family composition and income changes must be reported within 15 days and MUST BE IN WRITING.

Family Obligations [24 CFR 982.551]
The family obligations of the voucher are listed as follows:
• The family must supply any information that the PHA or HUD determines to be necessary, including submission of required evidence of citizenship or eligible immigration status. • The family must supply any information requested by the PHA or HUD for use in a regularly scheduled reexamination or interim reexamination of family income and composition.

Roseville Housing Authority (RHA) Policy
The family must not share bank or financial accounts with anyone other than current approved household members. All deposits may be counted toward household income. • The family must disclose and verify social security numbers and sign and submit consent forms for obtaining information.
• Any information supplied by the family must be true and complete. • The family is responsible for any Housing Quality Standards (HQS) breach by the family caused by failure to pay tenant-provided utilities or appliances, or damages to the dwelling unit or premises beyond normal wear and tear caused by any member of the household or guest.
• The family must allow the PHA to inspect the unit at reasonable times and after reasonable notice, as described in Chapter 8 of this plan.
• The family must not commit any serious or repeated violation of the lease.

Roseville Housing Authority (RHA) Policy
RHA will determine if a family has committed serious or repeated violations of the lease based on available evidence, including but not limited to, a court-ordered eviction, police reports, or other credible parties with direct knowledge.

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Serious and repeated lease violations will include, but not be limited to, disturbance of neighbors, destruction of property, or living or housekeeping habits that cause damage to the unit or premises and criminal activity. Generally, the criterion to be used will be whether or not the reason for the eviction was the fault of the tenant or guests. Any incidents of, or criminal activity related to, domestic violence, dating violence, sexual assault, stalking, or human trafficking will not be construed as serious or repeated lease violations by the victim [see 24 CFR 5.2005(c)(1)]. • The familymust notify the PHA and the owner beforemoving out ofthe unit or terminating the lease.

Roseville Housing Authority (RHA) Policy
The family must comply with lease requirements regarding written notice to the owner. The family must provide written notice to RHA at the same time the owner is notified.
• The family must promptly give the PHA a copy of any owner eviction notice. • The family must use the assisted unit for residence by the family. The unit must be the family’s only residence.
• The composition of the assisted family residing in the unit must be approved by the PHA.

The family must promptly notify the PHA in writing of the birth, adoption, or court-awarded custody of a child. The family must request PHA approval to add any other family member as an occupant of the unit.

Roseville Housing Authority (RHA) Policy
The request to add a family member must be submitted in writing and approved by the property owner and RHA prior to the person moving into the unit. RHA will determine eligibility of the new member in accordance with the policies in Chapter 3.

The family must not allow anyone other than current approved household members to use the address of the assisted unit for their mailing address. • The family must promptly notify the PHA in writing if any family member no longer lives in the unit.
• If the PHA has given approval, a foster child or a live-in aide may reside in the unit. The PHA has the discretion to adopt reasonable policies concerning residency by a foster child or a live-in aide, and to define when PHA consent may be given or denied. For policies related to the request and approval/disapproval of foster children, foster adults, and live-in aides, see Chapter 3 (Sections I.K and I.M), and Chapter 11 (Section II.B). • The family must not sublease the unit, assign the lease, or transfer the unit.

Roseville Housing Authority (RHA) Policy
Subleasing includes receiving payment to cover rent and utility costs by a person living in the unit who is not listed as a family member (i.e. roommates). • The family must supply any information requested by the PHA to verify that the family is living in the unit or information related to family absence from the unit.

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• The family must promptly notify the PHA when the family is absent from the unit.

Roseville Housing Authority (RHA) Policy
The family may be absent from the unit for up to 60 days. Absences exceeding 60 days will require RHA approval of a reasonable accommodation request. An authorized absence may not exceed 180 days. Any family absent for more than 60 days without authorization will be terminated from the program.
• The family must pay utility bills and provide and maintain any appliances that the owner is not required providing under the lease [Form HUD-52646, Voucher]. • The family must not own or have any interest in the unit, (other than in a cooperative and owners of a manufactured home leasing a manufactured home space). • Family members must not commit fraud, bribery, or any other corrupt or criminal act in connection with the program. (See Chapter 14, Program Integrity for additional information). • Family members must not engage in drug-related criminal activity or violent criminal activity or other criminal activity that threatens the health, safety or right to peaceful enjoyment of other residents and persons residing in the immediate vicinity of the premises. See Chapter 12 for HUD and PHA policies related to drug-related and violent criminal activity. • Members of the household must not engage in abuse of alcohol in a way that threatens the health, safety or right to peaceful enjoyment of the other residents and persons residing in the immediate vicinity of the premises. See Chapter 12 for a discussion of HUD and PHA policies related to alcohol abuse.
• An assisted family or member of the family must not receive HCV program assistance while receiving another housing subsidy, for the same unit or a different unit under any other federal, state or local housing assistance program.
• A family must not receive HCV program assistance while residing in a unit owned by a parent, child, grandparent, grandchild, sister or brother of any member of the family, unless the PHA has determined (and has notified the owner and the family of such determination) that approving rental of the unit, notwithstanding such relationship, would provide reasonable accommodation for a family member who is a person with disabilities. [Form HUD-52646, Voucher]

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PART II: SUBSIDY STANDARDS AND VOUCHER ISSUANCE
5-II.A. OVERVIEW
The PHA must establish subsidy standards that determine the number of bedrooms needed for families of different sizes and compositions. This part presents the policies that will be used to determine the family unit size (also known as the voucher size) a particular family should receive, and the policies that govern making exceptions to those standards. The PHA must also establish policies related to the issuance of the voucher, to the voucher term, and to any extensions of the voucher term.
5-II.B. DETERMINING FAMILY UNIT (VOUCHER) SIZE [24 CFR 982.402] For each family, the PHA determines the appropriate number of bedrooms under the PHA subsidy standards and enters the family unit size on the voucher that is issued to the family. The family unit size does not dictate the size of unit the family must actually lease, nor does it determine who within a household will share a bedroom/sleeping room.

The following requirements apply when the PHA determines family unit size:
• The subsidy standards must provide for the smallest number of bedrooms needed to house a family without overcrowding.
• The subsidy standards must be consistent with space requirements under the housing quality standards.
• The subsidy standards must be applied consistently for all families of like size and composition.
• A child who is temporarily away from the home because of placement in foster care is considered a member of the family in determining the family unit size. • A family that consists of a pregnant woman (with no other persons) must be treated as a twoperson family. • Any live-in aide (approved by the PHA to reside in the unit to care for a family member who is disabled or is at least 50 years of age) must be counted in determining the family unitsize. • Unless a live-in-aide resides with a family, the family voucher size for any family consisting of a single person must be either a zero- or one-bedroom unit, as determined under the PHA subsidy standards.

Roseville Housing Authority (RHA) Policy
One bedroom will be assigned per two household members.

Effective for vouchers issued beginning May 1, 2013
Effective with annuals beginning September 2013
Age and gender of household members is not considered as RHA is not determining where household members will be sleeping.

Approved live-in caregivers will be provided a separate bedroom. No additional bedrooms will be provided for the caregiver’s family. Additions of family members will not necessarily result in a larger voucher size. Requests for exceptions must be in writing and will be considered on a case-by- case basis.

Consistent with Housing Quality Standards under 24 CFR 982.402 and RHA’s subsidy standards, the living room may be considered an additional sleeping area when

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determining appropriate unit size. Therefore, in addition to the bedrooms in a unit, the living room may be used as a sleeping area for occupancy purposes. 5-II.B.1 VOUCHER SIZE CORRECTIONS
HUD regulations do not mandate when changes to voucher size must be implemented. The PHA has discretion to establish local policies governing the timing of voucher size determinations and corrections in accordance with 24 CFR § 982.402.

Roseville Housing Authority (RHA) Policy
RHA will not wait until the next annual reexamination to adjust (downsize) a family’s voucher size upon verified household composition changes that results in the family qualifying for a smaller voucher under RHA’s subsidy standards.

The new voucher size and corresponding payment standard will be effective on the first day of the month following a 30-day written notice, unless otherwise required by HUD or federal law.

Voucher size corrections may be initiated at any time based on:
• A reported or verified change in household composition including the departure of a live-in aide.
• A PHA-initiated review of subsidy standards
• A move request
• A PHA audit or quality-control review
• Any other event indicating the family is no longer eligible for its current voucher W size hen a voucher size is reduced under this policy:
• The payment standard will be based on the new, lower voucher size. • The revised payment standard will be applied at the effective date of the voucher size change and will not be deferred to the next annual reexamination. 5-II.B.2. Exception for Reasonable Accommodation: Live-In Aide Grace Period Roseville Housing Authority (RHA) Policy
If a participant has an approved reasonable accommodation for a live-in aide and the aide departs the household, RHA will allow the family up to 90 days from the date the aide vacates to secure a new eligible live-in aide before reducing the voucher size. • The voucher size and payment standard will remain unchanged during the 90-day grace period.
• If the family notifies RHA in writing that a new live-in aide has been identified and approved within the 90-day period, the voucher size will not be reduced.

If no approved live-in aide is secured within 90 days, RHA will issue a 30-day written notice of voucher downsizing. The new, lower voucher size and corresponding payment standard will take effect on the first day of the month following the notice, consistent with 24 CFR § 982.505(c)(4).

RHA may extend the 90-day period if the family demonstrates:
• good-faith efforts to secure a new live-in aide; and

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• continued need for the accommodation.

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5-II.C. EXCEPTIONS TO SUBSIDY STANDARDS
In determining family unit size for a particular family, the PHA may grant an exception to its established subsidy standards if the PHA determines that the exception is justified by the age, sex, health, disability, or relationship of family members or other personal circumstances [24 CFR 982.402(b)(8)].

For a single person who is not elderly, disabled, or a remaining family member, an exception cannot override the regulatory limit of a zero or one bedroom [24 CFR 982.402(b)(8)].

Roseville Housing Authority (RHA) Policy
RHA will consider granting an exception payment standard as a reasonable accommodation for a person with disabilities.

The family must request any exception to the subsidy standards in writing. The request must explain the need or justification for a larger family unit size and must include appropriate documentation. The need for the request must be verified by a knowledgeable professional source, unless the disability and the disability–related need for the requested accommodation is readily apparent or otherwise known. The family’s continued need for an additional bedroom due to special medical equipment must be re-verified at annual inspection.

Exception payment standards will be stated as a percent of the FMR. At annual recertifications the payment standard will be the higher of:

The current FMR x the percent stated for the exception payment standard OR the current payment standard for their voucher size (or the unit size if smaller than their voucher size).

If the current payment standard will be used since it is higher than the exception payment standard, the following note will be made in the file:

The exception payment standard ended effective [date of annual] since it longer provided a benefit as the current payment standard was a higher amount.

RHA will notify the family of its determination within 10 business days of receiving the family’s fully documented request. If a participant family’s request is denied, the notice will inform the family of their right to request an informal hearing.

PHAs have had the authority to approve an exception payment standard up to 110% of the applicable fair market rent (FMR). HUD Field office approval has been required for exceptions from 111% to 120% of FMR, and HUD headquarters approval is required for exceptions above 120%. Option 4 of Notice PIH 2013-03 (extended by Notice PIH 2013-26) which is effective until March 31, 2015, temporarily eliminates the requirement for field office approval, and permits the PHA to approve exception payment standards of up to 120% of FMR in this situation. Exceptions above 120% of FMR still require approval from HUD headquarters.

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Roseville Housing Authority Policy
While allowed by HUD, RHA will implement Option 4 of Notice PIH 2013-03 and will comply with all HUD requirements.

When a family that includes a person with disabilities requires an exception payment standard as a reasonable accommodation, RHA will approve or deny requests for exceptions up to 120% of the applicable FMR.

Requests for exception payment standards over 120% of FMR will be forwarded to HUD headquarters, with supporting documentation as described in Notice PIH 2010-11.

RHA will maintain file documentation as required by HUD, including documentation of rent reasonableness and documentation of unit features required by the disabled family member.
5-II.D. VOUCHER ISSUANCE [24 CFR 982.302]
When a family is selected from the waiting list (or as a special admission as described in Chapter 4), or when a participant family wants to move to another unit, the PHA issues a Housing Choice Voucher, form HUD-52646. This chapter deals only with voucher issuance for applicants. For voucher issuance associated with moves of program participants, please refer to Chapter 10.

The voucher is the family’s authorization to search for housing. It specifies the unit size for which the family qualifies and includes both the date of voucher issuance and date of expiration.

It contains a brief description of how the program works and explains the family obligations under the program. The voucher is evidence that the PHA has determined the family to be eligible for the program, and that the PHA expects to have money available to subsidize the family if the family finds an approvable unit. However, the PHA does not have any liability to any party by the issuance of the voucher, and the voucher does not give the family any right to participate in the PHA’s housing choice voucher program [Voucher, form HUD-52646] A voucher can be issued to an applicant family only after the PHA has determined that the family is eligible for the program based on information received within the 60 days prior to issuance [24 CFR 982.201(e)] and after the family has attended an oral briefing [HCV 8-1].

Roseville Housing Authority (RHA) Policy
Vouchers will be issued to eligible applicants once income and assets which were reported at the briefing have been verified.

The PHA should have sufficient funds to house an applicant before issuing a voucher. If funds are insufficient to house a family who has already attended an oral briefing, the PHA must wait until it has adequate funds before it calls another family from the list [HCV GB p. 8-10].

Roseville Housing Authority (RHA) Policy
Prior to issuing any vouchers, RHA will determine whether it has sufficient funding in accordance with the policies in Part VIII of Chapter 16.

If the PHA determines that there is insufficient funding after a voucher has been issued, the PHA may rescind the voucher and place the affected family back on the waiting list.

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5-II.E. VOUCHER TERM AND EXTENSIONS
Voucher Term [24 CFR 982.303]
The initial term of a voucher must be at least 60 calendar days. The initial term must be stated on the voucher [24 CFR 982.303(a)].

Roseville Housing Authority (RHA) Policy
The initial voucher term will be 60 calendar days.

The family must submit a Request for Tenancy Approval and proposed lease within the 60-day period unless the PHA grants an extension.

Extensions of Voucher Term [24 CFR 982.303(b)]
The PHA has the authority to grant extensions of search time, to specify the length of an extension, and to determine the circumstances under which extensions will be granted. There is no limit on the number of extensions that the PHA can approve. Discretionary policies related to extension and expiration of search time must be described in the PHA’s administrative plan [24 CFR 982.54].

PHAs must approve additional search time if needed as a reasonable accommodation to make the program accessible to and usable by a person with disabilities. The extension period must be reasonable for the purpose.

The family must be notified in writing of the PHA’s decision to approve or deny an extension.

The PHA’s decision to deny a request for an extension of the voucher term is not subject to informal review [24 CFR 982.554(c)(4)].

Roseville Housing Authority (RHA) Policy
RHA may approve up to four 30-day extensions upon receiving a request from the family with submittal of a completed Housing Search Report.

RHA will approve additional extensions only in the following circumstances:

It is necessary as a reasonable accommodation for a person with disabilities.

It is necessary due to reasons beyond the family’s control, as determined by the PHA. Following is a list of extenuating circumstances that the PHA may consider in making its decision. The presence of these circumstances does not guarantee that an extension will be granted:
 Serious illness or death in the family
 Other family emergency
 Obstacles due to employment
 Whether the family has already submitted requests for tenancy approval that were not approved by the PHA
 Whether family size or other special circumstances make it difficult to find a suitable unit.

Any request for an additional extension must include the reason(s) an additional extension is necessary. RHA may require the family to provide documentation to support the request.

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All requests for extensions to the voucher term must be made in writing and submitted to RHA prior to the expiration date of the voucher (or extended term of the voucher).

RHA will decide whether to approve or deny an extension request within 10 business days of the date the request is received and will provide the family written notice of its decision.

Suspensions of Voucher Term [24 CFR 982.303(c)]
The PHA must provide for suspension of the initial or any extended term of the voucher from the date the family submits a request for PHA approval of the tenancy until the date the PHA notifies the family in writing whether the request has been approved or denied.

Expiration of Voucher Term
Once a family’s housing choice voucher term (including any extensions) expires, the family is no longer eligible to search for housing under the program. If the family still wishes to receive assistance, the PHA may require that the family reapply, or may place the family on the waiting list with a new application date but without requiring reapplication. Such a family does not become ineligible for the program on the grounds that it was unable to locate a unit before the voucher expired [HCV GB p. 8-13].

Roseville Housing Authority (RHA) Policy
If an applicant family’s voucher term or extension expires before RHA has approved a tenancy, RHA will require the family to reapply for assistance.

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Chapter 10

MOVING WITH CONTINUED ASSISTANCE AND PORTABILITY

INTRODUCTION
Freedom of housing choice is a hallmark of the housing choice voucher (HCV) program. In general, HUD regulations impose few restrictions on where families may live or move with HCV assistance. This chapter sets forth HUD regulations and PHA policies governing moves within or outside the PHA’s jurisdiction in two parts:

Part I: Moving with Continued Assistance. This part covers the general rules that apply to all moves by a family assisted under the PHA’s HCV program, whether the family moves to another unit within the PHA’s jurisdiction or to a unit outside the PHA’s jurisdiction under portability.

Part II: Portability. This part covers the special rules that apply to moves by a family under portability, whether the family moves out of or into the PHA’s jurisdiction. This part also covers the special responsibilities that the PHA has under portability regulations and procedures.

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PART I: MOVING WITH CONTINUED ASSISTANCE
10-I.A. ALLOWABLE MOVES
HUD lists six regulatory conditions under which an assisted family is allowed to move to a new unit with continued assistance. Permission to move is subject to the restrictions set forth in section 10-I.B.
• The family has a right to terminate the lease on notice to the owner (for the owner’s breach or otherwise) and has given a notice of termination to the owner in accordance with the lease [24 CFR 982.354(b)(3)]. If the family terminates the lease on notice to the owner, the family must give the PHA a copy of the notice at the same time [24 CFR 982.314(d)(1)]. • The lease for the family’s unit has been terminated by mutual agreement of the owner and the family [24 CFR 982.354(b)(1)(ii)].

Roseville Housing Authority (RHA) Policy
If the family and the owner mutually agree to terminate the lease for the family’s unit, the family must give RHA a copy of the termination agreement. • The owner has given the family a notice to vacate, has commenced an action to evict the family, or has obtained a court judgment or other process allowing the owner to evict the family [24 CFR 982.354(b)(2)]. The family must promptly give the PHA a copy of any owner eviction notice [24 CFR 982.551(g)].
• The family or a member of the family is or has been the victim of domestic violence, dating violence, sexual assault, or stalking and the move is needed to protect the health or safety of the family or family member [24 CFR 982.354(b)(4)]. This condition applies even when the family has moved out of its unit in violation of the lease, with or without prior notification to the PHA, if the family or family member who is the victim reasonably believed that he or she was imminently threatened by harm from further violence if he or she remained in the unit [24 CFR 982.354(b)(4), 24 CFR 982.353(b)].

Roseville Housing Authority (RHA) Policy
If a family requests permission to move with continued assistance based on a claim that the move is necessary to protect the health or safety of a family member who is or has been the victim of domestic violence, dating violence, sexual assault, or stalking, the PHA will request documentation in accordance with Chapter 16 of this plan.

RHA reserves the right to waive the documentation requirement if it determines that a statement or other corroborating evidence from the family or family member will suffice. In such cases the PHA will document the waiver in the family’s file. • The PHA has terminated the assisted HAP contract for the family’s unit for the owner’s breach [24 CFR 982.354(b)(1)(i)].
• The PHA determines that the family’s current unit does not meet the HQS space standards because of an increase in family size or a change in family composition. In such cases, the PHA must issue the family a new voucher, and the family and PHA must try to find an acceptable unit as soon as possible. If an acceptable unit is available for the family, the PHA

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must terminate the HAP contract for the family’s old unit in accordance with the HAP contract terms and must notify both the family and the owner of the termination. The HAP contract terminates at the end of the calendar month that follows the calendar month in which the PHA gives notice to the owner. [24 CFR 982.403(a) and (c)] 10-I.B. RESTRICTIONS ON MOVES
A family’s right to move is generally contingent upon the family’s compliance with program requirements [24 CFR 982.1(b)(2)]. HUD specifies two conditions under which a PHA may deny a family permission to move and two ways in which a PHA may restrict moves by a family.

Denial of Moves
HUD regulations permit the PHA to deny a family permission to move under the following conditions:

Insufficient Funding
The PHA may deny a family permission to move either within or outside the PHA’s jurisdiction if the PHA does not have sufficient funding for continued assistance [24 CFR 982.354(e)(1)].

However, Notice PIH 2012-42 significantly restricts the ability of PHAs to deny permission to move due to insufficient funding and places further requirements on PHAs regarding moves denied due to lack of funding. The requirements found in this notice are mandatory.

Roseville Housing Authority (RHA) Policy
RHA will deny a family permission to move on grounds that RHA does not have sufficient funding for continued assistance if (a) the move is initiated by the family, not the owner or RHA; (b) RHA can demonstrate that the move will, in fact, result in higher subsidy costs; and (c) RHA can demonstrate, in accordance with the policies in Part VIII of Chapter 16, that it does not have sufficient funding in its annual budget to accommodate the higher subsidy costs.

The PHA will create a list of families whose moves have been denied due to insufficient funding. When funds become available, the families on the list will take precedence over families on the waiting list.

The PHA will inform the family of its policy regarding moves denied due to insufficient funding in a letter to the family at the time the move is denied.

Grounds for Denial or Termination of Assistance
The PHA may deny a family permission to move if it has grounds for denying or terminating the family’s assistance [24 CFR 982.354(e)(2)].

Roseville Housing Authority (RHA) Policy
If RHA has grounds for denying or terminating a family’s assistance or is in the process of termination, accordance with the regulations and policies set forth in Chapters 3 and 12, RHA will act on those grounds and deny the move. However, RHA retains the discretion to permit moves under special circumstances.

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Restrictions on Elective Moves [24 CFR 982.354(c)]
HUD regulations permit the PHA to prohibit any elective move by a participant family during the family’s initial lease term. They also permit the PHA to prohibit more than one elective move by a participant family during any 12-month period. However, such prohibitions, if adopted, do not apply when the family or a member of the family is or has been the victim of domestic violence, dating violence, sexual assault, or stalking and the move is needed to protect the health or safety of the family or family member. (For policy on documentation of abuse, see section 10- I-A.) In addition, the PHA may not establish a policy permitting moves only at reexamination [Notice PIH 2012-42].

Roseville Housing Authority (RHA) Policy
RHA’s policy is to deny a family permission to make an elective move during the family’s initial lease term. This policy applies to moves within RHA’s jurisdiction or outside the jurisdiction (portability).

RHA’s policy is to deny a family permission to make more than one elective move during any 12-month period. This policy applies to all assisted families residing in RHA’s jurisdiction.

RHA will consider exceptions to these policies for the following reasons: to protect the health or safety of a family member (e.g., lead-based paint hazards, domestic violence, and witness protection programs), to accommodate a change in family circumstances (e.g., new employment, school attendance in a distant area), or to address an emergency situation over which a family has no control.

In addition, RHA will allow exceptions to these policies for purposes of reasonable accommodation of a family member who is a person with disabilities (see Chapter 2).

RHA may deny a family’s request to move for any of the following reasons:
• Outstanding rent or damages owed to the landlord.
• Unpaid repayment agreements with RHA.
• Accounts receivable debt owed to RHA.
• The family is not compliant with their family obligations under 24 CFR 982.551, including failure to supply requested information or allowing unauthorized occupants.
• The family has violated program requirements or is currently under investigation for a program violation.
10-I.C. MOVING PROCESS
Notification
If a family wishes to move to a new unit, the family must give a written 30-day notice to the PHA and the owner before moving out of the old unit or terminating the lease [24 CFR 982.354(d)(2)]. If the family wishes to move to a unit outside the PHA’s jurisdiction under portability, the notice to the PHA must specify the area where the family wishes to move [24 CFR 982.354(d)(2), Notice PIH 2012-42]. The notices must be in writing [24 CFR 982.5].

Approval
Roseville Housing Authority (RHA) Policy

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Upon receipt of a family’s notification that it wishes to move, RHA will determine whether the move is approvable in accordance with the regulations and policies set forth in sections 10-I.A and 10-I.B. RHA will notify the family in writing of its determination within 10 business days following receipt of the family’s notification.

Reexamination of Family Income and Composition
Roseville Housing Authority (RHA) Policy
For families approved to move to a new unit within RHA’s jurisdiction, RHA will perform a new annual reexamination in accordance with the policies set forth in Chapter 11 of this plan. If all of the most recent annual reexamination paperwork is less than 120 days old, RHA will process an Other Change of Unit.

For families moving into or families approved to move out of RHA’s jurisdiction under portability, RHA will follow the policies set forth in Part II of this chapter.

Voucher Issuance and Briefing
Roseville Housing Authority (RHA) Policy
For families approved to move to a new unit within RHA’s jurisdiction, RHA will issue a new voucher within 10 business days of RHA’s approval to move. No briefing is required for these families. RHA will follow the policies set forth in Chapter 5 on voucher term, extension and expiration. If a family does not locate a new unit within the term of the voucher and any extensions, the family may remain in its current unit with continued voucher assistance if the owner agrees and RHA approves. Otherwise, the family will lose its assistance.

For families moving into or families approved to move out of RHA’s jurisdiction under portability, RHA will follow the policies set forth in Part II of this chapter.

Housing Assistance Payments [24 CFR 982.311(d)]
When a family moves out of an assisted unit, the PHA may not make any housing assistance payment to the owner for any month after the month the family moves out.

If a participant family moves from an assisted unit with continued tenant-based assistance, the term of the assisted lease for the new assisted unit may begin during the month the family moves out of the first assisted unit. Overlap of the last housing assistance payment (for the month when the family moves out of the old unit) and the first assistance payment for the new unit, is not considered to constitute a duplicative housing subsidy.

Roseville Housing Authority (RHA) Policy
RHA allows the overlap of HAP for a maximum of one day. Exceptions may be considered as a reasonable accommodation if needed for persons with disabilities.

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PART II: PORTABILITY
10-II.A. OVERVIEW
Within the limitations of the regulations and this plan, a participant family or an applicant family, with portability rights, that has been issued a voucher has the right to use tenant-based voucher assistance to lease a unit anywhere in the United States providing that the unit is located within the jurisdiction of a PHA administering a tenant-based voucher program [24 CFR 982.353(b)]. The process by which a family obtains a voucher from one PHA and uses it to lease a unit in the jurisdiction of another PHA is known as portability. The PHA that issues the voucher is called the initial PHA. The PHA that has jurisdiction in the area to which the family wants to move is called the receiving PHA.

The receiving PHA has the option of administering the family’s voucher for the initial PHA or absorbing the family into its own program. Under the first option, the receiving PHA provides all housing services for the family and bills the initial PHA for the family’s housing assistance payments and the fees for administering the family’s voucher. Under the second option, the receiving PHA pays for the family’s assistance with its own program funds, and the initial PHA has no further relationship with the family. The initial PHA must contact the receiving PHA via email or other confirmed delivery method to determine whether the receiving PHA’s response, the initial PHA must determine whether they will approve or deny the portability request {Notice PIH 2012-42].

PHAs commonly act both as the initial and receiving PHA because families may move into or out of their jurisdiction under portability. Each role involves different responsibilities. The PHA will follow the rules and policies in section 10-II.B when it is acting as the initial PHA for a family. It will follow the rules and policies in section 10-II.C when it is acting as the receiving PHA for a family.

In administering portability, the initial PHA and the receiving PHA must comply with financial procedures required by HUD, including the use of HUD-required forms [24 CFR 982.355(e)(5)].

PHAs must also comply with billing and payment deadlines. HUD may reduce an administrative fee to an initial or receiving PHA if the PHA does not comply with HUD portability requirements [24 CFR 982.355(e)(7)].
10-II.B. INITIAL PHA ROLE
Allowable Moves under Portability
A family may move with voucher assistance only to an area where there is at least one PHA administering a voucher program [24 CFR 982.353(b)]. If there is more than one PHA in the area, initial PHA provides the family with the contact information for the receiving PHAs that serve the area, and the family selects the receiving PHA. The family must inform the initial PHA which PHA it has selected. If the family prefers not to select the receiving PHA, the initial PHA will select the receiving PHA on behalf of the family (24 CFR 982.255(b).

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Applicant families that have been issued vouchers as well as participant families may qualify to lease a unit outside the PHA’s jurisdiction under portability. HUD regulations and PHA policy determine whether a family qualifies.

Applicant Families
HUD gives the PHA discretion to deny a portability move by an applicant family for the same two reasons that it may deny any move by a participant family: insufficient funding and grounds for denial or termination of assistance. If a PHA intends to deny a family permission to move under portability due to insufficient funding, the PHA must notify HUD within 10 business days of the determination to deny the move [24 CFR 982.355(e)].

Roseville Housing Authority (RHA) Policy
Applicant families with the residency preference that choose to move under portability to a jurisdiction with a voucher program will be permitted to transfer their voucher under portability. Applicant families without the residency preference do not have the right to move under portability until 12 months after they are admitted to the program [24 CFR 982.353(c)].

RHA will consider exceptions to this policy for purposes of reasonable accommodation (see Chapter 2), or reasons related to domestic violence, dating violence or stalking.

In determining whether or not to deny an applicant family permission to move under portability because RHA lacks sufficient funding or has grounds for denying assistance to the family, the initial PHA will follow the policies established in section 10-I.B of this chapter.

Participant Families
The initial PHA must not provide portable assistance for a participant if a family has moved out of its assisted unit in violation of the lease [24 CFR 982.353(b)]. The Violence against Women Act of 2013 (VAWA) creates an exception to this prohibition for families who are otherwise in compliance with program obligations but have moved to protect the health or safety of a family member who is or has been a victim of domestic violence, dating violence, sexual assault, or stalking and who reasonably believed he or she was imminently threatened by harm from further violence if they remained in the unit [24CFR 982.353(b)].

Roseville Housing Authority (RHA) Policy
RHA will determine whether a participant family may move out of RHA’s jurisdiction with continued assistance in accordance with the regulations and policies set forth here and in sections 10-I.A and 10-I.B of this chapter. RHA will notify the family of its determination in accordance with the approval policy set forth in section 10-I.C of this chapter.

A family may not exercise portability if they owe money to the Housing Authority.

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Determining Income Eligibility
Applicant Families
An applicant family may lease a unit in a particular area under portability only if the family is income eligible for admission to the voucher program in that area [24 CFR 982.353(d)(3)]. The family must specify the area to which the family wishes to move [24 CFR 982.355 (c)(1).

The initial PHA is responsible for determining whether the family is income eligible in the area to which the family wishes to move [24 CFR 982.355(c)(1)]. If the applicant family is not income eligible in that area, the PHA must inform the family that it may not move there and receive voucher assistance [Notice PIH 2012-42].

Participant Families
The income eligibility of a participant family is not redetermined if the family moves to a new jurisdiction under portability [24 CFR 982.353(d)(2)]
Reexamination of Family Income and Composition
No new reexamination of family income and composition is required for an applicant family.

Briefing
The regulations and policies on briefings set forth in Chapter 5 of this plan require the PHA to provide information on portability to all applicant families that qualify to lease a unit outside the PHA’s jurisdiction under the portability procedures. Therefore, no special briefing is required for these families.

Roseville Housing Authority (RHA) Policy
No formal briefing will be required for a participant family wishing to move outside the PHA’s jurisdiction under portability. However, the PHA will provide the family with the same oral and written explanation of portability that it provides to applicant families selected for admission to the program (see Chapter 5).

The PHA will provide the name, address, and phone of the contact for the PHAs in the jurisdiction to which they wish to move. If there is more than one PHA with jurisdiction over the area to which the family wishes to move, the PHA will advise the family that the family must select the receiving PHA and notify the initial PHA of which receiving PHA was selected. The PHA will further inform the family that if the family prefers not to select the receiving PHA, the initial PHA will select the receiving PHA on behalf of the family.

The PHA will advise the family that they will be under the RHA’s policies and procedures, including screening, subsidy standards, voucher extension policies, and payment standards.

Voucher Issuance and Term
An applicant family has no right to portability until after the family has been issued a voucher [24 CFR 982.353(b)]. In issuing vouchers to applicant families, the PHA will follow the regulations and procedures set forth in Chapter 5.

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Roseville Housing Authority (RHA) Policy
For families approved to move under portability, RHA will issue a new voucher within 10 business days of the PHA’s receipt of written portability request.

The initial term of the voucher will be 90 days.

Voucher Extensions and Expiration
Roseville Housing Authority (RHA) Policy
RHA will approve no extensions to a voucher issued to an applicant or participant family porting out of RHA’s jurisdiction except under the following circumstances:
(a) the initial term of the voucher will expire before the portable family will be issued a voucher by the receiving PHA, (b) the family decides to return to the initial PHA’s jurisdiction and search for a unit there, or (c) the family decides to search for a unit in a third PHA’s jurisdiction. In such cases, the policies on voucher extensions set forth in Chapter 5, section 5-II.E, of this plan will apply, including the requirement that the family apply for an extension in writing prior to the expiration of the initial voucher term.

To receive or continue receiving assistance under the initial PHA’s voucher program, a family that moves to another PHA’s jurisdiction under portability must be under HAP contract in the receiving PHA’s jurisdiction within 90 days following the expiration date of the initial PHA’s voucher term (including any extensions). (See below under “Initial Billing Deadline” for one exception to this policy.) Preapproval Contact with the Receiving PHA
Prior to approving a family’s request to move under portability, the initial PHA must contact the receiving PHA via e-mail or other confirmed delivery method to determine whether the receiving PHA will administer or absorb the family’s voucher. Based on the receiving PHA’s response, the initial PHA must determine whether it will approve or deny the move [Notice PIH 2012-42].

Roseville Housing Authority (RHA) Policy
The PHA will use e-mail, when possible, to contact the receiving PHA regarding whether the receiving PHA will administer or absorb the family’s voucher.

Initial Notification to the Receiving PHA
After approving a family’s request to move under portability, the initial PHA must promptly notify the receiving PHA via email or other confirmed delivery method to expect the family [24 CFR 982.355(c)(3); 24 CFR 982.355(c)(7)]. The initial PHA must also advise the family how to contact and request assistance from the receiving PHA [24 CFR 982.355(c)(6)].

Sending Documentation to the Receiving PHA
The initial PHA is required to send the receiving PHA the following documents:
• Form HUD-52665, Family Portability Information, with Part I filled out [Notice PIH 2012-42]

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• A copy of the family’s voucher [Notice PIH 2012-42]
• A copy of the family’s most recent form HUD-50058, Family Report, or, if necessary, in the case of an applicant family, family and income information in a format similar to that of form HUD-50058 [24 CFR 982.355(c)(7), Notice PIH 2012-42] • Copies of the income verifications backing up the form HUD-50058 including a copy of the family’s current EIV data. [24 CFR 982.355(c)(7), Notice PIH 2012-42] Roseville Housing Authority (RHA) Policy
In addition to these documents, RHA will provide the following information, if available, to the receiving PHA:
• Social security numbers (SSNs)
• Documentation of SSNs for all nonexempt household members whose SSNs have not been verified through the EIV system
• HUD-52675 Debts Owed form
• Documentation of citizenship or eligible immigration status • Documentation of participation in the earned income disallowance (EID) benefit • Documentation of participation in a Family Self-Sufficiency (FSS) program Initial Billing Deadline [Notice PIH 2012-42, Letter to Executive Directors, 9/15/15] The deadline is for submission of initial billing is 90 days following the expiration date of the voucher issued to the family by the initial PHA. If the initial PHA does not receive a billing notice by the deadline and does not intend to honor a late billing submission, it must contact the receiving PHA to determine the status of the family. If the receiving PHA reports that the family is not yet under HAP contract, the initial PHA may refuse to accept a late billing submission.

Roseville Housing Authority (RHA) Policy
If RHA has not received an initial billing notice from the receiving PHA within 90 days of expiration of the IHA’s voucher, it will contact the receiving PHA by phone, fax, or e-mail. If the PHA reports that the family is not yet under HAP contract, RHA will inform the receiving PHA that it will not honor a late billing submission and will return any subsequent billings that it receives on behalf of the family. RHA will send the receiving PHA a written confirmation of its decision by mail.

RHA will allow an exception to this policy if the family includes a person with disabilities and the late billing is a result of a reasonable accommodation granted to the family by the receiving PHA.

Monthly Billing Payments [24 CFR 982.355(e), Notice PIH 2012-42] If the receiving PHA is administering the family’s voucher the receiving PHA bills the initial PHA for housing assistance payments and administrative fees. When reimbursing for administrative fees, the initial PHA must promptly reimburse the receiving PHA for the lesser of 80 percent of the initial PHA ongoing administrative fee or 100 percent of the receiving PHA’s

ongoing administrative fee for each program unit under contract on the first day of the month for which the receiving PHA is billing the initial PHA under portability. If the administrative fees are prorated for the HCV program, the proration will apply to the amount of the administrative fee for which the receiving PHA may bill [24 CFR 982.355(e)(2).The initial PHA may not terminate or delay making payments under existing portability billing arrangements as a result of over leasing or funding shortfalls. The PHA must manage its tenant-based program in a manner that ensures that it has the financial ability to provide assistance for families that move out of its jurisdiction under portability and are not absorbed by receiving PHAs as well as for families that remain within its jurisdiction.

Annual Updates of Form HUD-50058
If the initial PHA is being billed on behalf of a portable family, it should receive an updated form HUD-50058 each year from the receiving PHA. If the initial PHA fails to receive an updated 50058 by the family’s annual reexamination date, the initial PHA should contact the receiving PHA to verify the status of the family.

Denial or Termination of Assistance [24 CFR 982.355(c)(17)] At any time, either the initial PHA or the receiving PHA may make a determination to deny or terminate assistance with the family in accordance with 24 CFR 982.552 and 24 CFR 982.553. (For PHA policies on denial and termination, see Chapters 3 and 12, respectively.) 10-II.C. RECEIVING PHA ROLE
10-II.C.1 FAMILY COMPOSITION DURING PORT-IN
When a family ports from one Housing Authority to another jurisdiction, the PHA will review and verify the household composition listed on the HUD-52665 and the most recent HUD-50058 provided by the Initial PHAuse the current family composition.

Roseville Housing Authority (RHA) Policy
Only the individuals listed on the HUD-52665 and confirmed through the Initial PHA’s most recent HUD-50058 will be recognized as the assisted household upon port-in. RHA will not add any additional household members during the port-in process except for mandatory additions under HUD regulation, which include:
• Birth of a child
• Adoption
• Court-awarded custody
These additions must be reported promptly and verified before RHA updates the household record. All other requests to add household members, regardless of relationship, need, or prior living arrangement, will not be approved during the port-in intake period. The family must complete the port-in process first and then follow RHA’s standard policy for requesting household additions.

The family must request and obtain written approval from RHA before any person may join the household. This requirement is consistent with RHA’s established family obligations language. Any person not approved by RHA is considered an unauthorized household member, subject to program violation procedures under 24 CFR 982.551(e)

and (h).

If a family has a right to lease a unit in the receiving PHA’s jurisdiction under portability, the receiving PHA must provide assistance for the family [24 CFR 982.355(10)].

HUD may determine in certain instances that a PHA is not required to accept incoming portable families, such as a PHA in a declared disaster area. However, the PHA must have approval in writing from HUD before refusing any incoming portable families [24 CFR 982.355(b)].

Administration of the voucher must be in accordance with the receiving PHA’s policies. This requirement also applies to policies of Moving to Work agencies. The receiving PHA procedures and preferences for selection among eligible applicants do not apply to the family, and the receiving PHA waiting list is not used [24 CFR 982.355(c)(10)]. The family’s unit, or voucher, size is determined in accordance with the subsidy standards of the receiving PHA [24 CFR 982.355(c)(12)], and the receiving PHA’s policies on extensions of the voucher term apply [24 CFR 982.355(c)(14)].

Responding to Initial PHA’s Request [24 CFR 982.355(c)] The receiving PHA must respond via e-mail or other confirmed delivery method to the initial PHA’s inquiry to determine whether the family’s voucher will be billed or absorbed [24 CFR 982.355(c)(3)]. If the receiving PHA informs the initial PHA that it will be absorbing the voucher, the receiving PHA cannot reverse its decision at a later date without consent of the initial PHA (24 CFR 982.355(c)(4).

Roseville Housing Authority (RHA) Policy
RHA will use e-mail, when possible, to notify the initial PHA whether it will administer or absorb the family’s voucher.