Agenda packet — Mayor and City Council, May 4, 2022 (part 3 of 8)

Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Oliver Mujica, Planning Division Manager

Subject: Adopt Ordinance No. MC-1576 (Property Maintenance Code) (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Ordinance MC -1576 of the Mayor and City Council of the City of San Bernardino, California, adding Section 15.05.300 (Vacant Building Board-Up Standards) to Chapter 15.05 (Property Maintenance Code) of Title 15 (Buildings and Construction) of the City of San Bernardino Municipal Code; and finding the action exempt under the California Environmental Quality Act.

Background
The City has experienced an increase in blighted and unsafe conditions along commercial corridors and neighborhoods resulting from long -term vacant or abandoned buildings. Once broken into and over-run, neglected buildings become accessible to the public creating an inviting environment for vagrancy, vandalism, and illegal occupancy.

As a result, these buildings become vulnerable and susceptible to further damage or in many cases the buildings are destroyed.

The property owners or management companies of vacant buildings typically board -up the doors and windows. However, the materials and methods used vary from building to building. This results in a patchwork of building appearances that become aesthetically detrimental t o the community and creates a negative visual image of the City.

Therefore, there is a need to establish a uniform manner in which vacant or abandoned buildings shall be boarded-up.

Discussion
As part of the City’s “on -call board -up and abatement service s” administered through the Code Enforcement Division, the City's vendor is required to comply with the guidelines of the United States Department of Housing and Urban Development (HUD) when boarding windows and doors.

On April 6, 2022, the Mayor and City Council conducted a public hearing and introduced Ordinance No. MC -1576 amending Chapter 15.05 (Property Maintenance Code) by adding Section 15.05.300 (Vacant Building Board -Up Standards) to ensure that a 17 Packet Pg. 424
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uniform and standardized method for boarding up va cant and abandoned buildings is utilized in a manner consistent with HUD’s standards.

Ordinance No. MC-1576 is now ready for adoption and will become effective on June 3, 2022.

California Environmental Quality Act
The Planning Division conducted an envir onmental evaluation in connection with the proposed Ordinance (Property Maintenance Code) and concluded that the Ordinance is not a project under CEQA. The Ordinance is not a project within the meaning of Section 15378 of the State CEQA Guidelines, because it has no potential for resulting in physical change in the environment, directly or indirectly and does not authorize any specific development within the City’s boundaries. Alternatively, the Ordinance is exempt from CEQA under State CEQA Guidelines Sect ion 15301 (Existing Facilities), as it involves minor alteration of existing public or private structures by establishing board-up standards for vacant existing buildings. Furthermore, the Ordinance is exempt under Section 15061(b)(3) (Review for Exemption ) of the CEQA Guidelines since the proposed Ordinance will not create significant effects on the environment as its implementation is consistent with HUD’s guidelines.

2021-2025 Key Strategic Targets and Goals
This ordinance aligns with Key Target No. 3: Improved Quality of Life . Specifically, updating the Property Maintenance Code pertaining to vacant building board -up standards contributes to reducing crimes and blighted conditions , and helps ensure that commercial corridors and neighborhoods are well maintained and safer.

Fiscal Impact
There is no fiscal impact to the City’s General Fund as a result of this action.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Ordinance MC -1576 of the Mayo r and City Council of the City of San Bernardino, California, adding Section 15.05.300 (Vacant Building Board -Up Standards) to Chapter 15.05 (Property Maintenance Code) of Title 15 (Buildings and Construction) of the City of San Bernardino Municipal Code; and finding the action exempt under the California Environmental Quality Act.

Attachments
Attachment 1 Ordinance No. MC-1576 (Vacant Building Board-Up Standards)

Ward: All

Synopsis of Previous Council Actions:

On April 6, 2022 The Mayor and City Council introduced Ordinance No. MC-1576. 17 Packet Pg. 425
Ordinance No. MC-1576
1 ORDINANCE NO. MC-1576

ORDINANCE OF THE MAYOR AND CITY COUNCIL OF

THE CITY OF SAN BERNARDINO, CALIFORNIA, ADDING
SECTION 15.05.300 (V ACANT BUILDING BOARD -UP
STANDARDS) TO CHAPTER 15.05 (PROPERTY
MAINTENANCE CODE ) OF TITLE 1 5 (BUILDINGS AND

CONSTRUCTION) OF THE CITY OF SAN BERNARDINO
MUNICIPAL CODE; AND FINDING THE EXEMPTION

UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY
ACT

WHEREAS, the City has experienced an increase in blighted and unsafe conditions along the commercial corridors and neighborhoods resulting from long -term vacant or abandoned buildings. Neglected buildings become accessible to the public creating an inviting environm ent for vagrancy, vandalism and illegal occupancy. These buildings become vulnerable and susceptible to further damage or in many cases the buildings are totally destroyed; and

WHEREAS, property owners or management companies of vacant buildings typically board-up the doors and windows by utilizing materials and methods that vary from building to building, resulting in a patchwork of building appearances that become aesthetically detrimental to the community and creates a negative visual image of the City; and

WHEREAS, there is a need to establish a uniform manner in which vacant or abandoned buildings shall be boarded-up; and

WHEREAS, this Ordinance is a City-initiated amendment to Chapter 15.05 (Property Maintenance Code) of the City of San Bernardino Municipal Code (Title 1 5) to add Section

15.05.300 (Vacant Building Boar d-Up Standards) modeled after United States Department of Housing and Urban Development standards; and

WHEREAS, Ordinance No. MC-1576 has been prepared consistent with the City of San Bernardino General Plan; and

WHEREAS, pursuant to the requirements of the California Environmental Quality Act (“CEQA”), the Planning Division of the Community and Economic Development Department evaluated Ordinance No. MC-1576 and determined that it is not a project within the meaning of State CEQA Guidelines Section 15378, and alternatively is exempt from CEQA under Section 15301 (Existing Facilities) and 15061(b)(3) (Review for Exemption) of the CEQA Guidelines; and

NOW THEREFORE, THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, DO ORDAIN AS FOLLOWS:

SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.

SECTION 2. Compliance with the C alifornia Environmental Quality Act. As the decision-making body for the project, the Mayor and City Council has reviewed and considered

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2 the information contained in the administrative record for Ordinance No. MC-____. Based upon the facts and information contained in the administrative record, including all written and oral evidence presented to the Mayor and City Council , the Mayor and City Council hereby finds, as follows:

(1) The administrative record has been completed in compliance with the California Environmental Quality Act (“CEQA”), the State CEQA Guidelines, and the City’s Local CEQA Guidelines;

(2) Ordinance No. MC-1576 is not a project within the meaning of Section 15378 of the State CEQA Guidelines, because it has no potential for re sulting in physical change in the environment, directly or indirectly. Ordinance No. MC-1576 does not authorize any specific development within the City’s boundaries. Ordinance No. MC-1576 it is exempt from CEQA because the adoption of the Ordinance is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment (State CEQA Guidelines, Section 15061(b)(3)). The proposed Ordinance to adopt the guidelines of the United States Department of Housing and Urban Development (HUD) when boarding windows and doors is exempt from the requirements of CEQA under Section 15061(b)(3) (Review for Exemption) of the CEQA Guidelines due to the fact that the proposed Ordinance will not create significant effects on the environment as it consists of adding a uniform and standardized method for boarding up vacant and abandoned buildings in a manner consistent with HUD’s standards . Furthermore, the Ordinance is exempt pursuant to Section 15301 (Existing Facilities) in that it would involve the minor alteration of public or private structures by implementing board-up standards; and

(3) The determination of CEQA exemption reflects the independent judgment of the Mayor and City Council.

SECTION 3. adding Section 15.05.300 (Property Maintenance Code) of the City of San Bernardino Municipal Code (Title 15) is hereby approved, as follows:

“15.05.300 Vacant Building Board-Up Standards

A. Vacant and abandoned buildings shall be boarded pursuant to the following guidelines, which are modeled after, in part, guidelines of the United States Department of Housing and Urban Development:

1. Board Requirements.

a. All first floor windows and doors and all basement windows and doors should have plywood covering the entire opening and frame. b. The covering should be secured with carriage bolts. c. Any health and safety hazard caused by any protruding bolts used to secure boarding must be eliminated.
d. The use of nails is prohibited.
e. There shall be no boarding above the first floor unless entry is possible without use of a ladder, and the opening is large enough for a person to easily pass through; openings above the first floor that do not meet this test should be secured but not boarded.

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3 f. If security bars are located on windows/doors, boarding is not required.
g. Opening too small for a person to pass through, particularly pet openings in doors, should be secured but not boarded.
h. To ensure that no hazards exist, remove all broken glass from the windows and surrounding interior and exterior areas.

2. Specifications for Plywood Boarding

a. Exterior Plywood should be of un-sanded CDX grade.
b. Plywood thickness should be 1/2″ for window openings, 5/8″ for door openings and 3/4″ for sliding door and French door openings.

When extra large window openings are encountered use 5/8″ or 3/4″ as necessary.
c. All holes should be drilled to accommodate bolts. The holes in the top of the plywood should be 12″ down from the top and 20% of the width of the plywood cover, in from the side.
d. The holes in the bottom should be 25% of the height of the plywood, up from the bottom and the same distance in from the side as the top.
e. Carriage bolts mated with nut and two three inch flat washers as shown in the side view. Washers to be of sufficient size to fully accept the square portion of bol t beneath head. Bolt and mating hardware may be galvanized or cadmium plated. 3/8″ x 12″ bolts should be supplied with each 2′8′ door, 3′0″ door, and glass sliding door cover. 3/8 x 10″ bolts should be supplied with the rest. f. 2″ x 4″ lumber should be grade d and should be a minimum of 16″ longer than the width of the plywood cover. (Note: 2x4s will be drilled with 1/2″ diameter holes that line up with the holes in the plywood covers).
g. All windows and doors, except the front door, through which access to the interior of the dwelling is made, should be secured. All window boards will be cut to fit inside the concrete block or brick opening with a maximum 1/8″ clearance. THE PLYWOOD

COVERING SHOULD BE OF ONE CONTINUOUS PIECE
WHEN POSSIBLE.
h. All fabricated parts and ancillary materials become property of the Department of Housing and Urban Development.
i. All coverings are to be fabricated according to the attached drawing and specifications.

3. Boarding Windows

a. Except as noted below, all window sashes, frames, glass and hardware are to be undamaged by the boarding installation. b. All screen inserts are to be removed, marked as to location and stored in a convenient closet or in the utility room.
c. In all cases where it is possible to adjust the position of the sashes

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4 to accommodate the specifications for boarding above, the sashes are to remain in the frame.
d. In instances wherein the sashes cannot be adjusted to accommodate the boarding specifications above, the sashes are to be removed from the frames and stored in a convenient closet or in the utility room.

This includes all stationary lights secured by stops.
e. In cases wherein the sash cannot be removed and/or the frame is permanently built into the house and cannot be removed (i.e., Fenestra windows) it will be necessary to break the corner panes to accommodate the boarding and bolts. If the location of bolt holes, in the plywood, requires modification because of the muntin bar (a small bar that divides a wind ows glass), these locations are to be modified. In no case, in any type of window, is any sash or frame part to be damaged.
f. In all instances where items should be removed from the frame and stored, the items should be clearly marked as to the area from which it was removed.
g. All items are to be stored on edge and braced to prevent accidental tipping, sliding, etc. In no instance is any item to be stored laid flat. h. Hinged windows are to be completely removed from the frame and stored as stated in ( g) above. I f possible the hinge pins are to be removed and remain with the removed item.
i. Faced nailing of panels to wood frame windows is prohibited.

B. Any person violating any of the provisions of this Section shall be subject to the penalty provisions of Chapter s 1.12, 9.92, and 9.93 of the San Bernardino Municipal Code.”

SECTION 4. Notice of Exemption: The Planning Division of the Community and Economic Development Department is hereby directed to file a Notice of Exemption with the County Clerk of the County of San Bernardino within five (5) working days of final project approval certifying the City’s compliance with the California Environmental Quality Act in approving the Project.

SECTION 5. Severability: If any section, subsection, subdivision, sentence, or clause or phrase in this Ordinance or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases be declared unconstitutional, invalid, or ineffective.

SECTION 6. Effective Date. This Ordinance shall become effective thirty (30) days after the date of its adoption.

SECTION 7. Notice of Adoption . The City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general

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5 circulation and published and circulated in the City in a manner permitted under Section 36933 of the Government Code of the State of California.

SECTION 8. Custodian of Records . The documents and materials that constitute the record of proceedings on which these findings in this Ordinance have been based are located at Genoveva Rocha, City Clerk, 201 North E Street (Building A), (909) 384-5002.

APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of _________, 2022.

John Valdivia, Mayor
City of San Bernardino

Attest:

Genoveva Rocha, CMC, City Clerk

Approved as to form:

Sonia Carvalho, City Attorney

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6 CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

CITY OF SAN BERNARDINO )

I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC-____, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held at the ___ day of _____ ____, 2022. Ordinance No. MC -_____ was adopted by the City Council of the City of San Bernardino, California, at a regular meeting held at the ___ day of _________, 2022 by the following vote:

Council Members: AYES NAYS ABSTAIN ABSENT

SANCHEZ
IBARRA

FIGUEROA

SHORETT

REYNOSO
CALVIN

ALEXANDER

WITNESS my hand and official seal of the City of San Bernardino this ___ day of _________, 2022.

Genoveva Rocha, CMC, City Clerk

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Oliver Mujica, Planning Division Manager

Subject: Amendment No. 2 to the ESG-CV2 Subrecipient Agreement with Lutheran Social Services (All Wards)

Recommendation
It is recommended that the Mayor and the City Council for the City of San Bernardino, California,

1. Authorize the City Manager to execute the Second Amend ment to the ESG -CV2 Subrecipient Agreement between the City of San Bernardino and the Lutheran Social Services; and

2. Authorize the City Manager or designee to take any further actions and execute any further documents and certifications as may be necess ary to amend the agreement.

Background
On March 21, 2021, the City of San Bernardino entered into an agreement with Lutheran Social Services of Southern California in which the City agreed to fund Lutheran Social Service’s Emergency Homeless Shelter rehab ilitation project with $500,000 of its total ESG -CV2 allocation. Lutheran Social Services’ Emergency Homeless Shelter is one of the City’s few homeless shelters. The rehabilitation of the shelter will allow Lutheran Social Services to continue to provide e ssential services to the unsheltered. Such services include homeless case management, connecting the unsheltered to main stream benefits, and providing emergency shelter. The rehabilitation will focus on addressing fire -safety inadequacies as well as enhan ce accessibility to the building and Americans with Disabilities Act compliance.

On October 19, 2021, the City Manager approved the First Amendment to the Subrecipient Agreement in which Section III (Term of Agreement) was extended from June 30, 2021 to June 30, 2022.

Discussion
Lutheran Social Services has requested an additional extension to the Subrecipient Agreement to extend the term of the agreement until September 30, 2022. The request came because of several unforeseen project delays, as well a s building and material 18 Packet Pg. 432
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shortages caused by the on-going COVID-19 global pandemic.

City staff has determined that Lutheran Social Services has continually acted in good faith to comply with the agreement and has to the best of their ability made an earne st effort to mitigate further delays. The extension of the agreement to September 30, 2022 is within the Housing and Urban Development's guidelines and should not cause any compliance issues. Furthermore, Lutheran Social Services is determined and actively working to complete the project well before the new extension and sees the value of airing on the side of cautiousness as the country continues to grapple with supply shortages.

2021-2025 Key Strategic Targets and Goals
The request for the subrecipient t erm of agreement extension aligns with Key Target No. 3: Improved Quality of Life by improving existing homeless shelter facilities to ensure continued operation.

Fiscal Impact
Approval of the Second Amendment to the Subrecipient Agreement will not impac t the General Fund.

Conclusion
It is recommended that the Mayor and the City Council for the City of San Bernardino, California,

1. Authorize the City Manager to execute the Second Amendment to the ESG -CV2 Subrecipient Agreement between the City of San Bernardino and the Lutheran Social Services; and

2. Authorize the City Manager or designee to take any further actions and execute any further documents and certifications as may be necessary to amend the agreement.

Attachments
Attachment 1 Second Amendm ent to the Subrecipient Agreement with Lutheran Social Services
Attachment 2 First Amendment of the Subrecipient Agreement with Lutheran Social Services
Attachment 3 Original Subrecipient Agreement with Lutheran Social Services

Ward: All

Synopsis of Previous Council Actions:

August 19, 2020 Mayor and City council approved the City’s Substantial Amendment to the FY 2020-21 Annual Action Plan.

September 16, 2020 Mayor and City Council approved the City’s Substantial 18 Packet Pg. 433
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Amendment to the FY 2020-2021 Annual Action Plan.

March 17, 2021 Mayor and City Council approved the City’s Substantial Amendment to the FY 2021-2022 Annual Action Plan.

March 21, 2021 Mayor and City Council approved Subrecipient Agreement with Lutheran Social Services of Southern California.

April 21, 2021 Mayor and City Council approved the City’s Draft Fiscal Year 2021-2022 Annual Action Plan.
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SECOND AMENDMENT TO THE
EMERGENCY SOLUTIONS GRANT –COVID 2

SUBRECIPIENT AGREEMENT
This Second Amendment ("Second Amendment") to the Emergency Solutions Grant – Covid- 2 Subrecipient Agreement ("Agreement") is entered into as March 10, 2022 by and between the City of San Bernardino, a charter city organized under the laws of the State of California (hereinafter the "City"), and Lutheran Social Services of Southern California (LSSSC), a private non -profit corporation licensed to do business in the State of California, 435 W. Orange Show Lane #104 San Bernardino, CA, 92408 (hereinafter the "Subrecipient"), DUNS Number 198953929 City and Subrecipient are at times referred to individually as "Party" and collectively as the "Parties." WHEREAS, City and Subrecipient entered into Agreement on April 2, 2020; and WHEREAS, City Council authorized $500,000 in ESG-CV2 funds for Renovation of Emergency Shelter;
WHEREAS, the Parties now desire to amend the Agreement to extend the term of the Agreement to conform to the federal funding deadlines.

NOW T HEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows:

1. Amendment. Section III of the Agreement “TERM OF AGREEMENT’ is hereby amended in its entirety to read as follows:
"III. TERM OF AGREEMENT
This AGREEMENT shall take effect on April 2, 2020 and shall terminate on September 30, 2022 unless otherwise canceled or modified according to the terms of this AGREEMENT.”

2. Effect on Other Provisions. All other provisions of the Agreement, as amended by this Second Amendment and the First Amendment, shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed the day and year first above written.
[Signatures on Following Page]

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"CITY"
CITY OF SAN BERNARDINO a municipal
corporation and charter city

Dated: _________________ _________________________________ Robert D. Field
City Manager

"SUBRECIPIENT"
Lutheran Social Services of Southern California
(LSSSC)

Dated:______________ __________________________
John Kohl
CFO/ExecutiveVice President
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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Barbara Whitehorn, Director of Finance

Subject: Approval of Commercial and Payroll Disbursements (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California approve the commercial and payroll disbursements for March and April 2022.

Background
Completed commercial and payroll disbursement registers are submitted to the Mayor and City Council for approval. This happens on a regular basis, typically every meeting for the most recently completed disbursement registers.

The detailed warrant registers are available on the City Website, and are updated weekly by the Finance Department. The registers may be accessed by copying the following link into an internet browser: <http://sbcity.org/cityhall/finance/warrant_register.asp>

Discussion
Gross Payroll
Bi-Weekly for March 31, 2022 $2,389,342.77
Bi-Weekly for April 14, 2022 $2,601,014.44
Monthly for April 15, 2022 $11,666.69
Total Payroll Demands: $5,002,023.90

The following check registers are being presented for approval:

March 24, 2022 2021/22 (Register #37) $331,977.91
March 31, 2022 2021/22 (Register #38) $958,952.42
April 7, 2022 2021/22 (Register #39) $1,582,867.54
April 14, 2022 2021/22 (Register #40) $1,051,053.90
Total commercial check demands: $3,924,851.77

The following Electronic Funds Transfer (EFT) registers presented for approval:

March 16 to March 21, 2022 2021/22 (Register #1280-#1283) $ 676,351.49 March 24 to March 30, 2022 2021/22 (Register #1284-#1288) $ 3,766,875.85 Total commercial EFT demands: $ 4,443,227.34

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2021-2025 Key Strategic Targets and Goals
Approval of the noted check and EFT registers for commercial and payroll disbursements align with Key Target No. 1: Improved Operational & Financial Capacity by creating a framework for spending decisions.

Fiscal Impact
Amounts noted in the disbursement registers have no further fiscal impact. Amounts were paid consistent with existing b udget authorization and no further budgetary impact is required.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, approve the commercial and payroll disbursements for March and April 2022.

Attachments
Attachment 1 Payroll Summary Report for March and April 2022 Attachment 2 Commercial checks & Payroll Register #37
Attachment 3 Commercial checks & Payroll Register #38
Attachment 4 Commercial checks & Payroll Register #39
Attachment 5 Commercial checks & Payroll Register #40
Attachment 6 Commercial EFT Registers #1280-1283
Attachment 7 Commercial EFT Registers #1284-1288

Ward: All
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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Barbara Whitehorn, Director of Finance

Subject: Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Ordinance No. MC -1568, amending section 3.05 of the Municipal Code.

Background
On December 1, 2 021, the Mayor and City Council approved changes to the Municipal Code to allow staff more administrative latitude in the transfer of funds within and between departments to increase flexibility and encourage collaboration and resource sharing as part of t he First Quarter Report (Attachment 4). The Mayor and City Council made one change to the recommendation, asking that staff report on administrative budget transfers between departments over $5,000. The original redline of the Municipal Code Chapter 3.05 i s attached to this staff report (Attachment 1), with the amended version (Attachment 2).

This change to the Municipal Code should have been brought back to the Mayor and City Council in January 2022 for a second reading and final adoption before it was implemented. Finance staff apologizes for the oversight in not bringing this item back as required and implementing the operational changes before final adoption was formally completed.

Discussion
The changes to the Municipal Code and Council’s amendment are outlined below.

1) Allowing the administrative transfer of funds between departments. 2) Allowing the transfer of funds between salary/benefit accounts and operating accounts within a department.
3) Removing the $25,000 maximum budget transfer amount. 4) Changing “Common Council” to “City Council.”
5) Changing “City Treasurer” to “Finance Director.”
6) Council amendment: any cumulative amount transferred between departments of more than $5,000 in a 12 -month period will be reported to the Mayor and Cit y Council during the quarterly report. This amendment has been added to the 20 Packet Pg. 546
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Municipal Code as section 3.05.010.F.

The cumulative transfers over $5,000 or transfers between departments that have been made since the first reading of this change will be pres ented to Council as a separate item.

2021-2025 Key Strategic Targets and Goals
The requested revisions and additions align with Key Targets No. 1: Improved Financial and Operational Capacity . The ability to transfer funds within the limits of the adopted budget greatly improves organizational efficiencies and capacity.

Fiscal Impact
There is no fiscal impact associated with this action.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Ordinan ce No. MC -1568, amending section 3.05 of the Municipal Code.

Attachments
Attachment 1 Original Redline of Municipal Code Section 3.05 Attachment 2 Redline with Council Amendment
Attachment 3 Ordinance No. MC -1568, amending section 3.05 of the Municipal Code.

Attachment 4 First Quarter Staff Report, 12/1/2021

Ward: All

Synopsis of Previous Council Actions:

June 16, 2021 Mayor and City Council Adopted Resolution No. 2021 -138 approving the City of San Bernardino’s Operating Budget and Capital Improvement Program (CIP) for FY 2021/22 and
establishing the City’s Appropriations Limit as required by Article XIII of the California State Constitution.

December 1, 2021 Mayor and City Council heard the FY 2021/22 1 st Quarter Report; Adopted Resolution No. 2021 -289 amending the City of San Bernardino’s FY 2021/22 Operating Budget; and introduced, read by title only, and waived further reading of Ordinance No. MC-1568, amending section 3.05 of the Municipal Code pertaining to budget transfers.
20 Packet Pg. 547
ATTACHMENT 1
Chapter 3.05

BUDGET TRANSFERS

Sections:

3.05.010 Approval of Budget Transfer

3.05.020 Exception; Restricted Funds

3.05.030 Exception; Elected Officials

3.05.040 Mayor and Council Approval

3.05.050 Transferring Restricted Funds- Violation

3.05.010. Approval of Budget Transfer
Following approval of the Final Budget by the Mayor and Common Council, the following types of budget transfer may be made administratively (without action by Mayor and City Council), budget transfers within a department budget in an amount not to exceed $25,000 per transfer shall be approved or disapproved according to established Finance policies and procedures and on forms approved by the Finance Department., and with notice to the Director of Finance, and written notice to the Mayor and Common Council, as long as the total department budget allocation is not increased and as long as no transfers are approved into or out of budget allocations for personnel salary or benefits. Only those types of transfers listed in this section may be made administratively.

A. Budget transfers within a department’s operating (non-personnel salary or benefits) budget may be made with the approval of the Director of Finance or their designee.

B. Budget transfers including allocations within the department’s personnel (salary or benefits) budget may made be with the approval of the Director of Finance.

C. Budget transfers between departments may be made with the approval of the Director of each Department, and the Director of Finance.

D. Budget transfers within a department must not increase the department’s budget.

E. Budget transfers between departments in the same fund will increase or decrease individual department budgets but shall not increase the fund budget.

3.05.020. Exception; Restricted Funds
The authority of Section 3.05.010 of this Chapter does not include transfers into or out of funds, the use of which is restricted by law.

3.05.030 Exception; Elected Officials

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Attachment: ATTACHMENT 1- Muni Code Section 3.05 redline 12.01.2021 (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) ATTACHMENT 1
The authority of Section 3.05.010 of this Chapter does not restrict the discretion of elected officials who may transfer or allocate funds within their departments as they see fit, with notice to the Finance Director.

3.05.040 Mayor and Council Approval
Any other budget transfers must be approved by the Mayor and Common City Council. (Ord. MC-986, 12-11-96)

3.05.050 Transferring Restricted Funds- Violation
It shall be unlawful for the City Manager and/or the City Treasurer Finance Director or anyone under the City Manager’s or Finance Director’s City Treasurer’s direction and/or control to transfer restricted funds, as defined by law or as shall be defined by Resolution of the Mayor and City Common Council, to any other fund without authorization of the Mayor and City Common Council or to pay any bill, invoice, or charges from any restricted fund when said bill, invoice or charges are not appropriate to be paid from any such restricted fund without said approval.
(Ord. MC-1377, 9-08-12)

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Attachment: ATTACHMENT 1- Muni Code Section 3.05 redline 12.01.2021 (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) ATTACHMENT 2
Chapter 3.05

BUDGET TRANSFERS

Sections:

3.05.010 Approval of Budget Transfer

3.05.020 Exception; Restricted Funds

3.05.030 Exception; Elected Officials

3.05.040 Mayor and Council Approval

3.05.050 Transferring Restricted Funds- Violation

A. Budget transfers within a department’s operating (non-personnel salary or benefits) budget may be made with the approval of the Director of Finance or their designee.

B. Budget transfers including allocations within the department’s personnel (salary or benefits) budget may made be with the approval of the Director of Finance.

C. Budget transfers between departments may be made with the approval of the Director of each Department, and the Director of Finance.

D. Budget transfers within a department must not increase the department’s budget.

E. Budget transfers between departments in the same fund will increase or decrease individual department budgets but shall not increase the fund budget.

F. Any cumulative amount of more than $5,000 transferred between departments in a 12- month period shall be reported to the Mayor and City Council during the regular Quarterly Report.

3.05.020. Exception; Restricted Funds
Formatted: Font: 12 pt
Formatted: Indent: Left: 0.5", Line spacing: Multiple

1.15 li, No bullets or numbering

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Attachment: ATTACHMENT 2- Muni Code Section 3.05 redline 05.04.2022 (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) ATTACHMENT 2
The authority of Section 3.05.010 of this Chapter does not include transfers into or out of funds, the use of which is restricted by law.

3.05.030 Exception; Elected Officials
The authority of Section 3.05.010 of this Chapter does not restrict the discretion of elected officials who may transfer or allocate funds within their departments as they see fit, with notice to the Finance Director.

3.05.040 Mayor and Council Approval
Any other budget transfers must be approved by the Mayor and City Council. (Ord. MC-986, 12-11-96)

3.05.050 Transferring Restricted Funds- Violation
It shall be unlawful for the City Manager and/or the Finance Director or anyone under the City Manager’s or Finance Director’s direction and/or control to transfer restricted funds, as defined by law or as shall be defined by Resolution of the Mayor and City Council, to any other fund without authorization of the Mayor and City Council or to pay any bill, invoice, or charges from any restricted fund when said bill, invoice or charges are not appropriate to be paid from any such restricted fund without said approval.
(Ord. MC-1377, 9-08-12)

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Attachment: ATTACHMENT 2- Muni Code Section 3.05 redline 05.04.2022 (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) Ordinance No. MC-1568
ORDINANCE NO. MC-1568

ORDINANCE OF THE MAYOR AND CITY COUNCIL OF

THE CITY OF SAN BERNARDINO , CALIFORNIA,
AMENDING CHAPTER 3.05 OF THE CITY OF SAN

BERNARDINO MUNICIPAL CODE RELATING TO

BUDGET TRANSFERS

WHEREAS, the City of San Bernardino intends to implement a biennial budget for FY 2022/23-2023/24; and

WHEREAS, the City of San Bernardino is dedicated to operating efficiently, effectively and streamlining operations wherever possible; and

WHEREAS, allowing more latitude in administrative budget transfers within departments will create efficiency and enable more effective use of available budgeted funds; and

WHEREAS, the ability to make administrative budget transfers between departments within a fund encourages interdepartmental co operation, coll aborative budget evaluation, and discourages silos; and

WHEREAS, cooperative budgeting, city -wide visioning and long -range coll aborative planning are critical to a successful implementation of a biennial budget.

NOW, THEREFORE, THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO DO ORDAIN AS FOLLOWS:

SECTION 1. Incorporation of Recitals. The above recitals are true and correct and are hereby incorporated into this Ordinance is if fully set forth herein.

SECTION 2. Amendment of Chapter 3.05. Chapter 3..05 of Title 3 of the San Bernardino Municipal Code is hereby amended in its entirety to read as follows:

“ Chapter 3.05

BUDGET TRANSFERS

Sections:

3.05.010 Approval of Budget Transfer

3.05.020 Exception; Restricted Funds

3.05.030 Exception; Elected Officials

3.05.040 Mayor and Council Approval

3.05.050 Transferring Restricted Funds- Violation

3.05.010. Approval of Budget Transfer

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Attachment: ATTACHMENT 3- Ordinance No. MC-1568, amending section 3.05 of the Municipal Code [Revision 1] (8915 : Adopt Ordinance No.

Ordinance No. MC-1568
Following approval of the Fina l Budget by the Mayor and City Council, the following types of budget transfer may be made administratively (without action by the Mayor and City Council), shall be approved or disapproved according to established Finance policies and procedures and on forms approved by the Finance Department. Only those types of transfers listed in this section may be made administratively.

A. Budget transfers within a department’s operating (non-personnel salary or benefits) budget may be made with the approval of the Budget Division.

B. Budget transfers including allocations within the department’s personnel (salary or benefits) budget may made be with the approval of the Budget Division, Position Control, and the Director of Finance.

C. Budget transfers between departments within the same fund may be made with the approval of the Director of each Department, the Budget Division, and the Director of Finance.

D. Budget transfers within a department must not increase the department’s budget.

E. Budget transfers between departments in the same fund will increase or decrease individual department budgets but shall not increase the fund budget.

F. Any cumulative amount of more than $5,000 transferred between departments in a 12 - month period shall be reported to the Mayor and City Council during the regular Quarterly Report.

3.05.020. Exception; Restricted Funds

The authority of Section 3.05.010 o f this Chapter does not include transfers into or out of funds, the use of which is restricted by law.

3.05.030 Exception; Elected Officials

The authority of Section 3.05.010 of this Chapter does not restrict the discretion of elected officials who may transfer or allocate funds within their departments as they see fit, with notice to the Finance Director.

3.05.040 Mayor and Council Approval

Any other budget transfers must be approved by the Mayor and City Council.

3.05.050 Transferring Restricted Funds- Violation

It shall be unlawful for the City Manager and/or the Finance Director or anyone under the City Manager’s or Finance Director’s direction and/or control to transfer restricted funds, as defined by law or as shall be defined by Resolution of the Mayor and City Council, to any other fund without authorization of the Mayor and City Council or to pay any bill, invoice, or charges from any

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Attachment: ATTACHMENT 3- Ordinance No. MC-1568, amending section 3.05 of the Municipal Code [Revision 1] (8915 : Adopt Ordinance No.

Ordinance No. MC-1568
restricted fund when said bill, invoice or charges are not appropriate to be paid from any such restricted fund without said approval.”

SECTION 3 . CEQA. The City C ouncil determines that the Ordinance is categorically exempt from further review per State CEQA Guidelines (14 Cal. Code Regs., § 15000 et seq.).

The whole of the Ordinance is exempt, because the code amendment is an administrative activity which will not result in a direct or reasonably fore seeable indirect physical change to the environment. (§ 15060(c)(2).) The whole of the Ordinance is also exempt because the code amendment is not a “project” as defined by section 15378, since it has no potential for resulting in a direct or indirect physical change to the environment. (§ 15060(c)(3).) The City Council hereby directs City staff to file a Notice of Exemption within five days of the adoption of this Ordinance.

SECTION 4. Severability. If any section, subsection, subdivision, sentence, or clause or phrase in this Ordinance or any part thereof is for any reason held to be unconstitutional, invalid or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.

SECTION 5. Effective Date. This Ordinance shall become effective 30 days after the date of its adoption.

SECTION 6 . Notice of Adoption. The City Clerk of the City of San Bernardino shall certify to the adoption of this Ordinance and cause publication to occur in a newspaper of general circulation and published and circulated in the City in a manner permitted under section 36933 of the Government Code of the State of California.

APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this 4th day of May 2022.

John Valdivia, Mayor
City of San Bernardino

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Attachment: ATTACHMENT 3- Ordinance No. MC-1568, amending section 3.05 of the Municipal Code [Revision 1] (8915 : Adopt Ordinance No.

Ordinance No. MC-1568
Attest:

Genoveva Rocha, CMC, City Clerk

Approved as to form:

Sonia R. Carvalho, City Attorney

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Attachment: ATTACHMENT 3- Ordinance No. MC-1568, amending section 3.05 of the Municipal Code [Revision 1] (8915 : Adopt Ordinance No.

Ordinance No. MC-1568

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO )ss.

CITY OF SAN BERNARDINO )

I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Ordinance No. MC -1568, introduced by the City Council of the City of San Bernardino, California, at a regular meeting held the 1st day of December 2022. Ordinance No. MC -1568 was approved, passed and adopted at a regular meeting held the 4th day of May 2022 by the following vote:

Council Members: AYES NAYS ABSTAIN ABSENT
SANCHEZ _____ _____ _______ _______
IBARRA _____ _____ _______ _______
FIGUEROA _____ _____ _______ _______
SHORETT _____ _____ _______ _______
REYNOSO _____ _____ _______ _______
CALVIN _____ _____ _______ _______
ALEXANDER _____ _____ _______ _______

WITNESS my hand and official seal of the City of San Bernardino this 5th day of May 2022.

Genoveva Rocha, CMC, City Clerk

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Attachment: ATTACHMENT 3- Ordinance No. MC-1568, amending section 3.05 of the Municipal Code [Revision 1] (8915 : Adopt Ordinance No.

Background
This report will discuss the financial performance of the City through the first quarter of FY 2021/22 (ended September 30, 2021), planning for the coming budget cycle, including shifting to a two -year budget model, and the work that the City is doing toward meeting the needs of the community, customers, and departments.

The City has made great strides in the last few months, completing negotiations with four out of the City’s six labor bargaining units, which accounts for nearly 95% of the City’s workforce, reaching multi -year agreements through FY 2024/25. Outdated policies are being rewritten and adopted, including the Cash Handling and Revenue Control, Procurement Card Policy, Reimbursement Policy and Travel Authority and Expense Policy. Other policies are in progress, including the Purchasing Policy, and several key Human Resources policies. Projects throughout the City are underway, and departments are working to resume programs that serve the community. As the City is establishing performance metrics and accountability at all levels of the organization, employees are stepping up to prove that the City of San Bernardino is a great place to live and work.

Discussion
Financial Performance. The City of San Bernardino is in a period of growth and opportunity. Strong revenue performance and operational savings in departments during FY 2020/21 led to an operating surplus of $40 million and total fund balance (spendable and non-spendable) of almost $110 million, with fully funded reserves of $32.7 million and over $22 million in unassigned fund balance.

The City entered Fiscal Year 2021/22 with a budget including anticipated increases in sales tax collections and modest increases in other revenue streams. The City is primarily a sales -tax d ependent City, with Sales and Use Tax, and the Measure S Sales Tax representing nearly 50% of the FY 2021/22 General Fund revenues in the adopted budget. Sales tax receipts are reported and remitted to the State on a monthly basis, and the City receives its remittance two months after the taxes are collected. Final sales tax receipts for fiscal year 2020/21 exceeded expectations. Measure S was expected to bring in approximately $8 million from April to June, and Measure S receipts during that period totaled $11,677,782, 46% higher than expected.

A portion of the increase in sales tax collections is driven by the auto buying market, which is seeing a spike in sales. It is important to note that big ticket items like cars will not drive long-term sustainable increases in sales tax receipts, making it important to consider that some part of the increase will dip and level off over time. Staff is watching economic indicators and sales numbers for autos, durable goods (large appliances) and other key drivers that will aid in forecasting the City’s revenue over time.

The higher than anticipated revenue was accompanied by additional costs, including the sales tax revenue sharing agreements, which increase with increased sales tax receipts.

Nevertheless, the General Fund operating surplus for FY 2020/21 was $40 million.

As discussed above, sales tax receipts are received two months in arrears, therefore, first

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) quarter financial results, July through September 2021, show only one month of sales tax receipts. Neverthe less, receipts are approximately on budget. Revenue results are detailed below with notes.

Sales and Use Taxes and Measure S Sales Tax ( a) represent only one month of collections. Measure S receipts are almost exactly on budget with July receipts equaling

8.5% of the expected revenue for the year. Sales and Use Taxes came in slightly higher at 10.3% of total revenue, which may be driven in part by the change in sales tax allocation at the State level and in part by the spike in auto sales. Other taxes, which include Transient Occupancy Tax (hotel and motel tax), Cannabis Tax, Tow Franchise and others are anticipated to meet budget over the course of the year, with Cannabis Tax collections, performing particularly well at nearly 44% of the a nnual expected budget, exclusive of the payment of previous year’s taxes.

The majority of Franchise Tax (c) is not remitted until later in the year, and Property Taxes in Lieu of VLF is submitted to the City in two payments, one in January and one in Jun e.

Licenses and Permits (d) and Charges for Services are slightly behind budget at 18% and

19.8%, respectively; however, contracted permitting services bill and submit revenue on a lag, so revenue will catch up over time. Miscellaneous Revenue (e) includes the transfer from the Water Department, which is received annually in June, and Intergovernmental (e) and Use of Money and Property revenues are not received on a regular schedule.

Fines and Forfeiture Revenue ( f) is at about 19.8% of budget FY 2021/22, w ith parking citations the furthest behind budget at 12%. Staff will monitor this revenue to determine if the budget should be adjusted downward at mid -year. Investment Income ( h) is higher than anticipated due to the City’s higher fund balance and the Amer ican Rescue Plan funds.

In general, with the limited information available as of the first quarter, revenue Adopted Budget Amended Budget
Year-to-Date
Sept. 30, 2021 Notes
Sales & Use Taxes 45,391,210$ 45,391,210$ 4,669,602$ a Measure Z/S Sales Tax 41,016,456 41,016,456 3,508,506 a Utility Users Tax 22,700,000 22,700,000 5,017,344 b Property Taxes in Lieu of VLF 19,267,608 19,267,608 - c Licenses & permits 11,858,000 11,858,000 2,158,916 d Franchise Tax 11,781,000 11,781,000 1,360,669 c Other Taxes 8,493,262 10,403,709 2,046,950 a Charges for services 6,140,420 7,640,420 1,514,159 d Miscellaneous 2,766,037 2,766,037 127,238 e Intergovernmental 2,243,602 2,743,602 301,534 e Fines & Forfeitures 1,478,500 1,478,500 292,381 f Use of Money & Property 779,600 779,600 30,680 g Investment income 500,978 500,978 210,476 h Transfers in - - - Grand Total Revenues 174,416,673$ 178,327,120$ 21,238,455$

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) performance is good. Most important is the performance of the two largest sources of revenue for the City, Sales and Use Tax and Measure S. In Oct ober (August sales), Measure S came in higher at $4.1 million, and Sales and Use Tax was slightly lower at $3.1 million, 10.1% and 6.8% of budget for the month, respectively. With only two months of current fiscal year data for these revenue streams, both are trending on budget while demonstrating some volatility. Staff will continue to monitor economic indicators to ensure that the City is able to plan ahead for any changes.

Many departments in the City began FY 2021/22 with concerted efforts to hire key positions to address community initiatives including working toward a commercial traffic enforcement unit in the Police Department, additional code enforcement and more business registration inspectors on nights and weekends, staffing to keep libraries open, and other initiatives. As of the end of the first quarter, work is ongoing.

General Fund expenditures are summarized by department below.

Important to note above is that the amended expenditure budget amount includes carryovers of encumbered funds for contracts entered into in FY 2020/21 and prior years.

Annually, the City must carryover open purchase orders and the related encumbrances in order to fulfill contracts. These encumbrances are recorded as part of fund balance at the end of the fiscal year and then added to the next year’s operating budget.

The Police Department ( a) appears to have spent nearly 43% of their annual budget because the City pays its CalPERS Unfunded Actuarial Liability (UAL) payment annually in July. For the Miscellaneous (non-safety) Plan, this expense is spread throughout all of the non-safety departments, and therefore does not have a major budget impact on any one department. However, the entire Safety Plan UAL payment is paid from the Police Adopted Budget Amended Budget
Year-to-Date
Sept. 30, 2021 Notes
Mayor 367,096 367,096 116,465 City Council 836,795 841,289 348,695 City Clerk 1,540,453 1,598,512 249,662 c City Attorney 2,836,729 2,836,729 100,903 e General Government 9,093,654 9,168,654 2,499,909 b City Manager 1,738,851 1,727,696 515,037 b Human Resource 2,003,587 2,477,929 459,552 c Finance 4,909,915 5,010,536 1,302,066 b Assessment Districts 138,000 138,000 34,500 b Capital Projects 25,720,000 25,770,094 9,285 e Community & Economic Development 7,584,317 9,380,041 1,766,007 d Police 92,622,058 94,895,689 40,437,275 a Parks Recreation & Community Services 4,747,495 4,973,860 1,335,413 b Public Works 22,240,480 24,974,583 5,798,483 b Library 2,745,256 2,990,756 713,025 b Budgeted Expenditure Savings (1,659,227) (1,659,227) - Total Expenditures 177,465,457 185,492,236 55,686,276

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) Department budget, which significantly skews the department’s first quarter results. The City makes the UAL payment in July rather than monthly to avoid paying interest and fees throughout the year to CalPERS. The payment for the Miscellaneous Plan for FY 2021/22 was $9,060,445, and the payment for the Safety Plan was $21,361,657. Paying upfront saved the City $1,846,765.

Departments on track with budget or tracking only slightly over due to the UAL payment include (b) General Government, City Manager, Finance, Asse ssment Districts, Parks and Recreation, Public Works, and Library Services. The City Clerk’s Office and Human Resources (c) are well below budget, 15.6% and 18.6%, respectively, due to vacancy savings. The Clerk’s Office has been successful in hiring and t he City is working to fill critical positions in Human Resources. Without the UAL payment, the Police Department has spent about 20% of their total budget, with the savings also driven by vacancies.

Community and Economic Development (d) relies heavily on contracted services, and the City Attorney’s Office is also a contracted service. In both cases finance staff anticipates that when billing is submitted the budget variance will be minimal. Capital projects ( e) payments will not go out until projects reach benchmarks or are complete; though funds are encumbered as soon as contracts are signed.

In general, first quarter expenditures show savings due to vacancies and difficulty recruiting. Staff is optimistic that the new benefit package and the MOUs with bargaining units will help significantly with hiring going forward. Other than salaries and benefits related to vacancies, most expenditures are on track with budget.

Budget Planning and Management. During the development of the FY 2021/22 Operating and Capital Budget, Mayor and City Council directed the City Manager to move the City to a two-year or biennial, budget cycle. Many cities in California and throughout the country adopt a two -year budget and make adjustments during the two -year period as necessary. There are significant efficiencies to gained, for example, biennial budgeting allows budget staff to spend more time planning, forecasting, and tracking performance metrics, rather than spending most of the year collecting budget entry data from departments and developing budget documents for an annual budget process. However, with a longer budget cycle, departments cannot operate in siloed budgets. Longer term budgets require departments to collaborate and manage their budget with the n eeds of the City as a whole as the primary consideration in decision-making.

As the City works to become more responsive and better able to manage the needs of both external and internal customers, the ability to manage the budget in a more sophisticated and collaborative manner is critical. Finance is currently working on implementing OpenGov budgeting software to develop a more accessible and understandable budget document for the community, as well as a process for departments that should be easier to m anage. Key to a budget process that identifies savings, not only through individual departments identifying areas where they can make cuts, but through shared services, efficiencies, and partnerships, is the ability of departments to think outside of their department “silo” and collaborate for the good of the City as whole.

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards))

A challenge to collaboration between departments in city -wide budget planning is the inability of Finance to make budget transfers between departments within a fund. The City of San Ber nardino’s Municipal Code Chapter 3.05.010 does not allow administrative budget transfers (transfers without Council action) between departments in the same fund. For example, if the Human Resources Department needed additional funds in Computer Supplies an d the Finance Department had available funds in Computer Supplies that they could spare, funds may not be transferred between those departments without Mayor and City Council action. Because these transfers are not easily made, departments have learned to focus exclusively on their own budgets without a big picture budget context. In these cases, departments may defer their needs to another fiscal year, forgo another need to shift funds within their department budget, or request to take a budget amendment to the Mayor and City Council to increase their department budget in order to meet their needs.

This siloed approach can cause staff to fail to consider ways to spend taxpayer money most efficiently. The potential for inter -departmental partnerships, cons olidation of operations, shared personnel, services, and space increases exponentially when directors are encouraged to think about the operations of the whole City, and consider how best to make everything work better, not just their department’s operations.

Two other parts of Municipal Code Chapter 3.05.010 limit staff’s flexibility, and number (1) can delay the City responsiveness to customer and community needs.

1. The restriction on transferring funds into or out of salary and benefit accounts, the section reads, “… as long as no transfers are approved into or out of budget allocations for personnel salary or benefits.” Transfers in and out of these accounts should be closely scrutinized to ensure that a department will not need the funds to cover sa lary and benefits when a position is filled; however, the option for departments to use salary savings to cover unanticipated expenses gives the City the ability to pivot more quickly when unexpected needs arise. If the proper review process is put in plac e in the Budget Division, with Position Control, and a final review is completed by the Finance Director before the transfer of funds is allowed, an administrative budget transfer of salary/benefit savings presents an opportunity for the City to use availa ble funds to address emergent issues rather than increasing the operating budget or delaying a response to an immediate or emergent need.

2. The $25,000 maximum budget transfer between accounts within a department.

The section reads, “… budget transfers within a department budget in an amount not to exceed $25,000 per transfer shall be approved or disapproved according to established Finance policies and procedures…” Occasionally, a department may need to transfer funds for a contract that was budgeted unde r maintenance to professional services, for example. It is important for transparency and accuracy to record transactions in the right account; however, if the transfer is over $25,000, the department may not make the appropriate transfer.

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards))

It is in capital projects that this limitation really comes into play on an annual basis.

Due to limitations of the current financial system, most projects are budgeted as a single amount in a construction account and the expenditures are allocated to specific accounts (i.e., design services, salaries, benefits, etc.) when the project is completed, and all of the bills have been paid. Currently, these allocations are brought to the Mayor and City Council at the end of each fiscal year with a staff report explaining the need for the budget transfers. The ability to make these transfers administratively would save significant staff time and eliminate unnecessary staff-level items from the Mayor and City Council agenda.

The $25,000 limit also prevents staff in the bud get office from making corrections administratively if the budget has been entered into the financial system incorrectly. For example, if a department requests and is awarded an allocation of $50,000 in their budget for Division A, and budget staff inadver tently enters it in Division B when loading the final adopted budget, the current Municipal Code does not allow staff the transfer the funds to make the correction without taking an action item to the Mayor and City Council.

Mayor and Council oversight of the budget and monitoring the spending of taxpayer funds is critically important to ensuring that the City is well run and financially sustainable.

Eliminating administrative budget transfers from the Council’s area of oversight will not impact the abilit y of Mayor and City Council to monitor and ensure that taxpayer funds are being responsibly spent. Amendments to the budget (any increases to the adopted budget) will continue to fall in the purview of Council authority and approval, as is appropriate. Additionally, as the new software for budget reporting, OpenGov, is implemented, staff will be able to produce real-time budget performance reporting on the City’s website with charts and other visual representations of what taxes and other revenue the City receives, and how the City spends that money. These real-time reports can be accessed by all staff, City Council, and the public through the transparency portal.

The software is anticipated to be fully implemented by the end of the third quarter of FY 2022 (March 31, 2022). Staff will continue to provide quarterly budget updates to the Mayor and City Council with revenue and expenditure analyses; and the reporting that OpenGov provides will be more accessible to the community.

Allowing these administrative budget transfers encourages departments to cooperate and broaden their view of budgeting to the City as a whole, considering how decisions impact the entirety of the organization. It is the first step in achieving real departmental collaboration in budget development and operations, without requiring Finance to be a mediator, forcing the conversation between siloed departments. When departments are confident that sharing services, space and personnel can be a model for success, initiatives like City Council’s One Stop Shop are a logical next step to improve customer service, internal controls, minimize space needs and use employee time efficiently.

Municipal Code Chapter 3.05 is redlined to show the recommended changes and attached to this Staff Report as Attachment 1. The new ordinance is attached as

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) Attachment 2. The substantive changes outlined above are to Section 3.05.010.

Changes to Sections 3.020-050 are as follows:
• Changing “Common Council” to “City Council.”
• Changing “City Treasurer” to “Finance Director.”

Meeting the Needs of the Community, Customers and Departments. As San Bernardino is seeing more development, permitting activity, new businesses and ramping up capital investment throughout the City, staffing continues to be a challenge. De partments are working to respond to increasing developer interest in the City, higher permitting and planning activity, and bringing additional staff on board to address community concerns.

Responding to the community, addressing customer needs, and delive ring on Council initiatives while trying to recruit and fill the key positions in those areas creates bottlenecks and delays deliverables. Departments are working together to try to find ways to resolve some of the issues while key staff is in the process of being hired and brought on board.

Several major public works projects are in progress, and operational improvements and initiatives are in various stages of planning and execution. Departments continue to recruit to fill critical positions for community initiatives.

Code Enforcement and Business Registration. Hiring Business Registration Inspectors for the evening and weekend shifts is continuing to be a challenge, as is hiring for Code Enforcement. Staff requests authorization to develop a shift diffe rential pay program for Business Registration Inspectors working evenings and weekends, and to conduct another compensation review of both business registration and code enforcement personnel in the region in light of the City’s recently improved benefit s tructure and new bargaining unit MOUs. The City may now be more competitive; however, if the salary ranges need to be further adjusted in order for recruitments to be successful, pay in the region is critical information to have as soon as possible. The turnover and inability to hire in these divisions is delaying implementation of Council initiatives and frustrating staff and the community. Staff estimates the cost to implement a shift differential program for the remainder of FY 2021/22 at approximately $5,000, inclusive of taxes and benefits.

While the lack of progress on code enforcement initiatives may appear to require additional staffing in the division, it is important to note that while Council has authorized twelve code enforcement positions, as of November 2021, the City has been able to fill only seven of the twelve positions. Staff asks that Council allow time to recruit with the improved benefit package, MOU and requested shift differential for Business Registration Inspectors and improved benefit package and new MOU in place for Code Enforcement Officers, while Human Resources does additional research on compensation for comparable positions in the region. The Mayor and City Council will receive regular reports on progress through the City Manager’s Update Report.

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards))

While the City has been facing staffing challenges, several key positions have been filled including the Public Information Officer, the Risk Manager, and the Real Property Manager. Additionally, as discussed above, labor negotiations with four of the City’s six bargaining units, covering nearly 95% of the City’s workforce, are complete with agreements through FY 2024/25.

Purchasing and Contracting. As the City is ramping up construction projects around the City, more contracts, and more complex contracts, are being written. Procedurally, all contracts should be reviewed by purchasing staff, which currently consists of only two people: the Purchasing Division Manager, and the Assistant Buyer. The Purchasing Division Manager writes or reviews all of the contracts in the City, works on bids, requests for proposals, and requests for qualifications, and is currently rewriting the City’s Purchasing Policy and procedures. The division needs a dedicated Contracts Administrator/Specialist who could review contracts and free the Division Manager to focus on writing and reviewing only the most complex contracts, policy, bids and proposals, and allow them time to work with departments to procure goods and services effectively an d collaboratively. If approved, Human Resources will determine the classification and final title of the position; however, using a Senior Management Analyst as a benchmark, the estimated cost of adding this position, inclusive of taxes and benefits, with a hire date of February 1, 2022, is $62,000.

Community and Economic Development. The Housing Division within the Community and Economic Development Department has seen long-term employees retire in the last few months as the City is winding down the former Redevelopment Agency of San Bernardino (RDA). As the City moves forward in mana ging Community Development Block Grant (CDBG), Emergency Service Grant (ESG), HOME, and other grant funds, the division will require three additional Management Analysts to manage ESG, HOME and in the short - term provide some administrative support with the Emergency Rental Assistance Program (ERAP). Hiring these analysts also will allow the City to move away from using contract staff to manage grant programs, providing more stability and consistency. The

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) three positions will be partially funded through the administrative allocation allowed by the granting agencies but some funding from the General Fund may be required. The estimated cost to add three analysts, inclusive of taxes and benefits, and assuming a hire date of January 1, 2022, is $153,000. To be fi scally conversative, staff is estimating that 50% of the cost ($76,500) will be grant funded and the General Fund will cover the remainder. If more than $76,500 in grant funding is available, the General Fund contribution will be reduced.

Finance. This y ear the Finance Department, in addition to preparing the Annual Comprehensive Financial Report (ACFR), will be for the first time producing a Popular Annual Financial Report (PAFR), which is a version of the annual report designed to communicate the financial performance of the City more effectively to the community. The financial reports in the ACFR are designed to be used by potential investors and rating agencies, and the language throughout is technical, making for dry reading material. The PAFR contains the same financial information in more readable terms. The PAFR will be printed and posted to the City’s website in both Spanish and English. At this time the department is planning to cover the additional cost of printing and translating the PAFR from other departmental savings.

Three employees in the Finance Department are working at levels significantly above the positions they are in. In order to ensure that these employees are appropriately compensated and to retain valuable City employees, staff is recommending reclassifications for these employees.

The Finance Department Administrative Assistant aids in the coordination, tracking and administration of the many projects ongoing in the Finance Department. The person in this role has been functionin g in the higher -level capacity as an Executive Assistant for some time. Additionally, they attend meetings and serve as secretary to the Measure S Committee, transcribing and distributing meeting minutes; they manage the Director’s and Department’s Council items, manage the low-income Utility User Tax exemption program, process all personnel action forms for the department, and ensure public records requests are routed to the correct division and are responded to timely; among other higher -level items, in a ddition to acting as Assistant to the Director. Finance requests authority to reclassify the Finance Department Administrative Assistant to an Executive Assistant to the Director. The estimated financial impact for the remainder of the fiscal year of the reclassification, inclusive of the increase in taxes and benefits is $8,500.

In the Purchasing Division, the Assistant Buyer has been acting as a Buyer for a number of years, but due to a lack of staffing in the division there was no manager to note that the work being assigned was significantly beyond that of an Assistant Buyer. This reclassification from Assistant Buyer to Buyer would reflect the type and level of work that the employee is completing on a daily basis more accurately. The estimated cost fo r the remainder of FY 2021/22 to make this change is approximately $4,000, inclusive of taxes and benefits.

The City’s Payroll Technician has been one of very few experts in the City’s payroll

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) system, which is based on a type of database that was develope d over forty years ago and that even IT professionals are not usually familiar with or able to work in. The City was fortunate to have one IT employee who was familiar with the software; however, he retired in mid-October, leaving Payroll staff and a newly assigned IT employee to figure out how to implement the changes necessary with the newly agreed-upon MOUs with the City’s bargaining units. The Payroll Technician position is primarily one of data entry; however, the individual in the role has shown excep tional critical thinking and problem - solving skills under pressure that have made it apparent that they are a significant asset to the City. Staff recommends reclassifying this employee to Accountant II and establishing an Accountant II - Payroll in the salary schedule. This position must be added as a position specific to payroll due to the confidential nature of the work, which also adds it to the Management/Confidential Bargaining Unit (SBCMA). There would be no change to the salary schedule other than a dding an existing position to the SBCMA. The estimated financial impact of this reclassification for the remainder of the fiscal year, including taxes and benefits is $7,800.

Finance completed a Request for Proposal (RFP) for a fee study for the City and will be bringing a contract forward for Council approval in the next few weeks. The proposal cost exceeded the amount budgeted and staff is asking for an additional $40,000 to cover the cost of the study, which is intended to ensure that permit, developer , and other fees that the City charges are adequate to cover the associated costs, as appropriate. A good fee study evaluates not only the City’s costs, but the purpose of the fees and the services provided by the City. It is important that fees are evaluated in light of services; some fees should cover 100% of the associated costs while other fees are set below cost because of the community benefit of the service. Most of the City’s fees were updated in FY 2019/20 based on a study completed in 2017.

City Manager’s Office. The City Manager’s Office has been working to change the narrative and start spreading the word about the great City of San Bernardino, including the public works projects ongoing across the City, the services the City and our partners in the community offer, and engage residents in redistricting, neighborhood associations, boards and commissions, and in the San Bernardino 2050 The Future is Ours visioning process. With the hiring of a Public Information Officer, the Office is better able to manage information and get it out to the public.

Libraries. Since the beginning of the fiscal year, Library Services has been able to hire additional staff and as of October 18, the department increased hours of operation to 40 hours per week at all l ibraries in the City to better serve the community. Libraries have been able to resume in -person story times, crafts, and activities, especially those for youth, including the addition of bilingual story times at Rowe and Villaseñor libraries, and children's movies at Inghram and Villaseñor libraries. Council increased the book purchasing budget significantly for the fiscal year, which has been a boon for expanding the City’s collection, and staff has been working to update the interior spaces for patrons with the $55,000 budgeted to replace furniture and shelving. Most of the furniture has been purchased or ordered; however, with the current supply chain issues, the cost of new shelving has increased, and the department is short $8,000 that is needed to

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) complete the replacement of the old wooden DVD shelving at Feldheym Library. Library Services budgets with little wiggle room, and cannot cover the increase within their existing budget, and other departments are unsure of operating savings that they could share this early in the fiscal year. Staff requests an additional allocation of $8,000 to replace the shelves.

Library Services has also recently been awarded annual literacy grant funding in the amount of $128,828. The adopted budget assumed a grant amount of $150,102.25; both the revenue and expenditure budgets require an adjustment of ($21,274.25) to match the amount actually received. An additional grant of $3,345 was received from the California State Library. In order to add the awarded funds to the l ibrary literacy program, a total budget amendment of ($17,929.25) to both revenue and expenditures is required. This amendment has no net budgetary impact.

During the first quarter, Library Services received an additional $12,000 in revenue this year related to a federal reimbursement for spending several years ago to provide the community with internet access at the libraries. The department requests an amendment to both their revenue and expenditure budget to program the unanticipated funds for various operational needs, for no net impact to the budget. The department also requests an amendment for to replace existing software that allows the computers that are available for public use to be easily reconfigured with a simple reboot if anyone tries to make system settings changes. Staff estimates the cost to replace the software at approximately $6,000.

Information Technology Services. IT keeps the City connected and everything running for the most part in the background. Implementing Office 365 for the en tire City has been a forward-facing project affecting every department and hundreds of employees. Issues with capacity and security caused delays; however, the IT team has brought the project nearly to completion with only a few sites in the City remaining to be upgraded. The project should be fully complete by the end of the calendar year. Meanwhile, IT is working on a number of other projects across the City, including upgrading phone and internet in the libraries, and migrating to the new City website, w hich is planned for completion in January of 2022. IT Services is also working to improve the City’s internal infrastructure for efficiency. Until recently, the City purchased all of its copiers and printers and contracted for maintenance. After an analysi s by the Purchasing Manager, the City entered into a lease contract that includes maintenance which will save the City a significant amount of money over the long term. After entering into the lease, the interim IT Services Director worked with the Purchas ing Manager to conduct a thorough evaluation of the condition of the City’s existing multi -function copiers and printers to develop the transition plan from the previous model to the full -service lease. This evaluation uncovered unbudgeted maintenance need s. In order to transition from the previous model to the lease and for the City to realize the long-term savings, an additional allocation of $120,000 is needed this fiscal year to replace the city-owned Konica copiers that are at end of life with the leased HP copiers that will be sized to fit the needs of each location. If the new machines have any maintenance issues, prove to be insufficient to the needs of the department or location, they will be replaced at no additional cost, per

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) the new contract.

The City’s existing software systems, including the financial system, payroll system, permitting system and others are outdated. Additionally, staff received notice on November 10, 2021, that Tyler Technologies will no longer be selling New World, the City’s financial system, to new clients, a clear signal that it is planned for end of life in the near future. Council authorized the purchase of several new systems in the FY 2021/22 Capital Budget; however, further analysis by staff suggests that the City woul d be better served by replacing the entire system with an Enterprise Resource Planning (ERP) system. A government -focused ERP system will be designed to work in the numerous and disparate functions of government with each area communicating with the centra l financial system and general ledger, making departmental revenue tracking seamless.

When multiple solutions that fit the needs of individual departments are cobbled together, the IT and Finance Departments are faced with developing methods to ensure that subledger data (financial information held in the department system) can be pulled into the City’s general ledger, which is the City’s legal financial system of record. This data must be accurate and recorded timely. In some cases, IT can write scripts to bridge the gap between systems, but system upgrades often break these connections, and they require frequent rewriting. When IT cannot build these bridges, manual entry to record data for subledgers into the general ledger is the only option, which adds t ime and more possibility for error, as well as opportunity for fraud and theft, requiring more rigorous controls and more frequent internal audits. More effective technology not only protects City assets and City employees, but saves staff time, allowing staff that would otherwise be dedicated to data entry to be redeployed to work that has a real impact on operations and service delivery.

As mentioned above, the FY 2021/22 Capital Budget included funding for various software systems, including permitting, payroll, asset management and document management, with a total budget of $2,050,000. Of that, $76,000 has been spent to implement DocuSign, software that allows the City to process and approve documents electronically. The remaining $1,974,000 remains available. Staff recommends allocating these funds toward the acquisition of an ERP system that could address the needs of the City as a whole, rather than addressing individual department needs and continuing to require either IT bridges between disparate s ystems or manual reentry of data. This change is a reallocation of existing funding and requires no additional funding at this time.

Public Works. The department hired a Real Property Manager in FY 2020/21 which has considerably helped the City manage and plan right -of-way and other real property transactions. However, the current and anticipated workload is such that Public Works is requesting an a dditional Real Property Manager dedicated to specialized transactions including leases and surplus land act transactions that are expected to increase significantly. With an assumed hire date of February 1, 2022, the FY 2021/22 cost to add this position is $70,200.

The Public Works Department has been working to design, bid and begin construction on millions of dollars in capital projects in the FY 2021/22 Budget. Below are a few highlights:

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards))

Kendall Drive Slope Stabilization. This Public Works project is probably the most notable currently. The work to shore up the side of Little Mountain is in progress, requiring the closure of both southbound lanes, a major frustration for residents. However, when the project is complete, there will no longer be a risk o f falling rocks and debris in the area and the street will be much safer for drivers. The project is expected to be completed in mid-December.

Playground Equipment Replacement. Public Works is reconstructing and replacing the pads and replacing the playground equipment at five playgrounds around the City:

Ward 1: Meadowbrook Park, 191 W. 2nd Street
Ward 4: Tom Gould Park, 240 W. 40th Street
Ward 5: Hudson Park, 1571 Morgan Road
Ward 6: Blair Park, 1466 W. Marshall Blvd.

Ward 6: Anne Shirrells Park, 1367 N. California St.

Street Lighting Along E Street from Baseline to Highland. Construction has begun on this much-anticipated Public Works Project which will significantly improve the pedestrian safety of this corridor.

Signal Lights and Traffic Controls. Signal lights and traffic control projects throughout the City that were approved as part of the FY 2021/22 Budget are in various stages of design and construction.

Street Rehabilitation. The majority of the streets projects budgeted for FY 2021/22 are in the design stage.

City Clerk. The City Clerk’s Office is working on upgrading the City’s agenda software from Granicus to PrimeGov, which will significantly improve functionality, and provide the option of live -streaming meetings to YouTube with available closed captioning. The software will ensure that agendas are available in both English and Spanish, as well as making available translation to more than 100 languages, a major improvement for the community. The contract with Granicus runs through the FY 2 021/22 fiscal year and Granicus will remain in place until the PrimeGov software is up and running. Council approved the contract and budget amendment to implement the PrimeGov software on November 17.

The City Clerk’s Office would like to transition from using temporary labor for customer service help to part -time permanent in order to allow the individual in the role to be certified as a passport agent and assist with passport services. Per the U.S. Department of State’s requirements, temporary employees may not be certified. The cost of a part - time Customer Service Representative for the remainder of FY 2021/22 is approximately $17,000. The Office also requests the reclassification of an Office Assistant to a Deputy City Clerk, to reflect the duties and level of work of the position more accurately, for a cost of $20,000. The Clerk’s Office has salary savings available of $32,000, reducing the

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) necessary budget amendment for both changes to $5,000 for FY 2021/22.

City Council. Individual Council budgets for meetings and conferences were significantly reduced for FY 2021/22 from $6,000 each to $2,000 each. This resulted in unforeseen consequences, including Council Members unable to attend conferences and training that would benefit the City. Staff recommen ds that Council increase the individual meetings and conferences budgets by $4,000 each to the previous year amount of $6,000 each for a total amendment to the adopted budget of $28,000.

Summary of First Quarter Budget Adjustment Requests:

Equipment and Services
Fee Study increase $ 40,000
Library Literacy Grants - Expenditure (17,929.25)
Library Literacy Grants - Revenue 17,929.25
Library Shelving increase 8,000
Library Software 6,000
Library Revenue increase (12,000)
Library Operations increase 12,000
Copier Maintenance - IT, city-wide 120,000
Council Meetings and Conferences increase 28,000

Personnel
Addition of Contracts Administrator/Specialist 62,000
Addition of three Management Analysts in the Housing
Division, Community and Economic Development
76,500
Reclassification of Finance Administrative Assistant to Executive Assistant
8,500
Reclassification of Assistant Buyer to Buyer 4,000
Reclassification of Payroll Technician to Accountant II - Payroll
7,800
Reclassification of Office Assistant to Deputy City Clerk, and Part-time funding for Customer Service Representative
5,000
Real Property Manager 70,200
Shift Differential Program for Business Registration
Inspectors, Evening and Weekend shift
5,000
TOTAL Budget Amendment from Fund Balance $ 441 ,000

2020-2025 Key Strategic Targets and Goals
The requested changes and additions align with Key Targets No. 1c: Financial Stability - Create a framework for spending decisions, and 2b: Focused, Aligned Leadership, and Unified Community - Build a culture that attracts, retains, and motivates the highest quality talent.

Fiscal Impact

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Attachment: ATTACHMENT 4 Q1 Report (8915 : Adopt Ordinance No. MC-1568 (Budget Transfers) (All Wards)) The fiscal impact to the General Fund is an allocation of fund balance to operations of $441,000.

Finance staff will continue to monitor revenues and the allocation from fund balance may not be necessary if revenues trend over budget for the year. However, with only first quarter results, volatile sales tax, and particularly with the reallocation of sales tax at the state level, there is not enough data to forecast with any degree of certainty. Making an allocation from fund balance ensures that the funding is available, and that the City maintains a balanced budget.

Conclusion
It is recommended t hat the Mayor and City Council of the City of San Bernardino, California, accept the Fiscal Year 2021/22 First Quarter Report and adopt Resolution No. 2021-__, authorizing an amendment to the FY 2021/22 General Fund Operating Budget in the amount of $441,000, and adopt Ordinance No. MC-xxxx, amending section 3.05 of the Municipal Code.

Attachments
Attachment 1 Redline of Municipal Code Section 3.05
Attachment 2 Ordinance No. MC -XXXX, amending section 3.05 of the Municipal Code.

Attachment 3 Resolution No. 2021 -__ authorizing an amendment to the FY 2021/22 General Fund Operating Budget in the amount of $441,000 Attachment 4 PowerPoint Presentation

Ward: All

Synopsis of Previous Council Actions:

June 16, 2021 Mayor and City Council Adopted Resolution No. 2021-138 approving the City of San Bernardino’s Operating Budget and Capital Improvement Program (CIP) for FY 2021/22 and
establishing the City’s Appropriations Limit as required by Article XIII of the California State Constitution.

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Barbara Whitehorn, Director of Finance

Subject: Resolution to Increase the Fleet Fuel Services Fund (All Wards)

Recommendation
Adopt Resolution 2022-76 of the Mayor and City Council of the City of San Bernardino, California, authorizing the Director of Finance to amend the Fiscal Year 2021/22 Adopted Operating Budge t by appropriating funds in the amount of $500,000 from the General Fund to the Fleet Services Fund.

Background
On June 16, 2021, the Mayor and City Council adopted Resolution No. 2021 -138 approving the City of San Bernardino’s Operating Budget and Capita l Improvement Program (CIP) for FY 2021/2022. This budget included $1,000,000 under the Fleet Services Fund for motor fuel and lubricants. Since that time, a number of economic factors have significantly impacted the cost of fuel. The City's Fleet Services Fund is directly impacted by the rising cost of fuel and will need additional funds to cover the increasing costs for this fiscal year.

Discussion
Due to the unforeseen increasing cost in regional fuel prices as presented in Figure 1, the current adopte d Fleet Services motor fuel and lubricants budget is projected to be fully expended before the end of the current fiscal year. Staff recommends appropriating $500,000 from the General Fund into the Fleet Services Fund for the purpose of covering all projected fuel expenditures thorough the end of FY21/22.

Figure 1:
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Note: San Bernardino County data gathered for from <https://gasprices.aaa.com/?state=CA>, as of April, 5, 2022.

2021-2025 Key Strategic Targets and Goals
Authorization of this amendment alig ns with Key Target No.1d: Improved Operational & Financial Capacity- create a framework for spending decisions.

Fiscal Impact
Staff is requesting an additional appropriation of $500,000 from the General Fund to the Fleet Services Fund for fuel costs. The appropriation will come from existing fund balance within the general fund.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2022 -76 authorizing the Director of Finance to amend the FY2021/22 adopted operating budget by appropriating funds in the amount of $500,000 from General Fund to the Fleet Services Fund.

Attachments
Attachment 1 Resolution No. 2022-76

Ward: All

Synopsis of Previous Council Actions:

June 16, 2021 The Mayor and City Council adopted Resolution No. 2021-138 approving the City of San Bernardino’s Operating Budget and Capital Improvement Program (CIP) for FY 2021/2022.
21 Packet Pg. 573
Resolution No. 2022-76

Resolution 2022-76
May 4, 2022
Pager 1 of 3
RESOLUTION NO. 2022-76

RESOLUTION OF THE MAYOR AND CITY COUNCIL OF

THE CITY OF SAN B ERNARDINO, CALIFORNIA,

AUTHORIZING THE DIRECTOR OF FINANCE TO
AMMEND THE F ISCAL YEAR 2021/22 ADOPTED

OPERATING BUDGET APPROPRIATING FUNDS IN THE
AMOUNT OF $500,000 FROM THE GENERAL FUND TO
THE FLEET SERVICES FUND.

WHEREAS, rising costs in regional fuel prices have significantly increased expenditures in the adopted Fleet Services motor fuel and lubricants budget; and WHEREAS, at current spending rate the motor fuel and lubricants budget is projected to be fully expended before the end of the current fiscal year; and WHEREAS, in order to cover ongoing costs associated with fuel prices, staff is requesting that $500,000 be appropriated from the General Fund to the Fleet Services Fund (Fund 635).

BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:

SECTION 1. The above recitals are true and correct and are incorporated herein by t his reference.

SECTION 2. The Mayor and City Council hereby authorize the Director of Finance to amend the F iscal Year 2021/22 adopted operating budget appropriating funds in the amount of $500,000 from the General Fund to Fleet Services (Fund 635) for the remainder of FY 2021/22.

SECTION 3. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, 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.

SECTION 4 Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.

SECTION 5. Effective Date. This Resolution shall become effective immediately.

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Attachment: Attachment 1 - Resolution No. 2022-76 Increase the Fleet Fuel Services Fund [Revision 2] (8910 : Resolution to Increase the Fleet Resolution No. 2022-76

Resolution 2022-76
May 4, 2022
Pager 2 of 3
APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2022.

John Valdivia, Mayor
City of San Bernardino

Attest:

Genoveva Rocha, CMC, City Clerk

Approved as to form:

Sonia Carvalho, City Attorney

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Attachment: Attachment 1 - Resolution No. 2022-76 Increase the Fleet Fuel Services Fund [Revision 2] (8910 : Resolution to Increase the Fleet Resolution No. 2022-76

Resolution 2022-76
May 4, 2022
Pager 3 of 3

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss

CITY OF SAN BERNARDINO )

I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2022-___, adopted at a regular meeting held on the ___ day of _______ 2022 by the following vote:

WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2022.

Genoveva Rocha, CMC, City Clerk

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Attachment: Attachment 1 - Resolution No. 2022-76 Increase the Fleet Fuel Services Fund [Revision 2] (8910 : Resolution to Increase the Fleet

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Barbara Whitehorn, Director of Finance

Subject: Agreement with Client First Consulting for Software Needs Assessment (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager to execute a Professional Services Agreement between the City of San Bernardino and Client First Consulting for a software needs assessment and Enterprise Resource Planning (ERP) consulting services for a total cost of $780,510.

Background
Funding was included in the 2021/22 Capital Budget for several techn ology upgrades.

After an internal analysis, staff determined that the City would be better served by the purchase of an ERP system, a single system that would replace the individual software programs that are operated by departments with specific needs. Th e advantage of an ERP system is in its integration; there is no need for technology bridges between disparate software systems that must be rewritten each time a system is upgraded, or double entry into two software systems by staff. A government-focused ERP system will be designed to work in the numerous and disparate functions of government with each area communicating with the central financial system and general ledger, making departmental revenue tracking seamless. On December 1, 2021, the Mayor and Ci ty Council redirected funding that was to be dedicated to stand-alone software systems.

In order to ensure that the City purchases an ERP system that can meet operational needs now and into the future, staff determined that a software needs assessment to evaluate the City’s overall software needs and assist in drafting the RFP for the ERP system was necessary. This kind of expert analysis of the City’s needs will prove invaluable to the development of the RFP and evaluation of the ERP systems presented as solutions for the City.

Discussion
An RFP was conducted, and a vendor selected per the City’s Purchasing guidelines and procedures, and the City is now prepared to enter a contract for a software needs assessment with Client First Consulting, a company w ith extensive experience. The study will begin in May 2022 and is anticipated to be completed in four to six months. 22 Packet Pg. 577
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The software needs assessment will be an evaluation of the needs of each department accomplished through workshops, questionnaires, and m eetings with stakeholders. In coordination with Finance and IT, Client First will evaluate business processes, map workflows, document system requirements, both user and technical, and develop the specifications that will be the backbone of the ideal ERP s ystem for the City and the RFP to be issued. When the specifications are complete and agreed upon by the stakeholders, Client First will prepare the RFP.

When responses to the RFP are received, Client First will assist the City in evaluating the responses . They will coordinate additional workshops to discuss the responses, schedule vendor demonstrations, and help facilitate selection. Finally, Client First will develop an implementation plan for the selected software to aid the City in the next phase. Implementation of an ERP system for a City the size of San Bernardino usually takes 18-24 months from selection of the vendor to fully operational. The contract with Client First includes an option to continue consulting assistance during the implementation. Staff is asking that these services be authorized; however, the decision to continue the consulting contract and the length of time will be determined when the ERP system is selected.

2021-2025 Key Strategic Targets and Goals
Authorization of this agreement aligns with Key Target No. 1a: Improved Operational and Financial Capacity - Establish clear policy direction and predictable organization structures.

Fiscal Impact
The financial impact to the City is an expense of $370,750 for fiscal year 2021/22, and a total cost over three years of $780,510, should the City choose to exercise the option to use Client First to aid in the implementation of the selected ERP system, with the additional cost of $204,880 per year for implementation consulting services. The re is adequate funding for this agreement in the Information Technology budget. No additional appropriation is required.

FINANCIAL DATA Current
Fiscal Year:

FY 2022/23 FY 2023/24
Needs Assessment Cost $ 370,750 $ 0 $ 0 Implementation Consulting 0 204,880 204,880
TOTAL COST 370,750 204,880 204,880
GENERAL FUND SHARE $ 370,750 $ 204,880 $ 204,880
SOURCE OF FUNDS: General Fund Budget Adjustment: No
For Fiscal Year: 2021/22;
2022/23-24

Conclusion
It is recommended that the May or and City Council of the City of San Bernardino, California, authorize the City Manager to execute a Professional Services Agreement 22 Packet Pg. 578
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between the City of San Bernardino and Client First Consulting for a software needs assessment and Enterprise Resource Pl anning (ERP) consulting services for a total cost of $780,510.

Attachments
Attachment 1 PSA- Agreement with Client First Consulting

Ward: All

Synopsis of Previous Council Actions:

December 1, 2021 Mayor and City Council heard the FY 2021/22 1 st Quarter Report and Adopted Resolution No. 2021 -289 amending the City of San Bernardino’s FY 2021/22 Operating Budget.

June 16, 2021 Mayor and City Council Adopted Resolution No. 2021 -138 approving the City of San Bernardino’s Operating Budget and Capital Improv ement Program (CIP) for FY 2021/22 and
establishing the City’s Appropriations Limit as required by Article XIII of the California State Constitution.
22 Packet Pg. 579
1 PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO

AND CLIENT FIRST CONSULTING GROUP, LLC FOR A SOFTWARE NEEDS

ASSESSMENT FOR A CITYWIDE ERP SYSTEM
This Agreement is made and entered into as of May 4, 2022 by and between the City of San Bernardino, a charter city and municipal corporation organized and operating under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, CA 92401 (“City”), and Client First Consulting Group, LLC, a CORPORATION with its principal place of business at 980 Montecito Dr., Suite 209, Corona, CA. 92879 (hereinafter referred to as “Consultant”).

City and Consultant are hereinafter sometimes referred to individually as “Party” and collectively as the “
Parties.”

RECITALS
A. City is a public agency of the State of California and is in need of professional services for the following project:

Software Needs Assessment for a Citywide ERP System (hereinafter referred to as “the Project”).

B. Consultant is duly licensed and has the necessary qualifications to provide such services.

C. The Parties desire by this Agreement to establish the terms for City to retain Consultant to provide the services described herein.

NOW
, THEREFORE, IT IS AGREED AS FOLLOWS:

AGREEMENT

1. Incorporation of Recitals. The recitals above are true and correct and are hereby incorporated herein by this reference.

2. Services. Consultant shall provide the City with the services described in the Scope of Services attached hereto as Exhibit “A.”

3. Professional Practices . All professional services to be provided by consultant pursuant to this Agreement shall be provided by personnel identified in their proposal. Consultant warrants that Consultant is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant further represents that no City employee will provide any services under this Agreement.

4. Compensation.
a. Subject to paragraph 4(b) below, the City shall pay for such services in accordance with the Schedule of Charges set forth in Exhibit “A.”

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 2 b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $780,510.00 for the entire term.

This amount is to cover all related costs, and the city will not pay any additional fees for printing expenses. Consultant may submit invoices to City for approval. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within thirty (30) days from the date City receives said invoice. The invoice shall describe in detail the services performed and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

5. Additional Work. If changes in the work seem merited by Consultant or the City, and informal consultations with the other party indicate that a change is warranted, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the City by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be prepared by the City and executed by both Parties before performance of such services, or the City will not be required to pay for the changes in the scope of work. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.
a. Adjustments. No retroactive price adjustments will be considered.

Additionally, no price increases will be permitted during the first year of this Agreement , unless agreed to by City and Consultant in writing.

6. Term. This Agreement shall commence on the Effective Date and continue through the assessment phase as set forth in Exhibit “A,” unless the Agreement is previously terminated as provided for herein (“Term”) or extended by agreement of both parties through implementation.

7. Maintenance of Records; Audits.
a. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times for a period of four (4) years from the Effective Date.
b. Books, documents, papers, accounting records, and other evidence pertaining to costs incurred shall be maintained by Consultant and made available at all reasonable times during the contract period and for four (4) ye ars from the date of final payment under the contract for inspection by City.

8. Time of Performance. Consultant shall perform its services in a prompt and timely manner and shall commence performance upon receipt of written notice from the City to proceed. Consultant shall complete the services required hereunder within Term.

9. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 3 control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Ma jeure Event. A Force Majeure Event shall mean an event that materially affects the Consultant’s performance and is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a pub lic enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); and (4) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety. b. Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, gi ve written notice to the other P arty describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Delays shall not entitle Consultant to any additional compensation regardless of the Party responsible for the delay.
c. Notwithstanding the foregoing, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement.

10. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local government, including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested, in obtaining and maintaining all permits required of consultant by federal, state and local regulatory agencies.
c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of hazardous and toxic substances spilled as a result of his or her services or operations performed under this Agreement.

11. Standard of Care . Consultant’s services will be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions. Consultant’s performance shall conform in all material respects to the requirements of the Scope of Work.

12. Conflicts of Interest. During the term of this Agreement, Consultant shall at all times maintain a duty of loyalty and a fiduciary duty to the City and shall not accept payment from or employment with any person or entity which will constitute a conflict of interest with the City.

13. City Business Certificate . Consultant shall, prior to execution of this

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 4 Agreement, obtain and maintain du ring the term of this Agreement a valid business registration certificate from the City pursuant to Title 5 of the City’s Municipal Code and any and all other licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required of Consultant to practice his/her profession, skill, or business.

14. Assignment and Subconsultant . Consultant shall not assign, sub let, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Nothing contained herein shall prevent Consultant from e mploying independent associate s and subconsultants as consultant may deem appropriate to assist in the performance of services hereunder.

15. Independent Consultant . Consultant is retained as an independent contractor and is not an employee of City. No employee or agent of consultant shall become an employee of City. The work to be performed shall be in accordance with the work described in this Agreement, subject to such directions and amendments from City as herein provided. Any personnel performing the work governed by this Agreement on behalf of consultant shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance under this Agreement and as required by law.

Consultant shall be responsible for all reports and obligations respecting such personnel, including, but not limited to social security taxes, income tax withholding, unemployment insurance, and workers’ compensation insurance.

16. Insurance. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has secured all insurance required under this section. a. Additional Insured
The City of San Bernardino , its officials, officer s, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability and automobile liability insurance using the endorsements and forms specified herein or exact equivalents. b. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance of all work under this Agreement, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 5 Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. (iii) Commercial General Liability Insurance must include coverage for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX)
exclusion deleted
(7) Contractual Liability with respect to this Contract (8) Broad Form Property Damage
(9) Independent Consultants Coverage
(iv) The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to the Agreement.
(v) The policy shall give City, its elected and appointed officials, officers, employees, agents , and City -designated volunteers additional insured status using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or provide coverage excess of a self-insured retention, subject to written approval by the City, and provided that such deductibles shall not apply to the City as an addit ional insured.
c. Automobile Liability
(i) At all times during the performance of the work under this Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non -owned and hired vehicles, in a form and with insurance companies acceptable to the City. (ii) Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
(iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 6 (iv) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City as an additional insured, but not a self-insured retention. d. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self -insurance in accordance with the provisions of that code, and he/she will comply with such provisions bef ore commencing work under this Agreement.
(ii) To the extent Consultant has employees at any time during the term of this Agreement, at all times during the performance of the work under this Agreement, the Consultant shall maintain full compensation insurance for all persons employed directly by him/her to carry out the work contemplated under this Agreement, all in accordance with the “Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of California and any acts amendatory the reof, and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period required by this Agreement, workers’ compensation coverage of the same type and limits as specified in this section. e. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall maintain professional liability or Errors and Omissions insurance appropriate to its profession, in a f orm and with insurance companies acceptable to the City and in an amount indicated herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend. f. Privacy/Network Security (Cyber)
At all times during the performance of the work under this Agreement, the Consultant shall maintain privacy/network security insurance for: (1) privacy brea ches, (2) system breaches, (3) denial or loss of service, and the (4) introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City.
g.

At all times during the performance of the work und er this Agreement, the Consultant shall maintain Aviation and/or Drone Liability insurance for bodily injury and property damage, in a form and with insurance companies acceptable to the City.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 7 h. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $2,000,000 per occur rence/$4,000,000 aggregate for bodily injury, p ersonal
injury, and property damage
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage
Employer’s Liability $1,000,000 per occurrence
Professional Liability $1,000,000 per claim and aggregate (errors and omissions)

Cyber Liability $1,000,000 per occurrence and
aggregate

(ii) Defense costs shall be payable in addition to the limits. (iii) Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as Additional Insured pursuant to this Agreement.
i. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25 -S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance. j. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior written notice of cancellation of any policy required by this Agreement, except that the Consultant shall provide at least ten (10) days prior writte n notice of cancellation of any

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 8 such policy due to non -payment of the premium. If any of the required coverage is cancelled or expires during the term of this Agreement, the Consultant shall deliver renewal certificate(s) including the General Liability A dditional Insured Endorsement to the City at least ten (10) days prior to the effective date of cancellation or expiration. (ii) The Commercial General Liability Policy and Automobile Policy shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any named insureds shall not be called upon to contribute to any loss. (iii) The retroactive date (if any) of each policy is to be no later than the effe ctive date of this Agreement. Consultant shall maintain such coverage continuously for a period of at least three years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the re troactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement. (iv) All required insurance coverages, except for the professional liability coverage, shall contain or be endorsed to provide waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(v) The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth he rein shall not be construed to relieve the Consultant from liability in excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City and shall not preclude the City from taking such other actions available to the City under other provisions of the Agreement or law. k. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or
companies with a current A.M. Best's rating of no less than A:VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
l Additional Insurance Provisions

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 9 (i) The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of said insurance by the City, i s not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the Consultant pursuant to this Agreement, including, but not limited to, the provisions concerning indemnification. (ii) If at any time dur ing the life of the Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium p aid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement. (iii) The City may require the Consultant to provide complete copies of all insurance policies in effect for the duration of the Project. (iv) Neither the City nor the City Council, nor any member of the City Council, nor any of the officials, officers, employees, agents or volunteers shall be personally responsible for any liability arising under or by virtue of this Agreement. m. Subconsultant Insurance Requirements. Consultant shall not allow any subcontractors or subconsultants to commence work on any subcontract until they have provided evidence satisfactory to the City that they have secured all insurance required under this section. Policies of commercial gene ral liability insurance provided by such subcontractors or subconsultants shall be endorsed to name the City as an additional insured using ISO form CG 20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant, City may a pprove different scopes or minimum limits of insurance for particular subcontractors or subconsultants.

17. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel reasonably approved by the City), indemnify and hold the City, its elected and appointed officials, officers, employees, agents, and authorized volunteers free and harmless from any and all claims, demands, causes of action, suits, actions, proceedings, costs, expenses, liability, judgments, awards, decrees, settlements, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, (collectively, “Claims” ) in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant’s services, the Project, or this Agreement, including without limitation the payment of all damages, expert witness fees, attorneys’ fees and other related costs and expenses. This indemnification clause excludes Claims arising from the sole negligence or willful misconduct of the city. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, the City Council, members of the City Council, its employees, or authorized volunteers. Consultant’s indemnification obligation shall survive the expiration or earlier termination of this Agreement.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 10 b. If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to the extent which the Claims arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant in the p erformance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consulta nt’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.

18. California Labor Code Requirements . Consultant is aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “ maintenance” projects. If the S ervices are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agre es to fully comply with such Prevailing Wage Laws, if applicable. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon the Consultant and all subcontractors to comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775), employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment of contractors and subcontractors (Labor Code Section 1777.1).

19. Verification of Employment Eligibility . By executing this Agreement, Consultant verifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time, and shall require all subconsultants and sub -subconsultants to comply with the same.

20. Laws and Venue. This Agreement shall be interpreted in accordance with the laws of the State of California. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of San Bernardino, State of California.

21. Termination or Abandonment
a. City has the right to terminate or abandon any portion or all of the work under this Agreement by giving ten (10) calendar days’ written notice to consultant.

In such event, City shall be immediately given title and possession to all original field notes, drawings and specifications, written reports and other documents produced or developed for that portion of the work completed and/or being abandoned. City shall pay Consultant the reasonable value of services rendered for any portion of the work completed prior to termination. If said termination occurs prior to completion of any task

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 11 for the Project for which a payment request has not been received, the charge for services performed during such task shall be the reasonable value of such services, based on an amount mutually agreed to by City and Consultant of the portion of such task completed but not paid prior to said termination. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed services and shall not be entitled to damages or compensation for termination of work.
b. Consultant may ter minate its obligation to provide further services under this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial failure by City to perform in accordance with the terms of this Agreement through no fault of consultant.

22. Attorneys’ Fees . In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement.

23. Responsibility for Errors. Consultant shall be responsible for its work and results under this Agreement. Consultant, when requeste d, shall furnish clarification and/or explanation as may be required by the City’s representative, regarding any services rendered under this Agreement at no additional cost to City. In the event that an error or omission attributable to Consultant’s prof essional services occurs, Consultant shall, at no cost to City, provide all other services necessary to rectify and correct the matter to the sole satisfaction of the City and to participate in any meeting required with regard to the correction.

24. Prohibited Employment. Consultant shall not employ any current employee of City to perform the work under this Agreement while this Agreement is in effect.

25. Costs. Each Party shall bear its own costs and fees incurred in the preparation and negotiation o f this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

26. Documents. Except as otherwise provided in “Termination or Abandonment,” above, all original field notes, written reports, Drawings and Specifications and other documents, produced or developed for the Project shall, upon payment in full for the services described in this Agreement, be furnished to and become the property of the City.

27. Organization. Consultant shall assign David Krout as Project Manager.

The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 12 28. Limitation of Agreement. This Agreement is limited to and includes only the work included in the Project described above.

29. Notice. Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, certified mail, return receipt requested, postage prepaid, addressed to the following addresses and shall be effective upon receipt thereof:

CITY:

City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: Rolland Kornblau

With Copy To:

City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: City Attorney

CONSULTANT:

Client First Consulting Group, LLC
980 Montecito Ave., Ste 209
Corona, CA. 92879
Attn: David Krout and Wendy Smith

30. Third Party Rights . Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than the City and the Consultant.

31. Equal Opportunity Employment . Consultant represents that it is an equal opportunity employer and that it shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, sex, age or other interests protected by the State or Federal Constitutions. Such non -discrimination shall include, but not be limited to, all activities related to initial empl oyment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.

32. Entire Agreement. This Agreement, including Exhibit “A ,” represents the entire understanding of City and Consultant as to those matters contained her ein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereun der. Each Party acknowledges that no representations, inducements, promises , or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This is an integrated Agreement.

33. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be in valid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect.

34. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, admi nistrators and assigns

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 13 of each P arty to this Agreement. However , Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights, burdens, duties or obligations without the prior written consent of City. Any attempted assignment without such consent shall be invalid and void.

35. Non-Waiver. The delay or failure of either Party at any time to require performance or compliance by the other Party of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance.

No wai ver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the Party against whom enforcement of a waiver is sought. The waiver of any right or remedy with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

36. Time of Essence. Time is of the essence for each and every provision of this Agreement.

37. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain, or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

38. Amendments. Only a writing executed by all of the Parties hereto or their respective successors and assigns may amend this Agreement.

39. City’s Right to Employ Other Consultants. City reserves its right to employ other consultants, including engineers, in connection with this Project or other projects.

40. Prohibited Interests. Consultant maintains and warrants that it has neither employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

41. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one single Agreement.

42. Authority. The persons executing this Agreement on behalf o f the Parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said Parties and that by doing so, the Parties hereto are formally bound to the provisions of this Agreement.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 14 43. Electronic Signature . Each Party acknowled ges and agrees that this Agreement may be executed by electronic or digital signature, which shall be considered as an original signature for all purposes and shall have the same force and effect as an original signature.

44. Disciplinary Actions in Phases for Non-Performance. Failure for Consultant to perform its obligations under this Agreement or comply with the Performance Indicators may result in disciplinary action as follows:
(i) Informal Warning (Written or Verbal) . Consultant is given a warning in regards to non-performance. If a verbal warning is issued, it will be confirmed with an electronic correspondence to the Consultant.
(ii) Formal Written Warning . A formal written warning is issued to Consultant pursuant to Section 29 of this Agreement. Consultant must respond within 5 to 10 days of receipt of the formal warning. Upon response from the Consultant, Consultant shall be provided a reasonable time to make corrections to their performance.

This time period
(iii) Formal Penalty Issued. A penalty of 15% of the Consultant’s current invoice amount or annual contract amount is deducted for non-performance after previous warnings have been issued.
(iv) Termination of Contract . If the performance has not been corrected after all warnings and previous penalties have been exhausted, City may terminate the contract pursuant to Section 21 of this Agreement. [SIGNATURES ON FOLLOWING PAGE]

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 15 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO

AND CLIENT FIRST CONSULTING GROUP, LLC
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF SAN BERNARDINO
APPROVED BY:

Robert D. Field
City Manager
ATTESTED BY:

Genoveva Rocha, CMC
City Clerk
APPROVED AS TO FORM:

Best Best & Krieger LLP
City Attorney

CLIENT FIRST CONSULTING GROUP,
LLC
Signature
David Krout
Managing Partner

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 16 EXHIBIT A
Scope of Services / Schedule of Charges and Payments / Activity Schedule

PROJECT BACKGROUND AND UNDERSTANDING
The Consultant will perform software selection and advisory services to prepare a new ERP solution. The consultant will lead the development of a plant to implement a new system utilizing best practices, automated workflows, flexible reporting capabilities, project management tools, and other applications suitable for the city’s goals of selecting software that meets the city’s needs now and into the future.

Project Objectives

1. Perform analysis of the existing software solutions and determine requirements for the future “off-the-shelf” system(s)

2. Improve and streamline operational/business processes, including the reduction of manual paper processes and redundant shadow systems

3. Review and determine future hardware, IT infrastructure, and cybersecurity needs for the related enterprise application solutions

4. Adopt use of industry best business practices

5. Complete a successful implementation of the system on time and within budget Project Scope
The project scope will include but limited to the following:
• Financials and Accounting
• Utility Billing
• Human Resources and Payroll
• Development Services
• Enterprise Asset Management
• Citizen Relationship Management

METHODOLOGY/ APPROACH AND COST
Implementing modern enterprise application systems is essential to any Digital Transformation Strategy. Application system improvements start with business process analysis to streamline and eliminate manual and paper intensive processes, as well as provide the ability to take advantage of mobility, GPS/GIS technologies, improved data analytics and reporting, and implementing citizen interaction technologies wherever possible.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 17 Tasks Milestones and Tasks Deliverables Fees
1 Project Coordination and Management $69,100
Milestone 1: Stakeholder Identification and Communication for each of the future applications 2 Project Initiation, Kick-off, and
Project Team Development
Module Team Stakeholders
Roles and Responsibilities
Applications Management Best
Practices Kick-off
Documentation and
Presentations
3 Department Visioning and Overall
Applications Needs Assessment
Workshops
Overall Application Needs
Assessment Workshops
4 Needs Assessment
Questionnaires/Information Requests Application Assessment Questionnaires and Information
Requests
5 Information and Background and
Analysis
Documentation and Information
request reviews
$29,460
Milestone 2: Software requirements gathering for each of the Future applications 6 Business Process Review and
Requirements Workshops
Business Process Review
workshops by module
7 System Requirements Documentation Application Feature/Function Requirements by Module
8 Process Workflow Documentation As-is and To-be workflow documentation by Module or
Function
9 System Requirement and
Documentation Revisions
Documentation revisions and
finalization
10 Assessment and Recommendations
Reporting and Review Workshops
Overall Application Project
Initiative Descriptions with
Budget and Prioritization
$126,560

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 18 Assessment and
Recommendations Report
Milestone 3: Software RFP Preparation and Delivery for each application 11 Preliminary Vendor
Communication/Research
Vendor Listing and contract
information
12 Develop Request for Proposals (RFP)
Documents
RFP documents and forms
including integration,
conversion, and user license
requirements
13 RFP Issuance and Facilitate Vendor
Response Activities
Logistics and Q&A assistance $22,760
Milestone 4: Software Vendor Response Analysis for each application 14 Vendor Proposal Evaluations Preliminary vendor proposal analysis and side-by-side vendor
comparisons
15 Vendor Analysis Workshop to Vendor
Finalists Determination (Short-List)
Vendor proposal review
workshops and decision results
documentation assistance
16 Develop Demonstration Documents,
Agenda and Coordination
Demonstration agendas,
logistics, and vendor evaluation
forms
17 Facilitate Vendor Demonstrations Facilitate vendor demonstrations 18 Post Demonstrations/Visit/Reference
Check Due Diligence and Follow-up
Developing and assisting with
post demonstration due diligence
requirements and documentation
19 Facilitate Final Vendor Selection Workshops and decision results documentation assistance
20 Implementation Plan (SOW) Review Review Matrix
21 Contract Review and Negotiation
Assistance
Review Matrix $122,870

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 19 Milestone 5: Optional – Implementation Project Management Assistance 22 Implementation Project
Management Assistance, $204,880
per year of assistance
Project Charter,
Communications Plan and Status
Reports
$409,760
Total Not to Exceed Amount $780,510
Additional Work
Title UOM Hourly Rate/Price
Partner 1 Hour $225
Director 1 Hour $205
Manager 1 Hour $195
Consultant 1 Hour $185
Systems Engineer 1 Hour $195
Please Note: The Total Not-To-Exceed amount includes an optional milestone for Implementation Project Management Assistance. The cost can be lower without if the city decides not to utilize this option.

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 20 KEY PERFORMANCE INDICATORS OR PERFORMANCE REQUIREMENTS

1. Performance Expectations
• A Performance Measurement Plan (“Performance Plan”) will be developed by the City IT Department and will be reviewed on a quarterly basis. • Consultant will track and document all performance measures identified in the Performance Plan. Measures will include, but a not limited to the measures listed below:
• Consultant will develop and distribute, electronically, a monthly summary report showing the current status and 12-month trend of each performance measure • Consultant will attend quarterly meetings scheduled by the City IT Department and present and discuss performance measures
• Consultant will track all cost savings for all orders requested by Waste Resources and will report their total Cost Savings on a quarterly basis

2. Performance Measures

1. Safety:
a. Definition: the condition of being protected from or unlikely to cause danger, risk, or injury
b. Safety Measures is related to PW projects when a contractor is conducting work on a county facility and/or delivery materials and services to a county facility

2. Quality:
a. Definition: the standard of something as measured against other things of a similar kind; the degree of excellence of something.
b. Quality Measure is related to final result of a product or service. Ex. was the monitor installed correctly, crooked, upside down? Were monthly/annual inspections done correctly/on time, were they incomplete.

3. Cost Savings:
a. Definition: a reduction in expenses, especially in business b. Cost Savings Measure is related savings that a vendor makes and passes on to the County.

4. On-Time Delivery:
a. Definition: On Time Delivery or OTD refers to a key performance indicator measuring the rate of finished product and deliveries made in time. This rate is expressed in a total number of units delivered within a set period defined by the customer and the supplier.
b. On-Time Delivery measure is related to service contracts, were the samples delivered on time to the lab. This can also refer to pick-up

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Attachment: Client First_PSA_Software Needs Assessment_ERP System 2022-05-04 (8914 : Agreement with Client First Consulting for 21 services such as with environmental contracts that deal with hazardous samples

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Barbara Whitehorn, Director of Finance

Subject: Adopt a Resolution Ratifying Administrative Budget Transfers from December 2021 to April 2022

Recommendation
Adopt Resolution No. 2022 -77 of the Mayor and City Council of the City of San Bernardino, California, Ratifying Administrative Budget Transfers from December 20 21 to April 2022.

Background
On December 1, 2021, the Mayor and City Council introduced Ordinance No. MC -1568, which would amend Chapter 3.05 of the Municipal Code to facilitate certain administrative budget transfers. Specifically, the proposed ordinanc e would establish the nullification of the not to exceed amount of $25,000 per transfer; give authority to the Director of Finance to approve budget transfers within a department’s personnel budget into their operating budget or from one department into an other department; and state that the transfers will not increase or decrease a department’s approved budget, nor will it increase or decrease the approved fund budget. At the time of introduction, the Mayor and City Council also requested that staff provid e a report on a quarterly basis of all administrative transfers completed that are either between departments or over $25,000.

The final adoption of Ordinance No. MC-1568 is set for the May 4, 2022 Mayor and City Council approval, and includes the change requested by the Mayor and Council at the December 1 meeting.

Discussion
The changes to the municipal code allow greater flexibility in processing budget transfers quickly and efficiently when, and where, the departments see the needs arise.

It also en courages departments to think of the budget more holistically, emphasizing collaboration and sharing resources. The transferring of resources also ensures that departments are agile and able to meet the needs of the community as needs change throughout the year.

Budget transfers are the requests that come from departments into Finance to move funds from one account to another after the original budget is adopted. Transfers occur 23 Packet Pg. 601
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due to a need to correct the department’s originally submitted budget or the moving of funds to accommodate a change in a department’s planned expenditures. When processing these budget transfers, Finance verifies that the budget being moved properly allocates resources based on the strategic objectives and goals set forth by the Mayor and City Council and reflects the priorities of the community.

The table below provides the list of the administrative transfers that have been processed that are either over $25,000 or transferred from one department into another.

Date of Transfer Departments Impacted Credit (Decrease) Debit (Increase) 1/5/2022 Police to Police (34,200)$ 34,200$ 2/22/2022 Public Works to Human Resources (22,000)$ 22,000$ 2/24/2022
Information Technology to
Information Technology (50,000)$ 50,000$ 2/25/2022
Human Resources to Police
Department (2,807)$ 2,807$
2/25/2022 Finance to Parks (15,000)$ 15,000$ 3/16/2022 Finance to Library (25,000)$ 25,000$ 3/31/2022 Parks to Parks (165,000)$ 165,000$ 3/31/2022 CED to Human Resources (18,500)$ 18,500$ 4/4/2022 Finance to General Government (23,000)$ 23,000$

The transfer within the Police department for $34,200 funded their annual subscription for an automated license plate reader system.

The transfers moved into Human Resources from both Public Works ($22,000) and Community and Economic Development ($18,500) from the re spective department’s salary savings and were done to cover the expense of executive level recruitments for the Director of Public Works (U) and Director of Community and Economic Development (U).

The Finance department transferred funds from salary savi ngs due to vacancies. The funds transferred to Parks ($15,000) covered expenditures in the RSVP program. In the Library, the funds ($25,000) covered higher than anticipated internet service costs. And the funds in general government ($23,000) covered a one -time expense for an advertisement for economic development. This expense is reimbursable by 50% from the Airport Authority.

The Information Technology team reallocated funds ($50,000) within their department to cover various licensing costs where the invoiced amounts were higher than budgeted.

In order to cover a small deficit in the Police Department overtime budget, an administrative transfer was completed from HR salary savings ($2,807) to the police department.
23 Packet Pg. 602
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The Parks Department identified the need for additional expenditures and transferred funds ($165,000) within their own department from part -time salaries to cover these costs.

These administrative transfers do not increase the total approved amount in the general fund budget. They only real locate funds where there is a shift in need or priority between departments.

2021-2025 Strategic Targets and Goals
Ratifying these budget transfers aligns with key target #1 - improving financial and operational capacity.

Fiscal Impact
There is no fisc al impact to the City. All administrative transfers do not increase the approved appropriation in the general fund budget.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2022 -77, Ratifying Administrative Budget Transfers from December 2021 to April 2022.

Attachments
Attachment 1 Resolution No. 2022 -77 Ratifying Administrative Budget Transfers from December 2021 to April 2022

Ward: (All Wards)

Synopsis of Previous Council Actions:

December 1, 2021 The Mayor and City Council adopted Ordinance No. MC-1568 which amended section 3.05, in its entirety, in the Municipal Code that pertained to budget transfers.

May 4, 2022 Adoption of Ordinance No. MC-1568 amending section 3.05 in its entirety, in the Municipal Code that pertain to budget transfers. 23 Packet Pg. 603
Resolution No. 2022-77

Resolution 2021-77
May 4, 2022

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RESOLUTION NO. 2022-77

RESOLUTION OF THE MAYOR AND CITY COUNCIL OF

THE CITY OF SAN BERNARDINO, CALIFORNIA,

RATIFYING ADMINISTRATIVE BUDGET TRANSFERS IN
THE FISCAL YEAR 2021/22 OPERATING AND CAPITAL
BUDGET.

WHEREAS, the City of San Bernardino is focused on improving operational efficiency and financial collaboration; and
WHEREAS, budget transfers are necessary to cover additional expenses within departments; and
WHEREAS, during the introduction of Ordinance No. MC -1568 which would amend Chapter 3.05 to facilitate certain budget transfers, the Mayor and City Council requested additional language to require a report on all administrative transfers over $ 25,000 or transfers between departments; and
WHEREAS, following introduction of Ordinance No. MC-1568, but prior to its adoption, a number of administrative budget transfers were made; and WHEREAS, the total of all administrative budget transfers meeting this criteria between December 2021 and April 2022 total $355,507; and
WHEREAS, the budget administrative transfers between departments do not increase the total amount of approved appropriation in the general fund for the Fiscal Year 2021/22 Operating Budget; and
WHEREAS, the Mayor and City Council now wis h to ratify the administrative budget transfers made in advance of the adoption of Ordinance No. MC-1568.

BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:

SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.

SECTION 2. Mayor and City Council hereby ratify the administrative budget transfers identified in the accompanying staff report.

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Attachment: Resolution No. 2022-77 Authorizing Administrative Budget Transfers from December 2021 to April 2022 (8936 : Adopt a Resolution Resolution No. 2022-77

Resolution 2021-77
May 4, 2022

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the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.

SECTION 4. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.

SECTION 5. Effective Date. This Resolution shall become effective immediately.

APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2022.

John Valdivia, Mayor
City of San Bernardino

Attest:

Genoveva Rocha, CMC, City Clerk

Approved as to form:

Sonia Carvalho, City Attorney

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Attachment: Resolution No. 2022-77 Authorizing Administrative Budget Transfers from December 2021 to April 2022 (8936 : Adopt a Resolution Resolution No. 2022-77

Resolution 2021-77
May 4, 2022

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CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss

CITY OF SAN BERNARDINO )

I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2021-___, adopted at a regular meeting held on the ___ day of _______ 2021 by the following vote:

WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2021.

Genoveva Rocha, CMC, City Clerk

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Attachment: Resolution No. 2022-77 Authorizing Administrative Budget Transfers from December 2021 to April 2022 (8936 : Adopt a Resolution

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Edward Erjavek, Library Director

Subject: Library Internet Service Agreement - Califa Group, Inc. (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the Director of Finance to increase a purchase order with Califa by $16,000 to an amount not to exceed $52,000 for Fiscal Year 2021/22.

Background
In 2017, the Library signed a five -year agreement with Califa to join a consortium of public libraries in the state receiving internet service as a group with the intent of obtaining the most speed for the best price. On December 1 , 2021, the Mayor and City Council adopted Resolution No. 2021 -282 authorizing the Library Director to execute a first amendment to the agreement with Califa Group, Inc. extending Library internet services through December 31, 2023. The state -of-the-art s ervice provides 1 Gigabit per second speed (Gbps) for each of the City's public libraries. There are approximately 156 public library jurisdictions in the state participating in the internet consortium.

Discussion
Califa is the billing agent for the Calif ornia public library broadband consortium as it compiles charges from internet service provider. Spectrum is the City's current internet service provider In Fiscal Year 2020/21, Spectrum started providing E -Rate funding credits of 90% for quarterly bills, reducing the City's quarterly invoice from $16,000 to under $3,000. Recently, Califa informed the Library Department that Spectrum will not be applying E -Rate funding credits on the June 2022 bill , which covers the period January through March 2022; theref ore, annual internet charges are projected to exceed $50,000 for this Fiscal Year however the Library would be reimbursed 90% of this expense by the E -Rate program in approximately 15 months. Staff is recommending that the existing purchase order with Cali fa be increased by $16,000 to account for the additional internet service expenses.

2021-2025 Strategic Targets and Goals
This request aligns with Key Target No. 3: Improved Quality of Life . The agreement allows the department to provide cost -effective, state of the art internet service that is fundamental to library operations. These services include offering 62 PCs for free public access among the four city libraries, and free Wi -Fi to assist individuals with job 24 Packet Pg. 607
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searches, homework, or simply to keep in touch with others.

Fiscal Impact
Finance Department staff has identified funds available to transfer to cover the $16,000 cost. The Library will be reimbursed 90% of this expense by the E -Rate program in approximately 15 months.

Conclusion
It is recommen ded that the Mayor and City Council of the City of San Bernardino, California, authorize the Director of Finance to increase a purchase order with Califa by $16,000 to an amount not to exceed $52,000 for Fiscal Year 2021/22.

Attachments
Attachment 1 Agreement from 2017 with Califa.

Attachment 2 First Amendment with Califa

Ward: All

Synopsis of Previous Council Actions:

December 1, 2021 The Mayor and City Council adopted Resolution No. 2021-282 authorizing the Library Director to execute a first amend ment to the agreement with Califa Group, Inc. extending Library internet services through December 31, 2023.
24 Packet Pg. 608

AGREEMENT BETWEEN SAN BERNARDINO PUBLIC LIBRARY ANI)
CALIFA
FOR THE PROVISION, INSTALI-ATION AND MATNTENAI\CE OF

ADVANCED NETWORT( (DATA) SERVTCES
This Agreement, hereinafter referred to as "Agreement", is entered into as of January 1,20L7 by and between Califa Group, a California public benefit corporation, hereinafter referred to as "Califa" and the San Bernardino Public Library, hereinafter refemed to as "Library". Califa and Library are sometimes referred to in this Agreement individually as "Party" and collectively asooParties". All written communications between the parties shall be addressed as follows unless and until amended in writing by the respective party.

San Bernardino Public Library Califa
Ed Erjavek Paula MacKinnon
Library Director Interim Director
555 W. Sixth Street ; 247L Flores Street
San Bernardino, CA 924t0 San Mateo, CA94403

WITNESS THAT
WHEREAS, Califa, on behalf of the California State Library, has contracted with CENIC to provide high speed networking to libraries in California; and WHEREAS, Library desires to contract with Califa to obtain one or more data circuits to connect Library to the CENIC high speed broadband fiber network, CalREN, and, if specified in appendix #1, attached, to connect Library to other library sites as identified in said appendix for the purpose of connecting to CalREN.

NOW THEREFORE, Library and Califa enter into this Agreement:

1. Relationship between the Parties
It is the purpose of this Agreement to set forth the terms and conditions applicable to the provision of communications and related network services to Library.

2. Services to be Provided
The primary communications infrastructure provided by CENIC is the California Research and Education Network ("CalREN"). Among the services that CENIC will provide to Libraries Master Agreement Page 1 of8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards))

3. are use of CaIREN and contracting for and provision of data circuits supplied by network service providers.

Califa, on behalf of Library, will contract with CENIC for such data circuits. Specific circuits and their costs are included in the appendix attached. Califa will assure that CENIC notifies the Library of installation requirements and necessary maintenance instructions. Neither CENIC nor Califa shall be responsible for operating or maintaining software, equipment or cabling that connects equipment not provided by CENIC for the services unless specifically agreed to in writing by CENIC.

Term and Termination of this Agreement
(u) TERM OF THIS AGREEMENT. This Agreement shall be in effect from January 1,2017 through June30,2022.
(b) TERMINATION. Termination prior to the end date stated above shall result in Library having to pay any circuit telecommunications carrier termination charges resulting from early termination of the Service. Notwithstanding the above, upon a 60 day written notice prior to the second and each following June 30 after a circuit is installed, Library may cancel a circuit without penalty if funds are not appropriated for this Agreement and Library does not for at least 12 months after shid notice order or otherwise obtain a replacement circuic in place of the cancelled circuit.

G) Library may terminate this agreement if non-recurring, one-time costs for all circuits included in appendix L are increased by the telecommunications carrier from the amount shown in appendix L. See footnote for non-recurring charges in appendix L for more information.

Payment
Payment for services shall be due within thirty (30) days of receipt of a Califa invoice reflecting provision of the services for which the invoice is sent; or as otherwise agreed to by Library and Califa. Except for non-recurring costs, if any, costs in Appendix I shall only begin upon installation of circuit(s). Library will put forth reasonable efforts to make payments within thirty (30) days after receipt of invoice.

5. Miscellaneous
(a) CONDffIONS OF USE. Library agrees to conform to the CENIC Appropriate Use Policy located at http http://www.cenic.org/p=208U and to any specific conditions of use imposed by subcontractors providing communications services to CENIC as may be in force at the time such services are made available per an Addendum to this Agreement. ff such conditions of use are modified library will be notified and if Library believes it can no longer conform to their requirements, Library shall have one hundred eighty (180) days to terminate the affected service without penalty. If Library does not elect to terminate the service, Library must conform to the revised conditions of use or be subject to termination of the service by CENIC.

4. Master Agreement Page 2 of I

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards))

6. 7.
(b) CONFLICTING CLAUSES. If any clause in this Master Agreement is in conflict with a clause in an Addendum to this Agreement, the language in the Addendum shall take precedence but only for the service defined in that Addendum. (c) FORCE MAIEURE. Neither party will be responsible for performance of its obligations hereunder where delayed or hindered by war, riots, embargoes, strikes involving third parties, acts of Local Access Providers or of its vendors, or suppliers, acts of unrelated third parties, accidents, cable cuts, act(s) of God or any other event beyond its reasonable control. (d) GOVERNING LAW. The laws of the State of California shall govern this Agreement. (e) NON LIBRARY USES: Library understands that this agreement covers only library use of CaIREN and of circuits provided hereunder and Library agrees that no other-uses will be made of the services provided herein.

Entire Agreement
This Agreement and any Addenda contemporaneously or subsequently executed by the parties constitute the entire Agreement between the parties regarding the subject matter of this Agreement and supersede all prior written or oral agreements with respect to such. This Agreement may not be modified orally, and no modification shall be binding unless in writing and signed by authorized General Provisions

7.L Nondiscrimination:
(u) During the performance of this Contract, Califa and its subcontractors shall not deny the Contract's benefits to any person on the basis of religion, color, ethnic group identification, sex, age, physical or mental disability, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age (over 40) or sex. Califa shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination.

It is expressly agreed and understood by the parties hereto that if any provision of this Agreement is held to be or invalid under any applicable statute or rule of law, it is deemed to that extent to be omitted. However, the balance of the Agreement shall remain in full force and effect.

Rights and Remedies: The rights and remedies of Library provided herein shall not be exclusive and are in addition to any other rights and remedies provided by law.

8. Indemnification. Library shall indemnify Califa, its trustees, officers, agents and employees harmless from and against any and all liability, loss, expenses (including reasonable attorneys' fees), or claims for injury or damages arising out of the performance of this Agreement, but only in proportion to and to the extent such liability, loss, expense, attorneys' fees, or claims for injury or

7.2 7.3
Master Agreement Page 3 of 8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards)) damages are caused by or result from the negligent or intentional acts or omissions of Library its officers, agents, or employees.

Califa shall indemnify Library, its trustees, officers, agents and employees harmless from and against any and all liability, loss, expenses (including reasonable attorneys' fees), or claims for injury or damages arising out of the performance of this Agreement, but only in proportion to and to the extent such liability, loss, expense, attorneys' fees, or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of Califa, its officers, agents, or employees.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their respective duly authorized representatives.

Paula MacKinnon
Name
Interim Director
Title
_ L.U.17
Date

APPROVED AS TO EORM
GARY D. SAENZ, CITY ATTORNEY
eV,
\ \
,\/)t __-/
Name
Master Agreement Page 4 of 8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards)) Appendix #1
Provision, Installation and Maintenance
Of Advanced Network (Data) Services:

Reimbursement of Circuit Costs
This Appendix lists the circuits contracted for by CENIC on behalf of Califa and the Library for connecting CENIC's fiber optic backbone to Library and for library connections that are not direct connections to CENIC's fiber optic backbone, e.g. direct connections between libraries.

Library understands that CENIC will bill Califa, and Califa will bill Library, for actual costs of circuits charged by network service providers, including taxes and surcharges and without markup. Prior to approval of CENIC's Library consortium E-rate application by the FCC's E- rate contractor, not all applicable E-rate and CTF discounts will be reflected on invoices. After the E-rate application for any given yeal is approved, the network service provider will coordinate with CENIC to provide appropriate credits and such credits will be passed from CENIC to Califa and from Califa to the Library. Such credits are typically issued sometime during the fiscal year after the year in which the circuits are installed and services are first provided. In subsequent years, credits continue to be issued in the fiscal year after the year for which services have been provided. Library further understands that the exact discounted cost of circuits will not be known until after the E-rate consortium application is approved. The actual start date of the service, and therefore of circuit costs, will be dependent on coordination among CENIC, the Library and the network service provider. Any one time (Non-recurring or NRC) costs included below are typically invoiced by cariers prior to circuit installation and will be invoiced to Library upon receipt of invoice to CENIC from carrier.

Master Agreement Page 5 of 8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards)) San Bernardino Public
Library
5 year term
1G to CalREN, 1G to branches
Summary Totals
Pre Discount Costs (not
including Taxes &
Surcharges)
Estimated Net Costs, after
discounts applied (not
including Taxes &
Surcharges)
NRC'I' Monthly NRC* Monthlv
.'
s
4,750.00 .'
s
237.50
Notel: Design is for a circuit
from Feldheym Central
Library to a CaIREN Hub site.

Circuits from the Branch
Libraries are to go to
Feldheym Central Library
1G Circuit to CaIREN
Connection to HUB
Disc
% Pre Discount Costs Estimated Net Costs, after
discounts applied
E-rate Discount for San
Bernardino Public Librarv** : 0.9
CTF Discount***: 0.5
Connection to CaIREN Hub at
San Bernardino Public Librarv NRC* Monthly NRCX Monthly Link 1: 1G to CaIREN Hub :
s
1,450.00
S S

72.50 Master Agreement Page 6 of 8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards)) Taxes & Surcharees on links Vories
Library Equipment
San Bernardino Public Library is responsible to
provide a router with at least one LAN interface. This
router should support BGP and NAT. An upgraded
Firewall appliance may also be needed to support the
data streams.
1G circuits to branches
Itemized - Main to
Branches
Pre Discount Costs Estimated Net Costs, after
discounts applied
Circuits to San Bernardino
Public Librarv
NRCX Monthly NRCX Monthly
Link2: lnghram Branch Library
to Feldhevm Central Librarv :

S
1,100.00
S s

55.00 Link3: Rowe Branch Library to
Feldhevm Central Librarv
S S

1.100.00
S S

55.00 Link4: Villasenor Branch
Library to Feldheym Central
Librarv
S s
1,100.00
s S

55.00 Taxes & Surcharges on links Varies
Library Equipment
Main library will need a router or switch with at least one LAN interface. This router should support BGP
and NAT. An upgraded Firewall appliance may be
necessary. Each branch will also need a router or
switch with at least one LAN interface.

Note 1: These numbers do
not include early termination
fees that might be required
from current provider(s), nor
equipment the library may
need to purchase to support
these circuits, nor Taxes &
Master Agreement Page 7 of 8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards)) Surcharges on the circuits.

Definitions
"NRC - Non-Recurring
Charges
* * E-rate discount: percent
discount indicated is an
estimate based on data
available at the time the
quote was generated. Actual
discount percentage will be
identified by the E rate
authorities at a later point.
** *CTF d iscount: percent
discount of amount after E
rate discount is applied. CTF
discount is always 50%.

Note 2: E-rate and CTF
discounts are dependent
upon the continued funding
of these programs.

CENIC/Califa cannot
guarantee the E-rate and CTF
discounts, and these
discounts are subject to
chan
Master Agreement Page 8,of 8

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Attachment: Attachment 1 - CalifaNetwork_2017 (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards))

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Attachment: Attachment 2 - Califa First Amendment (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards))

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Attachment: Attachment 2 - Califa First Amendment (8905 : Library Internet Service Agreement - Califa Group, Inc. (All Wards))

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Lydie Gutfeld, Director Parks, Recreation and Community Service

Subject: RSVP Grant Year 1 of 3 (All Wards)

Recommendation
Adopt Resolution No. 2022 -78 of the Mayor and City Council of the City of San Bernardino, California approving the ratification of the submission of a continuation grant application for Year One of a 3 -Year grant with the Corporation for National and Community Service’s Retired and Senior Volunteer Program; accepting the Grant Award in the amount of $54,809; and appropriating the Grant Funds for the Period of April 1, 2022, through March 31, 2023.

Background
The City has participated in the federally funded Retired and Senior Volunteer Program (RSVP) for 48 years. The first year of a 3 -year grant cycle (2022 -2025) from the AmeriCorp (formally the Corporation for National and Community Service) will end March 31, 2023. This past year, 106 participants contributed 8,900 hours. This grant enables the City to continue providing services for individuals ages 55 years and older to put their skills and life experience to work for their communities. R SVP volunteers serve up to forty hours a week providing support for senior lunch programs, local hospitals and providing disaster preparedness with the California Highway Patrol and San Bernardino County Sheriff’s Department.

Discussion
The RSVP program p rovides funds for one full -time RSVP manager, and one part -time staff person to organize and direct the Work Plans of the volunteer program. The two RSVP staff members recruit volunteers, select work sites, make site visits, and prepare reports to meet grant requirements. RSVP volunteers perform the service activities and provide transportation to seniors. They also participate with local law enforcement as Citizens on Patrol (COP) volunteers. RSVP volunteers do not receive pay, but they can request up to $30 per quarter as reimbursement for their transportation expenses, which is paid out of grant funds.

2021-2025 Key Strategic Targets and Goals
Adoption of this Resolution aligns with Key Target No. 2: Focused, Aligned Leadership and Unified Community by building a culture that attracts, retains, and motivates the 25 Packet Pg. 619
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highest quality of volunteers for the program; and Key Target No. 3: Improved Quality of Life which allows volunteers to stay active and engaged in their communities through their services and benefits the growth of the community members themselves.

Fiscal Impact
The City provides matching funds for the RSVP program in the amount of $96,651 for a portion of the salaries and fringe benefits for one full -time program manager and a part - time staff person, as well as some program costs including office supplies, telephone, printing, and volunteer support. The City also provides an in -kind contribution in the amount of $1,158 for the cost of utilities (phone included) for the program’s office space.

These costs are included in the FY 2021/22 Operating Budget.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2022 - approving the ratification of the submission of a continuation grant application for Year One of a 3 -Year grant with the Corporation for National and Community Service’s Retired and Senior Volunteer Program; accepting the Grant Award in the amount of $54,809; and appropriating the Grant Funds for the Period of April 1, 2022, through March 31, 2023.

Attachments
Attachment 1 Resolution No. 2022-78 - 2022-2025 RSVP Grant, 1st Year Attachment 2 2022-2025 RSVP Grant Application
Attachment 3 2022-2023 RSVP Notice of Grant Award
Attachment 4 2022-2023 RSVP Grant Budget
Attachment 5 2022-2025 RSVP Grant Budget Narrative

Ward: All
Synopsis of Previous Council Actions:

October 20, 2021 The Mayor and City Council adopted Resolution No. 2021 -253 ratifying the submission of a continuation grant application for year three of a three -year grant with the Corporation for National and Community Service’s Retired and Senior Volunteer Program (RSVP), accepting the Grant Award in the amount of $54,809, and appropriating $73,989 in matching funds for the continued operation of RSVP for a total amount of $128,798, for the Period of April 1, 2021, through March 31, 2022.

December 16,2020 The Mayor and City Council adopted Resolution No. 2020 -296 ratifying the grant amendment application submittal and accepting the grant augmentation onetime increase of federal funding of up to $5,000 for a total amount available of $59,809 for the Retired and Senior Volunteer Program for the period of April 1, 2020 through March 31, 2021.

May 6, 2020 The Mayor and City Council adopt Resolution No. 2020-75, ratifying 25 Packet Pg. 620
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the submission of a grant application for year two of the Corporation for National and Community Service’s Retired and Senior Volunteer Program, accepting the grant award in the amount of $54,809 and appropriating the grant funds f or the period from April 1, 2020 through March 31, 2021.

March 20, 2019 The Mayor and City Council adopted Resolution No. 2019 -42, ratifying the submission of a grant application for year one of three of the National and Community Service’s Retired and S enior Volunteer Program, accepting and appropriating the grant funds in the amount of $47,309 and allocating matching funds of $69,748 for the program for the period of April 1, 2019 through March 31, 2020. 25 Packet Pg. 621
Resolution No. 2022-78

Resolution 2022-78
May 4, 2022

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RESOLUTION NO. 2022-78

RESOLUTION OF THE MAYOR AND CITY COUNCIL OF

THE CITY OF SAN BERNARDINO, CALIFORNIA,

APPROVING THE RATIFICATION OF THE SUBMISSION

OF A CONTINUATION GRANT APPLICATION FOR YEAR
ONE OF A 3 -YEAR GRA NT WITH THE CORPORATION
FOR NATIONAL AND COMMUNITY SERVICE’S
RETIRED AND SENIOR VOLUNTEER PROGRAM ;

ACCEPTING THE GRANT AWARD IN THE AMOUNT OF
$54,809; AND APPROPRIATING THE GRANT FUNDS FOR
THE PERIOD OF APRIL 1, 202 2, THROUGH MARCH 31,
2023

WHEREAS, the City submitte d a Grant Continuation application for federal assistance requesting funding for Year One of a Three (3) Year Grant Allocation for the Retired and Senior Volunteer Program; and
WHEREAS, the Notice of Grant Award was received by the City for the Retired and Senior Volunteer Program on March 9, 2022; and
WHEREAS, the City has participated in the federally funded Retired and Senior Volunteer Program for 48 years; and
WHEREAS, individuals aged 55 years and older provide services at various locations and organizations; and
WHEREAS, 106 individual RSVP volunteers contributed 8,900 hours of time at various locations and organizations in FY 2021-22.

BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:

SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.

SECTION 2. The Mayor and City Council of the City of San Bernardino hereby ratify the submission of a grant application for year one of the Corporation of National and Community Service’s Retired and Senior Volunteer Program (RSVP) in the total amount of $151,460; and,

SECTION 3. The Mayor and City Council of the City of San Bernardino hereby accept the grant award in the amount of $54,809 and authorize the Director of Finance or his/her designee to appropriate that amount for the continued operation of the RSVP; and,

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Attachment: Attachment 1 - Resolution No. 2022-78 - 2022-2025 RSVP Grant , 1st Year [Revision 3] (8921 : RSVP Grant Year 1 of 3 (All Wards)) Resolution No. 2022-78

Resolution 2022-78
May 4, 2022

Page 2 of 3 ends

SECTION 4. The Mayor and City Council of the City of San Bernardino hereby authorize the Director of Finance or his/her designee to appropriate $96,651 in matching funds (cash and in- kind) to the continued operation of; and,

SECTION 5. That the appropriation of the grant award an d matching funds, together totaling $151,460, are for the operation of RSVP from April 1, 2022, through March 31, 2023.

SECTION 6. The Mayor and City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that t he activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty, as in this case, 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.

SECTION 7. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.

SECTION 8. Effective Date. This Resolution shall become effective immediately.

APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this ___ day of __________ 2022.

John Valdivia, Mayor
City of San Bernardino

Attest:

Genoveva Rocha, CMC, City Clerk

Approved as to form:

Sonia Carvalho, City Attorney

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Attachment: Attachment 1 - Resolution No. 2022-78 - 2022-2025 RSVP Grant , 1st Year [Revision 3] (8921 : RSVP Grant Year 1 of 3 (All Wards)) Resolution No. 2022-78

Resolution 2022-78
May 4, 2022

Page 3 of 3 ends

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss

CITY OF SAN BERNARDINO )

I, Genoveva Rocha, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2022-___, adopted at a regular meeting held on the ___ day of _______ 2022 by the following vote:

WITNESS my hand and official seal of the City of San Bernardino this ___ day of ____________ 2022.

Genoveva Rocha, CMC, City Clerk

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Attachment: Attachment 1 - Resolution No. 2022-78 - 2022-2025 RSVP Grant , 1st Year [Revision 3] (8921 : RSVP Grant Year 1 of 3 (All Wards))

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STATE APPLICATION IDENTIFIER:
22SRICA001
FEDERAL IDENTIFIER:
22SR242651
2b. APPLICATION ID:

3. DATE RECEIVED BY STATE:
01/03/22

4. DATE RECEIVED BY FEDERAL AGENCY:

San Bernardino, California, City ofLEGAL NAME:
290 N D ST
Daniela M. CastroNAME:
(909) 384-5132
TELEPHONE NUMBER:
(909) 889-0672 FAX NUMBER:
[email protected] E-MAIL ADDRESS:
956000772

6. EMPLOYER IDENTIFICATION NUMBER (EIN): 7. TYPE OF APPLICANT:

8. TYPE OF APPLICATION (Check appropriate box).

If Amendment, enter appropriate letter(s) in box(es):

94.00210a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:

Retired and Senior Volunteer Program10b. TITLE: RSVP-San Bernardino

11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:

San Bernardino County: The San Bernardino Valley cities of Highland, Redlands, San Bernardino, and Yucaipa; the high desert from Barstow

12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):
04/01/22START DATE: 03/31/25END DATE: CA 31
$ 54,809.00a. FEDERAL
$ 96,651.00b. APPLICANT
$ 0.00c. STATE
$ 96,651.00d. LOCAL
$ 0.00e. OTHER
$ 151,460.00g. TOTAL
Mitchell J. Assumma
a. TYPED NAME OF AUTHORIZED REPRESENTATIVE: b. TITLE:
(909) 384-5414
c. TELEPHONE NUMBER:
01/03/22
e. DATE SIGNED:

Local Government, Municipal
2a. DATE SUBMITTED TO CORPORATION

FOR NATIONAL AND COMMUNITY
SERVICE (CNCS):

1. TYPE OF SUBMISSION:

Non-Construction

5. APPLICATION INFORMATION

NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes):

ADDRESS (give street address, city, state, zip code and county):

A. AUGMENTATION B. BUDGET REVISION
C. NO COST EXTENSION D. OTHER (specify below):

9. NAME OF FEDERAL AGENCY:

Corporation for National and Community Service

13. PROPOSED PROJECT: 14. CONGRESSIONAL DISTRICT OF:

15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS?
YES. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR
REVIEW ON:

DATE:

17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
YES if "Yes," attach an explanation. NOX

18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN

DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED.

APPLICATION FOR FEDERAL ASSISTANCE
San Bernardino CA 92401 - 1734
NEW

CONTINUATION AMENDMENT
7b.
7a.
01/03/22
Local Government - Municipal
f. PROGRAM INCOME $ 0.00

PART I - FACE SHEET
DUNS NUMBER: 073604563
Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System) Application

X NEW/PREVIOUS GRANTEE

11.b. CNCS PROGRAM INITIATIVE (IF ANY):

X NO. PROGRAM IS NOT COVERED BY E.O. 12372
d. SIGNATURE OF AUTHORIZED REPRESENTATIVE:

Year #:

X
1 a.Applicant b.Program CA 31
County:

UEI NUMBER: EJLMHR1CMKM7

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Executive Summary
Strengthening Communities
The City of San Bernardino RSVP proposes to have a total of 288 AmeriCorps Seniors volunteers who will support transportation programs, companionship programs, nutrition programs, senior services, Citizens on Patrol with the San Bernardino County Sheriff¿s Department, and California Highway Patrol (CHP). Of this number, a minimum of 54 RSVP volunteers will support aging in place, Independent Living, through the PAL, literacy with the City of San Bernardino Public Library Literacy program. We are in partnership with School on Wheels, Citizens on Patrol with the San Bernardino County Sheriff¿s Department (Hesperia COP and EOP, Highland COP, Apple Valley COP, Twin Peaks COP, Phelan COP), Victorville California Highway Patrol (CHP), Fifth Street Senior Center, Perris Hill Senior Center, Highland Senior Center, Redlands Senior Center, City of San Bernardino Senior Nutrition Program, and Redlands Senior Nutrition Program. The primary focus areas of this project are Independent Living and Literacy / Tutoring. At the end of the three-year grant, AmeriCorps Seniors volunteers will be responsible for a minimum of 54 students and/or socially isolated reporting they have gotten better grades and/or are feeling less lonely. It¿s expected to see a combination of both focus areas to reach the same outcome each year. The AmeriCorps federal investment of $54,809 will be supplemented by the City of San Bernardino's match amount of $70,157.

The county of San Bernardino, in which the San Bernardino RSVP operates, is the largest County in the geographical United States. It spans over 400 square miles and the County¿s 2,180,085 inhabitants the AmeriCorps Senior, San Bernardino RSVP will serve cities with a total population of approximately 747,519 as of 2019 from the US Census Bureau. The communities in the service area are known as the Inland Empire, High Desert, and San Bernardino Mountains. This area of San Bernardino County has a higher unemployment rate, a higher poverty rate ranging from 10.3% to

35.3% across these communities, a higher high school drop-out rate, and a lower median family income level at an average of $ 53,967 than the rest of the State and the Nation. In late 2019, the Corona Virus disease outbreak affected the United States and all around the world in more ways than one. A ¿Stay At Home'' order took place as a community mitigation strategy to reduce the spread of the virus in the country. To clarify the Governor's ¿Stay-At-Home'' order, California Acting State Health Officer, Eric Pan had issued a 10:00 p.m.-to-5:00 a.m. limited ¿stay at home¿ order on November 20th, 2020. The order was effective the next day, November 21, for the 41 of 58 California

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counties under the Purple Tier of California¿s Blueprint for a Safer Economy, which included San Bernardino County. According to the CDC, this public health practice caused States and territories that issued mandatory stay-at-home orders implications such as decreased population movement. The San Bernardino RSVP service area experienced a reduction of activities and close person-to-person contact outside the household. The community served were made up almost entirely of older adults, aged 50 or higher, and were found to be the most susceptible to this disease. As a result, members of the community were left with no other option than to take the precautionary measures needed to combat the spread of the virus. To combat this we have implemented the PAL program on a grander scale and created an opportunity with School on Wheels to provide remote tutoring through Zoom. PAL is a program designed to maintain contact with the socially isolated members of the community through scheduled phone calls from assigned volunteers. Many individuals felt lonely before the pandemic and even more faced severe isolation during it. It was important to continue the practice of safe social distancing during this time, so volunteers will be making the phone calls from home. This allows individuals to remain independent while still gaining the social support provided in a friendly phone call. School on Wheels is an LA-based program that has moved to the Inland Empire and provides tutoring and mentorship to homeless K-12 children. The opportunity to tutor has been on hold for the past year, but are moving the tutoring online for the safety of the volunteers and the children.

Children use their school or library computers and connect with volunteers who have access to a home computer and high-speed internet. In the partnership with the City of San Bernardino AmeriCorps Senior RSVP, we have offered access to the computers at local senior centers, and the program is purchasing web cameras to open up the ability of our low-income senior volunteers to tutor and mentor these children in need. This will help support both companionship for the children, but also the volunteer who may feel isolated in these trying times. Partnering with the Jack L. Hill Lifelong Learning Center which is located in the city¿s public library will also be a volunteer opportunity for us to focus on academic success for those seeking homework help. These tutoring sessions can either be done in person or online as well. The San Bernardino RSVP will be assisting this Literacy program by providing them with the utmost qualified volunteers. Opening the Senior Center Garden is also a way to welcome back the volunteers after a long time of being away from the center.

Volunteers enjoy the small luxury of having their garden to tend since many of them live in senior living homes that lack this amenity. Most importantly, they can connect with nature and with each other in a very open outdoor space, relieving stress while doing so. The new volunteer opportunities being presented in the San Bernardino RSVP service areas are an approach to maintaining healthy

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Recruitment and Development
futures for independent living.

Recruitment is completed through a variety of avenues, including community centers, posting on social media platforms such as Facebook and Instagram, All for Good, 211, a quarterly newsletter for the volunteers and volunteer sites, flyers, special events, street banners, and the City of San Bernardino website. As we rebuild our program after the changes COVID-19 has made to our program we will be working with our partners to find new ways to recruit volunteers as time goes on.

The San Bernardino RSVP plan and infrastructure to ensure volunteers receive the training needed to be highly effective has been in effect for years with the San Bernardino County Sheriff¿s Department, California Highway Patrol, Loma Linda VA, City of San Bernardino Literacy Program at Norman Feldheym Central Library, City of San Bernardino Senior Nutrition Program. Senior Centers and School on Wheels. Training ranges from 4 hours for the City of San Bernardino Senior Nutrition Program to 40 hours with the California Highway Patrol and San Bernardino County Sheriff¿s Department. Additional training is provided throughout the year and as needed. We have found that training on-site provides a more highly effective and fulfilled volunteer and encourages a ¿best fit¿ placement.

While the PAL (Phone Alert League) program has sparked interest in many volunteers, both old and new, a call list of individuals that need social connection will be required to fulfill its purpose. The staff has created flyers, brochures, and even aired a public service announcement on a local television channel through the city¿s media group to raise awareness of the program to gain both volunteers and ¿clients¿. The efforts made were successful in recruiting eager volunteers for this program, but staff will now be going into senior living complexes within the service areas to connect with the actual individuals in need of this service.

The Advisory Council of Senior Programs is being revamped so that the members of the council are primarily made up of members of the community who would like to be involved and genuinely care for the success of both programs. To find these proactive individuals, staff will promote the Advisory Council of Senior Programs to college campuses and community centers through flyers, and will also be engaging in city programs such as ¿Coffee with a Cop¿, where members of the community come together and discuss community topics of interest. Rebuilding the council with devoted members can ensure we find the perfect match for the program¿s development. The Advisory Council of Senior Programs will be expected to help recruit volunteers, fundraise, event plan, and even administrate posts on social media. In exchange, we offer members of the Advisory Council of Senior Programs

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extensive leadership skills and experience with an organization that they can utilize to build their resumes. Through networking on social media and at other community events held within the year, we can partner with other proactive groups whose goal is also to support an underserved population.

Advisory Council meetings are held quarterly, so to welcome the community at large, these meetings will be listed on the city¿s calendar which can be viewed on the city¿s website (www.SbCity.org).

Staff also hosts an RSVP booth at the Inland Empire Senior Games Health and Senior Resource Fair.

This is an annual event that is open to the public and offers the community a wide range of different services and resources which allows staff to engage with new faces and enlighten them with the many benefits of joining RSVP. Also in conjunction with the City of San Bernardino Parks, Recreation, and Community Services Department RSVP staff and volunteers are participants in the Veterans Day Parade and Resource Fair each November 11th. As events open up RSVP staff are working with community partners to become more prominent in the community as part of the rebranding of the program.

THE DEMOGRAPHICS OF THE COMMUNITY SERVED AND PLANS TO RECRUIT A VOLUNTEER POOL REFLECTIVE OF THE COMMUNITY SERVED:

The City of San Bernardino is partnering with local Hispanic and African American organizations to recruit minority volunteers from which we have larger populations to pull from. Staff is also using resources such as Google translator to communicate with the volunteers who speak different languages from our own.

Promoting diversity and inclusion in the recruitment of volunteers starts with the uniqueness of staff.

The San Bernardino RSVP is organized by different backgrounds instead of one type of person. Having a workforce that contains a diversity of age, marital status, work habits, educational backgrounds, race, socioeconomic status, points of view, and cultural interests, creates an environment that allows all kinds of different volunteers to succeed in service and contribute meaningfully. Based on this, the volunteer pool includes people from different backgrounds and is included in a way that goes beyond avoiding discrimination. The program actively involves people from different backgrounds and empowers them to be a part of RSVP. Recognizing the potential in every person no matter their religious belief, ethnicity, or gender brings a sense of belonging to everyone. That is why a diverse range of volunteer opportunities are offered because different kinds of people are attracted to different kinds of roles that require different kinds of skill sets as well as different time commitments.

Individuals with disabilities can serve right in the comfort of their homes, serving the role of a phone

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Program Management
alert league.

Recruiting from individuals who use the community¿s services, such as but not limited to community food distribution, PAL, and senior nutrition. It¿s a very natural desire among many to want to give back to those that give to us. This strategy welcomes those with different socioeconomic backgrounds, disabilities, and immigration statuses to join forces with the San Bernardino RSVP.

PLAN AND INFRASTRUCTURE TO RETAIN AND RECOGNIZE THE RSVP VOLUNTEERS To retain volunteers, project staff administers the San Bernardino RSVP service satisfaction survey to gather information once a year regarding the volunteer¿s level of satisfaction with RSVP in general, as well as their volunteer station sites. All input is reviewed by the RSVP Program Manager and all areas of dissatisfaction and satisfaction are addressed as able. Monthly birthday and occasional greeting cards will be sent out as a way to personally connect and build a good rapport with volunteers. The San Bernardino RSVP holds an annual RSVP Recognition Luncheon for all volunteers. Each volunteer is recognized for their years of volunteer service, which includes a full lunch, awards given for years of service, goodie bags, and raffle prizes for the attendees as able. To have more volunteers attend the recognition, two separate recognition events are held, one in the High Desert and one in the Inland Empire. What was once an annual newsletter will now be a quarterly newsletter to keep volunteers up to date with events and news. This was a decision made by staff so that volunteers can have more to look forward to throughout the year. In the quarterly newsletter, volunteers are profiled and recognized for their outstanding community service achievements. The San Bernardino RSVP will also be participating in the city¿s 21st Annual Veteran¿s Salute and Parade organized by the Parks, Recreation, and Community Development Services Department. This is an opportunity that showcases the dual honor of serving our veterans as well as serving beside them in the program.

Understanding that volunteer service contributes millions of dollars to the economy is one of the top reasons why the San Bernardino RSVP invests in its volunteers in return. Creating the ¿RSVP Brand Ambassador¿ to represent the organization not only helps shape the direction of the program but also happens to motivate the volunteer to be just as invested in our outcomes. The ambassador role is meant for volunteers who are exceptionally skilled in recruiting other volunteers. At times, they¿ll be invited to help promote our organization at fairs, sites, and anywhere they feel is a great area to find potential volunteers. Reaching a sense of high importance will allow the ambassador to appreciate the opportunity to help the San Bernardino RSVP grow.

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Each volunteer station is required to complete a Memorandum of Understanding (MOU). The MOU of the San Bernardino RSVP lists the expectations of the volunteer station to align it with program regulations. Program staff works to cultivate a positive open relationship with volunteer site supervisors. Through routine station visits and direct interaction in the programs at the volunteer sites, the program staff guides work assignments to help prevent or identify prohibited activities. These visits are recorded on monitoring report forms with a follow-up action plan if corrective measures are warranted. The San Bernardino RSVP Volunteer Policies and Procedures Handbook is made available to all volunteers and volunteer stations which also provides additional clarification of the rules and regulations. As new regulations are introduced to the AmeriCorps Senior RSVP Program there is training through pamphlets or in-person training as needed. The RSVP Manager or Assistant schedules visits face-to-face, phone, or over Zoom on a routine basis, as well as case-by-case as needed. Communication with volunteers at their volunteer stations is another crucial part of the plan to track compliance with AmeriCorps Senior RSVP regulations. Direct observation of volunteer activities as we are able gives insight into the impact the volunteers provide for the community.

The plan and infrastructure to ensure that volunteers are on target with their volunteer assignments are centered on weekly contact by the San Bernardino RSVP staff, supported by a written log, in/out process, and phone messaging system. The key to this communication success is to have volunteer site work with the San Bernardino RSVP staff to create complete and verifiable volunteer assignment descriptions that spell out clear volunteer performance expectations with time-sensitive deadlines.

With the input, the San Bernardino RSVP staff work with Volunteer Site staff to build new programs or revamp existing programs to fit with the needs of the community and the San Bernardino RSVP national performance measures outcomes. All volunteer¿s, service activities, hours, mileage, and volunteer site stations information are tracked through timesheets and MOUs which are inputted into a database for easy recall and data point retention through the Volunteer Reporter, version 6.7.

As stated in the San Bernardino RSVP policies and procedures: When making changes to volunteer stations to meet the changing needs of the community, San Bernardino RSVP staff will do all that possible to minimize the disruption to current volunteers and volunteer stations where able. (1) All current volunteers will be offered a new volunteer assignment within the San Bernardino RSVP realigned volunteer stations. (2) All current volunteers will be given the training and materials needed to make the move to their new volunteer assignment as smooth as possible. (3) Current volunteers who wish to remain with the graduates will be separated from the San Bernardino RSVP will continue to volunteer with their current volunteer station, without any benefits provided by the San Bernardino

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Organizational Capability
RSVP. (4) All stations which have been graduated will be provided with the contact information of another local volunteer organization, such as Volunteers of America, to help them meet the need of their respective program.

The San Bernardino RSVP and SCP programs have joined to form one advisory council to support the needs of both programs. The advisory council disbanded due to COVID-19 restrictions, but as restrictions are relaxed we are hoping to get it up and going again. The advisory council meets quarterly, with the RSVP Program assistant acting as the staff liaison for all meetings. We are looking for members from both programs, volunteer sites, and the community at large. With the input from the advisory council, the Program Managers direct the direction of the San Bernardino RSVP Program. The advisory council also does all fundraising for the two programs and they are expanding our recruitment profile in the communities we serve. An advisory council handbook has been created to ensure that all regulations of the advisory council are being met.

The city of San Bernardino operates under a hybrid Mayor-Council-City Manager form of government. The Mayor is elected by the voters at large and is the CEO of the City; City Council by their respective wards; and the City Manager is appointed and is the Chief Administrative Officer. The Department of Parks, Recreation, and Community Services directly oversees the RSVP project, whereas the Finance Department¿s sole purpose is the application and enforcement of sound fiscal management practices and procedures regarding all city services. All-City Departments follow audited public common practice financial policies and procedures as outlined in the City¿s Financial Operations Manual. They are all subject to Council approval and are maintained by the Finance and City Managers Departments. The City¿s program-based 2022-2023 Fiscal Year operates July 1st through June 30th of the following year. The Finance Department is one of 14 city departments that act as the centralized and formal means of disseminating Cost Principle Guidelines, as well as Administrative Guidelines and Audit Guidelines to the rest of the city departments/divisions. The City maintains a high level of checks and balances in its fiscal management systems, including a hierarchy review and approval process designed to ensure accurate budget management and a timely fiscal reporting system for the Senior Services Division of the Department. The City utilizes a reliable and audited service delivery system that has effectively met or exceeded all prior years¿ performance objectives of AmeriCorps Senior.

The City¿s Purchasing Division assists all departments in ensuring that internal procedures are in place for all accounts payable and receivables. Budget development and use are administered by the

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Parks, Recreation, and Community Services Department staff and further supported by the Finance Department Staff, especially for travel and mileage reimbursements for volunteers, and City Manager¿s Office. All project resources-both financial and in-kind are managed through policies and procedures set in place by the City of San Bernardino Finance Department; and are outlined in the Municipal Code 3.0 ¿ Purchasing System. All purchases are tracked by the use of a purchase order after the need has been determined, available funds have been verified and quotes have been obtained from local vendors to be awarded to the lowest responsive and responsible vendor. All purchase orders are submitted with proper documentation to be approved by the program staff supervisor and Director of the department. They are then forwarded onto the Finance Department who will once again review all submitted documents and determine budget availability for approval and seek City Manager, City Attorney, and Mayor and Common Council approvals as warranted. From there the purchase order is delivered to the vendor for services or materials to be received. Invoices for services or materials are then matched to the PO and processed through Accounts Payable in the Finance Department. All in- kind services, materials, and financial support for the program are tracked through receipts and deposit verification forms, subject to internal and external auditing, which, in turn, are issued via input into the City¿s New World financial management system. In-kind donations are managed by program staff through a process of documentation, tracking, and use.

Clearly defined roles are in place to secure the integrity of the City and all its many partners. The City Manager¿s Office oversees most city services, including that of the RSVP and all grant-funded programs. In addition to other support staff, the Finance Department provides several Accountant positions (Annie Clark) whose duties are to maintain records of revenue and expense; examine supporting documentation to establish proper authorization and conformance with agreements, contracts, and state and federal regulations; and compile and prepare routine accounting schedules and reports.

The Department of Parks, Recreation, and Community Services directly administers the RSVP project.

From top-down, the Director/Department Head (Jim Tickemyer) supervises the Community Recreation Manager (Mitch Assumma), who supervises the RSVP Manager (Kimberly Graham), who supervises the Senior Recreation Leader (Daniela Castro). The Director of the Parks, Recreation, and Community Services Department reports to the City Manager. The RSVP Manager, Kimberly Graham, has over 21 years working with the San Bernardino Parks, Recreation and Community Services Department starting as a Summer Lunch Program monitor, which was federally funded; a leader and coordinator for the ¿Creative Before & Afterschool Program¿ (C.A.P.S), which is a state-

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funded grant program; and then as a Community Center supervisor, managing staff, planning programs, planning special events, and working with the public. Mrs. Graham transitioned to the position of San Bernardino RSVP Program Manager in April of 2009. Her responsibilities include, but are not limited to, recruitment of volunteers and volunteer sites, building public awareness and support for the RSVP, planning and implementing recognition for the volunteers, and completing reports for AmeriCorps Senior and the sponsors.

A Senior Recreation Leader works part-time directly under Mrs. Graham, and their duties include, recruitment, special events, keeping records up to date both on paper and in Volunteer Reporter version 6.7 which is used to track volunteers, volunteer service activities, volunteer hours, and mileage, and volunteer sites information as well as many other duties as needed. Daniela Castro has been in this position for the past three years. Ms. Castro has worked to build up the advisory council with new members throughout the communities we serve and has spearheaded the expansion of the PAL Program. The volunteers enjoy the youthful personality she brings to the program. The Community Recreation Manager (Mitch Assumma) has administered the RSVP in San Bernardino for over ten years, and he has over 30 years of experience in managing municipal services in the parks and recreation field, along with a Master¿s Degree in Public Administration. He has managed many grants and sponsorships in this professional tenure.

The Director of Parks, Recreation and Community is responsible for the activities of its human resource, including recruitment, training, promotion, and retention; establishment of daily work schedules and routines, budget development and use; and communication of performance outcomes.

The City of San Bernardino fiscal management procedures, including budget control, accounting systems, cash and banking procedures, payroll systems, and internal auditing, are operated, managed, and controlled through the City of San Bernardino Finance Department. The budget process is facilitated and administered annually via the Mayor, City Council, and City Administration. Variances in budgeted expenses are analyzed by the City Manager and Finance Departments. Reports on such data are disseminated quarterly. Individual City departments manage their budget and each Department Head is accountable to the City Manager. An independent auditor reviews city financial records annually.

The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and Volunteer Program, which is funded through the City¿s General Fund as the match. The 5th Street Senior Center is ADA compliant and is currently being used for senior services administration, training and meetings, senior lunch meals, community programs, special interest classes, and group rentals.

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Other
PNS Amendment (if applicable)
The Center is fully outfitted with tables, chairs, furniture, kitchen equipment for full meal preparation, sound and PA system, and office management. All health and safety OSHA requirements are followed. The City¿s Facilities Division of the Public Works Department maintains all building maintenance. Equipment and supplies are purchased as needed through the City¿s chain of command, utilizing best practice principles.

The City of San Bernardino as a municipal government operates under the State of California Code.

The City of San Bernardino has managed RSVP for over 40 years and followed all grant requirements successfully in that long duration. Furthermore, the City has tightened all financial management systems and practices considerably since officially exiting Chapter 9 Bankruptcy in 2017. The City of San Bernardino Parks, Recreation, and Community Services Department is constantly seeking alternative finding resources in support of their community-serving mission. The detailed list below shows some of the grants received by our department (directly related to service programs).

Senior Nutrition Program │ 1978 ¿ Present
San Bernardino Head Start │ 1992 ¿ 2009
Nutrition Network Program │ 1998 ¿ Present
San Bernardino Mentoring Program │ 1992 ¿ 2009
Retired and Senior Volunteer Program (RSVP) │ 1975 ¿ Present Senior Companion Program (SCP) │ 1975 ¿ Present
The City of San Bernardino RSVP in particular has met or exceeded its required non-federal financial share of the project every year of the past 46 years of funding. The percentage of the cities non-federal financial share or match the past five years has been: 2017 ¿ 2018: 48.6%, 2018 ¿ 2019: 52.6%, 2019 ¿ 2020: 54.3%, 2020 ¿ 2021: 54.3%, 2021 ¿ 2022: 55.8%. This match is reflected through the in-kind contribution of space in-kind as well as matching funds to help support project personnel expenses and fringe benefits, supplies, volunteer travel, insurance, and recognition.

N/A
N/A

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Performance Measures
% of Unduplicated Volunteers in Work Plans that result in Outcomes:
% of Unduplicated in the Primary Focus Area:
21%
18%
Healthy Futures Aging in Place 1
52 55
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

1.1 2.1
Performance Measure:

Performance Measure:

Focus Area:

Companionship
Tutoring
CompanionshipService Activity:

Service Activity
Description:

An estimated number of 52 volunteers will be devoting 5 hours of their time weekly in at least 1 volunteer station and will be expected to provide 13,520 hours every year, offering the community a value of $347,734 to help individuals in need of social connection across our service areas.

Primary Focus Area: Healthy Futures Objective: Aging in Place Community needs: As an approach to fulfill the community’s need for social engagement and interaction during the CoronaVirus pandemic, the city of San Bernardino’s RSVP program has reintroduced the Phone Alert League (PAL). Due to California’s state regulations for safe social distancing, many seniors in the surrounding communities lost access to many resources and services that were once provided to them and ended up becoming socially isolated from society, increasing the number of people who are now suffering from loneliness. This will provide a volunteer opportunity that is safe for both the volunteer and the community. The county of San Bernardino’s census from July 2019 showed a record of

11.9% of its population as persons who are of the age of 65 years and up. A recent study from the NIH shows that the elderly are more prone to developing signs of depression and decreased mental health well-being. As people age, they find themselves spending more time alone, which can make them more vulnerable to social isolation which can be associated with cognitive decline. Our goal is to try and help seniors so that they can live a more independent life by providing them with supportive and meaningful social connections. Many seniors find that when they can look forward to receiving a friendly call as often as requested, they can feel a part of society by engaging in conversations about current events within the community. A survey will be used to determine the effectiveness of the calls being made to these individuals to learn if they feel less lonely than before joining the program. An estimated number of 52 volunteers will be devoting 5 hours of their time weekly to at least 1 volunteer station and will be expected to provide 13,520 hours every year, offering the community a value of $347,734 to help individuals in need of social connection across our service areas.

Community Need to be Addressed:

H4A: Number of individuals servedAnticipated
H9A: Number of individuals who report having increased social support or improved capacity for inde Anticipated
52 Tracking SystemTarget: How Measured:

Instrument Description: Volunteer Agenda Book
Tracking System52Target: How Measured:

Instrument Description: Annual Survey
Primary Focus Area: Healthy Futures

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Education K-12 Success 1
5 10
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

2.1 2.2
Performance Measure:

Performance Measure:

Focus Area:

Tutoring
Mentoring
TutoringService Activity:

Service Activity
Description:

An estimated number of 5 volunteers will be expected to provide an hour of their time every week at two volunteer stations, offering the community a value of $6,687. Students will benefit from having the support and skills they need to study and learn both inside and outside of school so they can reach their academic goals.

Focus Area: Education Objective: K-12 Success
Community Need: According to the Public School Review, in 2021 the San Bernardino City Unified School District’s 52,541 students averaged a test ranking of 3/10, which is in the bottom 50% of public schools in California. The San Bernardino County school district reported more than 30,000 children were homeless during the same school year. Homeless students are nine times more likely to repeat a grade and four times more likely to drop out of school entirely. That is why School On Wheels will be the main focus so that highly qualified volunteers can provide students from grades K-12 with supplemental academic assistance outside of regular school hours. In San Bernardino’s California Education Attainment Chart, it’s shown that the city and those surrounding have a school dropout rate that averages around 30% from individuals who are 25 years and older. As a way to offer this kind of service to the rest of the community, qualified volunteers will also be able to assist with tutoring for the City of San Bernardino Public Library Adult Literacy Program. This program is open and free to anyone who would like to learn and improve their basic skills to earn their GED, take classes in ESL, or seek help with after-school homework. Volunteers could also help with one-on-one assistance with resume reviewing, test preparation for U.S. citizenship, applying for scholarships, and job search assistance. An estimated number of 10 volunteers will be expected to provide an hour of their time every week at two volunteer stations, offering the community a value of $74,204. Students will benefit from having the support and skills they need to study and learn both inside and outside of school so they can reach their academic goals.

Community Need to be Addressed:

ED1A: Number of individuals servedAnticipated
ED5A: Number of students with improved academic performance Anticipated
5 Tracking SystemTarget: How Measured:

Instrument Description: Monthly volunteer timesheet
Tracking System5Target: How Measured:

Instrument Description: Pre and annual survey

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Attachment: Attachment 2 - 2022-2025 RSVP Grant Application (8921 : RSVP Grant Year 1 of 3 (All Wards))

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For Official Use Only
Education K-12 Success 1
5 10
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

2.2 3.1
Performance Measure:

Performance Measure:

Focus Area:

Mentoring
N/A
MentoringService Activity:

Service Activity
Description:

Community Need to be Addressed:

ED1A: Number of individuals servedAnticipated
ED5A: Number of students with improved academic performance Anticipated
5 Tracking SystemTarget: How Measured:

Instrument Description: Monthly volunteer timesheet
Tracking System5Target: How Measured:

Instrument Description: Pre and annual survey

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For Official Use Only
Other Community Priorities Other 15
234
234
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

3.1Performance Measure:

Focus Area:

N/A
N/AService Activity:

Service Activity
Description:

An estimated 234 volunteers are expected to serve 121,680 hours in other community priorities.

Focus Area: Other Community Priorities Objective: Other Community Need: San Bernardino RSVP volunteers will be able to address current community priorities through volunteer opportunities in places like the Veterans Affairs Hospital, Senior Centers, Community Gardens, and Senior Nutrition Programs. Currently, about 34,626 inhabitants in this service area are veterans, which is why RSVP volunteers will be supporting them through service at the Loma Linda VA Hospital through companionship, food service, and transportation. About 12.6% of San Bernardino RSVP’s service area population are older adults 65 years and older according to the 2019 Census Bureau. Volunteering in senior centers will bring older adults together who like to keep busy and help execute the day-to-day functions and activities that are carried out through the centers. There are approximately 572,305 inhabitants within the service area who live in poverty. Volunteers assist in programs such as Community Food Distributions, as well as Hygiene Packs, provided by sponsors.RSVP volunteers support the Senior Nutrition Program in the Fifth Street Senior Center, Perris Hill Senior Center, and the Highland Senior Center, where they help serve food to qualifying individuals. Starting the Senior Center Garden was a group project with plenty of RSVP volunteers hands on deck. After building a suitable garden for seniors at the Fifth Street Senior Center, volunteers will now be able to enjoy the benefits of gardening while creating a new program for the community to engage in.

SC1: Grantee met their target for community priority activity (Yes/No) Anticipated --No outcome selected--
Anticipated
234 N/ATarget: How Measured:

Instrument Description: Timesheets
Target: How Measured:

Instrument Description:

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For Official Use Only
Required Documents
Cost share or matching fund verification letters
Applicant Operational and Financial Management Survey (OFMS) Tribal organization eligibility (see Section C.1. Eligible Applicants) Document Name
Not Applicable
Sent
Not Applicable
Status

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Attachment: Attachment 2 - 2022-2025 RSVP Grant Application (8921 : RSVP Grant Year 1 of 3 (All

Page 1 ends

For Official Use Only
The purpose of this award is to assist the grantee in carrying out a national service program as authorized by the Domestic and Volunteer Service Act of 1973, as amended (42 U.S.C. Chapter 22).

Purpose

94.002CFDA No.:
290 N D ST San Bernardino CA 92401-1734
22SRICA001Agreement No.:
0Amendment No.:

San Bernardino, California, City of
Grantee
956000772EIN:
04/01/2022 - 03/31/2025Performance Period:
04/01/2022 - 03/31/2025Budget Period:

Corporation for National and Community ServiceNotice of Grant Award Award Information
Terms of Acceptance: By accepting funds under this grant, recipient agrees to comply with General Terms and Conditions found at: https://americorps.gov/sites/default/files/document/FY2022-General-Terms-Conditions-508-20211119.pdf and the Program Terms and Conditions found at:https://americorps.gov/sites/default/files/document/20220228_2022RSVP508TC.pdf.

Recipient also agrees to comply with assurances and certifications made in the grant application, and applicable federal statutes, regulations and guidelines. Recipient agrees to administer the grant in accordance with the approved grant application, budgets, supporting documents, and all other representations made in support of the approved grant application.

Funding Information
Previously
Awarded
This Year
This Award/
Amendment
$54,809 $0Total Obligated by CNCS
Grantee's Unobligated
Balance (Carryover) $0 $0
Total Available $54,809 $0
Total CNCS Funds Awarded to Date
Cumulative Funding for Project Period
Total Awarded in Previous Amendments $0
Retired and Senior Volunteer Program
$54,809
250 E Street SW, Suite 300
Washington, DC 20525-0001
(202) 606-5000
Total Current
Year
$54,809
$0
$54,809
For Official Use Only
Funding Source and Amount
2022--OPE1-P74-OPO-26000-4101 $54,809.00 Grant Year: 1
Year 1
073604563DUNS:

EJLMHR1CMKM7UEI:

Award Description
This awardfunds the approved 2022–23 RSVP program. Your 2022–23 statutory match is 30% and your budgetary match is 62.7% Corporation for National and Community Service:

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Attachment: Attachment 3 - 2022-2023 RSVP Notice of Grant Award (8921 : RSVP Grant Year 1 of 3 (All Wards))

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For Official Use Only
CFDA No.:

Rogelio Armendariz
Rogelio Armendariz
290 N D ST San Bernardino CA 92401-1734
22SRICA001Agreement No.:
0Amendment No.:

San Bernardino, California, City of
Grantee
956000772EIN:
04/01/2022 - 03/31/2025Performance Period:
04/01/2022 - 03/31/2025Budget Period:

Stacy Bishop
Notice of Grant Award
Award Information
Senior Grants Officer
Grants Officer
Program Officer
Retired and Senior Volunteer Program
03/09/2022
250 E Street SW, Suite 300
Washington, DC 20525-0001
(202) 606-5000
For Official Use Only
Grant Year: 1
073604563DUNS:

Daniela M. Castro
Project Director
Mitchell J. Assumma
Certifying Official/Executive Officer
Signature Award Date San Bernardino, California, City of
Legal Applicant
EJLMHR1CMKM7UEI:

25.c
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Attachment: Attachment 3 - 2022-2023 RSVP Notice of Grant Award (8921 : RSVP Grant Year 1 of 3 (All Wards)) San Bernardino, California, City of
March 22, 2022 6:51 PM

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Form 424A Modified SF-424A (4/88 and 12/97)
RPT_BGT_424
RSVP-San Bernardino
A. Project Personnel Expenses
B. Personnel Fringe Benefits
C. Project Staff Travel
D. Equipment
E. Supplies
F. Contractual and Consultant Services
I. Other Volunteer Support Costs
J. Indirect Costs
A. Other Volunteer Costs
FICA
Health Insurance
Retirement
Life Insurance
Local Travel
Long Distance Travel
Criminal Background Check
Meals
Uniforms
Insurance
Recognition
Volunteer Travel
0 8,580
3,481
0 500
3,087
0 0
0 1,961
7,992
14,400
0 4,290
1,740
0 0
3,087
0 0
0 0
0 6,542
0 3,861
1,566
0 500
0 0
0 0
1,961
7,992
7,858
0 429
175
0 0
0 0
0 0
0 0
0 77,182
27,619
2,500
4,158
38,591
559
0 0
34,732
27,004
2,500
4,158
3,859
56 0
0 $48,267
$6,542
$74,321
$17,811
$127,107
$24,353
$4,519
$0
Section I. Subtotal
Section II. Subtotal
$6,589
$3,087
$0
$6,542
Total Amt CNCS Share Grantee Share Excess Amount
$32,431
$500
$4,158
$17,811
$39,680
$3,587
$4,158
$24,353
$660
$0
$0
$0
Total
Total
Total
Total
$54,809 $151,460 $92,132 $4,519Budget Totals
Budget Dates: 04/01/2022 - 03/31/2025
Section I. Volunteer Support Expenses
Section II. Volunteer Expenses
Funding Percentages
Application ID: 22SR242651

37.3% 62.7%
Required Match
# of years Receiving CNCS Funds
30%
4 25.d
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Attachment: Attachment 4 - 2022-2023 RSVP Grant Budget (8921 : RSVP Grant Year 1 of 3 (All Wards)) Budget Narrative: RSVP-San Bernardino for San Bernardino, California, City of Section I. Volunteer Support Expenses
A. Project Personnel Expenses
B. Personnel Fringe Benefits
Position/Title -Qty -Annual Salary -% Time CNCS Share Grantee Share Total Amount Excess Amount RSVP Program Manager (1) - $50,038 ($24.0567*40*52=$50,038) 100% usage for 12 month period from April 1, 2022 - March 31, 2023. 5% of this salary is for Fundraising.: - 1 person(s) at 50038 each x 100 % usage 25,019 22,517 50,038 2,502
RSVP Senior Recreation Leader (1) - $17360 ($16.85*29*52=$25410) 100 % usage for 12 month period from April 1, 2022 - March 31, 2023 5% of this salary is for Fundraising.: - 1 person(s) at 27144 each x 100 % usage 13,572 12,215 27,144 1,357
Category Totals 38,591 34,732 77,182 3,859
Item -Description CNCS Share Grantee Share Total Amount Excess Amount FICA: 0 0 0 0
Health Insurance: Budgeted for Program Manager at 715 per month ($715 x 12 months = $ 8580). 5% of this benefit has been budgeted for fundraising. This budget is for a 12 month period from April 1, 2022 - March 31, 2023 4,290 3,861 8,580 429
Retirement: Retirement (CALPERS) is for Program Manager only: Budgeted at $3481 per year. 5% of this benefit has been budgeted for fundraising. This budget is for a 12 month period from April 1, 2022 - March 31, 2023. 1,740 1,566 3,481 175
Life Insurance: 0 0 0 0
Medicare: Budgeted at 1.45% per annual salary for both Program Manager and Senior Recreation Leader ($77,182 x 1.45%=$ 1,119). 5% of this benefit has been budgeted for fundraising. This budget is for a 12 month period from April 1, 2022 - March 31, 2023. 559 504 1,119 56
Liability: Internal Service Charge0 1,300 1,300 0
Workers Compensation: 7.5% of Total Personnel Salaries & Wages 0 5,800 5,800 0 Information Technology Charges: Internal Service Charge for maintenance of internet and other computer support services for two employees. 0 8,000 8,000 0
CalPERS Unfunded Liability: Debt owed by

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Attachment: Attachment 5 - 2022-2025 RSVP Grant Budget Narrative [Revision 1] (8921 : RSVP Grant Year 1 of 3 (All Wards)) C. Project Staff Travel
Local Travel
Long Distance Travel
D. Equipment
E. Supplies
F. Contractual and Consultant Services
the City for unpaid PERS Retirement during 2013 Chapter 9 Bankruptcy 0 11,400 11,400 0 Category Totals 6,589 32,431 39,680 660
Purpose -Calculation CNCS Share Grantee Share Total Amount Excess Amount Local Travel: Rate of $0.56 per mile. Est. 333 m for flyers, special events, and com events. RT to each vol site for site visits est. at 559 m AP:89.4RT+A:47.8RT+HCOP:60.2RT+HEOP:60.2RT+SC:16.2RT+HCOP:11RT+P:6.6RT+ R:21.2RT+VA:14.8RT+VV:79.4RT+V:73.2RT+Y: :39.6RT 0 500 500 0
Category Totals 0 500 500 0
Purpose -Destination -Other Travel -Trans. Amount -Meals/ Lodging CNCS Share Grantee Share Total Amount Excess Amount Long Distant Travel: Travel for two staff members to attend 2022 Convening for training purposes. Includes: lodging =$150/night (3nights ea), Airfare=$700 ea (rt), per diem= $50 per day for 3 days ea, and ground travel ($100 per day for 3 days ea), and registration fees.- Meals/Lodging 1,100 Trans 1,400 Other 587 3,087 0 3,087 0
Category Totals 3,087 0 3,087 0
Item/Purpose -Qty -Unit Cost CNCS Share Grantee Share Total Amount Excess Amount Category Totals 0 0 0 0
Item/ Purpose -Calculation CNCS Share Grantee Share Total Amount Excess Amount Supplies: $2,986 budgeted for Consumable office supplies for program daily running including paper, pens, folders, ect. Supplies for PAL and Tutoring. This budget is for a 12 month period from April 1, 2022 - March 31, 2023. 0 2,500 2,500 0
Category Totals 0 2,500 2,500 0
Purpose -Calculation CNCS Grantee Total Excess

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Attachment: Attachment 5 - 2022-2025 RSVP Grant Budget Narrative [Revision 1] (8921 : RSVP Grant Year 1 of 3 (All Wards)) I. Other Volunteer Support Costs
J. Indirect Costs
Section II. Volunteer Expenses
A. Other Volunteer Costs
Share Share Amount Amount
Category Totals 0 0 0 0
Item CNCS Share Grantee Share Total Amount Excess Amount Criminal Background Check: 0 0 0 0
Space in-kind match: total $1158 for electric, gas, phone, water & office space @ $4.54/sq.ft. RSVP sq.ft.300 (300sq.ft.*$4.54/sqft=$1,362*85% of operating hours)= $1158.:
0 1,158 1,158 0
Postage is budgeted for $2000 for mailing updates, recgonition invites, and as needed: 0 2,000 2,000 0 Printing is budgeted for $1000 for printing for recruitment, branding, and business cards. This budget is for a 12 month period from April 1, 2022 - March 31, 2023.:
0 1,000 1,000 0
Category Totals 0 4,158 4,158 0
Calculation -Rate Type -Rate -Rate Claimed -Cost Basis CNCS Share Grantee Share Total Amount Excess Amount Category Totals 0 0 0 0
Section Totals 48,267 74,321127,107 4,519
PERCENTAGE38% 58%
Item -Description CNCS Share Grantee Share Total Amount Excess Amount Meals: 0 0 0 0
Uniforms: 0 0 0 0
Insurance: Average vols. per day: 152x$1.90 accident;152x$1.35 volunteer liability; 130x$6; $29.56 CA Surplus Lines Tax & $1.97 CA Stamp Fee[(152 x $1.90)+(152 x $1.35)+(130 x $6)+$29.56+$1.97= $1305.53=$1661+ $300 for increases in premiums = $1961 0 1,961 1,961 0
Recognition: Volunteer Recognition: ($27 per person x 296 = $7,992) due to raising costs. Cost of volunteer recognition luncheon includes venue, food and recognition items for 296 volunteers. 0 7,992 7,992 0
Volunteer Travel: Volunteer Travel Reimbursement $14400 (120 volunteers x 40

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Attachment: Attachment 5 - 2022-2025 RSVP Grant Budget Narrative [Revision 1] (8921 : RSVP Grant Year 1 of 3 (All Wards)) Source of Funds
miles per month x $.25 per mile x 12 months = $14569). Volunteer Travel paid once a quarter. This budget is for a 12 month period from April 1, 2022 - March 31, 2023. 6,542 7,858 14,400 0
Category Totals 6,542 17,811 24,353 0
Section Totals 6,542 17,811 24,353 0
PERCENTAGE27% 73%
Budget Totals 54,809 92,132151,460 4,519
PERCENTAGE36% 61%
Required Match 30%
Section Description
Section I. Volunteer Support Expenses
Matching fund in the amount of $96,651 are a cash contribution (match) from the City of San Bernardino Parks, Recreation & Community Services Department (Unfunded CalPERS Liability, Internal Service Charges, Workers Comp, Other) annual budget from the General Fund. Some costs such as telephone usage, postage, and office space will be provided by the city as an in-kind contribution. Criminal background checks for paid staff are provided in the cost of hiring a staff member and is not charged to the program. This budget is for a 12 month period from April 1, 2022 --March 31, 2023.

Section II. Volunteer Expenses
Matching funds in the amount of $17,811 is the match amount from the City of San Bernardino Parks, Recreation & Community Services Department (volunteer accident insurance, volunteer recognition, and volunteer mileage expense) annual budget from the General Fund. This budget is for a 12 month period from April 1, 2022 -- March 31, 2023.

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Attachment: Attachment 5 - 2022-2025 RSVP Grant Budget Narrative [Revision 1] (8921 : RSVP Grant Year 1 of 3 (All Wards))

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: Lydie Gutfeld, Director Parks, Recreation and Community Service

Subject: Parks and Recreation Youth Enrichment Scholarship (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, review and approve the proposed San Bernardino Parks and Recreation Youth Enrichment Scholarship (YES); and authorize the Director of Finance to allocate $10,000 of Measure S funds to the program operations.

Background
The Youth Enrichment Scholarship (YES) would allow the Parks, Recreation and Community Services Department (P RCS) to offer financial assistance to community residents who do not have the financial means to participate in recreational programs.

Through this scholarship qualifying residents ages 17 and under may receive financial assistance to participate in health and wellness activities, such as, youth sports, fitness - based classes, or aquatics programs.

The Measure “S” Citizens Oversight Committee has requested Measure S funds totaling $10,000 to be used for the scholarship program.

Discussion
The Parks, Recre ation and Community Services Department recognizes the value of recreational activities for youth 17 years and under, with exposure to positive recreation experiences that promote physical, mental, and social well -being. In an effort to make programs equit able and sustainable, as well as widen the range of resident participation, PRCS is proposing to provide a youth scholarship for families in need.

Community households would apply through process which would consist of an application, income verification, and residential verification. Participants would have the option to register for health and wellness -based programs up to $100 (max) per fiscal year. Applications will be accepted starting July 1, 2022 on a first come, first served basis until funds are depleted. Staff will evaluate the program at mid -year and assess the need for additional funding. Families will have the option to reapply each year for a new scholarship.
26 Packet Pg. 649
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2021-2025 Strategic Targets and Goals
The acceptance of the grant contribution al igns with Key Target No. 1: Financial Stability by continuing to seek supplemental funding to improve/expand services; Key Target No. 2: Focus, Aligned Leadership and Unified Community by supporting the physical and mental health of community members thro ugh; and Key Target No. 3:

Improved Quality of Life whereby low -income community members have access to affordable recreational programs.

Fiscal Impact
The Measure “S” Citizens Oversight Committee has recommended the allocation of $10,000 towards the You th Enrichment Scholarship. With these funds, the PRCS can subsidize up to 1,000 individuals to participate in recreational activities that are focused on improving quality of life. The allocated funds are expected to cover the first year of operations.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, review and approve the proposed San Bernardino Parks and Recreation Youth Enrichment Scholarship (YES); and authorize the Director of Finance to allocate $10,000 of Measure S funds to the program operations.

Attachments
Attachment 1 Application
Attachment 2 Financial Breakdown

Ward: All

Synopsis of Previous Council Actions: None
26 Packet Pg. 650
City of San Bernardino
Parks, Recreation and Community Services
Youth Enrichment Scholarship Program
YES Application
The San Bernardino Parks, Recreation and Community Services Department ( SB-PRCS) Youth Enrichment Scholarship is established to assist families financially who live within city boundary lines and are unable to participate in fee -based recreation programs due to economic constraints. To receive financial assistance, applicants will pay for 40% of the recreation program fee, complete the SB-PRCS Youth Enrichment Scholarship application and show that their household income falls within the eligibility guidelines with a submission of one of the accepted proofs of income. Each approved applicant will receive 60% off registration fees paid to a maximum amount of $100 to be used for recreation programs within the calendar year.

1. Scholarships are available to San Bernardino residents ages 1 -17, who meet the income requirements. An application and proof of income are required each calendar year.

2. Please complete the attached application and provide one of the following acceptable proofs of income A. A copy of your last Federal Income Tax Return (form 1040/1040EZ/1040NR) showing that you fall under the income eligibility guidelines.

B. Proof that the child is a foster child.

3. Scholarships are awarded on a first-come, first-served basis and are funded only if there are available resources.

4. If approved, scholarships will be awarded for 60% of the registration fee, up to $100 per program. The scholarship recipient, or the recipient’s family/guardian, must pay the remaining amount of the program fee at time of registration.

The participant is responsible for all supply fees, transportation to and from the program, and any additional costs.

5. A maximum scholarship amount of $100 per child, per calendar year will be awarded.

6. Participants eligible for the SB-PRCS Youth Scholarship program will remain confidential and will be treated in the same manner as those participants that pay full price for the same service. No family will be discriminated against because of race, color, gender, religion, nationality, ethnic origin or disability.

7. Applicants who falsify information, or do not attend the program regularly, may be ineligible for future scholarships.

8. If extenuating circumstances prevent regular attendance, please contact the San Bernardino Parks, Recreation & Community Services Admin Office at (909)384-5233. If your child cannot attend the program for any reason, you must contact the SB-PRCS Office prior to the program start date. Failure to do so may result in a suspension of scholarship benefits for one year including all family dependents.

Eligibility Guidelines
Household Size
1 2 3 4 5 6 7 8
$44,250 $50,600 $56,900 $63,200 $68,300 $73,350 $78,400 $83,450

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Attachment: Attachment 1 Application (8922 : Parks and Recreation Youth Enrichment Scholarship (All Wards)) This form is a legal document and must be filled out completely and accurately. Scholarships are based on several factors and this form is not a guarantee of financial assistance.

Parent(s) or Legal Guardian(s)_______________________________________________________________________ Mailing Address_______________________________________City___________________________Zip___________ Phone (Home)_________________________(Work)_________________________(Cell)________________________ Email________________________________________________________________________________ Have you ever received a scholarship from the SB-PRCS? Yes No Number of people in household: _______ (household size must equal #claimed on 1040/proof of income) List all dependents in family and/or household (siblings):
________________________ _________________ ______________________ _________________ Name Birthdate Name Birthdate
________________________ _________________ ______________________ _________________ Name Birthdate Name Birthdate

I certify that I have received, and carefully read, the SB-PRCS Youth Scholarship Program Guidelines and Information, and that the information provided herein is true and correct to the best of my knowledge. I acknowledge and understand that the information provided will be relied upon for determining eligibility to receive a scholarship from the Chico Area Recreation and Park District, and that any material misstatement, fraudulently or negligently made in this or in any other statement made by me may result in the denial of my eligibility to receive a scholarship.

Date: ___________________ Signature: _________________________________ _________________________________
(Please Print)

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Attachment: Attachment 1 Application (8922 : Parks and Recreation Youth Enrichment Scholarship (All Wards)) Percentage Parent City Participant Served
1 Season $45 100% 10,000 222

1 Season $45
50% $22.5 $22.5 444
40% $18 $27 370
30% $13.5 $31.5 317

2 Seasons $90
50% $45 $45 222
40% $36 $54 185
30% $27 $63 158

3 Seasons $135
50% $67.5 $67.5 148
40% $54 $81 123
30% $40.5 $94.5 105

$10,000
$100 PER CHILD
$45.00 PER PROGRAM
%40 - $18.00 PER CHILD
%60 - $27.00 (CITY COVERS)

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Attachment: Attachment 2 Financial Breakdown (8922 : Parks and Recreation Youth Enrichment Scholarship (All Wards))

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Consent Calendar

City of San Bernardino
Request for Council Action

Date: May 4, 2022

To: Honorable Mayor and City Council Members

From: Robert D. Field, City Manager
By: David Green, Interim Chief of Police

Subject: Camera Trailer Purchase (All Wards)

Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the Director of Finance to issue a purchase order to Industrial Video and Control for an amount not to exceed $55,000.

Background
In 2018, the San Bernardino Police Department purchased two solar powered mobile camera trailers using grant funding from the Urban Area Security Initiative (UASI). The trailers were purchased from Industrial Video & Control for $68,000. Ea ch of the trailers was equipped with solar battery charging equipment, allowing the trailers to be self - sufficient and capable of field deployment for extended periods of time. The trailers included a camera mounted to an extendable mast and linked to a wi reless router so that the cameras offered a broad view of their surroundings that could be monitored remotely by police personnel. The trailers included anti -theft equipment to prevent theft of the trailers themselves, and they were marked with police logo s so that they would also function as crime deterrents when deployed.

Because the trailers were purchased with UASI funds, they were both considered to be regionally shareable assets, requiring the Police Department to loan the trailers to other agencies that participated in the UASI program. Since the delivery of the camera trailers, they have been borrowed by other agencies on multiple occasions, and they have been one of the most used crime deterrent devices for the Police Department.

Discussion
The c amera trailers currently operated by the Police Department have been used for both investigative and crime deterrence purposes in public spaces throughout the City by multiple divisions within the Police Department. The Investigations Division has used the trailers to detect burglary related activity in commercial districts and generate investigative leads. District Resource Officers sometimes deploy them as a crime deterrent in locations where activities such as vandalism and illegal dumping are occurring. Other agencies, including the San Bernardino City Unified School District, have also used the trailers for similar purposes. The camera trailer program has been successful, and during the Special Meeting of the Mayor and City Council on May 13, 27 Packet Pg. 654
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2021, the Police Department was asked to build on that success and expand the program by purchasing additional camera trailers. To accomplish this, funding for mobile cameras was allocated within the FY 2021/22 adopted budget.

On February 24, 2022, the Finance Dep artment released a competitive bid process for the purchase of two additional camera trailers (F -22-42). The Request for Quote (RFQ) was open to the public and six vendors submitted bids before the bid process closed on March 10, 2022.

Bid Results Table

Vendor Meets Specifications Cost
WCCTV No $47,339
Industrial Video & Control Yes $52,948
Technology International No $56,547
Zenn Group Yes $60,718
Phoenix Contracting Yes $60,796
High Level Enterprises Yes $135,000

The bids received were review ed to ensure they met the technical specifications set for the project. Of the six bids received, two did not meet the technical specifications.

Industrial Video & Control was the lowest cost bidder among the four remaining bidders that indicated they coul d meet all project specifications. In addition to being the lowest cost bidder, Industrial Video & Control was the vendor that built the two trailers previously purchased using UASI funds. The purchase of the two new camera trailers from the same vendor en sures all the trailers will operate on the same video management system and allow the Police Department to begin immediate deployment of the trailers without the need for additional training. Based on all these considerations, Industrial Video & Control was selected as the best vendor option.

2021-2025 Key Strategic Targets and Goals
The purchase of two camera trailers aligns with Key Target No. 3: Improved Quality of Life - Constantly evaluate public safety service delivery models to enhance the quality of service.

Fiscal Impact
The fiscal impact to the City involves the expenditure of up to $55,000 from the Fiscal Year 2021/2022 adopted budget.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, auth orize the Director of Finance to issue a purchase order to Industrial Video and Control for an amount not to exceed $55,000.

Attachments
Attachment 1 Request for Quote
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Attachment 2 Proposal from Industrial Video & Control

Ward: All

Synopsis of Previous Council Actions:

May 13, 2021 FY 2021/2022 budget adopted by Mayor and City Council.

March 7, 2018 Resolution No. 2018 -61 was adopted by the Mayor and City Council authorizing payment to Industrial Video & Control for the purchase of two solar power ed public safety camera system trailers.
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REQUEST FOR QUOTATION
FOR

CITY OF SAN BERNARDINO
FOR
RFQ F-22-42
TWO (2) POLICE CAMERA TRAILERS

CITY OF SAN BERNARDINO
290 North D Street
San Bernardino, California 92401
Telephone: (909) 384-7272
https://www.ci.san-bernardino.ca.us/

Released February 24, 2022

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

CITY OF SAN BERNARDINO
NOTICE INVITING PROPOSALS, RFQ F-22-42
TWO (2) POLICE CAMERA TRAILERS

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of San Bernardino via Planetbids until 3:00 PM, March 9, 2022. Proposals received after due date will be rejected. Planetbids does not accept proposals after the deadline. Faxed or mailed submitted proposals will not be accepted.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

Interested proposers may download copies of the Request for Proposals (“ RFQ”) by visiting the City’s web site, https://www.ci.san-bernardino.ca.us/. All addenda will be published on the City’s website.

For more information regarding the RFQ, please contact:

City of San Bernardino
Vanessa Slouka
Finance Department
Buyer
[email protected]
(909)384-5346

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

SECTION I.

INSTRUCTIONS TO BIDDERS

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

I. INSTRUCTIONS TO BIDDERS

A. Examination of Bid Documents

1. By submitting a bid, the Bidder represents that it has thoroughly examined and become familiar with t he items required under this RFQ and that it is capable of quality performance to achieve the City's objectives.

2. The City reserves the right to remove from its mailing list for future RFQs, for an undetermined period of time, the name of any Bidder for failure to accept a contract, failure to re spond to two (2) consecutive RFQ s and/or unsatisfactory performance. Please no te that a “No Bid” is considered a response.

3. The principal contact for the City regarding this RFP will be Vanesa Slouka Buyer for the Finance Department (909)384-5346 [email protected] or a designated representative, who will coordinate the assistance to be provided by the City to the Proposer.

B. Addenda

The City reserves the right to amend this RFQ prior to the Proposals due date. All amendments and additional information will be p osted to Planetbids.com found under the San Bernardino Purchasing page, www.sbcity.org bidders should check this web page daily for new information.

C. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be submitted via the Planetbids.com website no later than 3:00 pm (P.S.T) on February 28, 2022.

D. City Responses

Responses from the City will be posted to the Planetbids .com website by March 2, 2022. Oral statements regarding this RFQ by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by February 28, 2022. local time on the date identified above. Each Proposer is responsible for ensuring that it has received all addenda, clarifications, supplemental information and responses to questions prior to submitting a proposal.

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

E. Submission of Proposals

Complete written Proposals must be submitted electronically in PDF file format via the Planetbids.com website no later than 3:00 PM (P.S.T) on March 10, 2022. Please allow time for system to process your bid. Proposals will not be accepted after this deadline. Faxed or e-mailed Proposals will not be accepted.

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer. The City shall not be responsible for proposals that are delinquent, lost, incorrectly marked, sent by mail or courier service.

Acceptance of Bids

a. The City reserves the right to accept or reject any and all bids, or any item or part thereof , or to waive any informalities or irregularities in bids.

b. The City reserves the right to withdraw this RFQ at any time without prior notice and the City makes no representations that any contract will be awarded to any Bidder responding to this RFQ.

c. The City reserves the right to postpone the bid due date for its own convenience.

F. Pre-Contractual Expenses

Pre-contractual expenses are defined as expenses incurred by the Bidder in:

1. preparing its bid in response to this RFQ;

2. submitting the bid to the City;

3. negotiating with City any matter related to this bid; or

4. any other expenses incurred by the Bidder prior to date of award, if any of the Agreement.

The City shall not, in any event, be liable for any pre-contractual expenses incurred by Bidder in the preparation of its bid. Bidder shall not include any such expenses as part of its bid.

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards)) G. No Deviations from the RFQ

In submitting a proposal in response to this RFQ, Proposer is certifying that it takes no exceptions to this RF Q including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the pr oposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein.

H. Contract Award

Issuance of this RFQ and receipt of bids does not commit the City to award a Purchase Order. The City reserves the right to postpone bid opening for its own convenience, to accept or reject any or all bids received in response to this RFQ, and to negotiate with other than the selected Bidder(s) should negotiations with the selected Bidder(s) be terminated. The City also reserves the right to apportion the award among two or more Bidders.

I. Acceptance of Order

The successful Bidder will be required to accept a Purchase Order in accordance with and including as a part thereof the published Notice Inviting Bids, and the RFQ documents including all requirements, conditions and specifications contained therein, with no exceptions other than those specifically listed in the writte n purchase order.

J. General Conditions

1. Amendments to RFQ: The City reserves the right to amend the RFQ and issue to all Bidders an addendum.

2. Amendments to Proposals : Unless specifically requested by the City, no amendment, addendum or modificat ion shall be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

3. Non-Responsive Proposals: A proposal may be considered non - responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

4. Costs for Preparing: The City shall n ot compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

5. Cancellation of RF Q: City reserves the right to cancel this RF Q at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFQ.

6. Price Validity: Prices provided by Proposers in response to this RFQ are valid for 120 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded.

7. No Commitment to Award : Issuance of this RFQ and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFQ, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFQ.

Right to Negotiate and/or Reject Proposals : City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax -paying public. The Proposers are encouraged to submit their best prices in their proposals, and City intends to negotiate only with the Proposer(s) whose proposal most closely meets City’s req uirements at the lowest estimated cost. The Agreement, if any is awarded, shall go to the Proposer whose proposal best meets City’s requirements.

Non-Discrimination: The City does not discriminate on the basis of race, color, national origin, religion, a ge, ancestry, medical condition, disability or gender in consideration for an award of contract.

K. Business License

The City’s Business Ordinance requires that a Business doing business with the City, obtain and maintain a valid City Business Registration Certificate during the terms of the Agreement. Bidder agrees to obtain such Certificate prior to undertaking any work under this Agreement.

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

SECTION II.

TECHNICAL SPECIFICATIONS
&

PRICE FORM

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

TECHNICAL SPECIFICATIONS
The vendor selected should be capable of constructing and delivering two (2) camera trailers that meet the following equipment specifications or capability requirements:

Trailer Specifications

1. light weight single axel trailer (within the towing capacity of a Ford Explorer)

2. California Vehicle Code compliant lighting

3. Department of Transportation compliant wiring harness and trailer safety equipment

4. Stabilizer jacks

5. Anti-theft features, including a wheel lock to immobilize the trailer and locking compartments

6. 400Ah or more battery pack

7. Adjustable solar panel array of sufficient size to recharge the battery pack on a daily basis

8. Solar charge controller with display that will allow users to monitor the status of the solar/battery charging system

9. Wiring or other control equipment should be waterproof or contained within a waterproof enclosure

10. Mast capable of being raised 25 feet
Camera Specifications

1. Weatherproof and impact resistant camera mounted at the top of the mast

2. Two-way audio

3. PTZ camera with 1080P or higher resolution and 32X or higher zoom capabilities

4. Capable of capturing clear images in both full light, and low light environments

5. Image stabilization
Other Specifications

1. Sierra Wireless Router

2. Memory card capable of storing 512 GB of data or greater.

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards))

Are there any other additional or incidental costs, which will be required by your firm in order to meet the requirements of the Technical Specifications? Yes / No . (circle one). If you answered “Yes”, please provide detail of said additional costs:

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Attachment: RFQ F-22-42 Camera Trailer (8889 : Camera Trailer Purchase (All Wards)) Please indicate any elements of the Technical Specifications that cannot be met by your firm. __________________________________________________________________

Have you included in your bid all informational items and forms as requested? Yes / No (circle one). If you answered “No”, please explain: ______________________________

______________________________________________________________________

This offer shall remain firm for 120 days from RFQ close date.

Terms and conditions as set forth in this RFQ apply to this bid.

Cash discount allowable % days; unless otherwise stated, payment terms are: Net thirty (30) days.

Item #1

PLEASE ENTER YOUR PRICING HERE AND IN YOUR ELECTRONIC RESPONSE ON PLANETBIDS.COM “LINE ITEMS” TAB.

TWO (2) CAMERA TRAILERS SALES TAX (7.75%) DELIVERY FEE GRAND TOTAL $ $ $ $

I hereby swear under penalty that the information provided is true and correct.

Company:

Print name of Authorized Representative: ____________________________________

Title:__________________________________________________________________

Signature: Date:

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Attachment: IV&C Bid (8889 : Camera Trailer Purchase (All Wards))

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Mayor and City CouncilMay 4, 2022

Mayor and City Council
May 4, 2022