Roseville City Council
June 17, 2026

42 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com

5.7 TAB E: SERVICE PLAN
Fire Inspections (optional/available)
BV can place an experienced fire inspector for a single project or to augment existing staff to cover staff vacations and other leaves of absence. We can even provide all fire inspection on a daily basis. Systems and components we inspect include (but are not limited to):
• Fire sprinklers, including systems beginning at property line, as directed
• Fire pumps
• Fire alarm systems
• Automatic suppression systems, including Halon, FM200, and CO2
• Hoods
• Duct extinguishing systems
• Exits
• Emergency lighting
• Voice evacuation systems
• Fire permit inspections

PLAN REVIEW PROCESS & METHODOLOGY
Our team becomes familiar with the requirements of a
public agency before beginning a review and continually monitors trends and legislation in order to advise the City on ordinances and standard practices to consider for adoption.

BV has extensive public sector experience, which assures that public interests are fully protected. We understand that careful consideration of issues and impacts are needed in addition to technical expertise. We have devoted a great deal of time over the years to refining our approach and developing documentation to assist our clients and train our personnel to ensure highly efficient plan review procedures.

BV will work to ensure that submittals are properly coordinated and tracked by following an established internal plan check coordination process in which each plan received for review is entered into our ProTrack database, processed and returned on time to the client.

Our plan tracking procedures are designed to track each submittal throughout the review process and maintain
accurate and comprehensive records for each submittal. To accomplish this we:
• Screen and log each application to assure that they are routed to all plan reviewers in a timely manner.
• Submittals are reviewed for compliance with all
construction codes, local ordinances and state laws.

Interpret code requirements for members of the public
and City employees. The log serves as a tracking device to assure turnaround times and completeness of the
review.
• Plan reviews will be done in accordance with
local, state and federal regulations with which local
jurisdictions are mandated to enforce as well as all codes and ordinances in effect by adoption at the time of plan review. Preliminary consultations will be provided to the applicant upon request, to assist and guide them in the design and plans preparation process.
• Information shown on each permit application is
verified. Construction valuation is based on information provided by the City of Roseville and compared to
estimates provided by the applicant.
• Provide a thorough architectural and structural
review of design drawings and details for compliance
with the California Building Code architectural provisions, including provisions for safety glazing, building security and noise insulation performance standards, to name a
few. These reviews can also be performed on revisions
to plans which have previously been approved for permit issuance.
• Preparation of a review letter report.
• Plan review management.
• BV assures that corrections are handled as quickly
and as clearly as possible. Our goal is to help the
applicant through the plan review process. All corrections are identified based on compliance with specified codes and regulations.
• Weekly, Quarterly (and/or other requested dates) status reports and/or coordination meeting times will be made
available. (Templates/samples available upon request).
• Adherence to City of Roseville’s Policy 1.6 Manual of Policies and Procedures (dated 05-05-11). BV team
members are or will familiarize themselves with the
requirements within Policy 1.6.

BV assures that corrections are handled as quickly and as clearly as possible. Our goal is to help the applicant through the plan review process. All corrections are identified based on compliance with specified codes and regulations.

Generally, corrections are identified in two ways. Notes are made on plans during electronic review or on hard copy
plans if appropriate, and a correction sheet is generated, detailing what items need to be addressed before plans can be approved. The City shall approve the development of any customized correction sheets. Correction sheets for specific projects shall be forwarded to the City along with a cover memo containing at least the following:
• The date(s) plans were received and reviewed
• The date(s) the applicant was notified of completed plan reviews
• The name and telephone number of the applicant
During the plan review process, BV is prepared to meet
with the applicant or architect/engineer, City employees or consultants at any time. Telephone discussions or meetings

43 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com

5.7 TAB E: SERVICE PLAN
at project sites are welcomed to assure that any plan review issues are handled efficiently. BV staff will investigate, resolve and respond to complaints, as assigned. Make referrals to appropriate departments and/or staff. We propose to meet at the offices of the building and safety division or at a particular project site. Our goal is to issue approved plans as quickly as possible but in full compliance with laws, codes, ordinances and regulations. Upon completion of the plan review, the following information package is prepared and logged as a minimum:
3 Pick-up of plans to be reviewed
3 Completed plan check documents including sign-offs
3 Transmittal letter documenting any conditions
associated with issuance of a permit, if any
3 Marked up plan review documents
3 Two sets of approved building plans
3 Backup documents and reports
3 Documents provided in desired City format
3 Be available within one (1) business day to respond to questions from the City
BV assumes responsibility for the pickup and return of plans via courier/FedEx and/or other requested methods, should the City request. All plans shall be picked up from the City offices within 24 hours of notification. Should the volume of work be sufficient, we propose to establish regular pick up of plans on a consistent basis. We will also utilize shipping courier, at no additional cost to the City. Upon completion of each plan review, we will forward a copy of the correction list to both the City and the applicant, by email. When corrected plans are resubmitted, the previous procedure will be followed or the applicant may schedule an office visit to go over any corrections in person. When plans are completed they are stamped, signed and forwarded by BV personnel. Our
transmittal forms will be customized for the City of Roseville.

Accurate, Timely, and Responsive Plan Reviews
BV’s plan check process highlights the tools and techniques the firm will employ to deliver quality, accurate, timely, and responsive plan reviews:
• Reliable and Responsive Service: BV’s Project Manager, through the firm’s CARE plan review and processing
program, proactive communication, proven project
management tools, and best practices will anticipate
the City’s needs and quickly respond with accurate and
detailed information every step of the way. The firm
is available to meet with the City at its convenience to discuss procedures and projects to maintain momentum
and schedule.
• Efficiently Meet Turnaround Review Schedule and
Maintain Development Momentum: A premium will be
placed on BV staff’s already well-grounded knowledge
of the City’s processes and requirements to pro-actively facilitate communication and processing. The firm will
work to ensure proven quality assurance and schedule
control measures are implemented.
• Maintain Accuracy and Cost Savings Through Proven
Processes and Continuity: BV is able to provide
integrated, standardized processes and innovative
digital, web-based solutions at no additional cost.

Utilized by seasoned staff members who have worked
successfully on plan check projects, this helps ensure
reviews are consistent, thorough, accurate, and done
right the first time. The firm is able to customize its approach for the City based on its needs in order to
deliver solutions with positive results.
• Customized Check Lists and Tracking Logs: A key to
maintaining close communication is the ability to give
the stakeholders (including elected officials, City staff, businesses, property owners, and other members of
the public) status updates on where projects are in the review process. BV will utilize customized check lists and tracking logs for the City according to its needs to ensure the successful delivery of services.

Electronic Plan Review
BV provides an alternative solution
to traditional plan checking. By utilizing electronic plan submittal and commenting, our plan reviewers can quickly and accurately review plans for compliance with applicable codes; this allows for economical movement of plans and quick turnaround, eliminating shipping time and costs. In this way, electronic plans with comments can be viewed
and discussed with tenant, designer, and plans examiner as needed to resolve issues quickly and efficiently.

The proposed personnel have extensive experience using
many commonly used platforms such as DigEplan (Roseville’s current provider), Energov, Bluebeam & ProjectDox, e-PlanSoft, Energov, iWorq, Central Square, and Cityworks, etc.

As part of this process, plans are first submitted as PDF files via a secure and confidential FTP site in which the client also has access. Our staff then reviews these plans and places comments and redlines directly on the plans, corresponding to areas needing revisions.

Next, redlined plans with comments are forwarded to, or placed on, the secure FTP site for the designers, engineers, and architects. Plans can then be revised and resubmitted via the same method described. Once all items are resolved, hard copy plans are sent to BV for approval stamps and signatures.

Finally, these stamped and signed approved drawings are sent to the jurisdiction for permitting.

Benefits of Electronic Plan Review to the City
• A paperless solution – available anytime, anywhere

44 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com

5.7 TAB E: SERVICE PLAN
• A web-based tool accessible by customers, applicants
and employees
• Improved project management and communication
• Delivers online reports and other data as required by the project
• Simplifies administrative procedures and streamlines
communications
• No expensive hardware / software requirements or
extensive training

PERMIT TECHNICIAN SERVICES
BV staff will work with the jurisdiction
staff to seamlessly staff the public
counter, issue counter permits, answer plan review or
inspection questions, and assist the public with a high level of customer service. Our staff will be trained and proficient in the policies, procedures, and administrative and technical
regulations of the jurisdiction. All staff members are familiar with various software systems and are able to answer
questions pertaining to inspections, plan approvals, business license approvals, and certificates of occupancy
Permit technician services may include:
• Interfacing with the public, internal staff, and related departments
• Review of permit applications for completeness
• Acceptance and routing of plans
• Calculation and/or fee collection
• Issuance of permits
• Review and issuance of counter permits, when
authorized
• Maintenance of permit records
• Use of jurisdiction permitting programs and/or software, where applicable (the City’s current provider, Accela)

QUALITY ASSURANCE PROGRAM
BV associates all share the responsibility for continual improvement of the firm’s quality management process and believe the program, supported by the BV business model and its code of ethics, will ensure the continual delivery of high quality products and services to the City of Roseville. In doing so, the firm will establish itself as the City’s preferred supplier in conformity assessment and certification services in the fields of quality assurance, health and safety, environment, and social responsibility (QHSE).

BV’s quality management system provides the framework
for continual improvement of its internal management
processes and resources which will in turn add value for the City through the services offered and delivered. In addition, our quality management system gives the company and
the City the confidence that the provision of services and products will be delivered consistently to predetermined high standards worldwide.

Budget Controls and Billing
Related Quality Assurance - FLEX
Budget control is achieved
by closely monitoring work assignment labor and direct
expenses. Work reports must be completed by each individual and the labor hours must be approved by the project manager before being charged to The City. Similarly, expense reports and other direct expenses must be approved by the project manager prior to entering into the cost data system.

To ensure optimal administration of the main functionalities of contract management and the facilitation of billing related quality assurance, BV utilizes FLEX, a software developed by J.D. Edwards World Solution Company. FLEX is a reference repository which is comprised of all billing and contractual information (invoices, work assignments, expenses, labor reports, project reports, etc.). This state of the art system assists BV in implementing and maintaining a number of
budget and cost control processes which:
• Ensures data integrity and allows for a flexible and secure billing process
• Enhances billing efficiency and productivity
• Minimizes revenue leakage by monitoring its sources
through control reports
FLEX ensures contract and budget control via standardized features and alignment of project information in real time.

Additionally, the system is designed to promote contract follow up from project outset to closing, which helps to establish and maintain optimal communication.

Project Management and Schedule Controls -
Quickbase Protrack
Work assignment schedules will be managed on several
levels. The project manager will maintain regular contact with the City manager to communicate the project status and progress on deliverables. In addition, an internal schedule including critical milestones and deliverable due dates will be established prior to initiating the task work. This allows ample time for editorial and technical review, changes, and assurance in schedule compliance.

In order to efficiently and effectively track project workflow BV employs Protrack, a quality assurance software solution created by Quickbase. This custom-built program was
developed specifically to meet the needs of the firm and enhance its project management capabilities in service to its clients. Protrack monitors numerous pieces of project data in real time including, but not limited to, project schedule status, active projects by office, project type, number of active projects per client, weekly number of new projects initiated, and much more. The program’s dashboard allows users to
generate reports which can provide an overall snapshot of BV’s current activities or can be filtered to present precise

45 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com

5.7 TAB E: SERVICE PLAN
details regarding a specific project or client. The crucial information monitored in Protrack not only aids in maintaining schedules and project turnaround times but also gives the firm the capacity to make decisive course corrections which ensure deliverables of the highest caliber and complete customer satisfaction. Furthermore, Protrack is designed to work collaboratively with BV’s billing and invoicing software, FLEX, to enable the consistent completion of projects on-time and on-budget.

CARE Program – A Proven, Formalized & Integrated Plan
Review Process
The plan review process we follow for efficient completion of concurrent task management is shown in the flowchart below and managed through our CARE Program, a formalized and integrated process whereby Coordination, Analytical, Review, and Expert management/quality control functions are consistently implemented on each and every project. We will implement a comprehensive program based on best practices to validate that each and every review is thorough, accurate, consistent, and timely. This system’s success is based on thousands of hours of practical, real-world experience by our dedicated personnel and their unique ability to interact quickly and efficiently with your staff. The specific roles of each of our CARE elements include:

Coordinator: Our clerical personnel will handle various administrative functions, such as logging information
(project tracking, time budgeting), managing project controls, maintaining and distributing communications, reviewing
agendas and ordinance issues, and fielding calls on project status. The Coordinator is the first line of contact for each project submittal.

Analyst: Our analysts will review submittals, title sheets, and non-design items; maintain files; monitor due dates; monitor contract budget and status tracking reports; and coordinate invoicing. Our analysts also maximize and “right place” personnel resources to meet turnaround times in a quality manner. When assigning resubmittals to staff, our Analyst ensures consistency by passing the project to the same
reviewer that performed the previous reviews. Reassignments are done when unforeseen circumstances dictate.

Reviewer: Our experienced public works plan reviewers will routinely review agency standards, ordinances, guidelines, and checklists; create comments letters; coordinate project return with the coordinator; attend review meetings; and communicate questions/solutions to project stakeholders.

Because of our depth of resources and project tools (checklists, corrections letters, etc), reassigned projects can be reviewed without missing deadlines or causing unnecessary rechecks.

Expert: Our experts will provide quality review of applicable plans, studies, and reports in accordance with all accepted engineering, Subdivision Map Act, and industry professional practices and shall comply with the applicable regulations; visit the client contact regularly; monitor project progress with the reviewer; disseminate project/agency information to the team; train team members; peer review comments letters; and communicate questions/solutions to stakeholders. Our Experts provide the quality assurance reviews to each project which will minimize the number of resubmittals.

Fire & Safety
Services
Civil / Grading
Plan Review
Bureau Veritas
Receives Plans &
Enters Information
Into Web-Enabled
System & Tracking Log
City
Assigns
Project
Submittal Intake
Checklist
Discuss Key
Issues with City
Quality Review
of all disciplines
Prepare
Corrections
Memo
City
Permit
Issuance
Enter
Information
Into Plan
Management
System
Permit
Application
Submittal
Distribute Plans
to Appropriate
Plan Reviewers
& Agencies

C A R E
Coordinator Analyst Reviewer Expert
Plumbing
Plan Review
Mechanical
Plan Review
Architectural
Plan Review
Structural
Plan Review
Electrical
Plan Review
Building Plan
Review

PLAN REVIEW PROCESS
CASp Plan
Review

46 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com

5.7 TAB E: SERVICE PLAN

SERVICE LEVEL AGREEMENT
BV is able to meet the City of Roseville’s requested service response times. These include but not limited to:
• One business day response commitment for answering emails, phone calls, requests, etc. • Turnaround times assurance
• Field Inspections requests
• Escalation procedures for delays
• Document transportation logistics
• Immediate availability of staff due to BV’s large pool of certified experts

PLAN REVIEW TURN AROUND TIMES
BV is able to meet the City of Roseville’s needed turnaround times, including plan review activities on a fast-track basis.

Turnaround times for each submittal will relate to the size and nature of the project and its impact on the construction schedule.

To reduce turnaround times for plan review, the firm can use electronic submittals, phased submittals, conference calling, and videoconferencing.

BV has established long-term partnerships with numerous agencies. The firm understands accuracy, efficiency, and integrity in all aspects of professional services are required. Testimony to its professional excellence is the fact it has provided services to many of its municipal clients since their incorporation and numerous others are either repeat clients or come from client referrals.

Because of the firm’s large pool of accessible resources it is able to assemble experienced personnel in order to help with project schedule recovery when necessary. BV’s team will maintain efficient turnaround times on all reviews as a key measurement of its performance for plan review services. The schedule below is representative of the review times associated with the type of construction the City can anticipate.

Plan Review Turnaround Times*: INITIAL REVIEW RECHECK EXPEDITED

INITIAL REVIEW

EXPEDITED

RECHECK
Residential
New Construction: Single family dwelling 7 working days 5 working days 5 working days 3 working days New Construction: Multi-Family/Apartments/
Condominiums (and most major projects)
10 working days 7 working days 7 working days 5 working days Additions including 2-Story Additions/
Remodels/Pools-Spas (and minor projects)
7 working days 5 working days 5 working days 3 working days Fire Sprinklers and Fire Alarms 10 working days 5 working days 5 working days 3 working days Non-Residential
New Construction/Large Tenant Improvement
(and most complex/major projects)
10 working days 7 working days 7 working days 5 working days Additions/Remodel/Minor Tenant
Improvements (and minor projects)
10 working days 7 working days 7 working days 5 working days Commercial Fire Sprinklers, Alarm, Detection
and Suppression
10 working days 7 working days 7 working days 5 working days *Extremely large and/or complex projects to be negotiated

INSPECTION TURN AROUND TIMES
• Perform all inspections on the following day after receiving inspection requests • Weekend and emergency response type of inspections are available upon request

EXHIBIT “B”

47 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com
BV’s pricing reflects our commitment to the success of the City of Roseville by helping you maintain significant quality and cost saving benefits. These include:
3 Reduced plan review turnaround times and rapid responses to inspection requests 3 Implementation of electronic plan review processes to help improve efficiency and control costs 3 Commitment to maintain a proposed rate structure for the life of the initial contract period 3 Highly qualified and licensed/certified staff
3 Confidence of working with a well-established consultant in business since 1828

PLAN REVIEW COSTS PACKAGES
Package A*
Package A- Complete commercial plan review for private development projects including CBC, CMC, CPC, CEC, CEC Part6 of the California Building Standards Code, CGBSC, and CFC, applicable Roseville Municipal Code and Roseville Fire Department Standards. Cost is to be 65 percent of the plan review fee paid to the City for each project. This percentage paid by the City shall include a maximum of three (3) plan review iterations. Iterations beyond the maximum number will be reimbursed at the hourly rate for additional plan review services as outlined in Package E.

Package B*
Package B- Complete commercial plan review for City projects including CBC, CMC, CPC, CEC, CEC Part6 of the California Building Standards Code, CGBSC, and CFC, applicable Roseville Municipal Code, Roseville Fire Department Standards, and Americans with Disabilities Act (ADA). Cost is to be 65 percent of the plan review fee paid to the City for each project. This percentage paid by the City shall include a maximum of three (3) plan review iterations. Iterations beyond the maximum number will be reimbursed at the hourly rate for additional plan review services as outlined in Package E.

Package C*
Package C- Complete residential plan review including CBC and/or CRC, CMC, CPC, CBC, CEC Part6 of the California Building Standards Code, CGBSC, CFC (California Building Standards Commission), applicable Roseville Municipal Code and Roseville Fire Department Standards. Cost is to be 75 percent of the plan review fee paid to the City for each project. This percentage paid by the City shall include a maximum of three (3) plan review iterations. Iterations beyond the maximum number will be reimbursed at the hourly rate for additional plan review services as outlined in Package E.

Package D*
Package D- Complete commercial fire system plan review including CFC, applicable Roseville Municipal Code and Roseville Fire Department Standards. Cost is to be 65 percent of the plan review fee paid to the City for each project. This percentage paid by the City shall include a maximum of three (3) plan review iterations. Iterations beyond the maximum number will be reimbursed at the hourly rate for additional plan review services as outlined in Package E.

Package E Package E- Additional plan review services, including revisions and deferred submittals, at an hourly rate of $150/hour.

Package F
Package F- Expedited plan review of the tasks outlined above. For Package A, Package B, Package C, and Package D, cost is to be the percentage of the plan check fee paid to the City as designated in the applicable package and $150/hour. For Package E, cost is to be $225/hour
*BV is open to negotiating reduced plan review fees on large and/or complex projects based on City and Applicant needs

INSPECTION HOURLY RATES
Inspection Personnel HOURLY BILLING RATE
Senior Building Inspector $110.00 - $125.00
Building Inspector II $95.00 - $110.00
Fire Inspector $125.00 - $140.00
Permit Technician $65.00 - $80.00
Counter Technician / Administrative Support $60.00 - $75.00 • *Field Required services to be invoiced at a 4 hour minimum. • Mileage for employee-owned vehicles used in connection with the work will be at the current IRS rate.

5.8 TAB F: COST PROPOSAL

48 BUREAU VERITAS 180 Promenade Circle, Suite 150, Sacramento, CA 95834 P. 916.725.4200 | F. 916.725.8242 | www.bvna.com

5.8 TAB F: COST PROPOSAL
• Pricing assumes that this contract is non-prevailing wage. For any prevailing wage projects, BV will discuss rates with the City to account for the California Prevailing Wage requirements. • All employees classified as “non-exempt” by the U.S. Department of Labor will be compensated at 1-1/2 times the hourly rate for overtime hours per State and Federal wage and hour laws. No overtime will be charged without prior consent. • Rates and cost estimates shown above exclude per diem, prevailing wage and union rates. Should these be applicable, BV will discuss and negotiate fees to account for increased personnel costs. • Hourly fees are subject to an annual adjustment in accordance with the CPI for the West Region with the City’s prior approval.
• Plan review fees to be invoiced after initial review. Hourly services will be invoiced monthly. Payment Net 30 days.

RESOLUTION NO. 26-213

APPROVING AN ON-CALL PROFESSIONAL SERVICES AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND TRB AND ASSOCIATES, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF

OF THE CITY OF ROSEVILLE
WHEREAS, an On-Call Professional Services Agreement for Building Plan Review and Inspection Services, by and between the City of Roseville and TRB and Associates, 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

RESOLUTION NO. 26-214

APPROVING AN ON-CALL PROFESSIONAL SERVICES AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND URBAN 37, INC., AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, an On-Call Professional Services Agreement for Building Plan Review and Inspection Services, by and between the City of Roseville and Urban 37, 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

311 Vernon Street
Roseville, CA 95678

NOTICE OF INTENT TO AWARD
To: All On-Call Building Plan Review and Inspection Services proposers concerning RFP #06-0009 Building Plan Review and Inspection Services From: Development Services, Mitch Raese, Building Official Subject: Notice of Intent to Award
For RFP #06-0009, pending City Council approval, the City recommends awarding a contract to the following five consultants:

Bureau Veritas North America, Inc
BPR Consulting Group
TRB and Associates, Inc
4LEAF, Inc
Urban 37, Inc
To inquire about the recommended award, please write to Development Services, Mitch Raese, Building Official at [email protected].

Submittal Company
Experience and
Qualifications of firm and
proposed staff/subconsultants/subcontractors
Understanding of
the service -
proposed project
plan Proposed cost
1 Bureau Veritas 150 75 75
2 True North 120 60 75
3 TRB 150 75 75
4 4LEAF 150 75 45
5 JAS Pacific 135 60 75
6 CSG 135 60 75
7 BPR 150 75 75
8 Urban 37 120 75 75

Total
300
255
300
270
270
270
300
270

1 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
Bureau Veritas Quality of Presentation 25 25 24 25 74
Ability to meet the City's business
goals 50 45 49 45 139
Communication Style 25 25 24 25 74
Total: 100 95 97 95 0 0 0 287
2 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
True North Quality of Presentation 25 25 22 25 72
Ability to meet the City's business
goals 50 35 35 35 105
Communication Style 25 20 18 20 58
Total: 100 80 75 80 0 0 0 235
3 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
TRB Quality of Presentation 25 23 23 20 66
Ability to meet the City's business
goals 50 45 48 45 138
Communication Style 25 22 22 23 67
Total: 100 90 93 88 0 0 0 271
4 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
4LEAF Quality of Presentation 25 20 26 15 61

Ability to meet the City's business
goals 50 42 46 35 123
Communication Style 25 20 20 20 60
Total: 100 82 92 70 0 0 0 244
5 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
JAS Pacific Quality of Presentation 25 20 21 20 61
Ability to meet the City's business
goals 50 38 45 38 121
Communication Style 25 18 20 20 58
Total: 100 76 86 78 0 0 0 240
6 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
CSG Consultants Quality of Presentation 25 20 20 15 55
Ability to meet the City's business
goals 50 35 45 30 110
Communication Style 25 20 21 20 61
Total: 100 75 86 65 0 0 0 226
7 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
BPR Quality of Presentation 25 25 24 25 74
Ability to meet the City's business
goals 50 45 48 45 138
Communication Style 25 25 24 25 74
Total: 100 95 96 95 0 0 0 286

7 Company Criteria
Possible
Points Joel Justin Lisa
(Staff
Name)
(Staff
Name)
(Staff
Name) Total
Urban37 Quality of Presentation 25 25 23 25
0 Ability to meet the City's business
goals 50 35 45 35
0 Communication Style 25 25 29 250
Total: 100 85 97 8500
0 367

1 Company Criteria
Possible
Points Joel Justin Lisa Total
Bureau Veritas
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 50 50 50 150 Understanding of the service -
proposed project plan 25 25 25 25 75
Proposed cost 25 25 25 25 75
Total: 100 100 100 100 300
2 2 Company Criteria
Possible
Points Joel Justin Lisa Total
True North
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 40 40 40 120 Understanding of the service -
proposed project plan 25 20 20 20 60
Proposed cost 25 25 25 25 75
Total: 100 85 85 85 255
3 Company Criteria
Possible
Points Joel Justin Lisa Total
TRB
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 50 50 50 150 Understanding of the service -
proposed project plan 25 25 25 25 75
Proposed cost 25 25 25 25 75
Total: 100 100 100 100 300
4 Company Criteria
Possible
Points Joel Justin Lisa Total
4LEAF
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 50 50 50 150 Understanding of the service -
proposed project plan 25 25 25 25 75
Proposed cost 25 15 15 15 45
Total: 100 90 90 90 270
5 Company Criteria Joel Justin Lisa Total
JAS Pacific
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 45 45 45 135 Understanding of the service -
proposed project plan 25 20 20 20 60
Proposed cost 25 25 25 25 75
Total: 100 90 90 90 270

6 Company Criteria Joel Justin Lisa Total
CSG Consultants
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 45 45 45 135 Understanding of the service -
proposed project plan 25 20 20 20 60
Proposed cost 25 25 25 25 75
Total: 100 90 90 90 270
7 Company Criteria Joel Justin Lisa Total
BPR
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 50 50 50 150 Understanding of the service -
proposed project plan 25 25 25 25 75
Proposed cost 25 25 25 25 75
Total: 100 100 100 100 300
7 Company Criteria Joel Justin Lisa Total
Urban37
Experience and Qualifications of firm
and proposed staff/subconsultants/sub-contractors 50 40 40 40 120 Understanding of the service -
proposed project plan 25 25 25 25 75
Proposed cost 25 25 25 25 75
Total: 100 90 90 90 270

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.45
File #: 0400-04-12 & 0800-
06 Item ID: 2026-483
Title: Sierra Vista Specific Plan Mitigation Fee Program Administration - Sole Source Professional Services Agreement Amendment
Contact: Stacie Marchetti 916-774-5278 [email protected]

SUMMARY
Staff recommends approval of a sole source professional services agreement amendment with Economic and Planning Systems, Inc. in the amount of $7,500 to provide Sierra Vista Specific Plan Mitigation Fee Program administration, and authorize the City Manager to execute the agreement. To accommodate the increased workload and maintain consistency and continuity of services, staff recommends increasing the contract authority by $7,500 for FY2025-26, raising the annual not-to-exceed contract limit from $300,000 to $307,500. This amendment will cover EPS's work through June 30, 2026. The consulting services are funded by the fee revenue collected through the fee program. There is no impact to the General Fund.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve a First Amendment to Professional Services Agreement with Economic and Planning Systems, Inc. for Sierra Vista Specific Plan (SVSP) Mitigation Fee Program administration and authorize the City Manager to execute it on behalf of the City of Roseville.

BACKGROUND
In May of 2010, the City Council approved the Development Agreement(s) (DA) for the Sierra Vista Specific Plan (SVSP). The DA calls for the implementation of an owner-sponsored SVSP Fee Program that specifies the use of a third-party administrator to organize and monitor the program to the fullest extent legally possible. To minimize the cost to the City, the City is to rely on the administrator to obtain, maintain, process, and prepare the information required of the program to calculate and re-calculate the fees in accordance with the fee program.

Due to increased requests for project true-ups and higher costs of engaging sub-consultants and engineers in FY2025-26, the level of effort by EPS has exceeded original projections. EPS also needed to allocate budget to contract Integra for an updated appraisal in support of the Fee Program. To accommodate the increased workload and maintain consistency and continuity of services, staff recommends increasing contract authority by $7,500 for FY2025-26, raising the annual not-to-exceed contract limit from $300,000 to $307,500. This amendment will cover EPS's work through June 30, 2026.

FISCAL IMPACT
All work performed under this professional services agreement amendment will be paid by fee revenue collected through the fee program. There is no impact to the General Fund.

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)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

4. Invest in well-planned infrastructure and growth
Respectfully Submitted,
Stacie Marchetti, Management Analyst
Mike Isom, Development Services Director
ATTACHMENTS:

1. Resolution 26-215

2. PSA Amendment
REVIEWERS:

Cheri McGrath, Development Services Department - Business Services Division
Created/Initiated -
5/26/2026
Marc Stout, Development Services Department - Engineering Division Approved - 5/27/2026 Mike Isom, Development Services Department Approved - 5/28/2026 Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/2/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/2/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/4/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/5/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

RESOLUTION NO. 26-215

APPROVING A FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT, BY

AND BETWEEN THE CITY OF ROSEVILLE AND ECONOMIC AND PLANNING SYSTEMS, INC., AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF

OF THE CITY OF ROSEVILLE
WHEREAS, a First Amendment to Professional Services Agreement for Sierra Vista Specific Plan Mitigation Fee Program Administration, by and between the City of Roseville and Economic and Planning Systems, Inc., has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said first amendment is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

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

[B:\City Attorney\corres\Melissa\Contracts 2026\Economic and Planning Systems Inc. First Amendment PSA.docx:05/27/2026]

FIRST AMENDMENT TO

PROFESSIONAL SERVICES AGREEMENT
Sierra Vista Specific Plan Mitigation Fee Program Administration THIS FIRST AMENDMENT TO AGREEMENT is made and entered into this ___ day of __________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and Economic and Planning Systems, Inc., a California corporation (“CONSULTANT”); and W I T N E S S E T H:

WHEREAS, CITY and CONSULTANT previously entered into a Professional Services Agreement dated March 5, 2025 (“Agreement”) consisting of providing Sierra Vista Specific Plan Mitigation Fee Program Administration (“Project”); and WHEREAS, CITY desires to amend the Agreement to include additional services as described in CONSULTANT’s letter/proposal dated May 4, 2026, which is attached hereto as Exhibit “A” and incorporated herein by reference; and
WHEREAS, CONSULTANT is willing and able to provide such additional services.

NOW, THEREFORE, the parties agree as follows:

1. CONSULTANT shall provide additional services as described in Exhibit “A” of this First Amendment to Agreement.

2. Section 2 of the Agreement is amended by adding an additional paragraph to read as follows:

[B:\City Attorney\corres\Melissa\Contracts 2026\Economic and Planning Systems Inc. First Amendment PSA.docx:05/27/2026] “CITY shall pay seven thousand five hundred dollars ($7,500), in consideration of the additional services as set forth in Exhibit “A” to the First Amendment to Agreement.

This brings the total not to exceed contract amount to three hundred seven thousand, five hundred dollars ($307,500).”

3. All other provisions of the Agreement shall remain unchanged and in full force and effect.

IN WITNESS WHEREOF, the City of Roseville, a municipal corporation, has authorized the execution of this First Amendment to 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 CONSULTANT has caused this First Amendment to Agreement to be executed.

CITY OF ROSEVILLE, a ECONOMIC AND PLANNING SYSTEMS
municipal corporation INC., a California corporation
BY: _______________________________ BY: _______________________________ DOMINICK CASEY its: _______________________________
City Manager
and
ATTEST:

BY: _______________________________
its: _______________________________
BY: _______________________________

CARMEN AVALOS
City Clerk
[SIGNATURES CONTINED ON FOLLOWING PAGE]

[B:\City Attorney\corres\Melissa\Contracts 2026\Economic and Planning Systems Inc. First Amendment PSA.docx:05/27/2026] APPROVED AS TO FORM:

BY: _______________________________

MICHELLE SHEIDENBERGER
City Attorney
APPROVED AS TO SUBSTANCE:

BY: _______________________________

MIKE ISOM
Development Services Director

[B:\City Attorney\corres\Melissa\Contracts 2026\Economic and Planning Systems Inc. First Amendment PSA.docx:05/27/2026] “EXHIBIT “A”

May 4, 2026
Marc Stout
City of Roseville
311 Vernon Street
Roseville, CA 95678
Subject: Budget Amendment Request—Sierra Vista Specific Plan Mitigation Fee Program Administration, Task 1; EPS #252028
Marc:

Economic & Planning Systems, Inc. (EPS) appreciates the opportunity to continue its engagement with the City of Roseville (City) under contract to the City as the Third-Party Fee Program Administrator (TPA) for the Sierra Vista Specific Plan Mitigation Fee Program (SVSP Fee Program). EPS understands the role of the TPA is to assist the City in administering the SVSP Fee Program and understands it is the City's desire to minimize City involvement in fee program administration as much as possible.

As you know, EPS has been working diligently with the City to provide adequate support in the administration of the Fee Program. While EPS anticipated increased requests for project true-ups and higher costs of engaging subconsultants and engineers in FY 25-26, the level of effort required has exceeded original projections. In particular, the volume of credit, reimbursement, and transfer requests has increased considerably compared to prior years, requiring significant additional time to reconcile outstanding balances. EPS also needed to allocate budget to contract Integra for an updated appraisal in support of the Fee Program.

The purpose of this letter is to request a budget amendment of $7,500 to cover EPS's work as the TPA for the SVSP Fee Program through June 30, 2026. EPS is amenable to a minimal budget amendment to carry our administrative work through to the end of the fiscal year or preparing an updated contract for the next two months plus the upcoming fiscal year depending on the City's preference.

EPS charges for its services on a direct-cost (hourly billing rates plus direct expenses), notto-exceed basis; therefore, you will be billed only for the work completed up to the authorized budget amount. Travel, data, or reproduction expenses will be billed at cost, and invoices are submitted monthly and are payable on receipt. If additional work or meetings are required, EPS will request authorization for additional budget with the understanding that terms will be negotiated in good faith.

Thank you for your consideration of this request. Please call me at(916) 649-8010 if you have questions or need additional information related to this request.

Sincerely,
ECONOMIC & PLANNING SYSTEMS, INC.

Jamie Gomes
Managing Principal
Approved:
_________________________________________________________ ________________________________ City of Roseville Date

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.46
File #: 0800-06
Item ID: 2026-506
Title: Electronic Plan Review - Sole Source Agreement
Contact: Chris Fanucchi 916-746-1353 [email protected]

SUMMARY
Staff recommends approval of a sole source agreement with Lifecycle Technologies, LLC dba LCT Software for access to its cloud-based electronic plan review platform, DigEplan, with a not-to-exceed (NTE) amount of $63,953 for the initial term and a total NTE amount of $210,193 over the full three-year term, including renewal options. Funding is included in the Development Services Department’s Technology Replacement Fund, which is funded through permit fees designated for development-driven technology improvements, and is included in the Department's FY2025–26 budget. Approval of the agreement will have no net fiscal impact on the General Fund. Staff also recommends authorization for the City Manager to execute future amendments to extend the agreement for up to two (2) additional one (1) year renewal terms on behalf of the City.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve a Sole Source Agreement with Lifecycle Technologies, LLC dba LCT Software for the electronic plan review platform, DigEplan, and authorize the City Manager to execute the agreement on behalf of the City of Roseville.

Staff additionally requests authority for the City Manager or his designee to execute two (2) 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 vendor is not in the best interest of the City.

BACKGROUND
In March 2020, the City Council approved an agreement with LCT Software (then licensed under TruePoint Solutions LLC) following a formal Request for Proposal (RFP) process for electronic plan review software.

The software was selected to support the City’s transition from paper-based plan review processes to a fully electronic plan review environment integrated with the City’s enterprise permitting system, Accela.

Since then, the Development Services Department has utilized DigEplan, a cloud-based electronic plan review platform, to enable City staff and contracted third-party plan reviewers to electronically review, mark up, and approve construction plans and supporting documents directly within the City's permitting system.

The integrated platform streamlines the review process while providing applicants with clear, consistent, and standardized feedback on their plan submissions.

Staff recommends continuing with LCT Software on a sole-source basis because DigEplan is fully integrated with the City’s Accela permitting system and has become a critical component of the Department’s electronic plan review workflow. Over the past five years, staff, consultants, and customers

have established business processes and workflows around the platform. Transitioning to an alternative solution would require significant staff time and resources to evaluate, procure, configure, test, and implement a replacement platform, as well as retrain staff, consultants, and customers. Staff has determined that renewing the agreement with LCT Software is the most cost-effective and operationally efficient option for maintaining continuity of service and minimizing disruption to permit processing operations.

FISCAL IMPACT
The agreement includes a not-to-exceed (NTE) amount of $63,953 for the initial term, $70,620 for the first renewal term, and $75,620 for the second renewal term, for a total NTE amount of $210,193 over three (3) years. Funding is included in the Development Services Department’s Technology Replacement Fund, which is funded through permit fees designated for development-driven technology improvements. As a result, approval of the agreement will have no net fiscal impact on the General Fund. 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 26-223

2. Agreement

3. Sole Source Form
REVIEWERS:

Joe Allen, Development Services Department - Business Services Division Created/Initiated - 5/28/2026
Chris Fanucchi, Development Services Department - Business Services Division
Approved - 5/28/2026
Joe Allen, Development Services Department - Business Services Division Approved - 5/29/2026

Mike Isom, Development Services Department Approved - 5/30/2026 Kelly Aye, City Attorney Department Approved - 6/3/2026 Katrina Six, City Clerk Department Approved - 6/3/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/3/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/4/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/5/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

RESOLUTION NO. 26-223

APPROVING A SOLE SOURCE AGREEMENT, BY AND BETWEEN THE CITY OF

ROSEVILLE AND LIFECYCLE TECHNOLOGIES, LLC DBA LCT SOFTWARE, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, a Sole Source Agreement for the electronic plan review platform, DeigEplan, by and between the City of Roseville and Lifecycle Technologies, LLC dba LCT Software, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said 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 or her designee is authorized to execute two (2) 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 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

UC_8802014.8
City of Roseville, California
DigEplan Order Form and Terms
Prepared by your Avolve Software Representative
Jacob Byers
21001 N Tatum Blvd, Ste 1630-503
Phoenix, AZ 85050
www.avolvesoftware.com
Telephone: (801) 707-8687
Email: [email protected]

UC_8802014.8
Avolve Order Form:

Chris Fanucchi
Roseville, CA
Roseville, CA
Dated: 4/6/2026
Exp Date: 5/15/2026
DigEplan SaaS Subscription Pricing
The Customer will upgrade its existing DigEplan Software as a Service (SaaS) subscription to the Custom Bundle for both Production and Test Environments, as set forth in this Order Form. The Custom Bundle includes Avolve AI Submit, Avolve Insights, and Digital Certificates.

Table 1. SaaS Subscription Pricing (Avolve Insights Retained) Annual subscription pricing, assuming Avolve Insights is retained for the full contract term.

Contract
Year
Term
Base
Subscription
Custom
Bundle
Upgrade
Avolve
Insights
Step-Up
Annual Subscription
Fee
Year 1
Mar 1, 2026 –
Feb 28, 2027 $55,620.00 $8,333.00 — $63,953.00
Year 2
Mar 1, 2027 –
Feb 28, 2028 $55,620.00 $10,000.00 $5,000.00 $70,620.00 Year 3
Mar 1, 2028 –
Feb 28, 2029 $55,620.00 $10,000.00 $10,000.00 $75,620.00 Total (3 Years) $210,193.00
Table 2. Alternative Pricing (If Avolve Insights Is Discontinued After Year 1) In the event Customer elects to discontinue Avolve Insights after the first contract year, as set forth below, the pricing for all renewal periods thereafter shall be governed solely by the standard annual three percent (3%) uplift. In such case, the two five-thousand-dollar ($5,000) step-ups scheduled for Years 2 and 3 shall not apply.

UC_8802014.8
Contract
Year
Term
Base
Subscription
Custom
Bundle
Upgrade
3%
Annual
Uplift
Annual Subscription
Fee
Year 1
Mar 1, 2026 –
Feb 28, 2027 $55,620.00 $8,333.00 — $63,953.00
Year 2 Mar 1, 2027 –
Feb 28, 2028 $55,620.00 $10,000.00 3% $67,588.60
Year 3
Mar 1, 2028 –
Feb 28, 2029 $55,620.00 $10,000.00 3% $69,616.26
Total (3 Years) $201,157.86
Pricing Notes

1. The Custom Bundle price is prorated for the initial term to account for the new features not being available to Customer during the first two months of the term, reducing the total initial term price by $1,667.00 ($833.50 per month).

2. The Base Subscription includes the Customer’s existing deployment for Roseville, California, as set forth in the Additional Subscription Scope section below.

3. The Custom Bundle includes Avolve AI Submit, Avolve Insights, and Digital Certificates, and is structured as a base amount of $10,000 plus incremental Avolve Insights step-ups, resulting in a total annual subscription fee consistent with the pricing reflected herein.

4. The annual subscription fee without Avolve Insights step-ups, shown in Table 1, is $65,620.

5. If Avolve Insights is discontinued after Year 1, all subsequent pricing will be subject solely to a 3% annual increase, as reflected in Table 2.

Subscription Term and Fees
The initial term of the SaaS subscription is 36 months, from March 1, 2026 through February 28, 2029. Following the initial term, subscription fees will be subject to an annual increase of 3%, unless otherwise amended by agreement. Professional services fees shall be as set forth above.

Billing and Payment Terms
100% of SaaS and Subscriptions shall be invoiced upon execution of Agreement. Services will be billed monthly on a Time and Material Basis. Payment for the remaining amount is due net thirty days (30) from invoice after work has occurred. Payment via EFT. Travel and Expenses are not included in this total and will be invoiced as incurred.

Additional Subscription Scope
The Customer’s deployment for Roseville, California includes access to the following features and capabilities, as configured and made available by the Supplier pursuant to the applicable order and documentation: DigEplan and DPC; Compare and Overlay; Online Plan Submission (Digital Projects); Calibrated Measurements; Interactive Collaboration; Standard Comments; Audit Trail; Batch Stamping; Multi-Page File & Sheet Version Management; Role Based User Interface; Real Time Collaboration; Third Party Review Collaboration; Multi File Format Support; Corrections Management; Navigate; Automation APIs & Webhooks; Document Composer, MFA & SSO; standalone Excel document Comment Letter; and related core functionality. This agreement also includes

UC_8802014.8
the use of unlimited user licenses strictly for the use of Roseville, CA and third-party contractors operating for Roseville, CA.

Included in this Agreement are 3 tickets to the 2026 Avolve Inspire Conference, hosted in Park City Utah, April 13-15, 2026. Custom Ticket discount codes will be provided for registration.

The deployment further includes Data Warehouse Connection, DigEplan Digital Certificates, Avolve Insights, and Avolve AI, subject to the terms herein. Avolve Insights may be discontinued by Customer following the first contract year, effective at the beginning of the first renewal term (i.e., the second contract year). If Customer elects to discontinue Avolve Insights, Customer must provide written notice of such discontinuation at least thirty (30) days before the applicable renewal date. Absent such notice, the Customer’s subscription to Avolve Insights shall automatically continue for the subsequent renewal term, as reflected in Table 1.

Terms and Conditions
By signing below, the parties indicate their agreement to this Order Form, the Terms and Conditions attached below, and any additional attachments to this Order Form (collectively, the “Agreement”).

By signing below, Customer acknowledges and agrees that it has reviewed and accepts the Terms and Conditions and other attachments hereto.

Signed on behalf ofthe City of Roseville, CA Signed
……………………….…………………………..

Print Name
……………………….…………………………..

Position
……………………….…………………………..

Date
……………………….…………………………..

Signed by on behalf of LCT SOFTWARE, an
Avolve Company
Signed
……………………….…………………………..

Print Name
……………………….…………………………..

Position
……………………….…………………………..

Date
……………………….…………………………..

George Mastakas
Chief Revenue Officer
5-14-2026

UC_8802014.8
Terms and Conditions
Between
LCT Software
(an Avolve Software Company)
and
City of Roseville, CA

LCT Software Agreement – v1.1 DigEplan USA 2
UC_8802014.8
These Terms and Conditions (these “Terms”), together with the Order to which these Terms are attached and any additional exhibits or attachments to the Order or these Terms (collectively, this “Agreement”) are entered into as of the date of last signature (the “Effective Date”) by and between Lifecycle Technologies, LLC, d/b/a LCT Software, a Florida limited liability company principally located at 4500, 140th Avenue North Suite, 101 Clearwater, FL 33762 (the “Supplier”), and City of Roseville, California, 311 Vernon Street (the “Customer”.) Background
a) The Supplier has developed certain software applications and platforms which it makes available to subscribers via the internet for the purpose of subscribers. b) The Customer wishes to use the Supplier's service in its business operations. c) The Supplier has agreed to provide, and the Customer has agreed to take and pay for, the Supplier's service subject to the terms and conditions of this Agreement, including these Terms.

Agreed terms

1. Definitions. Unless otherwise defined in these Terms, capitalized terms used herein have the same meanings as set out in the Exhibits to this Agreement (including any supplements or attachments thereto).

1.1. “Optional Services” refers to certain optional add-ons to the Subscription Service as may be offered by the Supplier from time to time.

1.2. “Professional Services” refers to the implementation Partner’s training, configuration and related services as set out in the Professional Services Terms.

1.3. “Professional Services Terms” refers to those additional Professional Services Terms and Conditions by the Partner to the Customer, outlined in a separate agreement.

1.4. “Subscription Service” refers to DigEplan’s cloud-based service designed to provide government entities with Integrated Electronic Plan Review.

1.5. “Subscription Terms of Service” refers to the Subscription Terms of Service attached hereto at Exhibit C.

2. Procurement of Services
Customer may purchase the Subscription Services by submitting orders in a form designated or approved by the Supplier (each, an “Order”); accepted forms of Order submission may also involve procuring the Subscription Services from the Partner, at the discretion of the Partner and Customer.

Upon Order acceptance and subject to Customer’s payment of the corresponding Subscription Services Fees, the Supplier will make the Subscription Services available to Customer.

2.1. Governing Terms. The Subscription Service will be subject to this Agreement, including the Subscription Terms of Service, for the Subscription Period and for the number of End Users as specified

LCT Software Agreement – v1.1 DigEplan USA 3
UC_8802014.8
in each Order. Any Optional Services will also be subject to this Agreement or such other documentation as designated by the Supplier.

2.2. Order Acceptance. No Order for Services will be deemed accepted by the Supplier unless and until the Supplier accepts such Order in writing. Any terms and conditions contained in any quote, invoice, purchase order or Order that are inconsistent with the terms and conditions of this Agreement will be deemed stricken, unless expressly agreed to in writing by the Supplier with explicit reference to the accepted terms and conditions. All Orders will reference these Terms. Upon acceptance of an Order as provided above, it will become part of this Agreement.

2.3. Adding Products. If Customer desires to add additional products that are permitted for use in the Subscription Service, a new Order must be issued for the additional Products. The Supplier may, in its discretion, allow or require the initial Subscription Period of newly-purchased subscriptions to be adjusted to expire or renew simultaneously with Customer’s pre-existing subscription(s).

2.4. Optional Services. Purchase of Optional Services from the Supplier will be subject to any price quote the Supplier provides to Customer and the Order procedure described above. As designated by the Supplier at the time of Customer’s purchase, use of the Optional Services may be subject to additional terms and conditions beyond or in lieu of those in Exhibit C.

3. Fees and Payment for Services

3.1. Fees. Customer will pay all fees for the Services per the prices quoted to Customer by the Supplier and finalized via an Order, Unless expressly set out in an Order, price increases will not apply to any Order that has already been accepted by the Supplier. Except as otherwise agreed by the parties in writing, Services Fees are quoted and payable in United States dollars, and Customer’s payment obligations are non-cancelable, and Fees paid are non-refundable.

3.2. Invoicing and Payment. The Supplier will invoice Customer in advance for the Services unless otherwise expressly agreed by the parties.

3.3. Subscription Service fees are due upon invoice and payable within thirty (30) days of the invoice date. Subscription Service fees will be due no later than the first day of each Subscription Period to which the payment relates. If Customer orders additional Products part-way through an existing Subscription Period, and the initial Subscription Period for the additional Products is adjusted as described in Section

2.3, then the Subscription fee for such additional quantity will be pro-rated accordingly. Optional Services will be due at the same time as payment for the corresponding Subscription Service, or (if applicable) as otherwise specified in the applicable Order or governing terms. Subscription Service fees will be subject to an automatic annual increase by the percentage of the prior year’s Subscription Service fees (the “Uplift”) listed in the Order.

3.4. Billing Info & Overdue Charges. Customer is responsible for keeping the Supplier accurately and fully informed of Customer’s billing and contact information, including providing any purchase order numbers in advance of invoice issuance. If any Fees are not received from Customer by the due date, they will accrue interest at the rate of one and a half percent (1.5%) of the outstanding balance per month, or the maximum rate permitted by law, whichever is lower.

3.5. Overdue Payments. If any amount owing by Customer under this Agreement for any of the Services is thirty (30) or more days overdue, the Supplier may, without limiting the Supplier’s other rights and

LCT Software Agreement – v1.1 DigEplan USA 4
UC_8802014.8
remedies, accelerate Customer’s unpaid fee obligations under this Agreement (including any Order) so that all such obligations become immediately due and payable, suspend the Subscription Service and/or stop performance of the Professional Services until such amounts are paid in full.

3.6. Taxes. The Supplier’s Services fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including but not limited to value-added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction (collectively, "Taxes"). Customer is responsible for paying all Taxes associated with Customer’s purchases hereunder. If Supplier has the legal obligation to pay or collect Taxes for which Customer is responsible under this paragraph, the appropriate amount will be invoiced to and paid by Customer, unless Customer provides the Supplier with a valid tax exemption certificate authorized by the appropriate taxing authority prior to invoice issuance. For clarity, the Supplier is solely responsible for taxes assessable against it based on the Supplier income, property and employees.

3.7. Piggyback procurement. Customer reserves the right to extend the terms and conditions of this solicitation to any and all other agencies be it federal, state, municipal, county, or local governmental agency under the jurisdiction of the United States and its territories. This shall include but not be limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non- profit agencies providing services on behalf of government, and/or state.

4. Term and Termination

4.1. Term of Agreement. Unless terminated earlier in accordance with Section 4.2, this Agreement commences on the Effective Date and will continue until terminated as set forth below:

4.1.1. Subscription Service Term. The Subscription Terms of Service at Exhibit C will commence on the date listed under Subscription Term in the Order or, if provisioning of software takes place more than two (2) weeks after such subscription date, the subscription start date will be updated to the provisioning date and communicated to the Customer via email. The initial subscription period will last for 3 Years (the “Initial Subscription Period”). Thereafter, the Subscription Term will automatically renew for additional one-year periods (each a “Renewal Subscription Period”) unless and until either party gives written notice of non-renewal at least sixty (60) days in advance of the end of the then-current subscription period. Customer must send written notice of non-renewal to [email protected]. Should Customer not provide written notice of non-renewal at least sixty (60) days in advance, then Customer is obligated to pay for the subsequent Renewal Subscription Period in full.

4.2. Termination. Either party may terminate this Agreement upon written notice if the other party materially breaches this Agreement and fails to correct the breach within thirty (30) days following written notice specifying the breach. The Services will be subject to additional termination provisions if and as designated in the respective Exhibits to these Terms.

4.3. Effect of Termination. Termination or expiration of this Agreement will not terminate any thencurrent Customer Subscriptions to the Subscription Service (which will continue to be governed by the terms of Exhibit C, including the termination provisions set forth therein); provided, however, that in the case of termination of this Agreement by the Supplier for Customer’s uncured breach of this Agreement, the Supplier may simultaneously terminate any such Subscriptions. Subject to the Professional Services Terms, termination of this Agreement will terminate all on-going and planned Professional Services.

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5. Additional Customer Terms.

This Agreement shall not be construed as creating any debt by or on behalf of the Customer and all obligations of the Customer are specifically contingent upon continued appropriations for payment hereunder. Accordingly, and in addition to any other authority to terminate this Agreement, if the governing body of Customer does not appropriate funds to continue paying for the goods and services to be provided under this Agreement, Customer may then terminate this Agreement as of the last day for which funds were appropriated. Unless provided otherwise by law or by this Agreement, Customer shall be obligated to pay all charges incurred before such a termination of this Agreement.

6. General

6.1 The parties acknowledge that the terms of each of the Exhibits to these Terms (inclusive of any supplements or attachments thereto), including, but not limited to, the disclaimers, limitations of liability, and other general provisions thereof, are incorporated into and form a part of this Agreement.

6.2 In the event of a direct conflict between the body of these Terms and the terms of the Exhibits hereto, the terms in the body of these Terms will govern. Each party specifies its address set forth above for receipt of notices under this Agreement. This Agreement may be signed in one or more identical counterparts, each of which will be an original, but all of which together will constitute one instrument.

Exhibits List:

Exhibit A - Standard Support Policy
Exhibit B – Service Level Commitment
Exhibit C – Subscription Terms of Service

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Exhibit A
Standard Support Policy
This LCT Software SaaS Support Policy (“Support Policy”) is a policy governing the use of DigEplan’s software-as-aservice products (the “Service(s)”) under the terms of the Agreement between LCT Software, LLC and its affiliates (“LCT Software”, “us” or “we”) and the purchaser of DigEplan’s Service (“Customer”). This Support Policy may be updated from time to time by LCT Software at its sole discretion.

General Requirements and Hours of Operation
Ticketing Support: LCT Software will provide access to a ticketing system, which will be available twenty-four (24) hours per day, seven (7) days per week. A qualified support specialist shall use commercially reasonably efforts to answer questions and resolve problems regarding the Subscription Service during normal business hours of Monday-Friday, 8:00 A.M. until 5:00 P.M Pacific.

Telephone and E-mail Support: DigEplan’s Customer Support Department, a live technical support facility, will be available to Customer from 8:00 A.M. until 5:00 P.M Pacific Monday through Friday, excluding LCT Software’s observed holidays.

Online Support Material: Available twenty-four (24) hours, seven (7) days a week, LCT Software will make available to Customer certain technical information in DigEplan’s online support database.

Updates
Updates may address security fixes, critical patches, general maintenance functionality, and documentation and shall be made available at LCT Software’s discretion. LCT Software is under no obligation to develop any future functionality or enhancements unless otherwise specified in the Agreement. If an update for the Service is made available to Customer pursuant to this Support Policy, it will automatically replace the previous version of the applicable Service.

Where practical, LCT Software will schedule Updates during non-business hours and will provide Customers with advance notice of all Updates.

Upgrade/Downgrade of Severity Level
If, during the Support Request process, the issue either warrants assignment of a higher severity level than currently assigned or no longer warrants the severity level currently assigned based on its current impact on the production operation of the SaaS offering, then the severity level will be upgraded or downgraded accordingly to the severity level that most appropriately reflects its current impact.

Third Party Product Support
If any third-party software is not supplied by LCT Software, LCT Software disclaims all support obligations for such third-party software, unless expressly specified by LCT Software in Customer’s Agreement.

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Exclusions
The following Support Exclusions are not covered by this Support Policy: (a) Support required due to Customer’s or any End User’s or third party’s misuse of the Services; (b) Support during times outside of LCT Software regular business hours stated above; (c) Support necessitated by external factors outside of LCT Software’s reasonable control, including any force majeure event or Internet access or related problems beyond the Service demarcation point; (d) Support of or caused by customizations (if outside of LCT Software’s best practice recommendations), configuration changes, scripting, or data loss caused by or on behalf of Customer or any End User; (e) Support of or caused by Customer’s or any End User’s or third party’s equipment, software or other technology (other than third party equipment within LCT Software’s direct control);(f) Supporttoresolveorwork-aroundconditionswhichcannot be reproduced in LCT Software’s support environment and (g) Support of any software add-ons supplied together with the Service (except where specified in the Agreement). Any support services falling within these Support Exclusionsmay beprovided by LCT Software at its discretion and, if so provided, may be subject to additional pricing and support terms as specified by LCT Software.

Support Classifications
Error Classification Criteria
Critical Severity Issue (Priority 1) The Service is down or there is a major malfunction (deeming Service non-functional or severely affected), resulting in a business revenue loss and impacting the Service functionality for a majority of users. No reasonable workaround exists.

High Severity Issue (Priority 2) High loss of Service functionality or performance, impacting the Service functionality for a high number of users (e.g. Service response is very slow, day to day operations continue, but are impacted by the issue). No reasonable workaround available or the workaround is impractical.

Medium Severity Issue (Priority 3) Moderate loss of Service functionality or performance, impacting multiple users. A convenient workaround exists (e.g. non-critical feature is unavailable or requires additional user intervention).

Low Severity Issue (Priority 4) Minor loss of Service functionality or feature in question.

Functional Definitions: For the purposes of error classification, essential or major functions include: data capture features, SLA and alarming features, performance management features and application performance problem resolution features.

Response Time: LCT Software shall use commercially reasonable efforts to respond to error reports in accordance with the table set forth below. LCT Software will use reasonable means to repair the error and keep Customer informed of progress. LCT Software makes no representations as to when a full resolution of the error may be made.

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Error Classification Initial Response and
Acknowledgement
Updates Resolution Goal
Critical 1 Business Hour Daily LCT Software will put forth our best effort to provide a workaround, fix, or estimated completion date
within seventy-two (72) hours after the problem has
been diagnosed and/or replicated.

High 4 Business Hours Weekly LCT Software will put forth our best effort to provide a workaround or fix or estimated completion date
within four (4) business days after the problem has
been diagnosed and/or replicated.

Medium 8 Business Hours As
available
LCT Software will put forth our best effort to provide
a workaround or fix or estimated completion date
within seven (7) business days after the problem has
been diagnosed and/or replicated.

Low 24 Business Hours None Resolution for the Issue may be released as a patch set or be incorporated into a future schedule release
of the product.

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Exhibit B

SERVICE LEVEL COMMITMENT
This SaaS Service Level Commitment (“SLC”) is a policy governing the use of LCT software-as-service products (individually or collectively, the “Service” or “DigEplan”) under the terms of the LCT Software Master Services Agreement (the “Agreement”) between LCT Software and its affiliates (“LCT Software”, “us” or “we”) and the purchaser of LCT Software’s Subscription Service (“Customer”).

Unless otherwise provided herein, this SLC is subject to the terms of the Agreement and capitalized terms will have the meaning specified in the Agreement. LCT Software reserves the right to change the terms of this SLC in accordance with the Agreement.

Definitions
“Monthly Uptime Percentage” is calculated by subtracting from 100% the percentage of minutes during the month in which the Service was Unavailable. Measurement of the Monthly Uptime Percentage excludes downtime resulting directly or indirectly from any SLC Exclusion.
“Service Credit” is a dollar credit, calculated as set forth below, that LCT Software may credit back to an eligible Customer account.
“Unavailable” means, as applicable: (i) Customer is repeatedly unable to log into the Service; (ii) Customer experiences repeated connection request failures; (iii) Customer experiences lack of connectivity of external, public instances or sites lasting for more than ten (10) minutes; The foregoing events must be verifiable or replicable by LCT Software or its designee. Availability of Accela APIs which are used by DigEplan to connect, is expressly excluded from this SLC.

Service Commitment
LCT Software will use commercially reasonable efforts to make the Service available with a Monthly Uptime Percentage of at least 99.9%, in each calendar month of the Subscription Period (the “Commitment”). In the event the Service does not meet this Commitment, Customer will be eligible to receive a Service Credit as described below.

Scheduled & Emergency Maintenance
LCT Software will maintain certain scheduled maintenance windows during which regular, planned maintenance of the Service may be performed. LCT Software will use commercially reasonable efforts to provide Customer with no less than twenty-four (24) hours’ notice prior to Services unavailability due to planned maintenance. LCT Software’s standard maintenance window will generally fall between the hours of 12:00 AM (00:00) and 5:00 AM [05:00] on a day of our choosing, local time.

In exceptional circumstances where updates may take more time than the weekly time slot, it may be necessary to run updates over w-ends.

LCT Software will endeavour to provide as much notice as is practicable under the circumstances for patches, updates, fixes and other emergency maintenance activities which may be applied on an urgent basis.

LCT Software will provide three (3) business days’ notice prior to any planned network, server hardware, operating environment, or database modifications of a material nature.

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Service Credits Monthly Uptime Percentage Service Credit Percentage Less than 99.9% but equal to or greater than 99.0% 2%
Less than 99.0% 5%
LCT Software will apply any Service Credits only against future Service payments otherwise due from Customer.

Service Credits will not entitle Customer to any refund or other payment from LCT Software.

Service Credits may not be transferred or applied to any other account.

Unless otherwise provided in the Agreement, Customer’s sole and exclusive remedy for any unavailability, nonperformance, or other failure by LCT Software to provide the Service is the receipt of a Service Credit (if eligible) in accordance with the terms of this SLC.

Service Credit Requests
To receive a Service Credit, Customer must submit a claim in writing to [email protected] To be eligible for a Service Credit, the claim must be received by LCT Software in the calendar quarter in which the incident occurred and must include:
- the words “SLC Credit Request” in the subject line;
- the dates and times of each Unavailability incident that Customer is claiming; and - the quantity or scope of affected Users (as indicated by User ID, number of departments or similar metric); - Supporting evidence from the support service desk
If the Monthly Uptime Percentage of such Service Credit request is confirmed by us and is less than the Service Commitment, LCT Software will issue the Service Credit to Customer within one billing cycle following the month in which Customer’s request is confirmed by LCT Software. Customer’s failure to provide the request and other information as required above will disqualify Customer from receiving a Service Credit.

SLC Exclusions
The Service Commitment does not apply to any unavailability, suspension or termination of the Service or any Service performance issues: (i) caused by factors outside of LCT Software’s reasonable control, including any force majeure event or Internet access or related problems beyond the Service demarcation point; (ii) that result from customizations (if outside of LCT Software’s best practice recommendations), configuration changes by or on behalf of Customer or any End User; (iii) that result from Customer’s or any End User’s or third party’s equipment, software or other technology or integrations (other than third party equipment within LCT Software’s direct control); (iv) that result from any maintenance as provided for pursuant to the above terms; or (vii) arising from our suspension or termination of Customer’s right to use the Service in accordance with the Agreement (collectively, the “SLC Exclusions”). If availability is impacted by factors other than those used in the Monthly Uptime Percentage calculation, LCT Software may issue a Service Credit with consideration to pertinent factors as assessed by LCT Software in its sole discretion.

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EXHIBIT C
Subscription Terms of Service
Purchase or use of the Service (defined below) is subject to these Subscription Terms and Conditions (these “Terms”).

1. DEFINITIONS
“Agreement” means these Terms and, if applicable, the written master service agreement or other written agreement between Customer and LCT Software that incorporates these Terms by reference. “Communication Data” means any and all information transmitted, shared, or exchanged between Customer and any End User, or between End User and any third party (including any third-party network or website), using the Service, with respect to any transaction or other communication enabled by the Service, but excluding Security Data.
“Customer” means the entity that purchases a subscription to the Service, directly from LCT Software or through an authorized reseller, distributor, or other channel partner of LCT Software. "End Users" means individuals who are authorized by Customer to use the Service and for whom Customer has purchased a subscription to the Service. End Users may include but are not limited to Customer’s employees, contractors and agents. Each End User will be associated with a single, unique email address for purposes of accessing (and being identified within) the Service.
“Intellectual Property Rights” means patent rights (including, without limitation, patent applications and disclosures), copyrights, trade secrets, know-how, and any other intellectual property rights recognized in any country or jurisdiction in the world.
“Optional Services” mean the optional add-ons to the Service that may be available for purchase either directly from LCT Software or through an authorized reseller or partner of LCT Software, as more particularly described or identified in the applicable Order.
“Order” means written orders to purchase subscriptions to use the Service (or, where applicable, to purchase Optional Services).
“Security Data” means any and all information provided by Customer or any End User to establish secure transmissions through use of the Service, including but not limited to personal information, information used to identify account names or numbers, routing information, usernames, passwords, access codes and prompts. “Service” or “Subscription Service” means the cloud-based network security service(s) for which Customer has obtained a subscription either directly from LCT Software or through an authorized reseller or other partner of LCT Software, as more particularly described in the applicable agreement or order under which such subscription was obtained. If and as designated in the Specifications, the Service may be inclusive of application programming interfaces (APIs) developed by LCT Software to enable interaction and integration with the Service. Unless otherwise specified herein or other applicable contractual terms, all references to “Service” will be deemed to include any and all Optional Services.
“Software” means any software (including client software for End Users’ devices) that LCT Software makes available for download or otherwise provides for use with the Service.

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“Specifications” means the key features and functionality of the Service as described in the then-current user documentation for the Service or in this Agreement.
“Subscription Period(s)” means the duration of Customer’s and End Users’ active, paid access to the Service, as designated in the Order(s).
“Supported Modification” means a configuration of or modification to the Service requested by Customer that can be consistently supported by LCT Software via APIs, does not require direct database changes and is capable of being tested and maintained by LCT Software.

2. AUTHORIZED USERS. Only End Users may access or use the Service under Customer’s account. Each End User may use any reasonable number of compatible devices for purposes of accessing the Service; provided that, LCT Software reserves the right to determine whether a number of devices is reasonable and, in its sole discretion, to place a corresponding cap on the number of devices. Unless expressly authorized by LCT Software, End User subscriptions cannot be shared or used by more than one individual but may be permanently reassigned to new End Users.

3. USE OF THE SERVICE

3.1. LCT Software’s Responsibilities. LCT Software will: (i) provide to Customer support related to the Service in accordance with the LCT Software Support Terms accessible at https://zdrive.eu/gVe (which URL location and content may be updated from time to time by LCT Software) and (ii) provide the Service only in accordance with applicable laws and government regulations.

3.2. Customer’s Responsibilities. Customer will (i) be responsible for meeting LCT Software’s applicable minimum system requirements for use of the Service; (ii) be responsible for End Users’ compliance with these Terms and for any other activity (whether or not authorized by Customer) occurring under Customer’s account, (iii) be solely responsible for the accuracy, quality, integrity and legality of Communication Data, (iv) use commercially reasonable efforts to prevent unauthorized access to or use of the Service under its account, and notify LCT Software promptly of any such unauthorized access or use, and (v) use the Service only in accordance with the applicable documentation, laws and government regulations, and any written instructions provided by LCT Software to Customer.

3.3. Prohibitions. Customer will not, and will ensure that its End Users do not, (i) make the Service available to anyone other than End Users; (ii) sell, resell, rent, lease or transfer the Service in whole or in part to any third party (including Customer affiliates) without the express permission of LCT Software and execution of designated transfer documentation; (iii) use the Service to store or transmit infringing, libelous, or otherwise unlawful or tortious material, or to store or transmit material in violation of third-party privacy or intellectual property rights; (iv) use the Service to store or transmit viruses, worms, time bombs, Trojan horses and other harmful or malicious code, files, scripts, agents or programs; (v) interfere with or disrupt the integrity or performance of the Service or thirdparty data contained therein; (vi) attempt to gain unauthorized access to the Service or any related systems or networks; or (vii) obtain intellectual property rights to the use of any component of the Services (inclusive of APIs).

3.4. Software. End Users may need to download and install client Software (as made available by LCT Software or other third party authorized by LCT Software) on each device through which they intend to use the Service. All use of such Software will be governed by terms of the applicable license agreement or terms of use that accompanies or is made available in connection with the Software. Customer acknowledges that each End User (or authorized Customer representative) must accept such license agreement, and have Service-compatible device(s), to download, install, and/or use the Software. Nothing in these Terms will be deemed to grant to Customer rights of any kind in the Software.

3.5. Security Data and Privacy. Customer understands that failure to protect Security Data may allow an unauthorized person or entity to access the Service. In addition, Customer acknowledges that LCT Software

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generally does not have access to and cannot retrieve lost Security Data. If Customer loses Security Data, Customer may no longer have access to the Service. Customer agrees that: (i) Customer (or its End User) is solely responsible for collecting, inputting and updating all Security Data; (ii) LCT Software assumes no responsibility for supervision, management or control of Customer’s and End Users’ Security Data; and (iii) LCT Software assumes no responsibility for any fraudulent or unauthorized use of the Software or any portion of the Service.

4. PROPRIETARY RIGHTS

4.1. Reservation of Rights. Subject to the limited rights expressly granted hereunder, LCT Software reserves all rights, title and interest in and to the Service and any associated Software and documentation, including all related Intellectual Property Rights. No rights are granted to Customer hereunder other than as expressly set forth herein.

4.2. Restrictions. In addition to the other prohibitions set forth in these Terms, Customer will not and will ensure that its agents do not (i) create derivate works based on the Service, (ii) copy, frame or mirror any part or content of the Service, other than copying or framing on Customer’s own intranets or otherwise for Customer’s internal business purposes in accordance with LCT Software’s applicable documentation, (iii) reverse engineer the Service, or (iv) access the Service (inclusive of any APIs) in order to build or patent a competitive product or service or to copy any features, functions or graphics of the Service.

4.3. Communication Data Ownership. Customer reserves all its rights, title and interest in and to the Communication Data. No rights are granted to LCT Software hereunder with respect to the Communication Data, except that LCT Software may (i) store, copy, process, and transmit such Communication Data for purposes of providing the Service to Customer and (ii) otherwise utilize Communication Data if and as permitted by LCT Software’s Privacy Policy.

4.4. Customer Suggestions. Customer grants LCT Software a royalty-free, worldwide, transferable, sublicensable, irrevocable, perpetual license to use or incorporate into the Service (or LCT’s other software or services) any suggestions, enhancement requests, recommendations, or other feedback provided by Customer or End Users relating to the operation or features of the Service.

5. CONFIDENTIALITY

5.1. Definition. As used herein, "Confidential Information" means all confidential information disclosed by a party ("Disclosing Party") to the other party ("Receiving Party"), whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. However, Confidential Information will not include any information that (i) is or becomes generally known to the public without breach of any obligation owed to the Disclosing Party, (ii) was known to the Receiving Party prior to its disclosure by the Disclosing Party without breach of any obligation owed to the Disclosing Party, (iii) is received from a third party without breach of any obligation owed to the Disclosing Party, (iv) was independently developed by the Receiving Party, or (v) is available to the public pursuant to applicable law.

5.2. Protection. Except as otherwise permitted in writing by the Disclosing Party and subject to the other terms of this Agreement and LCT Software’s Privacy Policy, (i) the Receiving Party will use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) not to disclose or use any Confidential Information of the Disclosing Party for any purpose outside the scope of these Terms, and (ii) the Receiving Party will limit access to Confidential Information of the Disclosing Party to those of its employees, contractors and agents who need such access for purposes consistent with these Terms and who are legally bound to protect such Confidential Information consistent with these Terms.

5.3. Compelled Disclosure. The Receiving Party may disclose Confidential Information of the Disclosing Party if it is compelled by law to do so, provided the Receiving Party gives the Disclosing Party prior notice of such compelled

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disclosure (to the extent legally permitted) and reasonable assistance, at the Disclosing Party's cost, if the Disclosing Party wishes to contest, limit, or protect the disclosure.

6. WARRANTIES AND DISCLAIMERS

6.1. Specifications. Subject to the limitations set forth below, LCT Software warrants that the Service will operate in all material respects in accordance with the Specifications. As Customer’s sole and exclusive remedy and LCT Software’s entire liability for any breach of the foregoing warranty, LCT Software will use commercially reasonable efforts to modify the Service so that it conforms to the foregoing warranty.

6.2. Disclaimers. EXCEPT AS EXPRESSLY PROVIDED HEREIN, LCT SOFTWARE DOES NOT MAKE ANY WARRANTIES OF

ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND LCT SOFTWARE SPECIFICALLY

DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTIES OF MERCHANTABILITY, NON-INFRINGEMENT

OR FITNESS FOR A PARTICULAR PURPOSE, OR ANY WARRANTIES ARISING OUT OF THE COURSE OF DEALING OR USAGE OF TRADE, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. LCT Software will not be responsible to the extent failure of the Service to operate as warranted is caused by or results from: (i) any modification to the Service other than a Supported Modification; (ii) combination, operation or use of the Service with Customer’s or a third party's applications, software or systems; (iii) abuse, willful misconduct or negligence by anyone other than LCT Software or LCT Software’s designee; (iv) use of the Service other than in accordance with the terms of this Agreement and/or the applicable Specifications and LCT Software’s user documentation for the Service or (v) any of the SLC Exclusions (as defined in Exhibit B, the Service Level Commitment).

7. MUTUAL INDEMNIFICATION

7.1. Indemnification by Customer. To the extent permitted by applicable law, Customer will defend (or settle), indemnify and hold harmless LCT Software, its officers, directors, employees and subcontractors, from and against any liabilities, losses, damages and expenses, including court costs and reasonable attorneys’ fees, arising out of or in connection with any third-party claim: (i) that a third party has suffered injury, damage or loss resulting from Customer’s or any End User’s breach of this Agreement, gross negligence or intentional misconduct; or (ii) arising out of Customer’s or any End User’s use of the Service in a manner that violates these Terms or applicable law.

Customer’s obligations under this Section 7.1 are contingent upon: (a) LCT Software providing Customer with prompt written notice of such claim; (b) LCT Software providing reasonable cooperation to Customer, at Customer’s expense, in defense and settlement of such claim; and (c) Customer having sole authority to defend or settle such claim.

7.2. Indemnification by LCT Software. LTC Software will defend (or settle) any suit or action brought against Customer its officers, directors, employees and subcontractors, from and against any liabilities, losses, damages and expenses, including court costs and reasonable attorneys’ fees, arising out of or in connection with any thirdparty claim: (i) that a third party has suffered injury, damage or loss resulting from LCT Software’s or its personnel’s breach of this Agreement, gross negligence, or intentional misconduct; (ii) arising out of LCT Software’s or its personnel’s use of the Service in a manner that violates these Terms or applicable law; or (iii) that the Service, as provided by LCT Software, infringes or misappropriates the Intellectual Property Rights of such third party. LCT Software’s obligations under this Section 7.2 are contingent upon: (a) Customer providing LCT Software with prompt written notice of such claim; (b) Customer providing reasonable cooperation to LCT Software, at LCT Software’s expense, in defense and settlement of such claim; and (c) LCT Software having sole authority to defend or settle such claim. LCT Software will have no liability for an infringement claim to the extent that the claim is based on any combination of the Service with products, services, methods, or other elements not furnished by LCT Software, or any use of the Service in a manner that violates this Agreement or the instructions given to Customer by LCT Software.

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7.3. Mitigation Measures. In the event that (i) any claim or potential claim covered by Section 7.2 arises or (ii) LCT Software’s right to provide the Service is enjoined or in LCT Software’s reasonable opinion is likely to be enjoined, LCT Software may, in its discretion, seek to mitigate the impact of such claim or injunction by obtaining the right to continue providing the Service, by replacing or modifying the Service to make it non-infringing, and/or by suspending or terminating Customer’s use of the Service with reasonable notice to Customer. In the case of a suspension or termination pursuant to this Section 7.3, LCT Software will refund to Customer a portion of fees prepaid by Customer for the then-current Subscription period, to the portion of that Subscription period that is affected by the suspension or termination.

8. LIMITATIONS OF LIABILITY. EXCEPT THE PARTIES’ INDEMNIFICATION OBLIGATIONS UNDER SECTIONS 7.1 AND

7.2, MISAPPROPRIATION OR VIOLATION OF LTC SOFTWARE’S INTELLECTUAL PROPERTY RIGHTS, OR CUSTOMER’S FAILURE TO PAY AMOUNTS OWED TO LTC SOFTWARE, IN NO EVENT WILL EITHER PARTY’S LIABILITY TO OTHER

PARTY OR ANY THIRD PARTY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF

OR INABILITY TO USE THE SERVICE, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY OF LIABILITY,

EXCEED THE TOTAL AMOUNT PAID BY CUSTOMER HEREUNDER OR, WITH RESPECT TO ANY SINGLE INCIDENT, THE GREATER OF THE AMOUNT PAID BY CUSTOMER HEREUNDER IN THE TWELVE (12) MONTH PERIOD PRECEDING THE INCIDENT, OR THE AMOUNTS AVAILABLE UNDER LTC SOFTWARE’S INSURANCE COVERAGE.

8.1. Exclusion of Damages. EXCEPT IN THE CASE OF MISAPPROPRIATION OR VIOLATION OF LTC SOFTWARE’S

INTELLECTUAL PROPERTY RIGHTS, NEITHER PARTY NOR ANY OTHER PERSON OR ENTITY INVOLVED IN CREATING,

PRODUCING, OR DELIVERING THE SERVICE WILL BE LIABLE FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY OR

CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFITS, LOSS OF DATA OR LOSS OF GOODWILL, SERVICE

INTERRUPTION, COMPUTER DAMAGE OR SYSTEM FAILURE, OR THE COST OF SUBSTITUTE PRODUCTS OR SERVICES,

ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF OR INABILITY TO USE THE

SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR ANY OTHER LEGAL THEORY. THE FOREGOING EXCLUSIONS APPLY WHETHER OR NOT PARTY HAS BEEN INFORMED

OF THE POSSIBILITY OF SUCH DAMAGE, AND EVEN IF A LIMITED REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE. NOTHING IN THESE TERMS EXCLUDES OR RESTRICTS THE LIABILITY OF EITHER PARTY FOR DEATH OR PERSONAL INJURY RESULTING FROM ITS NEGLIGENCE.

8.2. Security and Other Risks. Customer acknowledges that, notwithstanding security features of the Service, no product, hardware, software or service can provide a completely secure mechanism of electronic transmission or communication and that there are persons and entities, including enterprises, governments and quasigovernmental actors, as well as technologies, that may attempt to breach any electronic security measure.

Subject only to its limited warranty obligations set forth in Section 6, LCT Software will have no liability for any security breach caused by any such persons, entities, or technologies. Customer further acknowledges that the Service is not guaranteed to operate without interruptions, failures, or errors. If Customer or End Users use the Service in any application or environment where failure could cause personal injury, loss of life, or other substantial harm, Customer assumes any associated risks and will, to the extent permitted by applicable law, indemnify LCT Software and hold it harmless against those risks.

8.3. Basis of Bargain. THE LIMITATIONS OF LIABILITY AND EXCLUSIONS OF DAMAGES SET FORTH IN THIS SECTION 8

ARE FUNDAMENTAL ELEMENTS OF THE BASIS OF THE BARGAIN BETWEEN LCT SOFTWARE AND CUSTOMER AND WILL APPLY TO THE MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW.

9. SUBSCRIPTION PERIOD AND TERMINATION

9.1. Term of End User Subscriptions. End User Subscriptions purchased by Customer commence on the start date specified in the applicable Order and, unless terminated earlier in accordance with these Terms, continue for the term specified therein (the “Subscription Period”). A Subscription Period and/or pricing there on may be subject to

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prorating where LCT Software deems it appropriate to cause newly purchased Subscriptions to expire or renew simultaneously with Customer’s pre-existing Subscription(s). Except as otherwise specified in the applicable Order, all Subscriptions will automatically renew for additional Subscription Periods equal to the expiring Subscription Period or one year (whichever is shorter), unless either party gives the other at least sixty (60) days’ notice of nonrenewal before the end of the relevant Subscription Period. The per-unit pricing during any such renewal Subscription Period may be subject to annual pricing increase as designated by LCT Software and notified to Customer. Pricing increases will be effective upon renewal of the Subscription Period and annually thereafter, unless otherwise agreed to by the parties. If either party provides notice of non-renewal as set forth above, Customer’s right to use the Service will terminate at the end of the relevant Subscription Period.

9.2. Termination or Suspension for Cause. A party may terminate any Subscription for cause upon thirty (30) days’ written notice to the other party of a material breach if such breach remains uncured at the expiration of such thirty (30) day period. In addition, LCT Software may, at its sole option, suspend or terminate Customer’s or any End User’s access to the Service, or any portion thereof, immediately if LCT Software, in its sole discretion: (i) if suspects that any person other than Customer or an End User is using or attempting to use Security Data, (ii) suspects that Customer or an End User is using the Service in a way that violates these Terms and could expose LCT Software or any other entity to harm or legal liability, or (iii) is or reasonably believes it is required to do so by law or court order.

9.3. Effect of Termination. Within thirty (30) calendar days following the end of Customer’s final Subscription Period, Customer may request in writing LCT Software to provide a copy of Customer’s data and associated documents in a database dump file format. LCT Software will comply in a timely manner with such request, provided that Customer (a) pays all costs of and associated with such copying, as calculated at LCT Software’s thencurrent time-and-materials rates; and (b) pays any and all unpaid amounts due to LCT Software.

9.4. Surviving Provisions. Sections 4 (Proprietary Rights), 5 (Confidentiality), 6.2 (Disclaimer), 7 (Mutual Indemnification), 8 (Limitation of Liability), 9.3 (Effect of Termination), 9.4 (Surviving Provisions) and 10 (General Provisions) of these Terms will survive any termination or expiration of this Agreement.

10. GENERAL

10.1. Notice. Except as otherwise specified in these Terms, all notices, permissions and approvals hereunder will be in writing and will be deemed to have been given upon: (i) personal delivery, (ii) the second business day after mailing, or (iii) sending by confirmed email if sent during the recipient’s normal business hours (or, if not, then on the next business day). Notices will be sent to the address specified by the recipient in writing when entering into this Agreement or establishing Customer’s account for the Service (or such other address as the recipient may thereafter specify by notice given in accordance with this Section 10.1).

10.2. Governing Law and Jurisdiction. This Agreement and any action related thereto will be governed by the laws of the State of CA without regard to its conflict of law’s provisions. The exclusive jurisdiction and venue of any action related to the Service or this Agreement will be the state and federal courts located in CA and each of the parties hereto waives any objection to jurisdiction and venue in such courts.

10.3. Compliance with Laws. Each party will comply with all applicable laws and regulations with respect to its activities under this Agreement including, but not limited to, export laws and regulations of the United States and other applicable jurisdictions. Without limiting the foregoing, Customer will not permit End Users to access or use the Service in violation of any U.S. export embargo, prohibition or restriction.

10.4. Relationship of the Parties. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or similar relationship between the parties.

LCT Software Agreement – v1.1 DigEplan USA 17
UC_8802014.8

10.5. Waiver and Cumulative Remedies. No failure or delay by either party in exercising any right under this Agreement will constitute a waiver of that right. Other than as expressly stated herein, the remedies provided herein are in addition to, and not exclusive of, any other remedies of a party at law or in equity.

10.6. Severability. If any provision of this Agreement is held by a court of competent jurisdiction to be illegal or unenforceable, the provision will be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, or if it cannot be so modified, then severed, and the remaining provisions of this Agreement will remain in full force and effect.

10.7. Assignment. Customer may not assign or transfer this Agreement, whether by operation of law or otherwise, without the prior written consent of LCT Software. Any attempted assignment or transfer, without such consent, will be void. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respective successors and permitted assigns.

10.8. Publicity. Subject to the provisions of Section 5, each party will have the right to publicly announce the existence of the business relationship between parties. In addition, during the Subscription Period of Customer’s Service use, LCT Software may use Customer’s name, trademarks, and logos (collectively, “Customer’s Marks”) on LCT Software’s websites and marketing materials to identify Customer as LCT Software’s customer, and for providing the Service to Customer; provided that, LCT Software will use commercially reasonable efforts to adhere to any usage guidelines furnished by Customer with respect to Customer’s Marks.

10.9. Force Majeure. The Parties will not be liable for any delay or failure to perform under this Agreement to the extent such delay or failure results from acts of God; flood, fire, earthquake or explosion; war or hostilities; terrorist threats or acts; cyberattacks; riot or other civil unrest; government order, law, or other acts of governmental authorities; embargoes or blockades; emergencies; epidemic or other illness outbreaks; or other circumstances or causes beyond the reasonable control of the Party. The impacted Party will promptly notify the other Party of such force majeure event and shall use reasonable efforts to reduce the consequences of the event and to resume performance of all relevant obligations as soon as possible.

10.10. Entire Agreement. These Terms, including any attachments hereto as mutually agreed upon by the Parties, constitute the entire agreement between the parties concerning its subject matter and supersedes all prior communications, agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of these Terms will be effective unless in writing and signed by a duly authorized representative of each party against whom the modification, amendment or waiver is to be asserted. Notwithstanding any language to the contrary therein, no additional or conflicting terms or conditions stated in Customer’s order documentation will be incorporated into or form any part of these Terms, and all such terms or conditions will be null.

Sole Source - Rev: 9/16/22

PURCHASING FINANCE SOLE SOURCE INSTRUCTIONS

1. Departments may request a waiver of the competitive bid/proposal process for either goods or services by submitting a “Sole Source Form” to Purchasing. Sole Source purchases are an exception to the competitive procurement function. The requesting department shall avoid sole source purchases whenever possible.

2. The Sole Source Form is not required when purchasing from existing public agency contracts that allow for “piggy-back” purchases and/or any other cooperative purchasing contracts as long as the contract complies with all provisions of Roseville Municipal Code Section 4.12.105. This form is also not required for professional services under the bid limit. For professional services above the bid limit, compelling reasons shall be provided on the form to support the request (see RFP Policy Section III, paragraph B).

3. The Sole Source Form is required for all sole source purchase requests valued at or over $5,000, including costs such as taxes, freight, and any other miscellaneous fees. The completed form must be attached to Purchase Requisitions (PR) for Purchase Orders (PO) and Contract Purchase Agreements (CPA). It must also be attached to Requests for Legal Services (Greenies) sent to the City Attorney’s Office for the preparation of Professional Service Agreements (PSA) and Professional Design Service Agreements (PDSA).

4. If the sole source request is over the formal bid limit, then the end using department is responsible for submitting the Sole Source Form to the City Attorney’s office for final review/signature after obtaining departmental signatures. The Department is also responsible for submitting the Council Communication into Novus after obtaining the proper signatures on this form.

The original, signed Sole Source Form does not need to be included with your hard copy submittal to the City Clerk; however, a copy of the fully signed form needs to be attached in Novus as a non-public attachment.

5. The Sole Source Form is never to be used for emergency construction services or goods. Procurement of emergency construction services or goods over the bid limit must comply with Public Contracts Code Sections 1102, 20168, and 22050.

Consultation with the City Attorney’s Office is recommended.

Approval process for Sole Source purchases:

REQUIRED SIGNATURES:
$5000 to $74,999.99 At or Above Formal Bid Limit ($75,000) Requestor Requestor
Division Manager Division Manager
Purchasing Official Department Head
City Attorney
City Manager (for professional services only)
Council Approval
a) The criteria for a sole source justification, at a minimum, shall be as follows:

Sole Source Definition: a) There is only one known provider or distributor capable of providing a particular service or commodity required by the City. No other commodities or services are known to exist which perform the same function; or b) There is more than one provider or distributor capable of providing a particular service or commodity required by the City; however, certain compelling reasons require a specific vendor.

Personal preference, history of dealing, or familiarity with a facility, good or service are not adequate justifications for a sole source purchase. Independent research must be conducted by the end using department to support their request.

The Purchasing Official shall review sole source requests for conformity to the requirements of the City’s Municipal Code and policies. Potential denial of a sole source request shall be discussed with the requesting Division Manager or Department Head. The City Attorney’s Office shall review exceptions to these requirements and make the final determinations of approval or denial of sole source requests. Typically the Sole Source Form will be active for a one year period. The renewal process is one year from approval or through the coverage period of any multi-year contracts. If a contract has approval to be renewed annually without further City Council authorization, a new Sole Source Form is still required for each annual renewal.

Sole Source - Rev: 9/16/22

PURCHASING FINANCE

SOLE SOURCE FORM
Requesting Department: Development Services Division: Business & Administrative Services Name of Requestor: Chris Fanucchi Extension: 1353
Total Dollar Amount: $210,193.00 Vendor Name: LCT Software Sole Source forms are not required for purchases less than $5,000 DEFINITIONS: Sole Source means that there is only one supplier who can provide the required product or service; or there may be more than one available supplier for a particular product or service; however, a sole provider is being selected based upon one or more of the following reasons:

Check applicable criteria and complete explanation section.

Standardization: Sole Brand items are used in cases where the City requires the item(s) to standardize parts, design, quality, etc. with a particular brand or model. Sole Brand items may be items which perform a certain function for which no other items are known to exist. (Explain below) Critical Schedule Requirements: Supplier is the firm best able to meet critical schedule requirements.

NOTE: This is not available for construction goods or services over the Council limit. (Explain below) Specialized Test Facilities/Equipment: Supplier is known to have facilities and/or test equipment which is highly specialized. (Explain below)
Patented, Copyrighted, or Licensed Item or Service: The item or service is held under exclusive title, trademark or copyright by a private person or company. (Attach letter from manufacturer authorizing specific supplier.)
Distributorship: Manufacturer defines limited or proprietary distribution channels, i.e., one designated vendor for the local sales territory. (Attach letter from manufacturer authorizing specific supplier.) Professional Services Over Bid Limit (Requires City Manager and City Attorney approval): Contracts for professional services not conducive to bidding (including, without limitation, contracts for engineering, architectural, accounting or legal services). Compelling reasons warrant an exception to the competitive procurement process. (Explain below)
Explanation: (Attach additional pages if needed.)
LCT Software is the sole provider of the electronic plan review software DigEplan, which has provided unique features and capabilities utilized by City staff to electronically review plans since March 2020. DigEplan is also highly integrated with, and customized for, the City’s enterprise online permitting software, Accela.

Please note this request is for the renewal of an existing software subscription service that is currently integrated with the City’s permitting system.

ADDITIONAL INFORMATION:

Vendor Name:LCT Software (an Avolve Company) Phone: (801) 707-8687 Contact Person:Jacob Byers Email Address: [email protected] Address: 21001 N Tatum Blvd, Ste 1630-503 Phoenix, AZ 85050

Sole Source - Rev: 9/16/22
Define / Describe specific product(s) or service(s): *required DigEplan is electronic plan review software that is fully integrated inside our enterprise online permitting software, Accela. It allows city staff plan reviewers to open, markup, and approve plans without leaving the permitting software interface.

AUTHORIZATION:
“I, the Undersigned, understand the City’s requirement for competitive bidding. I also understand sole source purchases do not allow a competitive bid process. I have researched alternatives and other sources and have made a concerted effort to review comparable/equal equipment and sources. I believe, to the best of my knowledge, this sole source request to be justified and have found the supplier identified above to be the best source for this procurement action, with the agreed-upon pricing to be fair and reasonable and in the best interest of the City of Roseville for the utilization of its public funds.”
Signature (Requestor): Date:

The signatures below certify that the information submitted on this form has been reviewed and has departmental approval. The final determination of sole source approval shall be made by the Purchasing Office in coordination with the City Attorney’s Office. The City Attorney’s Office or Purchasing Office should be the final signature received.

Division Manager Approval (required for purchases equal to or greater than $5,000) Signature (Division Manager): Date:
*Purchasing Signature is not required if over Council Limit Purchasing Official Approval (required for purchases between $5,000 – $74,999.99) Signature (Purchasing Official): Date:

Department Head and City Attorney Approval (required for purchases equal to or greater than $75,000) Signature (Department Head): Date:

Signature (City Attorney): Date:

City Manager and City Attorney Approval (required only for professional services equal to or greater than $75,000) Signature (City Manager): Date:

Signature (City Attorney): Date:

Purchasing Use Only
PR Number: _________________ CPA/ PO Number: ________________ Dollar Amount: $ ____________________ Buyer: ________ City Council Approval Date: ______________ Expires: _______________

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.47
File #: 0324 & 0214
Item ID: 2026-489
Title: Assistance to Firefighters Grant Program - Grant Application Contact: Jordan Paul 916-774-5802 [email protected]

SUMMARY
Staff recommends approval for staff to submit an application to the U.S. Federal Emergency Management Agency (FEMA) for the FY2025 Assistance to Firefighters Grant for $511,217, with a ten percent matching funds requirement, or $51,121, to implement an updated Knox Box rapid entry system, and authorize the Fire Chief or designee to execute all related forms and agreements. An updated electronic system would improve security, accountability, and emergency response capabilities by allowing immediate deactivation of compromised keys without replacing physical locks. If awarded the grant, the matching funds would be provided by the Fire Department budget or the General Fund contingency budget.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to authorize staff to submit an application to the U.S. Federal Emergency Management Agency (FEMA) for the FY2025 Assistance to Firefighters Grant for $511,217, with a ten percent matching funds requirement, to implement an updated Knox Box rapid entry system, and authorize the Fire Chief or designee to execute all related forms and agreements.

BACKGROUND
The Roseville Fire Department is pursuing grant funding through the FEMA Assistance to Firefighters Grant (AFG) program to support replacement and modernization of the department’s Knox Box rapid entry system infrastructure. Knox rapid entry systems provide secure, standardized access for emergency responders into commercial buildings, gated communities, and secured facilities during emergencies without forcing entry or causing property damage.

The current Knox key inventory and associated equipment are aging and increasingly difficult to support operationally. Modernization of the system would improve emergency response efficiency and building security while reducing delays during fire alarms, medical emergencies, hazardous materials incidents, and other critical responses. The project would allow for interoperability and regional coordination with neighboring agencies that utilize compatible Knox systems.

An additional driver for this project is the enhanced security electronic keys provide over the current mechanical key system. Under the existing system, if a Knox master key is lost, compromised, or stolen, the security integrity of the entire system is impacted. This can require replacement or re-keying of Knox cores citywide to maintain security. Historically, these costs are often passed on to individual property owners, creating a significant financial burden and eroding confidence in the Knox Box program.

Transitioning to an electronic key management system would substantially reduce this risk by allowing electronic credential management, auditing, and rapid deactivation of lost or compromised keys without requiring replacement of physical locks throughout the city.

The proposed project includes procurement of updated Knox electronic lock cores, secure apparatusmounted key management hardware, electronic access devices, and associated implementation costs.

FISCAL IMPACT
The total project cost is estimated at approximately $511,217, with a required local match of ten percent, or $51,121, under FEMA AFG cost-share requirements. If awarded the grant, the matching funds would be provided by the Fire Department budget or the General Fund contingency 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)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community

2. Remain fiscally responsible in a changing world
Respectfully Submitted,
Jordan Paul, Division Chief
Ryan Harrigan, Fire Chief
ATTACHMENTS:

1. Resolution 26-242
REVIEWERS:

Jordan Paul, Fire Department Created/Initiated - 5/27/2026 Deanna Schondelmayer, Fire Department Approved - 5/27/2026 Ryan Harrigan, Fire Department Approved - 5/27/2026
Kelly Aye, City Attorney Department Approved - 6/4/2026 Katrina Six, City Clerk Department Approved - 6/4/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/4/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/5/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/8/2026 Katrina Six, City Clerk Department Final Approval - 6/8/2026

RESOLUTION NO. 26-242
APPROVING A GRANT APPLICATION TO THE U.S. FEDERAL EMERGENCY MANAGEMENT AGENCY FOR THE FISCAL YEAR 2025 ASSISTANCE TO

FIREFIGHTERS GRANT PROGRAM, AND AUTHORIZING THE FIRE CHIEF OR

DESIGNEE TO EXECUTE ALL RELATED FORMS AND AGREEMENTS ON

BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, the Roseville Fire Department is pursuing grant funding through the Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant (AFG) program to support replacement and modernization of the department’s Knox Box rapid entry system infrastructure; and
WHEREAS, Knox rapid entry systems provide secure, standardized access for emergency responders into commercial buildings, gated communities, and secured facilities during emergencies without forcing entry or causing property damage; and WHEREAS, the current Knox key inventory and associated equipment are aging and increasingly difficult to support operationally; and
WHEREAS, modernization of the system would improve emergency response efficiency and building security while reducing delays during fire alarms, medical emergencies, hazardous materials incidents, and other critical responses; and
WHEREAS, staff is requesting authorization to submit an application to FEMA for the FY2025 Assistance to Firefighters Grant for $511,217 in order to implement an updated Knox Box rapid entry system; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Roseville hereby authorizes staff to submit a grant application to the U.S. Federal Emergency Management Agency for the FY2025 Assistance to Firefighter Grant Program.

BE IT FURTHER RESOLVED that the City agrees to contribute a ten percent (10%) match of funds as required for acceptance of the grant funds.

BE IT FURTHER RESOLVED that the Fire Chief is hereby designated as an Authorized Agent to the Federal Emergency Management Agency for all matters pertaining to obtaining federal financial assistant and is authorized to execute all related forms and agreements to comply with all grant terms and conditions.

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

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.48
File #: 0203-10
Item ID: 2026-488
Title: Vegetation and Firebreak Management - Contract Purchase Agreement Amendment Contact: Eric Dexter 916-746-1769 [email protected]

SUMMARY
Staff recommends approval of an amendment to a contract purchase agreement with Sperber Landscape Companies LLC dba Cagwin & Dorward LLC, in the amount of $100,000, increasing the not-to-exceed amount from $180,000 to $280,000, to provide weed abatement for firebreaks and vegetation management throughout the city. This is in the final year of a five-year agreement. Funding is included in the Parks, Recreation & Libraries budget in the General Fund and Open Space Fund.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve Contract Purchase Agreement (3004647) Amendment #1 with Sperber Landscape Companies LLC dba Cagwin & Dorward LLC for vegetation management and firebreak installations, and authorize the City Manager to execute it on behalf of the City of Roseville.

BACKGROUND
The City is required by Title 14 California Code of Regulation, per the California Department of Forestry and Fire Protection, to install firebreaks on City property before July 1st of each year. A minimum 30-foot firebreak is installed between residential structures and City-owned open space. The City has utilized a combination of City staff and contract staff to complete the task of firebreak installation. We install roughly 200 acres of firebreaks throughout the City, which consist of 125 locations. There are an additional 102 locations that include vegetation reduction and management for clearance, asset protection and other regulatory measures that will also be conducted as part of the project. Services in this contract may be utilized by Park Operations, as well as the Public Works and Environmental Utilities Departments. This is the final year of a five-year contract and there were additional locations as part of the contract that were not accounted for in the original estimated amount.

FISCAL IMPACT
The original amount of the contract purchase agreement for FY2025-26 is $180,000, and the amendment is requested to increase the agreement to an updated not-to-exceed amount of $280,000 in this final year of the agreement. Funding is included in the Parks, Recreation & Libraries budget in the General Fund and Open Space Fund.

ENVIRONMENTAL REVIEW
The proposed project involves minor alteration in the condition of the land, water, and or vegetation which will not remove healthy, mature scenic trees. This activity is categorically exempt from CEQA as a Class 4 Exemption (State CEQA Guidelines Section 15304). The Exemption has been prepared and has been previously approved by the council on 5/19/2021 and has no changes except for the increase in funding.

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,
Eric Dexter, Parks and Open Space Superintendent
Jill Nunes, Parks Recreation and Libraries Director
ATTACHMENTS:

1. Resolution 26-227

2. Contract Purchase Agreement 3004647 Cagwin & Dorward LLC

3. CEQA Exemption (Class 4)
REVIEWERS:

Eric Dexter, Parks, Recreation, and Libraries Department - Park Maintenance Created/Initiated - 5/27/2026
Brian Castelluccio, Parks, Recreation, and Libraries Department - Park Maintenance
Approved - 5/27/2026
Jill Geller, Parks, Recreation, and Libraries - All Approved - 5/29/2026 Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/3/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/4/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/5/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/8/2026 Katrina Six, City Clerk Department Final Approval - 6/8/2026

RESOLUTION NO. 26-227
APPROVING CONTRACT PURCHASE AGREEMENT AMENDMENT #1, BY AND

BETWEEN THE CITY OF ROSEVILLE AND SPERBER LANDSCAPE COMPANIES LLC

DBA CAGWIN & DORWARD LLC, AND AUTHORIZING THE CITY MANAGER TO

EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, a Sole Source Contract Purchase Agreement (3004647) Amendment #1 for vegetation management and firebreak installations, by and between the City of Roseville and Sperber Landscape Companies LLC dba Cagwin & Dorward LLC, has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said amendment is hereby approved and the City Manager is authorized to execute it 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

Contract Purchase Agreement 3004647
Supplier Details:

Company Sperber Landscape Companies LLC dba Cagwin & Dorward LLC Contact Mario Renteria
Address PO Box 6004
Petaluma, CA 94955
Submit your response to:

Company City of Roseville
Contact Sue Jessup
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1107
Fax (916) 746-1115
E-mail [email protected]
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.

Return signed copies of the agreement to the Buyer noted on the agreement. Alterations or modifications to the agreement are not allowed. Upon receipt of all necessary documents, the City will sign the agreement and return a fully executed copy to you. Receipt of the signed copy will be your notice to proceed with the work in accordance with the terms and conditions of the agreement. Work must not begin until the contract has been fully executed.

The following guidelines must be followed for the signature block on the agreement:

Sole proprietorship - By owner
Partnership - Any general partner
Corporation - Two options:
(1) A signature from the President and the corporate seal; OR (2) One signature from the Chairman of the Board, President, or any Vice President AND one signature from the Secretary, any Assistant Secretary, Chief Financial Officer, or any Treasurer or Assistant Treasurer of the corporation
*General Manager, Office Manager and/or Sales Manager are not corporate officer titles. The agreement will be rejected if not signed in accordance with these guidelines.

Insurance requirements:

The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required. 1 Docusign Envelope ID: 2D2ABCE2-D7E7-862C-8107-3E4A76601A3E

Contract Purchase Agreement 3004647
Agreement 3004647
Agreement Date 03-JUN-2025
Change Order 3
Change Order Date 20-MAY-2026
Revision 1
Agreement Amount 280,000.00 USD
Invoice To City of Roseville
Accounts Payable
311 Vernon St
ROSEVILLE CA 95678
Supplier Sperber Landscape Companies LLC dba
Cagwin & Dorward LLC
PO Box 6004
Petaluma, CA 94955
Phone:

Fax:

Email:
(916) 774-5488
(916) 784-3796
[email protected]
Phone:

Fax:

Email:
(916) 2005644
()
[email protected]
Description of
Labor,
equipment
and/or materials
AMENDMENT#1
Contract Purchase Agreement 3004647, which was executed 7/1/2025, is hereby modified as follows:

The agreement amount is modified from $180,000 to $280,000. The purpose of this modification is to allow additional vegetation management and firebreaks.

All other provisions of the Agreement shall remain unchanged and in full force and effect.

For questions contact Shelby Craig in the PRL Department at (916) 746-1746 or by email at [email protected].
*Total cost listed is an approximation only. The City does not guarantee whatsoever the actual value of this agreement.

Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 11295 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
01-Jul-2025 30-Jun-2026 Sue Jessup Phone 1-916-746-1107 Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office. 2 Docusign Envelope ID: 2D2ABCE2-D7E7-862C-8107-3E4A76601A3E

Contract Purchase Agreement 3004647
COR Signature-City Manager
Supplier
Signature:______________________________________________ Print Name:_____________________________________________ Title:__________________________________________________ Date: __________________________________________________ Supplier
Signature:______________________________________________ Print Name:_____________________________________________ Title:__________________________________________________ Date: __________________________________________________ City of Roseville, A Municipal Corporation
Signature:______________________________________________ Print Name: Dominick Casey
Title: City Manager
Date:__________________________________________________ 3 Docusign Envelope ID: 2D2ABCE2-D7E7-862C-8107-3E4A76601A3E 5/27/2026
Bill Bergstrom
CFO
President
Frank Annino
5/27/2026

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.49
File #: 0323
Item ID: 2026-490
Title: School Resource Officers - Memorandum of Understanding Contact: Courtney Scurria 916-746-1051 [email protected]

SUMMARY
Staff recommends approval of the Memorandum of Understanding between the City and the Roseville Joint Union High School District for the School Resource Officers (SRO's). Their primary role is to investigate crimes that occur on campus or that involve the student population, educate and develop positive relationships with students and staff, monitor and enforce truancy laws and act as liaison with county agencies that also support and work with student populations, including probation, children's protective services, mental health, social service agencies and the courts. SRO's help school officials maintain a safe and secure learning environment on campuses. The net cost to the City is approximately $319,550 for 2026-2027, $303,490 for 2027-2028, and $287,030 for 2028-2029. Funding for the five SRO's is included in the Police Department's General Fund budget.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve the Memorandum of Understanding (MOU) between the City of Roseville and the Roseville Joint Union High School District (RJUHSD) regarding School Resource Officers, and authorize the City Manager to execute it.

BACKGROUND
The Police Department assigns sworn police officers as School Resource Officers (SRO's), formerly known as Youth Services Officers, to high school campuses. SRO's are assigned to the Social Services Unit. SRO's investigate crimes that occur on campus or that involve the student population, educate and develop positive relationships with students and staff, monitor and enforce truancy laws and act as liaison with county agencies that also support and work with student populations including probation, children's protective services, mental health, social service agencies and the courts. SRO's help school officials maintain a safe and secure learning environment on campuses.

For the 2026-2029 school years, the City and the Roseville Joint Union High School District have agreed to assign SRO's to the District's five school campuses in Roseville, which are Oakmont High School, Roseville High School, Woodcreek High School, Adelante High School, and West Park High School.

FISCAL IMPACT
The City's cost for providing SRO's for the nine-month school year is approximately $165,175 per officer for salary and benefits and $27,204 for vehicle cost, for a total amount of $961,895 for five officers. This cost does not include the cost of uniforms or equipment. Costs to the City may increase with additional years, due to increase cost for salaries, benefits, and vehicles.

RJUHSD has agreed to offset the costs as follows:
2026-2027: Five Officers = $642,345

2027-2028: Five Officers = $658,405
2028-2029: Five Officers = $674,865
The net cost to the City is approximately $319,550 for 2026-2027, $303,490 for 2027-2028, and $287,030 for 2028-2029. Funding for the five SRO's is included in the Police Department's General Fund 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)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community
Respectfully Submitted,
Courtney Scurria, Police Lieutenant
Jeff Beigh, Police Chief
ATTACHMENTS:

1. Resolution 26-236

2. Memorandum of Understanding
REVIEWERS:

Mark Peinado, Police Department Created/Initiated - 5/27/2026 Liz Luevano, Police Department Approved - 5/27/2026
Jeff Beigh, Police Department Approved - 5/27/2026
Kelly Aye, City Attorney Department Approved - 6/3/2026 Katrina Six, City Clerk Department Approved - 6/4/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/4/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/5/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/5/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

RESOLUTION NO. 26-236

APPROVING A MEMORANDUM OF UNDERSTANDING, BY AND BETWEEN THE CITY

OF ROSEVILLE AND THE ROSEVILLE JOINT UNION HIGH SCHOOL DISTRICT, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, a Memorandum of Understanding regarding School Resource Officers, by and between the City of Roseville and the Roseville Joint Union High School, has been reviewed by the City Council;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said Memorandum of Understanding is approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

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

AYES COUNCIL MEMBER:

NOES COUNCIL MEMBER:

ABSENT COUNCIL MEMBER:
___________________________
Mayor
ATTEST:
________________________
City Clerk

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.50
File #: 0323 & 0214 &
0201-01
Item ID: 2026-493
Title: Sutter Roseville Medical Center Neighborhood Policing Program - Grant Award Agreement and Budget Adjustment
Contact: Mark Peinado 916-774-5021 [email protected]

SUMMARY
Staff recommends approval of the Sutter Roseville Medical Center (SRMC) Neighborhood Policing Grant Award to provide a dedicated police officer presence on the SRMC campus, and approve a budget adjustment in the amount of $985,642 to the project budget. The budget adjustment increases revenue and expenditure budgets for the new award agreement of $938,794 in the General Fund, and increases revenue and expenditure budgets for the Fleet Operations and Fleet Replacement internal service funds totaling $46,848 for the maintenance and replacement cost of one patrol vehicle.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve the Grant Award Agreement for the Sutter Roseville Medical Center (SRMC) Neighborhood Policing Program, and authorize the City Manager to execute the grant agreement on behalf of the City.

Staff also recommends that the City Council adopt an ordinance to approve a budget adjustment in the amount of $985,642 to the project revenue and labor budget of the Neighborhood Policing Grant Agreement SRMC Project.

BACKGROUND
In August 2020, the City Council approved the initial Sutter Roseville Medical Center (SRMC) Neighborhood Policing Grant Agreement, with a program start date of February 13, 2021. Approval of the attached third SRMC Grant Award Agreement will extend the program through February 12, 2028. The SRMC Neighborhood Policing program establishes a dedicated beat encompassing the SRMC campus, ensuring a consistent police presence seven days a week from 11:30 a.m. to 10:00 p.m. The assigned officers remain available for citywide response as needed; the grant award will allow for better allocation of Patrol resources.

FISCAL IMPACT
The recommended budget adjustment totals $985,642, establishing the revenue and expenditure budgets for the new award agreement of $938,794 in the General Fund, and increases revenue and expenditure budgets of the Fleet Operations and Fleet Replacement internal service funds totaling $46,848 for the maintenance and replacement cost of one patrol vehicle.

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)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community

2. Remain fiscally responsible in a changing world

6. Deliver exceptional City services
Respectfully Submitted,
Mark Peinado, Management Analyst
Jeff Beigh, Police Chief
ATTACHMENTS:

1. Resolution 26-228

2. Agreement

3. Ordinance 7082
REVIEWERS:

Mark Peinado, Police Department Created/Initiated - 5/28/2026 Liz Luevano, Police Department Approved - 5/28/2026
Jeff Beigh, Police Department Approved - 5/28/2026
Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/3/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/5/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/5/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/8/2026 Katrina Six, City Clerk Department Final Approval - 6/8/2026

RESOLUTION NO. 26-228

APPROVING A GRANT AWARD AGREEMENT, BY AND BETWEEN THE CITY OF

ROSEVILLE AND SUTTER ROSEVILLE MEDICAL CENTER, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, a Grant Award Agreement for the Sutter Roseville Medical Center Neighborhood Policing Program, by and between the City of Roseville and Sutter Roseville Medical Center, has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said Agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

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

ORDINANCE NO. 7082

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2025-26

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE
THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2025-26, is hereby amended as listed on the attached budget adjustment for the Sutter Roseville Medical Center Neighborhood Policing Program.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

SECTION 3. The City Clerk is hereby authorized and directed to post a true copy of the foregoing ordinance in each of three (3) conspicuous locations in the City and she shall immediately after such posting enter in the ordinance book, under the record of the ordinance, a certificate under her hand stating the time and place of such publication by posting.

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

REQUEST FOR BUDGET ADJUSTMENT
Updated 11/19/2025
Please complete the cells highlighted in yellow.

REQUESTER NAME & TITLE: FISCAL YEAR:

PREPARER NAME & TITLE: ORDINANCE:

DEPARTMENT/DIVISION:

EXPENDITURES/EXPENSES/TRANSFERS OUT
ACCOUNT STRING BUDGET ($)
Fund Account Center Project Adjustment DESCRIPTION
1001 5080 84001 700018 891,946 Increase project labor budget 02/13/26 - 02/12/28 1001 5510 84001 700018 16,848 Increase ISF rates in project for maintenance 02/13/26- 02/18/28
1001 5512 84001 700018 30,000 Increase Fleet Services ISF budget for future replacement of patrol vehicle
4001 5413 62601 3,209 Increase ISF rates for maintenance of patrol vehicle EXPENDITURES/EXPENSES/TRANSFERS OUT TOTAL 942,003

REVENUES/TRANSFERS IN
ACCOUNT STRING BUDGET ($)
Fund Account Center Project Adjustment DESCRIPTION
1001 4435 84001 700018 938,794 Increase project revenue budget for reimbursement from Sutter for labor cost, vehicle rent and replacement rent 4001 4251 62601 3,209 Increase ISF revenue budget for maintenance of patrol vehicle
4005 4251 62601 4,464 Increase ISF revenue budget for future replacement of patrol vehicle
REVENUES/TRANSFERS IN TOTAL 946,467
NET ADJUSTMENT (4,464)

FUND BALANCE
ACCOUNT STRING BUDGET ($)
Fund Account Center Project Adjustment DESCRIPTION
4005 3601 00000 000000 4,464 Increase available resources for future replacement of patrol vehicle
3601 00000 000000
3601 00000 000000
3601 00000 000000
3601 00000 000000
3601 00000 000000
FUND BALANCE TOTAL 4,464
Justification for Budget Adjustment:

The Police Department is requesting a budget adjustment to increase the budget for the Neighborhood Policing Grant Agreement Sutter Roseville Medical Center project (700018) in the General Fund (1001). This Adjustment reflects the increases to project revenue and expenditure budgets for the new award agreement of $938,794 for the period 02/13/26 – 02/12/28, and increases expenditure and revenue budgets and available resources of Internal Service funds for maintenance and replacement costs of a patrol vehicle.

The current project budget is $1,947,257. With this adjustment, the revised project budget will total $2,886,051.

Mark Peinado / Management Analyst 2025-26
Mark Peinado / Management Analyst
Police Department

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.51
File #: 0323
Item ID: 2026-495
Title: Downtown Roseville Security Patrol - Professional Services Agreement Amendment Contact: Mark Peinado 916-774-5021 [email protected]

SUMMARY
Staff recommends approval of a second amendment to a professional services agreement with Universal Protection Service, LP dba Allied Universal Security Services to increase the contract amount by $28,825.23, to a total of $195,236.82 for private security patrols in the Downtown and Historic Old Town areas to assist in providing public safety. Funding for the increase is included in the Police Department's operating budget in the General Fund.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve the Second Amendment to Professional Services Agreement with Universal Protection Service, LP dba Allied Universal Security Services, and authorize the City Manager to execute it on behalf of the City of Roseville.

BACKGROUND
The Police Department is requesting approval of a second amendment to the professional services agreement with Universal Protection Service, LP dba Allied Universal Security Services. The amendment will increase the total agreement compensation by $28,825.23. The additional funding will compensate Allied Universal Security Services for patrol services that exceeded the original agreement amount during the billing period of January 1, 2026, through February 18, 2026, and will ensure sufficient funding for additional services throughout the remainder of the contract term.

FISCAL IMPACT
Funding for this amendment is included in the Police Department's FY2025-26 operating budget in the General Fund. The new not-to-exceed amount of the amendment is $195,236.82. Funding for future years will be contingent upon approval of the Police Department's budget each fiscal year.

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)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community
Respectfully Submitted,

Mark Peinado, Management Analyst
Jeff Beigh, Police Chief
ATTACHMENTS:

1. Resolution 26-229

2. Amendment (2) to PSA For Downtown Security Services
REVIEWERS:

Mark Peinado, Police Department Created/Initiated - 5/28/2026 Liz Luevano, Police Department Approved - 5/28/2026
Jeff Beigh, Police Department Approved - 5/28/2026
Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/3/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/3/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/4/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/5/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

RESOLUTION NO. 26-229

APPROVING A SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT,

BY AND BETWEEN THE CITY OF ROSEVILLE AND UNIVERSAL PROTECTION

SERVICE, LP DBA ALLIED UNIVERSAL SECURITY SERVICES, AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, a Second Amendment to Professional Services Agreement for Downtown Roseville Security Patrol, by and between the City of Roseville and Universal Protection Service, LP dba Allied Universal Security Services, has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said second amendment is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

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

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.52
File #: 0203-12
Item ID: 2026-496
Title: Body-Worn Cameras - Contract Purchase Agreement Amendment Contact: Mark Peinado 916-774-5021 [email protected]

SUMMARY
Staff recommends approval of an amendment to a contract purchase agreement with Axon Enterprise, Inc. to increase the agreement total by $7,446.44, bringing the total five-year agreement amount to $2,536,810.72 to purchase additional license bundles and docking stations for the Police Department.

Funding for the first-year cost was included in the Police Body-worn Camera Replacement project, through the Equipment Replacement Fund.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution to approve Contract Purchase Agreement (3005011) Amendment 1 with Axon Enterprise, Inc. for the purchase of additional basic body-worn camera license bundles and docking stations, and authorize the City Manager to execute it on behalf of the City of Roseville.

BACKGROUND
The Police Department requires fifteen additional basic Axon Evidence licenses and four single docking stations for body-worn cameras (BWCs). The additional licenses will grant Axon Evidence system access to essential personnel, including Police Cadets, Dispatchers, and Police Officers. The four single docking stations will be deployed to assigned high schools for use by School Resource Officers (SROs). These remote stations will allow SROs to efficiently download body-worn camera footage directly from their assigned locations.

FISCAL IMPACT
The amendment increases the agreement total by $7,446.44, from $2,529,364.28 to $2,536,810.72. The first-year cost for the additional software licenses and equipment will be $1,546.08. Funding is included in the Police Body-worn Camera Replacement project, through the Equipment Replacement Fund, in the FY2025-26 budget. Funding for future years will be contingent upon approval of the Police Department's General Fund budget each fiscal year.

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)).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community

6. Deliver exceptional City services
Respectfully Submitted,
Mark Peinado, Management Analyst
Jeff Beigh, Police Chief
ATTACHMENTS:

1. Resolution 26-230

2. Axon Enterprise Inc Amendment 1
REVIEWERS:

Mark Peinado, Police Department Created/Initiated - 5/28/2026 Liz Luevano, Police Department Approved - 5/28/2026
Jeff Beigh, Police Department Approved - 5/28/2026
Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/3/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/3/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/4/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/4/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/4/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

RESOLUTION NO. 26-230
APPROVING CONTRACT PURCHASE AGREEMENT AMENDMENT 1, BY AND BETWEEN THE CITY OF ROSEVILLE AND AXON ENTERPRISE, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, a Sole Source Contract Purchase Agreement (3005011) Amendment 1 for additional police body-worn camera license bundles and docking stations, by and between the City of Roseville and Axon Enterprise, Inc., has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said amendment is hereby approved and the City Manager is authorized to execute it 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

Contract Purchase Agreement 3005011
Supplier Details:

Company Axon Enterprise Inc
Contact Allen Sliper
Address 17800 N 85th St
Scottsdale, Arizona 85255
Submit your response to:

Company City of Roseville
Contact Tiffany Valdez
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1109
Fax (916) 746-1115
E-mail [email protected]
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.

Return signed copies of the agreement to the Buyer noted on the agreement. Alterations or modifications to the agreement are not allowed. Upon receipt of all necessary documents, the City will sign the agreement and return a fully executed copy to you. Receipt of the signed copy will be your notice to proceed with the work in accordance with the terms and conditions of the agreement. Work must not begin until the contract has been fully executed.

The following guidelines must be followed for the signature block on the agreement:

Sole proprietorship - By owner
Partnership - Any general partner
Corporation - Two options:
(1) A signature from the President and the corporate seal; OR (2) One signature from the Chairman of the Board, President, or any Vice President AND one signature from the Secretary, any Assistant Secretary, Chief Financial Officer, or any Treasurer or Assistant Treasurer of the corporation
*General Manager, Office Manager and/or Sales Manager are not corporate officer titles. The agreement will be rejected if not signed in accordance with these guidelines.

Insurance requirements:

The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required. 1 Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Contract Purchase Agreement 3005011
Agreement 3005011
Agreement Date 08-SEP-2025
Change Order 2
Change Order Date 27-MAY-2026
Revision 1
Agreement Amount 2,536,810.72 USD
Invoice To City of Roseville
Accounts Payable
311 Vernon St
ROSEVILLE CA 95678
Supplier Axon Enterprise Inc
17800 N 85th St
Scottsdale, Arizona 85255
Phone:

Fax:

Email:
(916) 774-5488
(916) 784-3796
[email protected]
Phone:

Fax:

Email:
(800) 978-2737
()
[email protected]
Description of
Labor,
equipment
and/or materials
AMENDMENT 1-
THIS CONTRACT PURCHASE AGREEMENT 3005011, WHICH WAS EXECUTED ON 10/1/25, IS HEREBY MODIFIED AS FOLLOWS:

THE AGREEMENT AMOUNT IS INCREASED FROM $2,529,364.28 TO $2,536,810.72.

THE PURPOSE OF THIS MODIFICATION IS TO PROVIDE FOR ADDITIONAL BASIC

LICENSE BUNDLES AND DOCKING STATIONS IN ACCORDANCE WITH THE ATTACHED AXON ENTERPRISE INC. QUOTE #Q-844251-46164AS DATED 5/22/26.

ALL OTHER PROVISIONS OF THE AGREEMENT SHALL REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT.

PLEASE CONTACT KATIE BRAVERMAN IN THE POLICE DEPARTMENT AT (916) 774-5037 OR [email protected] FOR QUESTIONS REGARDING Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 15783 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
Tiffany Valdez Phone 1-916-746-1109
Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office. 2 Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Contract Purchase Agreement 3005011
Supplier
Signature:______________________________________________ Print Name:_____________________________________________ Title:__________________________________________________ Date: __________________________________________________ Supplier
Signature:______________________________________________ Print Name:_____________________________________________ Title:__________________________________________________ Date: __________________________________________________ City of Roseville, A Municipal Corporation
Signature:______________________________________________ Print Name: Dominick Casey
Title: City Manager
Date:__________________________________________________ 3 Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23 5/27/2026
Chief Legal Officer/Secretary
Isaiah Fields
VP/Deputy General Counsel
Robert E. Driscoll Jr.
5/28/2026

Q-844251-46164AS
Issued: 05/22/2026
Quote Expiration: 06/30/2026
Estimated Contract Start Date: 06/01/2026
Account Number: 106449
Payment Terms: N30
Mode of Delivery: AUTO-GND
Credit/Debit Amount: $0.00

SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Roseville Police Dept. - CA
1051 Junction Blvd
Roseville,
CA
95678-7191
USA
Roseville Police Dept. - CA
1051 Junction Blvd
Roseville
CA
95678-7191
USA
Email:

Allen Sliper
Phone:

Email: [email protected]
Fax:

Katie Braverman
Phone: (916) 774-5042
Email: [email protected]
Fax: (916) 781-2344
Quote Summary Discount Summary
Program Length 53 Months Average Savings Per Year $1,431.88 TOTAL COST $7,375.45
ESTIMATED TOTAL W/ TAX $7,446.44 TOTAL SAVINGS $6,324.15 Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Payment Summary
Date Subtotal Tax Total
May 2026 $1,475.09 $70.99 $1,546.08
Oct 2026 $1,475.09 $0.00 $1,475.09
Oct 2027 $1,475.09 $0.00 $1,475.09
Oct 2028 $1,475.09 $0.00 $1,475.09
Oct 2029 $1,475.09 $0.00 $1,475.09
Total $7,375.45 $70.99 $7,446.44
Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Quote Unbundled Price: $13,699.60
Quote List Price: $13,699.60
Quote Subtotal: $7,375.45
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total A la Carte Hardware
H00003 AB4 1-Bay Dock Bundle 4 $229.00 $229.00 $916.00 $70.99 $986.99 A la Carte Software
BasicLicense Basic License Bundle 15 53 $16.08 $8.13 $6,459.45 $0.00 $6,459.45 Total $7,375.45 $70.99 $7,446.44
Delivery Schedule
Hardware
Bundle Item Description QTY Shipping Location Estimated Delivery Date AB4 1-Bay Dock Bundle 100201 AXON BODY 4 - DOCK - SINGLE BAY 4 1 05/01/2026 AB4 1-Bay Dock Bundle 71104 AXON - DOCK/DATAPORT POWERCORD - NORTH AMERICA 4 1 05/01/2026 Software
Bundle Item Description QTY Estimated Start Date Estimated End Date Basic License Bundle 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 15 06/01/2026 10/31/2030 Basic License Bundle 73840 AXON EVIDENCE - ECOM LICENSE - BASIC 15 06/01/2026 10/31/2030 Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Shipping Locations
Location Number Street City State Zip Country
1 1051 Junction Blvd Roseville CA 95678-7191 USA
Payment Details
May 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 1 BasicLicense Basic License Bundle 15 $559.09 $0.00 $559.09 Upfront Hardware H00003 AB4 1-Bay Dock Bundle 4 $916.00 $70.99 $986.99 Total $1,475.09 $70.99 $1,546.08
Oct 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 2 BasicLicense Basic License Bundle 15 $1,475.09 $0.00 $1,475.09 Total $1,475.09 $0.00 $1,475.09
Oct 2027
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 3 BasicLicense Basic License Bundle 15 $1,475.09 $0.00 $1,475.09 Total $1,475.09 $0.00 $1,475.09
Oct 2028
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 4 BasicLicense Basic License Bundle 15 $1,475.09 $0.00 $1,475.09 Total $1,475.09 $0.00 $1,475.09
Oct 2029
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 5 BasicLicense Basic License Bundle 15 $1,475.09 $0.00 $1,475.09 Total $1,475.09 $0.00 $1,475.09
Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit prior to invoicing.

Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:

This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and the Master Services and Purchasing Agreement between the Parties fully executed on October 1, 2025.

Acceptance of Terms:

Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote.

Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

\s1\ \d1\
Signature Date Signed
5/22/2026
Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

Docusign Envelope ID: FAF5A2CA-2FB2-8446-803C-37423E7CBB23

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.53
File #: 0709-04
Item ID: 2026-484
Title: Homeless Outreach Worker Program - Contract Amendment Contact: Suzanne Acrell 916-774-5469 [email protected]

SUMMARY
Staff recommends approval of the second amendment for the Homeless Outreach Worker Program Contract between the Placer County Department of Health and Human Services and the City. The amendment will extend the contract through June 30, 2027 and will allow outreach workers to continue building relationships with members of the community who are experiencing homelessness, assist with navigation of services and resources, and serve as liaisons to the downtown business community. No General Fund resources will be used for this contract extension.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the Second Amendment for the Homeless Outreach Worker Program, by and between the Placer County Department of Health and Human Services and the City of Roseville, for the extension of the contract through June 30, 2027.

BACKGROUND
In 2018, the City partnered with Placer County to hire a part-time Homeless Outreach Worker who was embedded with the Roseville Police Department’s Social Services Unit (SSU) and assisted in completing outreach to members of the community who are experiencing homelessness. Through this position, individuals were connected to housing, shelter, and services, including chronically homeless individuals who obtained permanent housing. Based on further research on the results, best practices, as well as discussions with the Downtown Roseville Partnership (DRP) Clean and Safe Committee, it was concluded that additional outreach staff was necessary to continue making an impact on decreasing instances of local homelessness. Through consistent outreach, outreach staff are able to:
• Build relationships with individuals who may have a difficult time trusting others due to life history, mental illness, trauma, etc.;
• Connect people to the services and housing they need when they are seeking help; and • Be responsive to the business community by reaching out to individuals in the downtown area.

In 2024, the City, Placer County Health and Human Services, and the DRP continued this partnership with a new Homeless Outreach Worker Contract. The contract funded the hiring of two 28-hour/week Homeless Outreach Workers within Roseville’s SSU. The workers complete outreach with the unit's ProblemOriented Policing (POP) Officers in the downtown and other identified areas and track specific data to measure results and report quarterly to the DRP Board. Data measures include:

• Number of contacts with individuals experiencing homelessness • Number of unduplicated individuals referred to services • Number of unduplicated individuals referred to shelter, including transitional housing • Number of unduplicated individuals housed experiencing chronic homelessness This multi-agency collaboration between Placer County, Roseville Police Department, and the DRP has proven to be mutually beneficial and has strengthened the Homeless Liaison Team. Due to intermittent staffing of the outreach worker positions, existing funds are sufficient to extend the program through June 30, 2027, without the need for additional funding. Extending this contract will allow outreach workers to continue building relationships with members of the community who are experiencing homelessness, assist with navigation of services and resources, and serve as liaisons to the downtown business community.

FISCAL IMPACT
The City originally funded its portion of this contract with Low and Moderate Income Housing Asset Fund (Low/Mod funds). No General Fund resources were used for the Homeless Outreach Worker Contract and no additional funding is required at this time.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) only applies to projects that 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).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community
Respectfully Submitted,
Suzanne Acrell, Housing Analyst
Melissa Anguiano, Economic Development Director
ATTACHMENTS:

1. Resolution 26-216

2. Roseville Homeless Outreach Worker 2nd Amendment 24-27 REVIEWERS:

Suzanne Acrell, Economic Development Department - Housing Created/Initiated - 5/26/2026 Trisha Isom, Economic Development Department - Housing Approved - 5/26/2026

Melissa Anguiano, Economic Development Department Approved - 5/27/2026 Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/2/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/2/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/4/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/5/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

RESOLUTION NO. 26-216

APPROVING A SECOND AMENDMENT TO THE HOMELESS OUTRACH WORKER

PROGRAM CONTACT, BY AND BETWEEN THE PLACER COUNTY DEPARTMENT OF

HEALTH AND HUMAN SERVICES AND THE CITY OF ROSEVILLE, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
WHEREAS, a Second Contract Amendment for the Homeless Outreach Worker Program, by and between the Placer County Department of Health and Human Services and the City of Roseville, has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said amendment is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

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 Amendment B for Services Page 1 of 2
City of Roseville
Roseville Homeless Outreach Worker

CONTRACT AMENDMENT

PLACER COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES
DESCRIPTION: Homeless Outreach Worker
CONTRACT NO. HHS000825AB
BEGINS: January 1, 2024
ENDS: June 30, 20262027
ADMINISTERING AGENCY: Health and Human Services, Adult System of Care DESCRIPTION: Second amendment to this contract between City of Roseville, a municipal corporation, hereinafter referred to as “CITY” and the County of Placer, hereinafter referred to as “COUNTY”.

WHEREAS, COUNTY and CITY wish to further identify and outreach with individuals who are homeless and in need of housing coordination and services; and
WHEREAS, CITY will receive $15,000 from the Downtown Roseville Partnership (DRP) to provide outreach services within the downtown area; and
WHEREAS, COUNTY has experience in the identification and hiring of outreach workers in other homeless services programs as well as overseeing case management for adults within Adult System of Care programs; and
WHEREAS, CITY has experience in identifying individuals and families who are homeless and in need of connection to services in Roseville and has previously coordinated on other COUNTY contracts to utilize homeless outreach workers; and
WHEREAS, COUNTY wishes to extend the contract term to allow for completion of the Homeless Outreach Worker program, and
WHEREAS, COUNTY wishes to extend the term of the agreement to ensure the full utilization of authorized funding to complete the Homeless Outreach Worker program, and WHEREAS, the parties wish to enter into this Agreement to provide a full and complete statement of their respective responsibilities in connection with the recitals set forth above, NOW, THEREFORE, in consideration of the mutual covenants and agreements of this Agreement, the parties hereby agree the following amendment is made to the original contract, additions are shown in bold italics, deletions are shown in strike-through:

8. CONTRACT TERM: This Agreement shall remain in full force and effect from January 1, 2024 through June 30, 20262027. Contract provisions that contain report deadlines or record obligations which occur after contract termination survive as enforceable continuing obligations. //Signatures on following page

Contract Amendment B for Services Page 2 of 2
City of Roseville
Roseville Homeless Outreach Worker
CITY”) IN WITNESS WHEREOF, the parties hereto have caused their duly authorized representatives to execute this Agreement as of the day first above stated:

CITY OF ROSEVILLE
(“CITY”)

COUNTY OF PLACER
(“COUNTY”)
_____________________________________
Dominick Casey, City Manager
_____________________________________
Robert L. Oldham, Director,
Department of Health & Human Services
Date: _______________________________ Date: ______________________________ Approved as to Form
City Attorney’s Office
Approved as to Form
Office of Placer County Counsel
_____________________________________ _____________________________________ Date: _______________________________ Date: _______________________________ Exhibits are not attached. Please reference original agreement HHS000825 to view the exhibits that have not changed.

City Council
Communication
Meeting Date: 6/17/2026
Item #: VII.54
File #: 0709-01
Item ID: 2026-499
Title: Roseville Housing Authority - Administrative Plan Amendment Contact: Suzi Cook-Turner, Trisha Isom 916-774-5414, 916-746-1239 smcook[email protected], [email protected]

SUMMARY
Staff recommends approval of revisions to Chapters 7 and 16 of the Roseville Housing Authority Administrative Plan to align with updated guidance from the United States Department of Housing and Urban Development. The Administrative Plan has no impact on the City's General Fund.

RECOMMENDATION
Staff recommends that Roseville City Council, acting as the Roseville Housing Authority Board, adopt the attached resolution approving the proposed amendments to Chapters 7 and 16 of 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:

Revisions to Repayment Agreement Policy - The Roseville Housing Authority is implementing revisions to its repayment agreement policy to enhance compliance and ensure timely recovery of program funds.

The updated policy increases the late fee from $10 to $30 and maintains the requirement that payments be received by the 10th of each month. Additionally, the revision establishes a $30 fee for returned payments due to non-sufficient funds (NSF) and requires participants with an NSF occurrence to submit all future payments by money order or cashier’s check. These changes are intended to promote accountability and administrative efficiency.

Revisions to Criminal Background Check Policies - The criminal background screening policy is being

updated to align with federal regulations and strengthen consistency in eligibility determinations. The revised policy formalizes the use of Live Scan fingerprinting for all adult applicants and household additions, allows access to nationwide FBI-verified records, and expands screening to include violent, drug-related, methamphetamine-related, and lifetime sex-offender offenses. It also clarifies confidentiality protocols, limits the release of criminal history information to the individual upon in-person request, and mandates destruction of all records within 30 days of the final eligibility decision. This update enhances accuracy and compliance while maintaining strict protections for sensitive information.

Revisions to Zero Annual Income Policy - The proposed revision of the Housing Choice Voucher Administrative Plan strengthens RHA’s procedures for verifying and monitoring households that report zero income. The revisions expand required income verifications, adding monthly reporting of income and expenses, and require all adult household members attend in-office appointments while offering to provide reasonable accommodations for disability-related needs.

The proposed changes aim to support households through structured engagement, improve program integrity, ensure consistent oversight, and support cost-saving measures, with no direct fiscal impact and the potential to reduce future administrative burden. Staff requests that the Roseville Housing Authority Board approve the proposed updates to the Administrative Plan to support continued program compliance and administration.

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.

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)).

The updates to Roseville Housing Authority’s Administrative Plan do not include the potential for a significant environmental effect and therefore are not subject to CEQA.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS

1. Ensure a safe and healthy community
Respectfully Submitted,
Suzi Cook-Turner, Housing Supervisor
Trisha Isom, Housing Manager
Melissa Anguiano, Economic Development Director

ATTACHMENTS:

1. Resolution 5-26

2. Chapter 7 Admin Plan mark-up

3. Chapter 16 Admin Plan mark-up
REVIEWERS:

Suzi Cook-Turner, Economic Development Department - Housing Created/Initiated - 5/27/2026 Trisha Isom, Economic Development Department - Housing Approved - 5/28/2026 Melissa Anguiano, Economic Development Department Approved - 5/28/2026 Kelly Aye, City Attorney Department Approved - 6/2/2026 Katrina Six, City Clerk Department Approved - 6/4/2026
Ryan DeVore, City Manager Department - Assistant City Manager Approved - 6/5/2026 Dennis Kauffman, City Manager Department - Assistant City Manager Approved - 6/5/2026 Michelle Sheidenberger, City Attorney Department Approved - 6/5/2026 Dominick Casey, City Manager Department - City Manager Approved - 6/5/2026 Katrina Six, City Clerk Department Final Approval - 6/5/2026

HOUSING AUTHORITY OF THE CITY OF ROSEVILLE
RESOLUTION NO. 5-26

APPROVING THE UPDATED ROSEVILLE HOUSING AUTHORITY

ADMINISTRATIVE PLAN
WHEREAS, the United States (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 Chapters 7 and 16 of the Roseville Housing Authority’s Administrative Plan that helps to align with the updated guidance from the U.S.

Department of Housing and Urban Development; 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

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Roseville Housing Authority
HCV Administrative Plan Adopted April 2026
Chapter 7

VERIFICATION
[24 CFR 982.516, 24 CFR 982.551, 24 CFR 5.230, Notice PIH 2010-19]

INTRODUCTION
The PHA must verify all information that is used to establish the family’s eligibility and level of assistance and is required to obtain written authorization from the family in order to collect the information. Applicants and program participants must cooperate with the verification process as a condition of receiving assistance. The PHA must not pass on the cost of verification to the family.

The PHA must follow the verification guidance provided by HUD in Notice PIH 2023-27 and any subsequent guidance issued by HUD. This chapter summarizes those requirements and provides supplementary PHA policies.

Part I describes the general verification process. Part II provides more detailed requirements related to family information. Part III provides information on income and assets, and Part IV covers mandatory deductions.

Verification policies, rules and procedures will be modified as needed to accommodate persons with disabilities. All information obtained through the verification process will be handled in accordance with the records management policies of the PHA.

PART I: GENERAL VERIFICATION REQUIREMENTS
7-I.A. FAMILY CONSENT TO RELEASE OF INFORMATION [24 CFR 982.516; 982.551; CFR 5.230; and Notice PIH 2023-27]
Consent Forms
The family must supply any information that the PHA or HUD determines is necessary to the administration of the program and must consent to PHA verification of that information [24 CFR 982.551]. All adult family members must sign consent forms as needed to collect information relevant to the family’s eligibility and level of assistance. While PHAs must use form HUD-9886, this form does not release all the information necessary to the administration of the program. The PHA must also develop its own release forms to cover all other necessary information. Form HUD9886 [24 CFR 5.230(b)(1), b(2), (c)(4), and (c)(5)]; Notice PIH 2023-27

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HCV Administrative Plan Adopted April 2026
All adult applicants and participants sign form HUD-9886, Authorization for Release of Information. All adult family members (and the head and spouse/cohead, regardless of age) are required to sign the Form HUD-9886 at admission. Participants, prior to January 1, 2024, signed and submitted Form HUD-9886 at each annual reexamination. HOTMA eliminated this requirement and instead required that the Form HUD-9886 be signed only once. On or after January 1, 2024 (regardless of the PHA’s HOTMA compliance date), current program participants must sign and submit a new Form HUD-9886 at their next interim or annual reexamination. This form will only be signed once. Another Form HUD-9886 will not be submitted to the PHA except under the following circumstances
• When any person 18 years or older becomes a member of the family; • When a current member of the family turns 18; or
• As required by HUD or the PHA in administrative instructions.

The PHA has the discretion to establish policies around when family members must sign consent forms when they turn 18. PHAs must establish these policies stating when family members will be required to sign consent forms at intervals other than at reexamination.

Roseville Housing Authority (RHA) Policy
Family members turning 18 years of age between annual recertifications will be notified in writing that they are required to sign the required Consent to the Release of Information Form HUD-9886 at the family’s next annual or interim reexamination, whichever is earlier.

The purpose of form HUD-9886 is to facilitate automated data collection and computer matching from specific sources and provides the family's consent only for the specific purposes listed on the form. HUD and the PHA may collect information from State Wage Information Collection Agencies (SWICAs) and current and former employers of adult family members. Only HUD is authorized to collect information directly from the Internal Revenue Service (IRS) and the Social Security Administration (SSA).

The PHA may obtain any financial record from any financial institution, as the terms financial record and financial institution are defined in the Right to Financial Privacy Act (12 U.S.C. 3401), whenever the PHA determines, the record is needed to determine an applicant’s or participant’s eligibility for assistance or level of benefits [24 CFR 5.230(c)(4)].

The executed form will remain effective until the family is denied assistance, assistance is terminated, or the family provides written notification to the PHA to revoke consent.

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HCV Administrative Plan Adopted April 2026
Penalties for Failing to Consent [24 CFR 5.232]
If any family member who is required to sign a consent form fails to do so, the PHA must deny admission to applicants and terminate assistance of participants. The family may request an informal review (applicants) or informal hearing (participants) in accordance with PHA procedures. However, this does not apply if the applicant, participant, or any member of their family, revokes their consent with respect to the ability of the PHA to access financial records from financial institutions, unless the PHA establishes a policy that revocation of consent to access financial records will result in denial or termination of assistance or admission [24 CFR 5.232(c)].

PHAs may not process interim or annual reexaminations of income without the family’s executed consent forms.

Roseville Housing Authority (RHA) Policy
RHA has established a policy that revocation of consent to access financial records will result in denial of admission or termination of assistance in accordance with RHA policy.

In order for a family to revoke their consent, the family must provide written notice to RHA.

Within 10 business days of the date the family provides written notice, RHA will send the family a notice acknowledging receipt of the request and explaining that revocation of consent will result in denial or termination of assistance, as applicable.

At the same time, RHA will notify their local HUD office. 7-I.B. USE OF OTHER PROGRAMS’ INCOME DETERMINATIONS [24 CFR 5.609(c)(3) and Notice PIH 2023-27]
PHAs may, but are not required to, determine a family’s annual income, including income from assets, prior to the application of any deductions, based on income determinations made within the previous 12-month period, using income determinations from means-tested federal public assistance programs. PHAs are not required to accept or use determinations of income from other federal means-tested forms of assistance. If the PHA adopts a policy to accept this type of verification, the PHA must establish in policy when they will accept Safe Harbor income determinations and from which programs. PHAs must also create policies that outline the course action when families present multiple verifications from the same or different acceptable Safe Harbor programs.

Means-tested federal public assistance programs include:
• Temporary Assistance for Needy Families (TANF) (42 U.S.C. 601, et seq.); • Medicaid (42 U.S.C. 1396 et seq.);
• Supplemental Nutrition Assistance Program (SNAP) (42 U.S.C. 2011 et seq.); • Earned Income Tax Credit (EITC) (26 U.S.C. 32);
• Low-Income Housing Credit (LIHTC) program (26 U.S.C. 42); • Special Supplemental Nutrition Program for Woman, Infants, and Children (WIC) (42 U.S.C. 1786);
• Supplemental Security Income (SSI) (42 U.S.C. 1381 et seq.); • Other programs administered by the HUD Secretary;

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Roseville Housing Authority
HCV Administrative Plan Adopted April 2026
• Other means-tested forms of federal public assistance for which HUD has established a memorandum of understanding; and
• Other federal benefit determinations made in other forms of means-tested federal public assistance that the Secretary determines to have comparable reliability and announces through the Federal Register.

If the PHA elects to use the annual income determination from one of the above-listed forms of means-tested federal public assistance, then they must obtain the income information by means of a third-party verification. The third-party verification must state the family size, must be for the entire family, and must state the amount of the family’s annual income. The annual income need not be broken down by family member or income type. Annual income includes income earned from assets, therefore when using Safe Harbor to verify a family’s income, PHAs will neither further inquire about a family’s net family assets, nor about the income earned from those assets, except with respect to whether or not the family owns assets that exceed the asset limitation in 24 CFR 5.618. The Safe Harbor documentation will be considered acceptable if any of the following dates fall into the 12-month period prior to the receipt of the documentation by the PHA:
• Income determination effective date;
• Program administrator’s signature date;
• Family’s signature date;
• Report effective date; or
• Other report-specific dates that verify the income determination date.

The only information that PHAs are permitted to use to determine income under this method is the total income determination made by the federal means-tested program administrator. Other federal programs may provide additional information about income inclusions and exclusions in their award letters; however, these determinations and any other information must not be considered by the PHA. PHAs are not permitted to mix and match Safe Harbor income determinations and other income verifications.

If the PHA is unable to obtain Safe Harbor documentation or if the family disputes the other program’s income determination, the PHA must calculate the family’s annual income using traditional methods as outlined in Notice PIH 2023-27 and this chapter.

If the PHA uses a Safe Harbor determination to determine the family’s income, the family is obligated to report changes in income that meet the PHA’s reporting requirement and occur after the effective date of the transaction. The amounts of unreimbursed reasonable attendant care expenses and child-care expenses deducted from a family’s annual income, except for when a family is approved for a child-care expense hardship exemption, must still be capped by the amount earned by any family member who is enabled to work as a result of the expense. PHAs are therefore required to obtain third-party verification of the applicable employment income and cap the respective expense deductions accordingly.

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Roseville Housing Authority
HCV Administrative Plan Adopted April 2026
7-I.D. VERIFICATION HIERARCHY [Notice PIH 2023-27]
When the PHA does not use a streamlined determination of income or an income determination from a means-tested federal assistance program, HUD requires the PHA to obtain third-party verification of:
• Reported family annual income;
• The value of net family assets when the net value exceeds $50,000 (as adjusted annually); • Expenses related to deductions from annual income; and • Other factors that affect the determination of adjusted income.

HUD mandates the use of the EIV system and offers administrative guidance on the use of other methods to verify family information and specifies the circumstances in which each method will be used. In general HUD requires the PHA to use the most reliable form of verification that is available and to document the reasons when the PHA uses a lesser form of verification.

HUD developed a hierarchy that described verification documentation from most acceptable to least acceptable. The PHA must demonstrate efforts to obtain third party verification prior to accepting self-certification except instances when self-certification is explicitly allowed.

In order of priority, the hierarchy is:
• Highest: Level 6: Up-front Income Verification (UIV) using HUD’s Enterprise Income Verification (EIV) system
• Highest: Level 5: Up-front Income Verification (UIV) using a non-EIV system • High: Level 4:
• Written third-party verification from the source, also known as “family-provided verification”
• Or EIV plus self-certification
• Medium: Level 3: Written third-party verification form • Medium: Level 2: Oral third-party verification
• Low: Level 1: Self-certification (not third-party verification) Each of the verification methods is discussed in subsequent sections below.

File Documentation
The PHA must document in the file how the figures used in income and rent calculations were determined. All verification attempts, information obtained, and decisions reached during the verification process will be recorded in the family’s file in sufficient detail to demonstrate that the PHA has followed all of the verification policies set forth in this plan. The record should be sufficient to enable a staff member or HUD reviewer to understand the process followed and conclusions reached.

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Roseville Housing Authority
HCV Administrative Plan Adopted April 2026
7-I.E. LEVEL 5 AND 6 VERIFICATION: UP-FRONT INCOME VERIFICATION (UIV) Up-front income verification (UIV) refers to the PHA’s use of the verification tools available from independent sources that maintain computerized information about earnings and benefits for a number of individuals. PHAs may use UIV sources before or during a family reexamination.

UIV will be used to the extent that these systems are available to the PHA.

There may be legitimate differences between the information provided by the family and UIVgenerated information. If the family disputes the accuracy of UIV data, no adverse action can be taken until the PHA has independently verified the UIV information and the family has been granted an opportunity to contest any adverse findings through the informal review/hearing process of the PHA.

Upfront Income Verification Using HUD’s Enterprise Income Verification (EIV) System (Mandatory) PHAs must use HUD’s EIV system in its entirety as a third-party source to verify tenant employment and income information during annual and streamlined reexaminations of family composition and income in accordance with 24 CFR 5.236 and Notice PIH 2023-27.

HUD’s EIV system contains data showing earned income, unemployment benefits, social security benefits, and SSI benefits for participant families
The income validation tool (IVT) in EIV provides projections of discrepant income for wages, unemployment compensation, and SSA benefits pursuant to HUD’s data sharing agreements with other departments.

The following policies apply to the use of HUD’s EIV system.

EIV Income and IVT Reports
PHAs are required to obtain an EIV Income and IVT report for each family any time the PHA conducts an annual reexamination. However, PHAs are not required to use the EIV Income and IVT reports:
• At annual reexamination if the PHA used Safe Harbor verification from another meanstest federal assistance program to determine the family’s income; or • During any interim reexaminations.

The EIV Income and IVT Reports are also not available for program applicants at admission. When required to use the EIV Income Report, in order for the report to be considered current, the PHA must pull the report within 120 days of the effective date of the annual reexamination.

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HCV Administrative Plan Adopted April 2026
The EIV Income Report may be used to verify and calculate income at annual reexamination if the family self-certifies that the amount is accurate and representative of current income. The family must be provided with the information in EIV.

Roseville Housing Authority (RHA) Policy
RHA will obtain income reports for annual reexaminations on a monthly basis.

Reports will be generated as part of the regular reexamination process.

Income reports will be compared to family-provided information as part of the annual reexamination process. Income reports may be used in the calculation of annual income, as described in Chapter 6-I.C. Income reports may also be used to meet the regulatory requirement for third party verification, as described above. Policies for resolving discrepancies between income reports and family-provided information will be resolved as described in Chapter 6-I.C. and in this chapter.

Income reports will be used in interim reexaminations to identify any discrepancies between reported income and income shown in the EIV system, and as necessary to verify and calculate earned income, unemployment benefits, Social Security and/or SSI benefits. EIV will also be used to verify if families claiming zero income are not receiving income from any of these sources.

Income reports will be retained in participant files with the applicable annual or interim reexamination documents.

When RHA determines through income reports and third-party verification that a family has concealed or under-reported income, corrective action will be taken pursuant to the policies in Chapter 14, Program Integrity New Hires Report [Notice PIH 2023-27]
The New Hires Report identifies participant families who have new employment within the last six months. The report is updated monthly.

PHAs must review this information at annual reexamination except when the PHA uses Safe Harbor verification from another means-tested federal assistance program to determine the family’s income.

PHAs that do not require families to undergo interim reexaminations for earned income increases after an interim decrease are not required to review this report between a family’s annual reexamination. If the PHA requires an interim for increases in earned income after an interim decrease, then the PHA must review the report quarterly after the family’s interim decrease.

Roseville Housing Authority (RHA) Policy
*In accordance with RHA policies in Chapter 11, RHA does not process interim reexaminations for families who have increases of less than 10% in earned income. *This rule will take effect when HOTMA is authorized by HUD

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HCV Administrative Plan Adopted April 2026
No Income Reported by HHS or SSA Report
This report is a tool for PHAs to identify participants who passed the SSA identity test, but no income information was reported by either HHS or SSA records. This scenario does not mean that the participant does not have any income. PHAs obtain written, third-party verification of any income reported by the participant. The PHA must identify in its policies and procedures when this report will be pulled [Notice PIH 2023-27].

Roseville Housing Authority (RHA) Policy
The PHA will generate the No Income Reported by HHS or SSA Report quarterly and will retain the report.

The PHA will re-verify the status of participants identified on the report quarterly.

Based on the information provided by the family and in EIV, the PHA may require that family members provide verifications or sign release forms in order to obtain additional verification.

When the PHA determines through this report and third-party verification that a family has concealed or under-reported income, corrective action will be taken pursuant to the policies in Chapter 14, Program Integrity EIV Identity Verification Report
The EIV system verifies tenant identities against SSA records. These records are compared to HUD data for a match on social security number, name, and date of birth.

PHAs are required to use EIV’s Identity Verification Report on a monthly basis to improve the availability of income information in EIV [Notice PIH 2023-27].

When identity verification for a participant fails, a message will be displayed within the EIV system, and no income information will be displayed.

Roseville Housing Authority (RHA) Policy
RHA will identify participants whose identity verification has failed by reviewing EIV’s Identity Verification Report on a monthly basis. RHA will attempt to resolve PIC/SSA discrepancies by obtaining appropriate documentation from the participant. When RHA determines that discrepancies exist due to PHA errors such as spelling errors or incorrect birth dates, the errors will be corrected as soon as possible.

Deceased Tenants Reports [Notice PIH 2012-4 and Notice PIH 2023-27] The Deceased Tenant Report identifies residents that have been reported by the SSA as deceased.

The PHA is required to review the report at least quarterly.

Roseville Housing Authority (RHA) Policy
The PHA will review the Deceased Tenants Report on a monthly basis.

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When the Deceased Tenants Report identifies an individual as being deceased, PHAs must immediately send a letter to the head of household or emergency contact person (if the head of Roseville Housing Authority
HCV Administrative Plan Page 7-10 Adopted May 18, 2016 household is deceased and there is no other adult household member) to confirm the death of the listed household member. The PHA must notify the owner in writing of the deceased head of household.

PHAs may list the EOP as the last day of the month in which the death occurred. The landlord is entitled to receive the full HAP amount for the month in which the tenant death occurred.

Roseville Housing Authority (RHA) Policy
RHA will list the EOP as the last day of the month in which the death occurred. The landlord is entitled to receive the full HAP amount for the month in which the tenant death occurred.

When the only remaining household member is the live-in aide, the live-in aide is not entitled or eligible for any rental assistance or continued occupancy. The PHA may not designate the live-in aide as the new head of household or change the relation code on the Form HUD-50058 Other EIV Reports [Notice PIH 2023-27]
The PHA is required to review the Multiple Subsidy Report at least quarterly and the Failed EIV Pre-Screening and Failed Verification (Failed SSA Identity Test) reports at least monthly. 7-I.F. LEVEL 4 VERIFICATION [Notice PIH 2023-27]
HUD identifies two types of Level 4 verification: written-third party verification from the source and EIV + self-certification. EIV may be used as written third-party verification and may be used to calculate income if the family agrees with the information in EIV and self-certifies that the amount is accurate and representative of current income. This practice is known as EIV + selfcertification. When calculating income using this method, the PHA may use its discretion to determine which method of calculation is reasonable: the last four quarters combined or an average of any number of quarters. The family must be provided with the information from EIV.

Roseville Housing Authority (RHA) Policy
At annual reexamination, if RHA is unable to use a determination of income from a means-tested federal assistance program or an upfront verification such as The Work Number and if there are no reported changes to an income source, RHA will use EIV + self-certification as verification of employment income, provided the family agrees with the amounts listed in EIV.

RHA will use an average of the last two quarters of income listed in EIV to determine income from employment. RHA will provide the family with the information in EIV.

The family will be required to sign a self-certification stating that the amount listed in EIV is accurate and representative of current income. If the family disagrees with the amount in EIV, the amount is not reflective of current income, or if less than two quarters are available in EIV, RHA will use written third-party verification from the source as outlined below.

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RHA will not use this method of verification at new admission since EIV is not available for applicant families or at interim reexamination since the income information in EIV is not current.

Written Third-Party Verification from the Source
Written, third-party verification from the source is also known as “tenant-provided verification.” In order to qualify as written-third party verification from the source, the documents must be original or authentic and (generally) dated within 120 days of the date received by the PHA. For fixed- income sources, a statement dated within the appropriate benefit year is acceptable documentation. Documents may be supplied by the family or received from a third-party source.

Examples of acceptable tenant-provided documents include, but are not limited to pay stubs, payroll summary reports, employer notice or letters of hire and termination, SSA benefit verification letters, bank statements, child support payment stubs, welfare benefit letters and/or printouts, and unemployment monetary benefit notices. Income tax returns with corresponding official tax forms and schedules attached and including third-party receipt of transmission for income tax return filed (i.e., tax preparer’s transmittal receipt, summary of transmittal from online source, etc.) are an acceptable form of written, third-party verification.

The PHA is required to obtain, at minimum, two current and consecutive pay stubs when calculating income using third-party verification from the source. For new income sources or when two pay stubs are not available, the PHA should determine income based on the information from traditional written, third-party verification form or the best available information.

When the family disputes EIV-reported employment income, the PHA uses written third-party verification.

When verification of assets is required, PHAs are required to obtain a minimum of one statement that reflects the current balance of banking/financial accounts.

Roseville Housing Authority (RHA) Policy
In general, RHA will use third-party verification from the source in the following circumstances:

At annual reexamination when EIV + self-certification is not used; and For all new admissions; and
For all interim reexaminations.

RHA will not use this method if RHA is able to use an income determination from a means-tested federal assistance program, an upfront verification system or if RHA uses EIV + self-certification as outlined above. In general, third-party documents provided by the family or the source must be dated within 120 days of the date received by RHA. However, for fixed-income sources, a statement dated within the appropriate benefit year is acceptable documentation.

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RHA may reject documentation provided by the family if the document is not an original, if the document appears to be forged, or if the document is altered, mutilated, or illegible. If RHA determines that third-party documents provided by the family are not acceptable, RHA will explain the reason to the family and request additional documentation from the family or will use a lower form of verification such as a written third-party verification form.

When verification of assets held by a banking or financial institution is required, RHA will obtain one statement that reflects the current balance of the account. When pay stubs are used, RHA will require the family to provide the two most current, consecutive pay stubs. At RHA’s discretion, if additional paystubs are needed due to the family’s circumstances (e.g., sporadic income, fluctuating schedule, etc.), RHA may request additional paystubs or a payroll record.
7-I.G. LEVEL 3 VERIFICATION: WRITTEN, THIRD-PARTY FORM [Notice PIH 2023 - 27]
This type of verification is a form developed by the PHA and used uniformly for all families when needed to collect information from a third-party source. This is known as “traditional third-party verification.” PHAs send a PHA-developed form directly to the third-party source by mail, fax, or email and the source completes the form by hand (in writing or typeset).

The PHA may use this method when higher forms are unavailable or are rejected by the PHA or when the family is unable to provide acceptable verification. The PHA may skip this level of verification and may instead substitute oral third-party verification before moving to selfcertification.

Roseville Housing Authority (RHA) Policy
Program participants are responsible for providing RHA requested documentation, however on a case-by-case basis RHA will attempt to send written third-party verification forms to the verification source whenever higher forms of verification are unavailable.

However, on a case-by-case basis, the PHA may choose to obtain oral third-party verification without first attempting, and in lieu of, a written-third party verification form.

7.I.H. LEVEL 2: ORAL THIRD-PARTY VERIFICATION [Notice PIH 2023-27] For third-party oral verification, PHAs contact sources, identified by UIV techniques or by the family, by telephone or in person.

Third-party oral verification may be used when requests for written third-party verification forms have not been returned within a reasonable time—e.g., 10 business days.

PHAs must document in the file the date and time of the telephone call or visit, the name of the person contacted, the telephone number, as well as the information confirmed.

The PHA may skip this level of verification if they attempted written third-party verification via a form and the source did not respond and move directly to self-certification.

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Roseville Housing Authority (RHA) Policy
In general, RHA will attempt to obtain written third-party verification via a form from the verification source. If written third-party verification forms are not returned within 10 business days, RHA will accept attempt to obtain oral third-party verification.

IF RHA chooses to obtain oral third-party verification, RHA will document in the file the date and time of the telephone call or visit, the name of the person contacted and the telephone number, as well as the information confirmed.

When Third-Party Verification is Not Required [Notice PIH 2023-27] Third-party verification may not be available in all situations. HUD has acknowledged that it may not be cost-effective or reasonable to obtain third-party verification of income, assets, or expenses when these items would have a minimal impact on the family’s total tenant payment.

Roseville Housing Authority Policy
If the family cannot provide original documents, RHA will pay the service charge required to obtain third-party verification, unless it is not cost effective in which case a self-certification will be acceptable as the only means of verification. The cost of verification will not be passed on to the family.

The cost of postage and envelopes to obtain third-party verification of income, assets, and expenses is not an unreasonable cost [VG, p. 18].

Primary Documents
Third-party verification is not required when legal documents are the primary source, such as a birth certificate or other legal documentation of birth.

Imputed Assets
HUD permits PHAs to accept a self-certification from a family as verification of assets disposed of for less than fair market value [HCV GB, p. 5-28].

Value of Assets and Asset Income [24 CFR 982.516(a)]
For families with net assets totaling $5,000 or less, the PHA may accept the family’s declaration of asset value and anticipated asset income. However, the PHA is required to obtain third-party verification of all assets regardless of the amount during the intake process and at least every three years thereafter.

Roseville Housing Authority Policy
For families with net assets totaling $5,000 or less, RHA will accept the family’s selfcertification of the value of family assets and anticipated asset income when applicable. The family’s declaration must show each asset, and the amount of income expected from that asset. All family members 18 years of age and older must sign the family’s declaration.

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RHA will use third-party documentation for assets as part of the intake process, whenever a family member is added to verify the individual’s assets, and every three years thereafter

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7-I.I. LEVEL 1: NON-THIRD-PARTY VERIFICATION TECHNIQUE: SELFCERTIFICATION [Notice PIH 2023-27] Non-third-party verification consists of a signed statement of reported income and/or expenses.

This verification method should be used as a last resort when the PHA has not been successful in obtaining information via all other required verification techniques.

Self-certification, however, is an acceptable form of verification when:
• A source of income is fully excluded
• Net family assets total $50,000 or less and the PHA has adopted a policy to accept selfcertification • The family declares that they do not have any present ownership in any real property • A family states that they have non-recurring income that will not be repeated in the coming year;
and/or
• The PHA has adopted a policy to implement streamlined annual recertifications for fixed sources of income (See Chapter 11)
When the PHA was required to obtain third-party verification but instead relies self-certification, the family’s file must be documented to explain why third-party verification was not available.

HUD does not require that a self-certification be notarized; however, HUD recommends including language on any self-certification to ensure the certifier understands the consequences of knowingly providing false information.

Roseville Housing Authority Policy
When information cannot be verified by a third party or by review of documents, family members will be required to submit self-certifications attesting to the accuracy of the information they have provided to RHA
RHA may require a family to certify that a family member does not receive a particular type of income or benefit.

The self-certification must be made in a format acceptable to RHA and must be signed by the family member whose information or status is being verified All self-certifications will include the following language:
“I/We, the undersigned, certify under penalty of perjury that the information provided here is true and correct, to the best of my knowledge and recollection. WARNING: Anyone who knowingly submits a false claim or knowingly makes a false statement is subject to criminal and/or civil penalties, including confinement for up to five years, fines, and civil and administrative penalties (18 U.S.C. 287, 1001, 1010, 1012; 31 U.S.C. 3279, 3802).”

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PART II: VERIFYING FAMILY INFORMATION
7-II.A. VERIFICATION OF LEGAL IDENTITY
Roseville Housing Authority (RHA) Policy
RHA will require families to furnish verification of legal identity for each household member.

Verification of Legal Identity for
Adults
Verification of Legal Identity
for Children
Certificate of birth, naturalization
papers
Church issued baptismal certificate
Current, valid driver’s license or
Department of Motor Vehicles
identification card
U.S. military discharge (DD 214)
Current U.S. passport
Current government employer
identification card with picture
Certificate of birth
Adoption papers
Custody agreement
Health and Human Services ID
Certified
school records
If a document submitted by a family is illegible or otherwise questionable, more than one of these documents may be required.

If none of these documents can be provided and at RHA’s discretion, a third party who knows the person may attest to the person’s identity. The certification must be provided in a format acceptable to RHA and must be signed by the family member whose information or status is being verified.

Legal identity will be verified for all applicants at the time of eligibility determination and in cases where RHA has reason to doubt the identity of a person representing themselves to be a participant.

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7-II.B. SOCIAL SECURITY NUMBERS [24 CFR 5.216, Notice PIH 2023-27] The family must provide documentation of a valid Social Security number (SSN) for each member of the household, with the exception of individuals who do not contend eligible immigration status.

Exemptions also include existing program participants who were at least 62 years of age as of January 31, 2010, and had not previously disclosed an SSN.

Note that an individual who previously declared to have eligible immigration status may not change their declaration for the purpose of avoiding compliance with the SSN disclosure and documentation requirements or penalties associated with noncompliance with these requirements.

Nor may the head of household opt to remove a household member from the family composition for this purpose.

The PHA must accept the following documentation as acceptable evidence of the social security number
• A n original SSN card issued by the Social Security Administration (SSA) • An original SSA-issued document, which contains the name and SSN of the individual • An original document issued by a federal, state, or local government agency, which contains the name and SSN of the individual
While PHAs must attempt to gather third-party verification of SSNs prior to admission as listed above, PHAs also have the option of accepting a self-certification and a third-party document (such as a bank statement, utility or cell phone bill, or benefit letter) with the applicant’s name printed on it to satisfy the SSN disclosure requirement if the PHA has exhausted all other attempts to obtain the required documentation. If verifying an individual’s SSN using this method, the PHA must document why the other SSN documentation was not available.

If the tenant’s SSN becomes verified in EIV, then no further verification is required. If the tenant’s SSN fails the SSA identity match, then the PHA must obtain a valid SSN card issued by the SSA or an original document issued by a federal or state government agency that contains the name of the individual and the SSN of the individual, along with other identifying information of the individual. The tenant’s assistance must be terminated if they fail to provide the required documentation.

Roseville Housing Authority Policy
RHA will verify an individual’s SSN in the situations described above using the method described above as a last resort when no other forms of verification of the individual’s SSN are available.

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The PHA may only reject documentation of an SSN provided by an applicant or participant if the document is not an original document or if the original document has been altered, mutilated, is illegible, or if the document appears to be forged.

Roseville Housing Authority Policy
RHA will explain to the applicant or participant the reasons the document is not acceptable and request that the individual obtain and submit acceptable documentation of the SSN to RHA within 30 days with extensions given when through no fault of their own they could not obtain the documents within 30 days.

In the case of Moderate Rehabilitation Single Room Occupancy (SRO) individuals, the required documentation must be provided within 90 calendar days from the date of admission into the program. The PHA must grant one additional 90-day extension if it determines that the applicant’s failure to comply was due to circumstances that were beyond the applicant’s control and could not have been reasonably foreseen.

Roseville Housing Authority Policy
RHA will grant one additional 90-day extension if needed for reasons beyond the participant’s control such as delayed processing of the SSN application by the SSA, natural disaster, fire, death in the family, or other emergency. If the individual fails to comply with SSN disclosure and documentation requirements upon expiration of the provided time period, RHA will terminate the individual’s assistance.

If an applicant family includes a child under 6 years of age who joined the household within the 6 months prior to the date of voucher issuance, an otherwise eligible family may be admitted to the program and the family must provide documentation of the child’s SSN within 90 days of the effective date of the initial HAP contract. A 90-day extension will be granted if the PHA determines that the participant’s failure to comply was due to unforeseen circumstances and was outside of the participant’s control.

Roseville Housing Authority Policy
RHA will grant one additional 90-day extension if needed for reasons beyond the applicant’s control, such as delayed processing of the SSN application by the SSA, natural disaster, fire, death in the family, or other emergency.

When the participant requests to add a new household member, and has an SSN, the participant must provide the complete and accurate SSN assigned to each new member at the time of reexamination or recertification, in addition to the documentation required to verify it. The PHA may not add the new household member until such documentation is provided.

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When a participant requests to add a new household member who is under the age of 6 and has not been assigned an SSN, the participant must provide the SSN assigned to each new child and the required documentation within 90 calendar days of the child being added to the household. A 90- day extension will be granted if the PHA determines that the participant’s failure to comply was due to unforeseen circumstances and was outside of the participant’s control. During the period the PHA is awaiting documentation of the SSN, the child will be counted as part of the assisted household.

Roseville Housing Authority (RHA) Policy
RHA will grant one additional 90-day extension if needed for reasons beyond the participant’s control such as delayed processing of the SSN application by the SSA, natural disaster, fire, death in the family, or other emergency.

Social security numbers must be verified only once during continuously assisted occupancy.

Roseville Housing Authority (RHA) Policy
RHA will verify each disclosed SSN by:

Obtaining documentation from applicants and participants that is acceptable as evidence of social security numbers
Making a copy of the original documentation submitted, returning it to the individual, and retaining a copy in the file folder
7-II.C. DOCUMENTATION OF AGE
A birth certificate or other official record of birth is the preferred form of age verification for all family members. For elderly family members an original document that provides evidence of the receipt of social security retirement benefits is acceptable.

Roseville Housing Authority (RHA) Policy
If an official record of birth or evidence of social security retirement benefits cannot be provided, RHA will require the family to submit other documents that support the reported age of the family ember (e.g., school records, driver's license if birth year is recorded), in addition to providing, a self-certification.

Age must be verified only once during continuously assisted occupancy.

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7-II.D. FAMILY RELATIONSHIPS
Applicants and program participants are required to identify the relationship of each household member to the head of household. Definitions of the primary household relationships are provided in the Eligibility chapter.

Roseville Housing Authority (RHA) Policy
Family relationships are verified only to the extent necessary to determine a family’s eligibility and level of assistance. Certification by the head of household normally is sufficient verification of family relationships.

Marriage
Roseville Housing Authority (RHA) Policy
Certification by the head of household is normally sufficient verification. If RHA has reasonable doubts about a marital relationship, RHA will require the family to document the marriage.

If verification of marriage is required, a marriage certificate is generally accepted.

Separation or Divorce
Roseville Housing Authority (RHA) Policy
Certification by the head of household is acceptable as supplemental verification but will not be used as sole verification. RHA will require the family to provide documentation of the divorce or separation using one of the following:
• A certified copy of a divorce decree, signed by a court officer, is required to document that a couple is divorced.
• A copy of a court-ordered maintenance or other court record is required to document a separation.
• If no court document is available, documentation from a community-based agency will be accepted.

Absence of Adult Member
Roseville Housing Authority (RHA) Policy
If an adult member who was formerly a member of the household is reported to be permanently absent, the family must provide evidence to support that the person is no longer a member of the family (e.g., documentation of another address at which the person resides such as a lease or utility bill).

Foster Children and Foster Adults
Roseville Housing Authority (RHA) Policy
Third-party verification from the state or local government agency responsible for the placement of the individual with the family is required.

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7-II.E. VERIFICATION OF STUDENT STATUS
General Requirements
Roseville Housing Authority (RHA) Policy
RHA requires families to provide information about the student status of all students who are 18 years of age or older. This information will be verified only if:
• The family reports full-time student status for an adult other than the head, spouse, or co-head.
• The family reports childcare expenses to enable a family member to further his or her education.
• The family includes a student enrolled in an institution of higher education.

Restrictions on Assistance to Students Enrolled in Institutions of Higher Education This section applies only to students who are seeking assistance on their own, separately from their parents. It does not apply to students residing with parents who are seeking or receiving HCV assistance.

Roseville Housing Authority (RHA) Policy
In accordance with the verification hierarchy described in Section 7-1.B, the PHA will determine whether the student is exempt from the restrictions in 24 CFR 5.612 by verifying any one of the following exemption criteria:
• The student is enrolled at an educational institution that does not meet the definition of institution of higher education in the Higher Education Act of 1965 (see Section Exhibit 3-2).
• The student is at least 24 years old.
• The student is a veteran, as defined in Section 3-II.E. • The student is married.
• The student has at least one dependent child, as defined in Section 3-II.E. • The student is a person with disabilities, as defined in Section 3-II.E, and was receiving assistance prior to November 30, 2005.

If RHA cannot verify at least one of these exemption criteria, RHA will conclude that the student is subject to the restrictions on assistance at 24 CFR 5.612. In addition to verifying the student’s income eligibility, RHA will then proceed to verify either the student’s parents’ income eligibility (see Section 7-III.J) or the student’s independence from his/her parents (see below).

Independent Student
Roseville Housing Authority (RHA) Policy
RHA will verify a student’s independence from his/her parents to determine that the student’s parents’ income is not relevant for determining the student’s eligibility.

Written certification may be requested from the student’s parents identifying the

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amount of support they will be providing to the student, even if the amount of support is $0.
7-II.F. DOCUMENTATION OF DISABILITY
The PHA must verify the existence of a disability in order to allow certain income disallowances and deductions from income. The PHA is not permitted to inquire about the nature or extent of a person’s disability [24 CFR 100.202(c)]. The PHA may not inquire about a person’s diagnosis or details of treatment for a disability or medical condition. If the PHA receives a verification document that provides such information, the PHA will not place this information in the tenant file. Under no circumstances will the PHA request a participant’s medical record(s). For more information on health care privacy laws, see the Department of Health and Human Services’website at http://www.hhs.gov/ocr/privacy/.

The above cited regulation does not prohibit the following inquiries, provided these inquiries are made of all applicants, whether or not they are persons with disabilities [VG, p. 24]:

Inquiry into an applicant’s ability to meet the requirements of ownership or tenancy Inquiry to determine whether an applicant is qualified for a dwelling available only to person swith disabilities or to persons with a particular type of disability Inquiry to determine whether an applicant for a dwelling is qualified for a priority available to persons with disabilities or to persons with a particular type of disability Inquiring whether an applicant for a dwelling is a current illegal abuser or addict of a controlled substance
Inquiring whether an applicant has been convicted of the illegal manufacture or distribution of a controlled substance

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Family Members Receiving SSA Disability Benefits
Verification of the receipt of disability benefits from the Social Security Administration (SSA) is sufficient verification of disability for the purpose of qualifying for waiting list preferences (if applicable) or certain income disallowances and deductions [VG, p. 23].

Roseville Housing Authority (RHA) Policy
For family members claiming disability who receive disability benefits from the SSA, and for adult family members less than 62 years of age receiving SS and/or SSI benefits,
RHA will attempt to obtain information about disability benefits through the HUD Enterprise Income Verification (EIV) system. If documentation from HUD’s EIV System is not available, RHA will request a current SSA benefit verification letter from each family member claiming disability status. If the family is unable to provide the document(s), RHA will ask the family to request a benefit verification letter by either calling SSA at 1-800-772-1213, or by requesting it from www.ssa.gov.

Once the applicant or participant receives the benefit verification letter they will be required to provide it to RHA.

Family Members Not Receiving SSA Disability Benefits
Receipt of veteran’s disability benefits, worker’s compensation, or other non-SSA benefits based the individual’s claimed disability are not sufficient verification that the individual meets HUD’s definition of disability in 24 CFR 5.403.

Roseville Housing Authority (RHA) Policy
For family members claiming disability who do not receive disability benefits from the SSA, a knowledgeable professional must provide third-party verification that the family member meets the HUD definition of disability. See the Eligibility chapter for the HUD definition of disability. The knowledgeable professional will verify whether the family member does or does not meet the HUD definition of disability.

Developmental disability will be verified one-time – there is no need to reverify this disability.

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7-II.G. CITIZENSHIP OR ELIGIBLE IMMIGRATION STATUS [24 CFR 5.508] Overview
Housing assistance is not available to persons who are not citizens, nationals, or eligible immigrants. Prorated assistance is provided for "mixed families" containing both eligible and ineligible persons. A discussion of eligibility requirements is in the Eligibility chapter. This verifications chapter discusses HUD and PHA verification requirements related to citizenship status.

The family must provide a certification that identifies each family member as a U.S. citizen, a U.S. national, an eligible noncitizen or an ineligible noncitizen and submit the documents discussed below for each family member. Once eligibility to receive assistance has been verified it need not be collected or verified again during continuously assisted occupancy. [24 CFR 5.508(g)(5)] U.S. Citizens and Nationals
HUD requires a declaration for each family member who claims to be a U.S. citizen or national.

The declaration must be signed by any family member 18 or older and by a guardian for minors.

The PHA may request verification of the declaration by requiring presentation of a birth certificate, United States passport or other appropriate documentation.

Roseville Housing Authority (RHA) Policy
Family members who claim U.S. citizenship or national status will not be required to provide additional documentation unless RHA receives information indicating that an individual’s declaration may not be accurate.

Eligible Immigrants
Documents Required
All family members claiming eligible immigration status must declare their status in the same manner as U.S. citizens and nationals. The documentation required for eligible noncitizens varies depending upon factors such as the date the person entered the U.S., the conditions under which eligible immigration status has been granted, age, and the date on which the family began receiving HUD-funded assistance. Exhibit 7-1 at the end of this chapter summarizes documents family members must provide.

PHA Verification [HCV GB, pp. 5-3 and 5-7]
For family members age 62 or older who claim to be eligible immigrants, proof of age is required in the manner described in 7-II.C. of this plan. No further verification of eligible immigration status is required.

For family members under the age of 62 who claim to be eligible immigrants, the PHA must verify immigration status with the United States Citizenship and Immigration Services (USCIS).

The PHA will follow all USCIS protocols for verification of eligible immigration status. 7-II.H. VERIFICATION OF PREFERENCE STATUS

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The PHA must verify any preferences claimed by an applicant that determined placement on the waiting list.

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PART III: VERIFYING INCOME AND ASSETS
Chapter 6, Part I of this plan describes in detail the types of income that are included and excluded and how assets and income from assets are handled. Any assets and income reported by the family must be verified. This part provides PHA policies that supplement the general verification procedures specified in Part I of this chapter.
7-III.A. EARNED INCOME
Tips
Roseville Housing Authority (RHA) Policy
Unless tip income is included in a family member’s W-2 by the employer, persons who work in industries where tips are standard will be required to sign a certified estimate of tips received for the prior year and tips anticipated to be received in the coming year.

Wages
Roseville Housing Authority (RHA) Policy
For wages other than tips, the family must provide originals of the two most current, consecutive pay stubs.
7-III.B. BUSINESS AND SELF EMPLOYMENT INCOME
Roseville Housing Authority (RHA) Policy
Business owners and self-employed persons will be required to provide:
• An audited financial statement for the previous fiscal year if an audit was conducted. If an audit was not conducted, a statement of income and expenses must be submitted, and the business owner or self-employed person must certify to its accuracy.
• All schedules completed for filing federal and local taxes in the preceding year.

RHA may require copies of receipts to support business deductions. Deductions will be allowed to the extent they are verifiable and in accord with IRS regulations. • Transportation expenses for self-employment will be calculated using actual miles to and from work appointments and the standard business mileage rate instead of actual expenses for gas and oil.

For self-employed individuals who claim they do not to file tax returns, The PHA will obtain a completed copy of IRS Form 4506-T to verify that no return has been filed.

For those employed in “gig employment” (i.e., those in formal agreements with on-demand companies such as Uber, Lyft, or DoorDash), the PHA will provide a format for the individual to declare their income and expenses. The PHA will also review the printed statement of monthly income from the applicable app for all hours worked and pay received as well as the Schedule C of the individual’s tax return and the corresponding IRS Form 1099 or 1099k

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The PHA will provide a format for any person who is unable to provide such a statement to record income and expenses for the coming year. The business owner/self-employed person will be required to submit the information requested and to certify to its accuracy at all future reexaminations. At any reexamination the PHA may request documents that support submitted financial statements such as manifests, appointment books, cash books, or bank statements.

If a family member has been self-employed less than three (3) months, the PHA will accept the family member's certified estimate of income and schedule an interim reexamination in three (3) months. If the family member has been self-employed for three (3) to twelve (12) months the PHA will require the family to provide documentation of income and expenses for this period and use that information to project income.
7-III.C. PERIODIC PAYMENTS AND PAYMENTS IN LIEU OF EARNINGS For policies governing streamlined income determinations for fixed sources of income, please see Chapter 11.

Social Security/SSI Benefits [Notice PIH 2023-27]
Verification requirements for Social Security (SS) and Supplemental Security Income (SSI) benefits differ for applicants and participants.

For applicants, since EIV does not contain SS or SSI benefit information, the PHA must ask applicants to provide a copy of their current SS and/or SSI benefit letter (dated within the last 120 calendar days) for each family member that receives SS and/or SSI benefits. If the family is unable to provide the document or documents, the PHA should help the applicant request a benefit verification letter from SSA’s website at www.ssa.gov or ask the family to request one by calling SSA at 1-800-772-1213. The PHA must obtain the original benefit letter from the applicant, make a photocopy of the document for the file, and return the original to the family.

For participants, the PHA must obtain information through the HUD EIV system and confirm with the participants that the current listed benefit amount is correct.

If the participant agrees with the amount reported in EIV, the PHA must use the EIV-reported gross benefit amount to calculate annual income from Social Security. PHAs are required to use the EIVreported SS and SSI benefit amounts when calculating income unless the tenant disputes the EIVreported amount. For example, an SSA benefit letter may list the monthly benefit amount as $450.80 and EIV displays the amount as $450.00. The PHA must use the EIV-reported amount unless the participant disputes the amount.

If the participant disputes the EIV-reported benefit amount, or if benefit information is not available in EIV, the PHA must request a current SSA benefit verification letter (dated within the last 120 calendar days) from each family member that receives SS and/or SSI benefits. If the family is unable to provide the document or documents, the PHA should help the participant request a benefit verification letter from SSA’s website at www.ssa.gov or ask the family to request one by calling SSA at 1-800-772-1213. The PHA must obtain the original benefit letter from the participant, make a photocopy of the document for the file, and return the original to the family.

Photocopies of social security checks or bank statements are not acceptable forms of verification for SS/SSI benefits.

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7-III.D. ALIMONY OR CHILD SUPPORT
Roseville Housing Authority (RHA) Policy
If the family declares that it receives regular, irregular, or no payments, verification will be sought in the following order.
• RHA will ask the family to provide a 12 Months Payment History printout from www.childsup.ca.gov. If the family does not have access to the internet RHA • staff will schedule an appointment to allow the family use RHA’s computer to print their Child Support payment history.
• Third-party verification form from the state or local child support agency with a request for a record of payments for the past 12 months and any known information about the likelihood of future payments.
• Third-party verification from the person paying the support • Copy of the latest check and/or payment stubs.
• Family's self-certification of amount received Note: Families are not required to undertake independent enforcement action.7-III.E. NONRECURRING INCOME [Notice PIH 2023-27]
Income that will not be repeated beyond the coming year (i.e., the 12 months following the effective date of the certification), based on information provided by the family, is considered nonrecurring income and is excluded from annual income. PHAs may accept a self-certification from the family stating that the income will not be repeated in the coming year.

Roseville Housing Authority Policy
RHA will require third-party verification that income sources will not be repeated in the coming year.
7-III.E. ASSETS AND INCOME FROM ASSETS
Net Family Assets [24 CFR 5.603]
At admission and reexam, for families with net assets totaling $50,000 or less (adjusted annually), the PHA may, but is not required to, accept the family’s self-certification that the family’s assets do not exceed $50,000 without taking any additional steps to verify the accuracy of the declaration.

The declaration mustinclude the amount ofincome the family expects to receive from assets which must be included in the family’s income. This includes declaring income from checking and savings accounts which, although excluded from the calculation of net family assets (because the combined value of non-necessary personal property does not exceed $50,000), may generate asset income. PHAs must clarify during the self-certification process which assets are included/excluded from net family assets.

For PHAs that choose to accept self-certification, the PHA is required to obtain third-party verification of all assets, regardless of the amount, at least once every three years.

PHAs who choose not to accept self-certifications of assets must verify all families’ assets on an annual basis
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When net family assets have a total value over $50,000, the PHA may not rely on the family’s selfcertification. Third-party verification of assets is required when net family assets exceed $50,000, adjusted annually by HUD.

When verification of assets is required, PHAs are required to obtain a minimum of one statement that reflects the current balance of banking/financial accounts.

Roseville Housing Authority Policy
Families are to provide one month of verification of assets for annual recertification.

In some cases, additional months may be requested.

When verification is required, in determining the value of checking or savings accounts, RHA will use the current balance.

In determining the anticipated income from an interest-bearing checking or savings account when verification is required and the rate of return is known, RHA will multiply the current balance of the account by the current rate of interest paid on the account. If a checking account does not bear interest, the anticipated income from the account is zero.

Self-Certification of Real Property Ownership [24 CFR 5.618(b)(2)] The PHA must determine whether a family has present ownership in real property that is suitable for occupancy for purposes of determining whether the family is compliant with the asset limitation described in Chapters 3 and 12. At admission and reexam, the PHA may accept a selfcertification from the family that the family does not have any present ownership in any real property that is suitable for occupancy. If the family declares they have present ownership in real property, the PHA must obtain third-party verification.

Roseville Housing Authority Policy
If the family declares they have a present ownership in real property, RHA will obtain third-party verification of the following factors: whether the family has the legal right to reside in the property; whether the family has effective legal authority to sell the property; and whether the property is suitable for occupancy by the family as a residence. However, in cases where a family member is a victim of domestic violence, dating violence, sexual assault, or stalking, RHA will comply with confidentiality requirements under 24 CFR 5.2007 and will accept a selfcertification.

Both at admission and reexam, RHA may request self-certification from the family that the family does not have any present ownership in any real property. The certification will state that the family does not have any present ownership interest in any real property and must be signed by all family members 18 years of age and older. The PHA reserves the right to require additional verification in situations where the accuracy of the declaration is in question.

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7-III.G. ASSETS DISPOSED OF FOR LESS THAN FAIR MARKET VALUE The family must certify whether any assets have been disposed of for less than fair market value in the preceding two years. The PHA needs to verify only those certifications that warrantvwarranty documentation [HCV GB, p. 5-28].

Roseville Housing Authority (RHA) Policy
RHA will verify the value of assets disposed of only if:
• RHA does not already have a reasonable estimation of its value from previously collected information, or
• The amount reported by the family in the certification appears obviously in error. 7-III.H. NET INCOME FROM RENTAL PROPERTY
Roseville Housing Authority (RHA) Policy
The family must provide both of the following:
• A current executed lease for the property that shows the rental amount or certification from the current tenant
• A self-certification from the family members engaged in the rental of property providing an estimate of expenses for the coming year and the most recent IRS Form 1040 with Schedule E (Rental Income). If schedule E was not prepared, RHA will require the family members involved in the rental of property to provide a selfcertification of income and expenses for the previous year and may request documentation to support the statement including tax statements, insurance invoices, bills for reasonable maintenance and utilities, and bank statements or amortization schedules showing monthly interest expense. 7-III.I. FEDERAL TAX REFUNDS OR REFUNDABLE TAX CREDITS [Notice PIH 2023-27] PHAs are not required to verify the amount of the family’s federal tax refund or refundable tax credit(s) if the family’s net assets are equal to or below $50,000 (adjusted annually for inflation), even in years when full verification of assets is required or if the PHA does not accept selfcertification of assets. PHAs must verify the amount of the family’s federal tax refund or refundable tax credits if the family’s net assets are greater than $50,000. 7-III.J. RETIREMENT ACCOUNTS
Roseville Housing Authority (RHA) Policy
RHA will accept written third-party documents provided by the family as evidence of the status of retirement accounts.

The type of original document that will be accepted depends upon the family member’s retirement status.

Before retirement, RHA will accept an original document from the entity holding the account with a date that shows it is the most recently scheduled statement for the

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account but in no case earlier than 6 months from the effective date of the examination.

Upon retirement, RHA will accept an original document from the entity holding the account that reflects any distributions of the account balance, any lump sums taken and any regular payments.

After retirement, RHA will accept an original document from the entity holding the account dated no earlier than 12 months before that reflects any distributions of the account balance, any lump sums taken and any regular payments.

If the family does not have documentation of retirement accounts RHA will send third-party verification forms to the source of the retirement account. 7-III.K. INCOME FROM EXCLUDED SOURCES [Notice PIH 2023-27] A detailed discussion of excluded income is provided in Chapter 6, Part I.

HUD guidance on verification of excluded income draws a distinction between income which is fully excluded and income which is only partially excluded.

For fully excluded income, the PHA is not required to follow the verification hierarchy, document why third-party verification is not available, or report the income on the 50058. Fully excluded income is defined as income that is entirely excluded from the annual income determination (for example, food stamps, earned income of a minor, or foster care funds) [Notice PIH 2013-04].

PHAs may accept a family’s signed application or reexamination form as self-certification of fully excluded income. They do not have to require additional documentation. However, if there is any doubt that a source of income qualifies for full exclusion; PHAs have the option of requiring additional verification.

For partially excluded income, the PHA is required to follow the verification hierarchy and all applicable regulations, and to report the income on the 50058. Partially excluded income is defined as income where only a certain portion of what is reported by the family qualifies to be excluded and the remainder is included in annual income (for example, the income of an adult full-time student, or income excluded under the earned income disallowance).

Roseville Housing Authority (RHA) Policy
RHA will accept the family’s self-certification as verification of fully excluded income. RHA may request additional documentation if necessary to document the income source.

RHA will verify the source and amount of partially excluded income as described in Part 1 of this chapter.

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7-III.L. ZERO INCOME STATUS REVIEWS [Notice PIH 2023-27] A zero-income review is an assessment, sometimes periodic, performed by the PHA of the income of a family who claims that they do not receive income from any source, including from assets.

During such reviews, it is common for PHAs to request that families complete and sign a worksheet explaining how they pay for the household’s expenses. HUD does not require PHAs to conduct periodic zero income reviews. In calculating annual income, PHAs must not assign monetary value to nonmonetary in-kind donations from a food bank or similar organization received by the family [24 CFR § 5.609(b)(24)(vi)]. PHAs that perform zero income reviews must update local discretionary policies, procedures, and forms. Families who begin receiving income which does not trigger an interim reexamination should no longer be considered zero income even though the family’s income is not reflected on the Form HUD-50058.

Roseville Housing Authority (RHA) Policy
Pursuant to 24 CFR Part 5, 24 CFR 982.551, and 24 CFR 982.552, the Roseville Housing Authority (RHA) will utilize all available Up-Front Income Verification (UIV) methods, including HUD’s Enterprise Income Verification (EIV) system when applicable, and may obtain independent third-party verification to confirm the accuracy and completeness of all income information reported by program participants. This includes, but is not limited to, verification of unemployment benefits, Temporary Assistance for Needy Families (TANF), Social Security (SS), and Supplemental Security Income (SSI).

Households reporting zero annual income, or households whose reported income and/or assetsthat do not reasonable support disclosed recurring expenses,, will be required to disclose, certify, and provide documentation of all sources of financial support and all recurring monthly expenses. This requirement is consistent with family obligations under 24 CFR 982.551(b) to supply complete and accurate information necessary for RHA to administer the program.

RHA retains sole discretion to request additional documentation, conduct follow-up reviews, or require supplemental verification whenever reported information is incomplete, inconsistent, contradictory, unverifiable, or otherwise insufficient for RHA to make an eligibility determination.

RHA will schedule an in-office appointment to review income, expenses, and any documentation RHA deems necessary to determine eligibility or continued assistance. All adult household members will be required to attend, unless RHA approves an alternative method of participation as a reasonable accommodation under Section 504 of the Rehabilitation Act and HUD nondiscrimination regulations.

If the household fails to attend the scheduled appointment, RHA will allow one opportunity to reschedule. Failure to attend the second appointment, without good cause, constitutes a violation of family obligations under 24 CFR 982.551 and may result in denial or termination of assistance under 24 CFR 982.552. Any termination action will be subject to the family’s right to an informal hearing under 24 CFR 982.555.

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For purposes of this policy, RHA defines good cause as a circumstance beyond the household’s reasonable control that prevents attendance at a required appointment or timely submission of documentation. Good cause may include, but is not limited to:
• Serious illness, hospitalization, or medical emergency of a household member
• Death of an immediate family member
• Verified lack of necessary transportation
• A court appearance or legal obligation requiring attendance • Severe weather or natural disaster preventing safe travel • Circumstances requiring reasonable accommodation under Section 504 • Other unforeseeable circumstances that RHA, in its sole discretion, determines to be legitimate and unavoidable
Documentation supporting a good-cause claim may be required. Failure to provide requested evidence may result in denial of the good-cause request.

RHA will check UIV sources and/or request information from third-party sources to verify that certain forms of income such as unemployment benefits, TANF, SS, SSI, and general relief/assistance are not being received by families claiming to have zero annual income. Each adult family member with zero income, or insufficient assets and income to support anticipated monthly expenses will be required to provide monthly income and expense reports and the family may be asked to provide copies of utility bills.

If monthly income and expense reports are required, the due date for each month’s form is 10 days following the end of each reporting month. If the form is not returned completed by the due date a reminder letter will be sent giving two more weeks to return the form. If the second deadline is missed, then the family will have their assistance terminated. If an exception to termination of assistance is made the family will be required to sign a form stating that they understand that this is a onetime exception of termination for late submittal of the required monthly income and expense reports.
7-III.M. STUDENT FINANCIAL ASSISTANCE [24 CFR 5.609(b)(9)] Any financial assistance, in excess of amounts received for tuition, that a person attending an institution of higher education receives under the Higher Education Act of 1965, from private sources, or from an institution of higher education must be considered income unless the student is over the age of 23 with dependent children or is residing with parents who are seeking or receiving HCV assistance [24 CFR 5.609(b)(9) and FR 4/10/06].

For students over the age of 23 with dependent children or students residing with parents who are seeking or receiving HCV assistance, the full amount of student financial assistance is excluded from annual income [24 CFR 5.609(c)(6)]. The full amount of student financial assistance is also excluded for students attending schools that do not qualify as institutions of higher education (as defined in Exhibit 3-2). Excluded amounts are verified only if, without verification, the PHA would
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not be able to determine whether or to what extent the income is to be excluded (see Section 7- III.H).

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Roseville Housing Authority Policy
For a student subject to having a portion of his/her student financial assistance included in annual income in accordance with 24 CFR 5.609(b)(9), RHA will request written third-party verification of both the source and the amount. Family-provided documents from the educational institution attended by the student will be requested, as well as documents generated by any other person or entity providing such assistance, as reported by the student.

In addition, RHA will request written verification of the student’s tuition amount. If RHA is unable to obtain third-party written verification of the requested information, RHA will pursue other forms of verification following the verification hierarchy in Section 7-I.B.
*The regulations under HOTMA distinguish between two categories of student financial assistance paid to both full-time and part-time students. Any assistance to students under section 479B of the Higher Education Act of 1965 (Tile IV of the HEA) must be excluded from the family’s annual income [24 CFR 5.609(b)(9)(i)]. Any other grant-in-aid, scholarship, or other assistance amounts an individual receives for the actual covered costs charged by the institute of higher education not otherwise excluded by the federally mandated income exclusions are excluded [24 CFR

5.609(b)(9)(ii)].

Roseville Housing Authority Policy
RHA will request written third-party verification of both the source and the amount of student financial assistance. Family-provided documents from the educational institution attended by the student will be requested, as well as documents generated by any other person or entity providing such assistance, as reported by the student.

In addition, unless the student’s only source of assistance is assistance under Title IV of the HEA, RHA will request written verification of the cost of the student’s tuition, books, supplies, room and board, and other required fees and charges to the student from the educational institution.

If RHA is unable to obtain third-party written verification of the requested information, RHA will pursue other forms of verification following the verification hierarchy in section 7-I.B.
7-III.N. PARENTAL INCOME OF STUDENTS SUBJECT TO ELIGIBILITY

RESTRICTIONS
If a student enrolled at an institution of higher education is under the age of 24, is not a veteran, is not married, does not have a dependent child, and is not a person with disabilities receiving HCV assistance as of November 30, 2005, the income of the student’s parents must be considered when determining income eligibility, unless the student is determined independent from his or her parents in accordance with PHA policy [24 CFR 5.612 and FR 4/10/06, p. 18146].

This provision does not apply to students residing with parents who are seeking or receiving HCV assistance. It is limited to students who are seeking or receiving assistance on their own, separately from their parents.
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Roseville Housing Authority (RHA) Policy
If RHA is required to determine the income eligibility of a student’s parents, RHA will request an income declaration and certification of income from the appropriate parent(s) (as determined in Section 3-II.E). RHA will send the request directly to the parents, who will be required to certify to their income under penalty of perjury.

The parents will be required to submit the information directly to RHA. The required information must be submitted (postmarked) within 10 business days of the date of RHA’s request or within any extended timeframe approved by RHA.

RHA reserves the right to request and review supporting documentation at any time if it questions the declaration or certification. Supporting documentation may include, but is not limited to, Internal Revenue Service (IRS) tax returns, consecutive and original pay stubs, bank statements, pension benefit statements, benefit award letters, and other official and authentic documents from a federal, state, or local agency.

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PART IV: VERIFYING MANDATORY DEDUCTIONS
7-IV.A. DEPENDENT AND ELDERLY/DISABLED HOUSEHOLD DEDUCTIONS The dependent and elderly/disabled family deductions require only that the PHA verify that the family members identified as dependents or elderly/disabled persons meet the statutory definitions.

No further verifications are required.

Dependent Deduction
See Chapter 6 (6-II.B.) for a full discussion of this deduction. The PHA must verify that:
• Any person under the age of 18 for whom the dependent deduction is claimed is not the head, spouse, or co-head of the family and is not a foster child • Any person age 18 or older for whom the dependent deduction is claimed is not a foster adult or live-in aide, and is a person with a disability or a full-time student Elderly/Disabled Family Deduction
See Eligibility chapter for a definition of elderly and disabled families and Chapter 6 (6-II.C.) for a discussion of the deduction. The PHA must verify that the head, spouse, or co-head is 62 years of age or older or a person with disabilities.
7-IV.B. HEALTH AND MEDICAL CARE EXPENSE DEDUCTION
Policies related to medical expenses are found in 6-II.D. The amount of the deduction will be verified following the standard verification procedures described in Part I.

The PHA must comply with the Health Insurance Portability and Accountability Act (HIPAA) (Pub. L. 104-191, 110 Stat. 1936) and the Privacy Act of 1974 (Pub. L. 93-579, 88 Stat. 1896) when requesting documentation to determine unreimbursed health and medical care expenses. The PHA may not request documentation beyond what is sufficient to determine anticipated health and medical care costs. Before placing bills and documentation in the tenant file, the PHA must redact all personally identifiable information [FR Notice 2/14/23] Amount of Expense
Roseville Housing Authority (RHA) Policy
RHA cannot request information to verify medical expenses due to privacy laws.

Medical expenses will be verified through:

Written third-party documents provided by the family, such as pharmacy printouts, receipts and copies of cancelled checks used to make medical expense payments.

RHA will make a best effort to determine what expenses from the past are likely to continue to occur in the future. RHA will also accept evidence of monthly payments or total payments that will be due for medical expenses during the upcoming 12 months.

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Before placing bills and documentation in the tenant file, the PHA will redact all personally identifiable information.

If the PHA receives documentation from a verification source that contains the individual’s specific diagnosis, information regarding the individual’s treatment, and/or information regarding the nature or severity of the person’s disability, the PHA will immediately dispose of this confidential information; this information will never be maintained in the individual’s file. If the information needs to be disposed of, the PHA will note in the individual’s file that verification was received, the date received, and the name and address of the person/organization that provided the verification. Under no circumstances will PHA include an applicant’s or resident’s medical records in the file [Notice PIH 2010-26].

In addition, the PHA must verify that:
• The household is eligible for the deduction.
• The costs to be deducted are qualified medical expenses. • The expenses are not paid for or reimbursed by any other source. • Costs incurred in past years are counted only once.

Eligible Household
The medical expense deduction is permitted only for households in which the head, spouse, or cohead is at least 62, or a person with disabilities. The PHA must verify that the family meets the definition of an elderly or disabled family provided in the Eligibility chapter and as described in Chapter 7 (7-IV.A.) of this plan.

Qualified Expenses
To be eligible for the medical expenses deduction, the costs must qualify as medical expenses. See Chapter 6 (6-II.D.) for the PHA’s policy on what counts as a medical expense.

Unreimbursed Expenses
To be eligible for the medical expenses deduction, the costs must not be reimbursed by another source.

Roseville Housing Authority Policy
The family will be required to certify that the medical expenses are not paid or reimbursed to the family from any source. If expenses are verified through a third party, the third party must certify that the expenses are not paid or reimbursed from any other source.

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Expenses Incurred in Past Years
Roseville Housing Authority Policy
When anticipated costs are related to on-going payment of medical bills incurred in past years, RHA will verify:
• the anticipated repayment schedule; and
• the amounts paid in the past, and
• whether the amounts to be repaid have been deducted from the family’s annual income in past years
7-IV.C. DISABILITY ASSISTANCE EXPENSES
Policies related to disability assistance expenses are found in 6-II.E. The amount of the deduction will be verified following the standard verification procedures described in Part I.

The PHA must comply with the Health Insurance Portability and Accountability Act (HIPAA) (Pub. L. 104-191, 110 Stat. 1936) and the Privacy Act of 1974 (Pub. L. 93-579, 88 Stat. 1896) when requesting documentation to determine unreimbursed auxiliary apparatus or attendance care costs. The PHA may not request documentation beyond what is sufficient to determine anticipated reasonable attendant care and auxiliary apparatus costs. Before placing bills and documentation in the tenant file, the PHA must redact all personally identifiable information [FR Notice 2/14/23].

Amount of Expense
Attendant Care
Roseville Housing Authority (RHA) Policy
RHA will accept written third-party documents provided by the family.

If family-provided documents are not available, RHA will provide a third-party verification form directly to the care provider requesting the needed information.

Expenses for attendant care will be verified through:

Third-party verification form signed by the provider, when possible Auxiliary Apparatus
Roseville Housing Authority (RHA) Policy Expenses
for auxiliary apparatus will be verified
In addition, the PHA must verify that:
• The family member for whom the expense is incurred is a person with disabilities (as described in 7-II.F above).
• The expense permits a family member, or members, to work (as described in 6-II.E.). • The expense is not reimbursed from another source (as described in 6-II.E.).

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Family Member is a Person with Disabilities
To be eligible for the disability assistance expense deduction, the costs must be incurred for attendant care or auxiliary apparatus expense associated with a person with disabilities. The PHA will verify that the expense is incurred for a person with disabilities (See 7-II.F.) Family Member(s) Permitted to Work
The PHA must verify that the expenses claimed actually enable a family member, or members, (including the person with disabilities) to work.

Roseville Housing Authority (RHA) Policy
RHA will request that the family provide third-party verification from a rehabilitation agency or knowledgeable medical professional indicating that the person with disabilities requires attendant care or an auxiliary apparatus to be employed, or that the attendant care or auxiliary apparatus enables another family member, or members, to work (See 6-II.E.).

If third-party verification has been attempted and is either unavailable or proves unsuccessful, the family must certify that the disability assistance expense frees a family member, or members (possibly including the family member receiving the assistance), to work.

Unreimbursed Expenses
To be eligible for the disability expenses deduction, the costs must not be reimbursed by another source.

Roseville Housing Authority (RHA) Policy
The family will be required to certify that attendant care or auxiliary apparatus expenses are not paid by or reimbursed to the family from any source. 7-IV.D. CHILD CARE EXPENSES
Policies related to childcare expenses are found in Chapter 6 (6-II.F). The amount of the deduction will be verified following the standard verification procedures described in Part I of this chapter.

In addition, the PHA must verify that:
• The child is eligible for care (12 or younger).
• The costs claimed are not reimbursed.
• The costs enable a family member to work, actively seek work, or further their education. • The costs are for an allowable type of childcare.
• The costs are reasonable

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Eligible Child
To be eligible for the childcare deduction, the costs must be incurred for the care of a child under the age of 13. The PHA will verify that the child being cared for (including foster children) is under the age of 13 (See 7-II.C.).

Unreimbursed Expense
To be eligible for the childcare deduction, the costs must not be reimbursed by another source.

Roseville Housing Authority (RHA) Policy
The family (and the care provider) will be required to certify that the childcare expenses are not paid or reimbursed to the family from any source.

Pursuing an Eligible Activity
The PHA must verify that the family member(s) that the family has identified as being enabled to seek work, pursue education, or be gainfully employed, are actually pursuing those activities Roseville Housing Authority (RHA) Policy
Information to be Gathered
RHA will verify information about how the schedule for the claimed activity relates to the hours of care provided, the time required for transportation, the time required for study (for students), the relationship of the family member(s) to the child, and any special needs of the child that might help determine which family member is enabled to pursue an eligible activity.

Seeking Work
Whenever possible, RHA will use documentation from a state or local agency that monitors work-related requirements (e.g., welfare or unemployment). In such cases the PHA will request verification from the agency of the member’s job seeking efforts to date and require the family to submit to RHA any reports provided to the other agency.

In the event third-party verification is not available, RHA will provide the family with a form on which the family member must record job search efforts. RHA will review this information at each subsequent reexamination for which this deduction is claimed.

Furthering Education