Mayor and City Council
August 20, 2025

CITY OF SAN BERNARDINO DBE QUESTIONNAIRE AND GOALS FORM

1. Agreement Information: _____________________________________________ Agreement No: ____________________________________________________ Term: ____________________________________________________________ Brief Description of Contract: _________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

2. Contact information of person(s) responsible for Contractor’s monthly DBE reporting:

Name: ___________________________________________________________ Contractor’s DBE Goal:

Description Dollar Value Per Year/Lump Sum, Etc.

Total Dollar Value of Work/Agreement: $
Total Dollar and Percentage of Work Planned with DBEs* (Contracting and Subcontracting) $ %
Estimated Percentage Breakdown
MBEs (minorities, male and female) $ %
WBEs (non-minority female) $ %
SDVBEs (service-disabled veteran) $ %
LGBTQ (Lesbian, gay, bisexual, transgender) $ %
*NOTE: The estimated total dollars will be adjusted using the above percentages for any change in Agreement value.

By Signing below, Contractor/Vendor/Consultant represents and warrants that:
a) Contractor/Vendor/Consultant shall maintain all necessary documents and records to demonstrate efforts to achieve the above DBE goals
b) Contractor/Vendor/Consultant is responsible for identifying, soliciting, and qualifying appropriate certified DBE subcontractors to the extent necessary to meet Contractor’s/Vendor’s/Consultant’s DBE goal
c) The above information is true and correct to the best of its knowledge Signature: ___________________________________________________________________________ Name and Title: ______________________________________________________________________ Contractor Entity Name: ________________________________________________________________ Contact Info. (email/phone number): ______________________________________________________ Date: _________________________________________
RFQ F-25-4036
Video production and Post Production
RFQ F-25-4036
Fiscal year
Video production and post production Local
area High School Sports videos/vignettes.

Alejandro Villanueva
44,480
Alejandro Villanueva Videographer/Producer
Alejandro Villanueva
[email protected] (562)7287499
4/22/2025
44,480
44,480 100
0 0
0 Packet Page 2275
Agreement Title/Number: _________________________

SUBCONTRACTOR Information
Duplicate this form for EACH DBE Subcontractor.

Subcontractor Entity Name: ___________________________________________________________ Phone: (____) _________________________________
Address: ____________________________________________________ City: ____________________________________________ State: ________ Zip: ________________ Description of Goods/Materials/Equipment or Services to be provided:
_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Name & Title of Owners(s):

Name: ___________________________________ Title: __________________________ M/F Name: ___________________________________ Title: __________________________ M/F Name: ___________________________________ Title: __________________________ M/F Name: ___________________________________ Title: __________________________ M/F Non-Minority Female
African American
Asian/Pacific American
Hispanic/Latino American
Native American
Multi-Ethinic
LGBTQ
Other: _________________
Service-Disabled Veteran
Alejandro Villanueva
562 728-7499
PO Box 9084
Crestline CA 92322
Professional video production and post production services Alejandro Villanueva Videographer/Producer Male
X
Packet Page 2276
RFQ F-25-4036 PROFESSIONAL VIDEO PRODUCTION AND POST-PRODUCTION SERVICES 32 OF 33 ATTACHMENT “D”

ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS
VENDOR NAME: PHONE:

ADDRESS:

The Proposer shall demonstrate the willingness and ability to provide the required insurance coverage as set forth in the City requirements within ten (10) calendar days of notification of selection for contract award. The insurance requirements are detailed below:

MINIMUM INSURANCE REQUIREMENTS
RFQ F-25-4036

PROFESSIONAL VIDEO PRODUCTION AND POST-PRODUCTION SERVICES

COVERAGE TYPE MINIMUM POLICY LIMITS
Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal 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 (If applicable) $1,000,000 per occurrence and aggregate Aviation and/or Drone Liability (If applicable) $1,000,000 per occurrence limit By signing below, the Proposer acknowledges that they have reviewed the City’s insurance requirements and confirm their ability to meet these requirements within the specified timeframe.

SUBMITTED BY: DATE: ___________________ (Authorized Representative Signature) PRINT NAME: TITLE: ___________________
PO Box 9084 Crestline, CA 92322
Alejandro Villanueva (562)728-7499
4/22/2025
Alejandro Villanueva Videographer/Producer
Packet Page 2277
1 PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO

AND ALEJANDRO VILLANUEVA
This Agreement is made and entered into as of August 20, 2025 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 Alejandro Villanueva, a Sole Proprietorship with its principal place of business at PO Box 9084 Crestline, CA 92322 (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:

Professional Video Production and Post-Production Services (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.” Packet Page 2278
2 b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $88,960.00. 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 forty-five (45) 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 August 20, 2026, unless the Agreement is previously terminated as provided for herein (“Term”). The City shall have the option to extend the Agreement for one (1) additional year upon written notice to the Consultant prior to the expiration of the Initial Term.

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) years 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.

Packet Page 2279
3 a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure 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 public 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, give written notice to the other Party 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 Packet Page 2280
4 interest with the City.

13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during 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, sublet, 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 employing independent associates 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, officers, 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 Packet Page 2281
5 acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at least as broad as the following:

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 additional 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).

Packet Page 2282
6 (iii) The policy shall give City, its elected and appointed officials, officers, employees, agents and City designated volunteers additional insured status. (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 before 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 thereof, 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 form 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 breaches, (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.

Packet Page 2283
7 At all times during the performance of the work under 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. g. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $2,000,000 per occurrence/$4,000,000 aggregate for bodily injury, personal
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
Aviation/Drone Liability Not Applicable
(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.
h. 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.

Packet Page 2284
8 i. 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 written notice of cancellation of any 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 Additional 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 effective 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 retroactive 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 herein 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. j. 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 Packet Page 2285
9 to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
k. Additional Insurance Provisions
(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, is 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 during 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 paid 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. l. 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 general 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 approve 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 Packet Page 2286
10 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. 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 performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’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 Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees 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).

If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements.

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 Packet Page 2287
11 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 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 terminate 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 requested, 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 professional 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.

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

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, IT Director
With Copy To:

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

Alejandro Villanueva
PO Box 9084
Crestline, CA 92322

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 Packet Page 2289
13 shall include, but not be limited to, all activities related to initial employment, 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 herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. 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 invalid, 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, administrators and assigns of each Party 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 waiver 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.

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14 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 of 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.

43. Electronic Signature. Each Party acknowledges 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.
[SIGNATURES ON FOLLOWING PAGE]
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15 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO

AND ALEJANDRO VILLANUEVA
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF SAN BERNARDINO
APPROVED BY:

Eric Levitt
City Manager
ATTESTED BY:

Telicia Lopez
Acting City Clerk
APPROVED AS TO FORM:

Best Best & Krieger LLP
City Attorney

CONSULTANT
Signature
Alejandro Villanueva
Name
Owner
Title
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16 EXHIBIT A
Scope of Services / Schedule of Charges
SCOPE OF WORK:

Consultant shall provide video production and post-production services in support of the City’s High School Sports Video Series. Consultant shall produce approximately thirtytwo (32) video vignettes, each approximately 3 to 4 minutes in length, highlighting high school sports programs and student-athlete stories, as directed by the City.

SCHEDULE OF CHARGES:

The City shall compensate Consultant at a rate of $1,390 per completed video, for a total of up to thirty-two (32) videos during the Term of this Agreement. No additional compensation shall be paid unless approved in writing by the City.

Deliverable Quantity (per
year)
Unit Rate Base Term
FY25-26
Option Year
FY26-27
Total Contract
NTE
Completed
Video Vignettes
32 videos $1,390 $44,480 $44,480 $88,960
WORK FOR HIRE:

All content, footage, recordings, and media created, captured, or developed in connection with the services provided under this Agreement shall be deemed “work for hire” as defined under U.S. copyright law and shall be the sole and exclusive property of the City of San Bernardino. Consultant shall have no ownership or license rights in such materials.

If any such content is in the possession of the Consultant upon expiration or earlier termination of this Agreement, Consultant shall deliver all media—whether completed, partially completed, or raw footage—to the City within thirty (30) days of the termination date. This obligation shall survive the termination of the Agreement.

Packet Page 2293

CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 20, 2025
To: Honorable Mayor and City Council Members
From: C. Jeannie Fortune, Interim Director of Finance and Management Services; Eric Levitt, City Manager;
Department: Finance & Management Services
Subject: Approval of Commercial and Payroll Disbursements and Purchase Card Transactions for June 2025 (All Wards)
Recommendation:

It is recommended that the Mayor and City Council of the City of San Bernardino, California approve the commercial, payroll disbursements and purchasing card transactions for June 2025.

Executive Summary
This action is to approve the commercial and payroll disbursements. This is regular business of the Mayor and City Council ensuring that the City pays vendors, employees, and the retirement system timely, accurately and with full transparency for the community.

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:
https://www.sanbernardino.gov/DocumentCenter/Index/1081 Packet Page 2294
Discussion
2021-2025 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 budget 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, payroll disbursements, and purchasing card transactions for June 2025.

Attachments
Attachment 1 Payroll Summary Report for June 2025
Attachment 2 Commercial checks & Payroll Register #63
Attachment 3 Commercial checks & Payroll Register #64
Attachment 4 Commercial checks & Payroll Register #65
Gross Payroll
Bi-Weekly for June 8, 2025 $3,586,537.63
Bi-Weekly for June 22, 2025 $3,707,688.55
Monthly for June, 2025 $28,147.21
Total Payroll Demands: $7,322,373.39
The following check registers are being presented for approval:

June 2, 2025 2024/25 (Register #63) $35,547.00
June 5, 2025 2024/25 (Register #64) $1,978,053.01
June 12, 2025 2024/25 (Register #65) $4,177,202.50
June 18, 2025 2024/25 (Register #66) $966,335.17
June 25, 2025 2024/25 (Register #67) $1,115,561.81
Total commercial check demands: $8,272,699.49
The following Electronic Funds Transfer (EFT) registers presented for approval:

April 28, 2025-May 29, 2025 2024/25 (Register #1807-1816) $2,434,482.08 April 28, 2025-June 30, 2025 2024/25 (Register #1817-1835) $6,849,755.00 Total commercial EFT demands: $9,284,237.08
Purchasing Card Charges:

June 2025 $71,504.00
Total Purchasing Card Charges: $71,504.00
Packet Page 2295
Attachment 5 Commercial checks & Payroll Register #66
Attachment 6 Commercial checks & Payroll Register #67
Attachment 7 Commercial EFT Registers #1807-1816
Attachment 8 Commercial EFT Registers #1817-1835
Attachment 9 Card Charges for June 2025
Ward:

All Wards
Synopsis of Previous Council Actions:

N/A
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Fund Amount
001 - General $58,681
119 - Community Development Block Grant $978
123 - Federal Grant Programs $76
124 - Animal Control $5,384
126 - Gas Tax Fund $220
130 - State And Other Grant Programs $4,471
635 - Fleet Services Fund $577
679 - Information Technology $1,115
Grand Total $71,504
City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Summary by Fund
Packet Page 2385
City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
001 - General
Mayor
5132 - Meetings And Conferences
6/05/25 - League of Cal Cities Registration for Exec Asst to Mayor $750 6/05/25 - League of Cal Cities Registration for Mayor $675 6/3/25 - Flowers for Dias at MCC Meetings $23
6/3/25 - Flowers for Dias at the 6/18/25 MCC Meeting $21 6/3/25 - Vases for Dias at MCC Meetings $20
5132 - Meetings And Conferences Total $1,488
5186 - Civic And Promotional
6/23/25 - Flowers for Mayor's Commissioner Appreciation Luncheon $18 6/23/25 - Gift Bags for Mayor's Commissioner Appreciation Lunche $11 6/23/25 - Water and snacks for Mayor's Commissioner Appreciation $24 6/25/25 - Mayor's Commission Luncheon on 6/24/25 $166
6/27/25 - Mayor's Commission Luncheon on 6/26/25 $166
6/28/25 - Mayor's Commissioner Luncheon $86
5186 - Civic And Promotional Total $470
Mayor Total $1,958
City Clerk
5122 - Dues And Subscriptions
Arma member ship for Records Specialist. $525
CMCA Member - Membership Renewal to CA Municipal Clerk Associati $250 Monthly Subscription License Fee for program used for Newsletter $15 5122 - Dues And Subscriptions Total $790
5132 - Meetings And Conferences
City Clerks Association Conference in San Marcos, CA $1,054 5132 - Meetings And Conferences Total $1,054
City Clerk Total $1,844
Packet Page 2386
City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
City Council
5132 - Meetings And Conferences
05-27-2025 - $130.50 - El Pollo Loco - MCC Meeting Meal J06/04/2 $131 06-17-2025 - $258.13 - Yoshinoya - MCC Meeting Meal June 18 $258 5132 - Meetings And Conferences Total $389
5142 - Meetings And Conferences - Ward 1
06-10-2025 - $675.00 - Conf. Registration - Cal Cities Annual Co $675 06-11-2025 - $50.00 - IE DMD RIV Joint - Cal Cities Annual Joint $50 5142 - Meetings And Conferences - Ward 1 Total $725
5143 - Meetings And Conferences - Ward 2
05-30-2025 - $760.00 - NLC CITY SUMMIT SALT LAKE REGISTRATION WA $760 5143 - Meetings And Conferences - Ward 2 Total $760
5144 - Meetings And Conferences - Ward 3
6/26/25 - Sun Newspaper Subscription for the Mayor's Office $14 5144 - Meetings And Conferences - Ward 3 Total $14
5145 - Meetings And Conferences - Ward 4
06-10-2025 - $50.00 - IE DMD RIV Joint - Cal Cities Annual Joint $50 06-10-2025 - $675.00 - Conf. Registration - Cal Cities Annual Co $675 5145 - Meetings And Conferences - Ward 4 Total $725
City Council Total $2,613
City Manager
5111 - Material And Supplies
Amazon - 06.05.25 CM Office Supplies $33
Amazon - 06.09.25 CM Office Supplies $33
Amazon - 06.09.25 CM Office Supplies (2) $24
Amazon - 06.09.25 CM Office Supplies REFUND -$33
Coffee for meetings and supplies for city manager's office farew $88 Sam's Club - 06.24.2025 CM Office Supplies $17
5111 - Material And Supplies Total $162
5122 - Dues And Subscriptions
City Manager's Office Sun Newspaper Subscription. $26
5122 - Dues And Subscriptions Total $26
5132 - Meetings And Conferences
Breakfast for the Department Director's weekly meeting. $184 Delta Airlines - Nov 19-23, 2025, for GOVT Affairs Manager to attend the $309 NLC Conference Registration - Nov 19-22, 2025 - GOVT Affairs Manager $760 NLC Conference Registration for GOVT Affairs Manager - Nov 19-22, 2025 $675 Refreshments for Department Director's Weekly Meeting on June 12 $10 5132 - Meetings And Conferences Total $1,938
City Manager Total $2,125
Packet Page 2387
City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
Community Development & Housing
5111 - Material And Supplies
Ballpoint Pens $19
Fans used in offices not receiving A/C $103
5111 - Material And Supplies Total $122
5112 - Small Tools And Equipment
Flashlight to be used by the Building Inspectors $30
5112 - Small Tools And Equipment Total $30
5122 - Dues And Subscriptions
Annual ChatGPT subscription to enhance efficiency, research, and $300 5122 - Dues And Subscriptions Total $300
5132 - Meetings And Conferences
Southern California Association of Nonprofit Housing Annual Conf $550 5132 - Meetings And Conferences Total $550
5133 - Education And Training
Code Enforcement Office Training Class $83
Code Enforcement Officer Training class $83
Code Enforcement webinar training $60
Online Training Webinar for Building Inspectors $315
5133 - Education And Training Total $541
Community Development & Housing Total $1,544
Economic Development
5111 - Material And Supplies
Amazon charge for incorrect item. Item is being returned and ref $43 Amazon refund for incorrect item returned. -$43
5111 - Material And Supplies Total $0
5122 - Dues And Subscriptions
Wall Street Journal monthly department subscription $8
5122 - Dues And Subscriptions Total $8
5132 - Meetings And Conferences
Economic Development Department City Logo clothing for business $972 Event Table Registration for Economic Development to have collat $500 Lunch meeting for Deputy Director. $77
5132 - Meetings And Conferences Total $1,550
Economic Development Total $1,558
Packet Page 2388
City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
Finance & Management Services
5111 - Material And Supplies
FY 26 PAYMENT FOR FLOW WATER REPLACEMENT FILTER $653
5111 - Material And Supplies Total $653
5122 - Dues And Subscriptions
Barrons subscription $33
The Sun subscription $18
The Wall Street subscription $60
5122 - Dues And Subscriptions Total $110
5132 - Meetings And Conferences
2 Finance Staff attending City Council Meeting $24
Chart of accts lunch meeting $90
Dept meeting $48
Finance Council meeting review lunch $79
Hotel Invoice for GFOA's 119th Annual Conference Accounting Manager $2,524 Hotel Invoice for GFOA's 119th Annual Conference Director of Finance $2,524 Hotel Invoice for?GFOA's 119th Annual Conference. Budget Division Manager $2,164 Hotel Invoice for?GFOA's 119th Annual Conference. Budget Division Manager advance $264 League of Cal Cities. 10.8.25-10.10.25 - Registration. Budget Division Manager $750 League of Cal Cities. 10.8.25-10.10.25 - Registration. Director of Finance $675 League of Cal Cities. 10.8.25-10.10.25 - Registration. Grants Division Manager $750 Legal Services Budget Meeting lunch $145
5132 - Meetings And Conferences Total $10,037
5133 - Education And Training
2025 Women's Leadership Summit Budget $750
5133 - Education And Training Total $750
Finance & Management Services Total $11,550
General Government
5132 - Meetings And Conferences
Sam's Club - 06.24.2025 V.I.P. Hospital-Based Intervention Train $118 5132 - Meetings And Conferences Total $118
General Government Total $118
Packet Page 2389
City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
Human Resources & Risk Management
5105 - Employee Recognition
Ribbon for employee recognition gifts $29
5105 - Employee Recognition Total $29
5111 - Material And Supplies
Book for MAI finance training material $199
Printer Ink for Benefits Printer $163
5111 - Material And Supplies Total $362
5122 - Dues And Subscriptions
Membership renewal for Recruitment Division HR Analyst I $50 Membership Renewal HR Analyst II $50
Membership Renewal Recruitment Division Interim HR Manager $50 Membership Renewal Recruitment Division Sr HR Tech $50
5122 - Dues And Subscriptions Total $200
5132 - Meetings And Conferences
Dynamic Assistant Conference Hotel Stay for Executive Assistant $1,842 NeoGov Conference for Sr HR Tech $1,200
5132 - Meetings And Conferences Total $3,042
5133 - Education And Training
AALRR course for Risk division HR Analyst II $229
General Liability Claims Training refreshments $64
HR Manager Ergonomics certification training $599
IMSA Traffic Signal Tech certification for Johnny Liendo PW empl $550 Risk Division HR Training for HR Analyst I - overview of public $597 Team Building for HR $577
Team Building Poster $31
Training for HR Analyst II for Ergonomics Certification $599 5133 - Education And Training Total $3,247
Human Resources & Risk Management Total $6,880
Library
5111 - Material And Supplies
Emergency bookshelf cover $38
Library Board Member New Photo Print Out $8
5111 - Material And Supplies Total $46
Library Total $46
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City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
Parks & Recreation
5111 - Material And Supplies
Conversion fee for QR Code annual subscription via PayPal $1 Fraudulent charges made in June, will reverse in July $999 Microwaves for pool facilities, toaster for Main PRCS staff kitc $313 Paint and Sip Supplies Sizzlin Summer Nights -SB PRIDE Concert $118 PayPal Conversion fee for Shark costume $8
PDFs for Water Safety Day Lifejackets education booth $140 Purchase of food for the CID Annual Prom held at the CA Theater $979 refund from restaurant. the order was not accurate to the origin -$70 Shark Costume for Water Safety Education $763
Swim diapers for resale at pools $80
Water for volunteers at Water Safety Day $28
5111 - Material And Supplies Total $3,358
5122 - Dues And Subscriptions
Annual subscription for photo booth software $200
QR Code Generator Annual Subscription $120
5122 - Dues And Subscriptions Total $320
Parks & Recreation Total $3,678
Police
5102 - Computer Equip-Non Capital
Parts for drone operation $58
5102 - Computer Equip-Non Capital Total $58
5111 - Material And Supplies
FLASH DRIVES TO BE USED DEPARTMENT WIDE BY ALL PERSONNEL. $857 FOOD FOR MANDATORY SERGEANTS TRAINING ON 6/03/25 $322
FOR FY25-26. ICE MAT NEEDED TO PREVENT PEOPLE FROM SLIPPING WHEN $36 FOR FY25-26. SHOWER CURTAINS NEEDED FOR THE WOMEN'S SHOWERS IN T $46 Saliva stopper hood covers for officer protection $718
5111 - Material And Supplies Total $1,977
5113 - Motor Fuel And Lubricants
Fuel for Chief's city issued vehicle. $310
5113 - Motor Fuel And Lubricants Total $310
5122 - Dues And Subscriptions
Buzzsprout Podcast Subscription for PD $12
5122 - Dues And Subscriptions Total $12
5133 - Education And Training
2025 C.I.T. INTERNATIONAL CONFERENCE REGISTRATION $550
ADV CRIME SCENE INVESTIGATIONS REGISTRATION $629
BASIC MOTORCYCLE TRAINING HOTEL $1,567
BASIC MOTORCYCLE TRAINING HOTEL - WEEK 1 $1,567
LEADERSHIP, MENTORING & COACHING HOTEL PARKING $45
MEDAL OF VALOR CEREMONY HOTEL $169
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City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
MEDAL OF VALOR PRESENTATION IN SACRAMENTO - FLIGHT $552 NARCOTIC INVESTIGATION HOTEL $2,662
NARCOTIC INVESTIGATION HOTEL - WEEK 2 $2,712
NENA CONFERENCE HOTEL $2,909
SUPERVISORY LEADERSHIP INSTITUE HOTEL PARKING $30
SUPERVISORY LEADERSHIP INSTITUTE HOTEL $521
UAS MANAGERS COURSE REGISTRATION $381
5133 - Education And Training Total $14,294
5134 - Training Post Reimburseable
6/24/25 - Tissue for Mayor's Commission Luncheon Gift Bags $1 BASIC ACADEMY REGISTRATION $3,528
LEADERSHIP MENTORING & COACHING HOTEL $686
SCHOOL RESOURCE OFFICER REGISTRATION $378
5134 - Training Post Reimburseable Total $4,594
Police Total $21,245
Public Works
5111 - Material And Supplies
2 sound machines $47
VALVES AND COUPLERS FOR WEED SPRAY RIG $828
5111 - Material And Supplies Total $876
5112 - Small Tools And Equipment
batteries & charger for custodial blower & weedeater $220 biohazard absorbent- 2 shipments see invoice $483
ice machine bldg maintenance $1,522
leaf blower for custodial $251
pooper scoopers for custodial $103
tv mount & sound bar for custodial training tv $90
5112 - Small Tools And Equipment Total $2,670
5122 - Dues And Subscriptions
credit from previous month fraud charge -$19
credit from previous month wrong charge -$2
5122 - Dues And Subscriptions Total -$21
Public Works Total $3,525
001 - General Total $58,681
119 - Community Development Block Grant
Police
5122 - Dues And Subscriptions
Drone Subscription for the PEACE Team $99
5122 - Dues And Subscriptions Total $99
5132 - Meetings And Conferences
NCDA Conference Hotel $879
5132 - Meetings And Conferences Total $879
Police Total $978
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City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
119 - Community Development Block Grant Total $978
123 - Federal Grant Programs
Police
5111 - Material And Supplies
PD Office Supplies $76
5111 - Material And Supplies Total $76
Police Total $76
123 - Federal Grant Programs Total $76
124 - Animal Control
Animal Services
5111 - Material And Supplies
Baggies for food for foster caretakers $65
Cat Repellent devices for Community Cat Programming $341 Cold packs for PCR tests $28
Employee Only signs for shelter $132
Headsets for Dispatch $94
Heating pads and Karo Syrup for underage puppies and kittens $95 Insulated shipping containers for PCR tests $283
Lights and magnifying glass for surgery prep $216
Locking Cabinet for Field Services $124
Metal Zip ties and fastener for shade cloth $71
More ribbon and ID cards for staff $269
Nutritional Gel for underage puppies and kittens $177
Pig food for pigs at the shelter $54
Refund on metal zip ties and fastener tool for shade cloth -$13 Safety whistles for kennel staff and volunteers $182
Signs for Office Doors $141
Special Diet Labels for Animals at Shelter $35
Stickers for volunteer badges $16
Thermometer gun for ACO's - measure temp for animals left in car $190 Ties to keep trachea tube in place during surgical procedures $29 Veterinary Labels $28
Water Fountain for shelter cats $26
5111 - Material And Supplies Total $2,584
5133 - Education And Training
Animal Behavior Modification training in shelter for staff $100 Euthanasia Training for Staff $2,700
5133 - Education And Training Total $2,800
Animal Services Total $5,384
124 - Animal Control Total $5,384
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City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
126 - Gas Tax Fund
Public Works
5133 - Education And Training
ISA CERTIFIED MUNICIPAL SPECIALIST EXAM FOR FORESTRY SUP $220 5133 - Education And Training Total $220
Public Works Total $220
126 - Gas Tax Fund Total $220
130 - State And Other Grant Programs
Library
5111 - Material And Supplies
Materials for ESL learners $3,074
5111 - Material And Supplies Total $3,074
Library Total $3,074
Parks & Recreation
5111 - Material And Supplies
Back to Nature Camping Program $521
Back to Nature Nature Hike Trip $400
5111 - Material And Supplies Total $920
Parks & Recreation Total $920
Police
5111 - Material And Supplies
Grant-related office supplies $84
5111 - Material And Supplies Total $84
5502 - Professional Contractual Services
Event Supply Purchase for Grant-Related Activi $268
Expenses for grant-related event $125
5502 - Professional Contractual Services Total $393
Police Total $477
130 - State And Other Grant Programs Total $4,471
635 - Fleet Services Fund
Public Works
5111 - Material And Supplies
charger replacement- missing $10
5111 - Material And Supplies Total $10
5113 - Motor Fuel And Lubricants
cng for vactor truck- paper receipt not working $117
cng fuel for cng truck $144
cng fuel for truck- receipt paper out so picture of dispensed fu $91 cng fuel for vactor truck- no paper receipt given $81
cng fuel unit # 423 $135
5113 - Motor Fuel And Lubricants Total $567
Public Works Total $577
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City of San Bernardino
Purchasing Card Charges by Department
June-2025 Expenditures
Fund/Department/Accounts/Description P-Card Charges
635 - Fleet Services Fund Total $577
679 - Information Technology
Information Technology
5111 - Material And Supplies
Camera Lens to use at council meetings. $46
Mac Book Pro Case and Extender Splitter Cables For Senior Center $257 Protective phone cases. $227
Silicone cover for Speaker for IT use. $23
USB cables for Senior center $43
5111 - Material And Supplies Total $595
5122 - Dues And Subscriptions
VIMEO Membership Subscription. $300
5122 - Dues And Subscriptions Total $300
5133 - Education And Training
Deposit for hotel accommodation paid on 4/18/2025 refunded. -$179 Deposit for hotel accommodation paid on 5/6/2025 refunded. -$190 HPE Discover conference For Senior Tech $227
5133 - Education And Training Total -$143
5167 - Software Maintenance
Enterprise Add-On for Keeper Password Manager $285
Monthly fee for creator for the digital PAL System $12
5167 - Software Maintenance Total $297
5183 - Management Allowance
Month End Entire Team Meeting to Discuss Projects and Monthly Go $66 5183 - Management Allowance Total $66
Information Technology Total $1,115
679 - Information Technology Total $1,115
Grand Total $71,504
Packet Page 2395

CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 20, 2025
To: Honorable Mayor and City Council Members
From: Vanessa Carder, Acting Director of Parks, Recreation, and Community Services; Eric Levitt, City Manager
Department: Parks, Recreation, and Community Services
Subject: Acceptance and Approval of a Contract Amendment for FY2025/2026 for the Older Californians Nutrition Program Grant and Approval of the Sysco, Hollandia and
Consulting Nutrition Purchase Order (All Wards)
Recommendation:

It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-358:

1. Authorizing the City Manager to approve an amendment to extend the Contract 22-666 for FY2025/2026 of the Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAASPG); and

2. Authorizing the City Manager to accept the 2025/2026 Congregate Meal Program Grant Budget in the amount of $342,000; and

3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant budget awards; and

4. Authorize the Director of Finance and Management Service to approve the Purchase Order of Sysco Foods ($214,500) and Hollandia Dairy ($25,600) and Consulting Health and Nutrition Services ($18,700); and

5. Authorizing the Director of Finance and Management Services to amend the grant funds for the period of July 1, 2025 through June 30, 2026 in revenue and expenditures.

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Executive Summary
Grant funds for the Older Californians Nutrition Program for FY2025/2026 have been awarded in the amount of $342,000. Funds are administered by the County of San Bernardino Department of Aging and Adult Services – Public Guardian and will enable the city to meet the nutritional, wellness, and social needs of older adults.

Background
The City of San Bernardino provides a senior nutrition program for seniors in the City, 60 years of age and older, providing lunch and dinner meals, Monday-Friday, yearround.

During FY 2024/25, the Older Californian Nutrition Program served 61,177 meals for a daily average of 257 individual clients, at six (6) nutrition sites: 5th Street Senior Center, Perris Hill Senior Center, Hernandez Community Center, Lytle Creek Community Center, New Hope Family Life Center, and Highland Senior Center. These meals were served both in in-person dine-in (congregate meal Title III C-1) and grab-n-go style (Title III C-2). The food is prepared in the main kitchen at the 5th Street Senior Center and delivered to the five other sites in hot and cold containers.

Discussion
The Older Californian Nutrition Program (formerly the Senior Nutrition Program) is supported by funding received from the County of San Bernardino Department of Aging and Adult Services – Public Guardian (DAAS-PG, formerly DAAS) through County Contract No. 22-666. After the State Augmentation funding timeline was extended through June 2026, the State Augmentation Funds and NSIP (Nutrition Services Incentive Program) were reduced and the ARP (American Rescue Plan) funds were increased. On June 16, 2025, the County of San Bernardino DAAS-PG issued an email of Budget Approval (County of San Bernardino Nutrition Services Congregate/Home Delivered Meal Program Budget, City of San Bernardino IIIC 2025- 26) to the City of San Bernardino, approving $342,000 for FY2025/2026 to provide Elderly (Older Californians) Nutrition Program Services. The County DAAS-PG is amending the County Contract #22-666 to include an additional year (FY 2025/2026) funding, beginning July 1, 2025, through June 30, 2026. The Program is expected to serve at least 56,474 total annual meals at the six nutrition sites.

On March 25, 2025, the Purchasing Division of the Finance Department issued RFQ No: F-25-4035 for Food Supplies and Consumable Products for the Older Californians Nutrition Program and advertised through the online bid management provider Planetbids.com. Proposals were due on April 1, 2025 at 3:00 PM, PDT. Of the bidders that responded, it was determined that Sysco Foods and Hollandia Dairy, Inc. were the best bidders. Staff recommends approval for the issuance of purchase orders as follows:
• Sysco Foods: $214,500
• Hollandia Diary: $25,600
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• Consulting Health Nutrition Services: $18,700
It is recommended in the FY2025/2026 budget to issue annual purchase orders for the food vendors with an option additional one (1) year renewals and issue the annual purchase order for nutrition consulting services, with a similar multi-year renewal option, as these proposed actions will allow the Older Californians Nutrition Program to continue to deliver without delay nutritional services to the City’s senior population.

Department staff conducted an analysis of the services provided by both Sysco Food and Hollandia Dairy. Based on their submitted bids, both vendors demonstrated the ability to meet the program’s service requirements effectively.

In addition to fulfilling the program needs, their years of experience and history of providing services to the City were important factors in the evaluation process. Both vendors also submitted the lowest quotes among the bids received.

Furthermore, staff took inflationary costs into consideration and recommended locking the vendors into a pricing index to ensure cost stability over the contract term. 2021-2025 Strategic Targets and Goals
This proposal aligns with Goal No. 1: Improved Operational & Financial Capacity by securing a long-term revenue source and creating a framework for spending decisions, Goal No. 2: Focused, Aligned Leadership and Unified Community by developing and implementing a community engagement plan, and Goal No. 3: Improved Quality of Life by providing low-cost nutritious meals for the senior aged population.

Fiscal Impact
The amount of grant funding currently available to the City from the County for FY 2025/26 is $ 342,000. Acceptance of the grant funds in revenue and expenditures would entail an amendment to the FY 2025/26 adopted budget consistent with the attached City of San Bernardino Parks and Recreation Department FY 2025/26 Program Budget Detail Sheet (Project #: 0513 Sr. Nutrition Grant 2025-26), which includes a City cash ($1,645 to cover education/training from Nutritionist) and County in-kind/City cash match ($212,141 to cover food and consumables and other noninventoried costs) contribution.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-358:

1. Authorizing the City Manager to approve an amendment to extend the Contract 22-666 for FY2025/2026 of the Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAASPG); and Packet Page 2398

2. Authorizing the City Manager to accept the 2025/2026 Congregate Meal Program Grant Budget in the amount of $342,000; and

3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant budget awards; and

4. Authorize the Director of Finance and Management Service to approve the Purchase Order of Sysco Foods ($214,500) and Hollandia Dairy ($25,600) and Consulting Health and Nutrition Services ($18,700); and

5. Authorizing the Director of Finance and Management Services to amend the grant funds for the period of July 1, 2025 through June 30, 2026 in revenue and expenditures.

Attachments
Attachment 1 Resolution 2025-358 - 2025-26 OCNP Grant
Attachment 2 2022-25 OCNP Grant, Exhibit A – County Contract No. 22- 666
Attachment 3 2025-26 OCNP Grant Budget Approved 6-16-25 Attachment 4 2025-26 OCNP Grant Program Budget Detail Sheet Attachment 5 2025-26 OCNP Food & Consumables Bid Responses – RFQ 25-4035
Attachment 6 Goods Purchase Agreement Sysco 2025-2030
Attachment 7 Goods Purchase Agreement Hollandia Dairy_2025-2030 Attachment 8 PSA Consulting Health & Nutrition Services, Inc._2025- 2030
Ward:

All Wards
Synopsis of Previous Council Actions:

September 4, 2024 the Mayor and City Council adopted Resolution No. 2024-195, authorizing the City Manager to approve a 2024/2025 Budget for year three of a three-year Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAAS-PG); authorizing the City Manager to accept the 2024/2025 Congregate Meal Program Grant Budget in the amount of $392,541; authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant budget awards; approving certain related purchase orders to Sysco Foods ($215,600) and Hollandia Dairy ($24,530) and Consulting Health and Nutrition Services for continued operation of the Older Californians Nutrition Program; and authorizing the Director of Finance and Management Services to amend the grant funds for the period of Packet Page 2399
July 1, 2024 through June 30, 2025.

October 4, 2023, the Mayor and City Council adopted Resolution No. 2023-150, accepted the Department of Aging and Adult Services – Public Guardian (DAAS-PG) grant award in the amount of $376,667, appropriated the grant funds, and approved certain related purchase orders for continued operation of the Older Californians Nutrition Program for the period of July 1, 2023 through June 30, 2024.

June 15, 2022, the Mayor and City Council adopted Resolution No. 2022-126, approving San Bernardino County Department of Aging and Adult Services (DAAS) Contract No. 22-666 for Elderly Nutrition Program Services in the amount of $1,220,000 for the contract period of July 1, 2022 through June 30, 2025; ratifying the Grant Budget submittal and accepting the Grant Award of $348,749; authorizing the Director of Finance or designee to amend the FY 2022/23 and FY2023/24 adopted budgets to reflect grant revenue and expenditures accordingly; and approved certain related purchase orders for continued operation of the Senior Nutrition Program for the period of July 1, 2022 through June 30, 2023.

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Resolution No. 2025-358
Resolution 2025-358
August 20, 2025

RESOLUTION NO. 2025-358

RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE

CITY OF SAN BERNARDINO, CALIFORNIA, AUTHORIZING

THE CITY MANAGER OR THEIR DESIGNEE TO APPROVE AN
AMENDMENT TO EXTEND THE CONTRACT 22-666 FOR
FY2025/2026 OF THE CALIFORNIANS NUTRITION PROGRAM

GRANT THROUGH THE DEPARTMENT OF AGING AND
ADULT SERVICES – PUBLIC GUARDIAN (DAAS-PG); ACCEPT
THE 2025/2026 CONGREGATE MEAL PROGRAM GRANT
BUDGET IN THE AMOUNT OF $342,000; CONDUCT ALL

NEGOTIATIONS, SIGNING AND SUBMITTALS OF NECESSARY
DOCUMENTS TO RECEIVE GRANT BUDGET AWARDS; AND

AUTHORIZE THE DIRECTOR OF FINANCE AND

MANAGEMENT SERVICE TO APPROVE PURCHASE ORDERS
TO SYSCO FOODS ($214,500) AND HOLLANDIA DAIRY
($25,600), AND CONSULTING HEALTH AND NUTRITION
SERVICES ($18,500); AND AUTHORIZING THE DIRECTOR OF

FINANCE AND MANAGEMENT SERVICES TO AMEND THE
GRANT FUNDS FOR THE PERIOD OF JULY 1, 2025 THROUGH
JUNE 30, 2026.

WHEREAS, on May 23, 2022, the County of San Bernardino Department of Aging and Adult Services (DAAS) issued a contract to the City of San Bernardino to provide Elderly (Older Californians) Nutrition Program Services for the three (3) year grant cycle in the amount of $1,220,000 for the contract term of July 1, 2022 through June 30, 2025; and, WHEREAS, on January 6, 2025, the County of San Bernardino Department of Aging and Adult Services – Public Guardian (DAAS-PG) notified the city of a one-year extension to County Contract #22-666 for FY 2025/2026 of the Older Californians Nutrition Meal Program; and WHEREAS, on June 16, 2024, the County of San Bernardino Department of Aging and Adult Services – Public Guardian (DAAS-PG) approved a Budget (County of San Bernardino Nutrition Services Congregate/Home Delivered Meal Program Budget for FY2025-26 to provide Elderly (Older Californians) Nutrition Program Services; and, WHEREAS, on April 1, 2025, the Purchasing Division of the Finance Department issued RFQ No. F-25-4035 for Food Supplies and Consumable Products for the Older Californians Nutrition Program, and it was determined that Sysco Foods and Hollandia Dairy, Inc. were the best bidders, with a multi-year purchase authorization, and extension of the Consulting Health and Nutrition Services, Inc. for dietician services, with similar multi-year service authorization, will ensure timely continuation of the meal program.

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

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Resolution No. 2025-358
Resolution 2025-358
August 20, 2025

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 authorize the City Manager or his Designee to accept the Department of Aging and Adult Services – Public Guardian (DAAS-PG) one-year extension to County Contract No. 22-666 and FY 2025-26 Grant Award Budget in the amount of $342,000; and
SECTION 3. The Mayor and City Council of the City of San Bernardino hereby authorize the Director of Finance & Management Services, or designee, to amend the existing budget appropriations amongst the Parks, Recreation and Community Services accounts to accurately reflect the grant budget and grant match budget consistent with the adopted staff report; and SECTION 4. The Mayor and City Council hereby authorize the Director of Finance and Management Services, or designee, to approve certain related purchase orders for continued operation of the Older Californians Nutrition Program for the Period of July 1, 2025, through June 30, 2026; Sysco Foods ($214,500), Hollandia Dairy ($25,600), and Consulting Health Nutrition Services, Inc. ($18,700), for food and consumables and required dietician services to ensure the needs of the program are met for FY 2025/26.

SECTION 5. 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 6. 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 7. 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 20th day of August 2025.

Helen Tran, Mayor
City of San Bernardino
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Resolution No. 2025-358
Resolution 2025-358
August 20, 2025

Attest:

Telicia Lopez, CMC, Acting City Clerk
Approved as to form:

Sonia Carvalho, City Attorney
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Resolution No. 2025-358
Resolution 2025-358
August 20, 2025

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. 2025-358, adopted at a regular meeting held on the 20th day of August 2025 by the following vote:

Council Members: AYES NAYS ABSTAIN ABSENT
SANCHEZ _____ _____ _______ _______
IBARRA _____ _____ _______ _______
FIGUEROA _____ _____ _______ _______
SHORETT _____ _____ _______ _______
KNAUS _____ _____ _______ _______
FLORES _____ _____ _______ _______
ORTIZ _____ _____ _______ _______
WITNESS my hand and official seal of the City of San Bernardino this __ day of August 2025.

Telicia Lopez, CMC, Acting City Clerk
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Schedule
CITY OF SAN BERNARDINO, CALIFORNIA "H"
DEPARTMENT: Parks & Recreation
PROJECT #: 0513 Sr. Nutrition Grant 2025-26
Account Number Description
FY2023-24
BUDGET

ESTIMATES MATCH TOTAL
Grant Name: 123-380-0513 001-380-0514
Salaries
5011 Salaries perm/fulltime 80,122 80,122
5013 Automobile allowance -
5014 Salaries temp/parttime 187,608 187,608
5015 Overtime -
Total: Salaries 267,730 - 267,730
Benefits
5026 PERS retirement 8,581 8,581
5027 Health and life insurance 7,390 7,390
5028 Unemployment insurance 803 803
5029 Medicare 3,882 3,882
5034 CalPERS Unfunded Liability -
Total: Benefits 20,656 - 20,656
Total: Salaries & benefits 288,386 - 288,386
Maintenance and Operations
5111 Material and supplies 3,041 3,041
5112 Small tools & equip (consumables) 19,000 19,000
5114 Raw foods 12,000 209,100 221,100
5122 Dues and subscriptions -
5131 Mileage -
5132 Meetings and conferences -
5133 Education and training -
5150 Utilities -
5172 Equipment maintenance -
5174 Printing charges -
5175 Postage -
5176 Copy machine charges -
5181 Other operating expense 5,559 5,559
5186 Civic and promotional -
5193 Grant match -
Total: Maintenance and Operations 36,559 212,141 248,700 Contract Services
5502 Professional/contractual services -
5505 Other professional services 17,055 1,645 18,700
Total: Contractual Services 17,055 1,645 18,700
Internal Service Charges
5601 Garage charges - -
5602 Workers compensation - -
5603 Liability -
5604 IT charges in-house -
5605 Telephone support -
5606 Electric -
5612 Fleet charges - fuel -
Total: Internal Service Charges - - -
Capital Outlay
5703 Communications equipment -
Total: Capital Outlay - - -
Credit/billables
5910 Credit - federal and state program funding -
Total: Credit/billables - - -
Total: Non-Personnel Expenses 53,614 213,786 267,400
Grant Total 342,000 213,786 555,786
Revised 6-30-25
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GOODS PURCHASE AGREEMENT

BETWEEN

THE CITY OF SAN BERNARDINO
AND

SYSCO RIVERSIDE
This Goods Purchase Agreement (“Agreement”) is entered into as of August 20, 2025 (“Effective Date”), by and between the City of San Bernardino (a charter city and municipal corporation organized under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, California 92401) (“City”), and Sysco Riverside (a corporation with its principal place of business at 15750 Meridian Parkway, Riverside, California 92518) (“Supplier”). City and Supplier are sometimes individually referred to as “Party” and collectively as “Parties”.

Section 1. Definitions
A. “Goods” means all machinery, equipment, supplies, items, parts, materials, labor, or other services (including design, engineering, and installation services) provided by Supplier as specified in Exhibit A (Goods and Specifications) (attached hereto and incorporated herein by reference).

B. “Delivery Date(s)” means that date or dates upon which the Goods is to be delivered to City ready for approval, testing, and/or use as specified in Exhibit B (Delivery Schedule) (attached hereto and incorporated herein by reference).

Section 2. Materials and Workmanship
When Exhibit A specifies machinery, equipment, or material by manufacturer (model or trade name), no substitution will be made without City’s written approval.

Machinery, equipment, or material installed in the Goods without the approval required by this Section 2 will be deemed to be defective material for purposes of Section 4. Where machinery, equipment, or materials are referred to in Exhibit “A” as equal to any particular standard, City will decide the question of equality. Supplier will furnish City with the name of the manufacturer, the performance capabilities, and other pertinent information necessary to properly determine the quality and suitability of any machines, equipment, and material to be incorporated in the Goods when requested by City. Material samples will be submitted at City’s request.

Section 3. Inspections and Tests
City shall have the right to inspect and/or test the Goods prior to acceptance. City may reject the Goods (without prejudice to any other rights or remedies) or exercise any of its rights under Section 4.C if (upon inspection or testing) the Goods or any portion thereof are found to be nonconforming, unsatisfactory, defective, of inferior quality or workmanship, or fail to meet any requirements or specifications contained in Exhibit “A”. The inspection, failure to make inspection, acceptance of goods, or payment for goods shall not impair City’s right to reject nonconforming goods; provided however that City shall notify Supplier Packet Page 2581

of a rejection of nonconforming goods or revocation of acceptance thereof, and specify with particularity any defect in nonconforming goods after rejection or acceptance thereof within sixty (60) days of the invoice date.

Section 4. Warranty
A. Supplier warrants that the Goods will be of merchantable quality and free from defects in design, engineering, material, and workmanship for a period of two (2) years; or such longer period as provided by a manufacturer’s warranty or as agreed to by Supplier and City from the date of final written acceptance of the Goods by City as required for final payment under Section 7. Supplier further warrants any services provided in connection with the Goods will be performed in a professional and workmanlike manner, and in accordance with the highest industry standards.

B. Supplier further warrants that all machinery, equipment, or process included in the Goods will meet the performance requirements and specifications specified in Exhibit A and shall be fit for the purpose intended. City’s inspection, testing, approval, or acceptance of any such machinery, equipment, or process will not relieve Supplier of its obligations under this Section 4.B.

C. If City selects repair or replacement, any defects will be remedied without cost to City (including but not limited to the costs of removal, repair, replacement of the defective Goods, and reinstallation of new Goods). All such defective Goods that is so remedied will be similarly warranted as stated above. In addition, Supplier will repair or replace other items of the Goods which may have been damaged by such defects or the repairing of the same (all at its own expense and without cost to City). For any breach of the warranties contained in Section 4.A and Section 4.B, Supplier will (immediately after receiving notice from City at the option of City, and at Supplier’s own expense and without cost to City):

1. Repair the defective Goods;

2. Replace the defective Goods with conforming Goods, free on board plant, office, or other location of City where the Goods was originally performed or delivered; or

3. Repay to City the purchase price of the defective Goods.

D. If City selects repair or replacement, any defects will be remedied without cost to City (including but not limited to the costs of removal, repair, and replacement of the defective Goods, and reinstallation of new Goods). All such defective Goods that is so remedied will be similarly warranted as stated above. In addition, Supplier will repair or replace other items of the Goods which may have been damaged by such defects or the repairing of the same, all at its own expense and without cost to City.

E. Supplier also warrants that the Goods is free and clear of all liens and encumbrances whatsoever, that Supplier has a good and marketable title to same, and Packet Page 2582

that Supplier owns or has a valid license for all of the proprietary technology and intellectual property incorporated within the Goods. Supplier agrees to indemnify, defend, and hold City harmless against any and all third party claims resulting from the breach or inaccuracy of any of the foregoing warranties.

F. In the event of a breach by Supplier of its obligations under this Section 4, City will not be limited to the remedies set forth in this Section 4; but will have all the rights and remedies permitted by applicable law, including without limitation, all of the rights and remedies afforded to City under the California Commercial Code.

Section 5. Prices
A. Unless expressly provided otherwise, all prices and fees specified in Exhibit C (attached hereto and incorporated herein by reference) are firm and shall not be subject to change without the written approval of City. No extra charges of any kind will be allowed unless specifically agreed to in writing by City’s authorized representative. The total price shall include (a) all Federal, state, and local sales, use, excise, privilege, payroll, occupational, and other taxes applicable to the Goods furnished to City hereunder; and (b) all charges for packing, freight, and transportation to destination.

B. The total compensation under this Agreement shall not exceed Two Hundred Fourteen thousand and Five Hundred dollars ($214,500), unless otherwise authorized by a written amendment executed by both Parties. Unit prices are set forth in Exhibit “C” and shall remain firm for the duration of the Agreement unless adjusted in writing by the City.

C. The term of this Agreement shall commence on July 1, 2025, and shall continue through June 30, 2026, unless earlier terminated pursuant to Section 16. The City may, at its sole discretion and upon mutual written agreement of the Parties, extend the term for up to two (2) additional one-year periods.

Section 6. Changes
City (at any time, by a written order, and without notice to any surety) may make changes in the Goods (including but not limited to City’s requirements and specifications).

If such changes affect the cost of the Goods or time required for its performance, an equitable adjustment will be made in the price or time for performance or both. Any change in the price necessitated by such change will be agreed upon between City and Supplier; and such change will be authorized by a change order document signed by City and accepted by Supplier.

Section 7. Payments
A. Terms of payment are net thirty (30) days, less any applicable retention after receipt of invoice or completion of applicable Progress Milestones. Final payment shall be made by City after Supplier has satisfied all contractual requirements.

Payment of invoices shall not constitute acceptance of Goods.

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B. If Progress Milestones have been specified in Exhibit B, then payments for the Goods will be made as the requirements of such Progress Milestones are met.

Progress payments for the Goods will be made by City upon proper application by Supplier during the progress of the Goods and according to the terms of payment as specified in Exhibit B. Supplier’s progress billing invoice will include progress payments due for the original scope of work and changes. Each “Item for Payment” shown in Exhibit B and each change order will be itemized on the invoice. Invoices for cost plus work, whether part of Exhibit B or a change order, must have subcontractor and/or supplier invoices attached to Supplier’s invoice. Other format and support documents for invoices will be determined by City in advance of the first invoice cycle.

C. Payments otherwise due may be withheld by City on account of defective Goods not remedied, liens or other claims filed (reasonable evidence indicating probable filing of liens or other claims), failure of Supplier to make payments properly to its subcontractors or for material or labor, failure of Supplier to perform any of its other obligations under the Agreement, or to protect City against any liability arising out of Supplier’s failure to pay or discharge taxes or other obligations. If the causes for which payment is withheld are removed, the withheld payments will be made promptly. If the said causes are not removed within a reasonable period after written notice, City may remove them at Supplier’s expense.

D. Payment of the final Progress Milestone payment or any retention will be made by City upon:

1. Submission of an invoice for satisfactory completion of the requirements of a Progress Milestone as defined in Exhibit B and in the amount associated with the Progress Milestone;

2. Written acceptance of the Goods by City;

3. Delivery of all drawings and specifications, if required by City;

4. Delivery of executed full releases of any and all liens arising out of this Agreement; and

5. Delivery of an affidavit listing all persons who might otherwise be entitled to file, claim, or maintain a lien of any kind or character; and containing an averment that all of the said persons have been paid in full. If any person refuses to furnish an actual release or receipt in full, Supplier may furnish a bond satisfactory to City to indemnify City against any claim or lien at no cost to City.

E. Acceptance by Supplier of payment of the final Progress Milestone payment pursuant to Section 7.D will constitute a waiver, release, and discharge of any and all claims and demands of any kind or character which Supplier then has (or can subsequently acquire) against City (its successors and assigns) for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. However, payment for the final Progress Milestone by City will not constitute a waiver, release, or discharge of any claims or demands which City then Packet Page 2584

has (or can subsequently acquire) against Supplier (its successors and assigns) for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement.

Section 8. Schedule for Delivery
A. Supplier shall use commercially reasonable efforts to perform under this Agreement in a timely manner. The Goods will be delivered in accordance with the schedule set forth in Exhibit “B”. Supplier must immediately notify City in writing any time delivery is behind schedule or may not be completed on schedule.

B. In the event that the Goods is part of a larger project or projects that require the coordination of multiple contractors or suppliers, then Supplier will fully cooperate (to the best of its ability) in scheduling the delivery so that City can maximize the efficient completion of such project(s).

Section 9. Taxes
A. Supplier agrees to timely pay all sales and use tax (including any value added or gross receipts tax imposed similar to a sales and use tax) imposed by any Federal, state, or local taxing authority on the ultimate purchase price of the Goods provided under this Agreement.

B. Supplier will withhold (9and require its subcontractors where applicable to withhold) all required taxes and contributions of any Federal, state, or local taxing authority which is measured by wages, salaries, or other remuneration of its employees or the employees of its subcontractors. Supplier will deposit, or cause to be deposited, in a timely manner with the appropriate taxing authorities all amounts required to be withheld.

C. All other taxes (however denominated or measured) imposed upon the price of the Goods provided hereunder will be the responsibility of Supplier. In addition, all taxes assessed by any taxing jurisdiction based on Supplier property used or consumed in the provision of the Goods (such as and including ad valorem, use, personal property and inventory taxes) will be the responsibility of Supplier.

D. Supplier will, upon written request, submit to City written evidence of any filings or payments of all taxes required to be paid by Supplier hereunder.

Section 10. Independent Contractor
Supplier enters into this Agreement as an independent contractor and not as an employee of City. Supplier shall have no power or authority by this Agreement to bind City in any respect. Nothing in this Agreement shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors, or subcontractors hired or retained by the Supplier are employees, agents, contractors, or subcontractors of the Supplier and not of City. City shall not be obligated in any way to pay any wage claims or Packet Page 2585

other claims made against Supplier by any such employees, agents, contractors, or subcontractors or any other person resulting from performance of this Agreement.

Section 11. Subcontracts
Unless otherwise specified, Supplier must obtain City’s written permission before subcontracting any portion of the Goods. Except for the insurance requirements in Section

13.A, all subcontracts and orders for the purchase or rental of supplies, materials or equipment, or any other part of the Goods will require that the subcontractor be bound by and subject to all of the terms and conditions of the Agreement. No subcontract or order will relieve Supplier from its obligations to City (including but not limited to Supplier’s insurance and indemnification obligations). No subcontract or order will bind City.

Section 12. Title and Risk of Loss
City will have title to (and risk of loss of) all completed and partially completed portions of the Goods upon delivery unless otherwise agreed, as well as materials delivered to and stored on City property which are intended to become a part of the Goods. However, consistent with Sections 3 and 4 of this Agreement, Supplier will be liable for any loss or damage to the Goods and/or the materials caused by Supplier or its subcontractors (their agents or employees), and Supplier will replace or repair said Goods or materials at its own cost to the reasonable satisfaction of City. Notwithstanding the foregoing, City shall have title to (and the right to take possession of) such Goods at any time following payment therefor in the event that the City has paid Supplier for all or a portion of the Goods which remains in the possession of Supplier. Risk of loss for any Goods which remains in the possession of Supplier shall remain with Supplier until such Goods has been delivered or City has taken possession thereof. Supplier will have risk of loss or damage to Supplier’s property used in the construction of the Goods but which does not become a part of the Goods.

Section 13. Indemnification
A. Supplier shall defend, indemnify, and hold the City (its officials, officers, employees, volunteers, and agents) free and harmless from any and all claims (demands, causes of action, costs, expenses, liability, loss, damage or injury) in law or equity to property or persons (including wrongful death) in any manner arising out of or incident to any alleged acts (omissions, gross negligence, or willful misconduct) of Supplier (its officials, officers, employees, agents, subcontractors, and subconsultants) arising out of or in connection with the Goods or the performance of this Agreement (including the payment reasonable attorneys’ fees and other related costs and expenses, except such loss or damage which was caused by the sole negligence or willful misconduct of the City).

B. Supplier’s defense obligation for any and all such aforesaid suits, actions, or other legal proceedings of every kind that may be brought or instituted against the City (its officials, officers, employees, agents, or volunteers) shall be at Supplier’s own cost, expense, and risk. Supplier shall pay and satisfy any judgment, award, or decree Packet Page 2586

that may be rendered against City (or its officials, officers, employees, agents, or volunteers) in any such suit, action, or other legal proceeding. Supplier shall reimburse City (and its officials, officers, employees, agents, and/or volunteers) for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

C. Supplier’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City (its officials, officers, employees, agents, or volunteers).

Section 14. Insurance
A. General. Supplier shall take out and maintain:

1. Commercial General Liability Insurance of at least $2,000,000 per occurrence/ $4,000,000 aggregate for bodily injury, personal injury, and property damage at least as broad as Insurance Services Office Commercial General Liability most recent Occurrence Form CG 00 01.

2. Automobile Liability Insurance for bodily injury and property damage (including coverage for owned, non-owned, and hired vehicles) of at least $1,000,000 per accident for bodily injury and property damage at least as broad as most recent Insurance Services Office Form Number CA 00 01 covering automobile liability, Code 1 (any auto).

3. Workers’ Compensation in compliance with applicable statutory requirements and Employer's Liability Coverage of at least $1,000,000 per occurrence.

4. Pollution Liability Insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate shall be provided by the Supplier if transporting hazardous materials. N/A

5. If Supplier is also the manufacturer of any equipment included in the Goods, Supplier shall carry Product Liability and/or Errors and Omissions Insurance which covers said equipment with limits of not less than $1,000,000. N/A

6. Privacy/Network Security (Cyber Liability), of at least $1,000,000 per occurrence and aggregate for: (a) privacy breaches; (b) system breaches; (c) denial or loss of service; and (d) the introduction, implantation, or spread of malicious software code in a form and with insurance companies acceptable to the City. N/A B. Additional Insured; Primary; Waiver of Subrogation; No Limitation on Coverage. The General and Automobile Liability policies required under this Section shall give City (its officials, officers, employees, agents, or volunteers) additional insured status. Such policies shall contain a provision stating that Supplier’s policy is primary insurance and that any insurance, self-insurance, or other coverage maintained by the City or any additional insureds shall not be called upon to contribute to any loss; and Packet Page 2587

shall contain or be endorsed with a waiver of subrogation in favor of the City (its officials, officers, employees, agents, and volunteers). 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. 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 included as additional insured pursuant to this Agreement.

C. Insurance Carrier. All insurance required under this Section is to be placed with insurers with a current A.M. Best’s rating no less than A-:VII, licensed to do business in California, and satisfactory to the City.

D. Evidence of Insurance. Supplier shall furnish City with original certificates of insurance and endorsements effecting coverage required by the Agreement. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms supplied or approved by the City. All certificates and endorsements must be received and approved by the City before delivery commences. The City reserves the right to require complete, certified copies of all required insurance policies upon reasonable request.

E. Subcontractors. All subcontractors shall meet the requirements of this Section before commencing work. In addition, Supplier shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

F. Freight. Supplier shall ensure that third party shippers contracted by Supplier have adequate insurance coverage for the shipped Goods.

Section 15. Liens
A. Supplier and subcontractors will not make, file, or maintain a mechanic’s or other lien or claim of any kind or character against the Goods (for or on account of any labor, materials, fixtures, tools, machinery, equipment, or any other things furnished), or any other work done or performance given under, arising out of, or in any manner connected with the Agreement (such liens or claims referred to as “Claims”); and Supplier and subcontractor expressly waive and relinquish any and all rights which they now have (or may subsequently acquire) to file or maintain any Claim (and Supplier and subcontractor agree that this provision waiving the right of Claims will be an independent covenant).

B. Supplier will save and hold City harmless from and against any and all Claims that may be filed by a subcontractor; and Supplier will (at its own expense) defend any and all actions based upon such Claims, and will pay all reasonable charges of attorneys, all related costs, and other expenses arising from such Claims.

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Section 16. Termination of Agreement by City
A. Should Supplier at any time refuse or fail to deliver the Goods within a commercially reasonable time; or to perform any of its other obligations under the Agreement, City may terminate Supplier’s right to proceed with the delivery of the Goods by written notice to Supplier. In such event (if Supplier fails to deliver the Goods or otherwise perform its obligations under this Agreement within thirty (30) days of such notice), City may obtain the Goods by whatever method it may deem expedient (including the hiring of another contractor or other contractors); and for that purpose may take possession of all materials, machinery, equipment, tools, and appliances and exercise all rights, options, and privileges of Supplier. In such case, Supplier will not be entitled to receive any further payments until the Goods is delivered.

B. City may (for its own convenience) terminate Supplier’s right to proceed with the delivery of any portion or all of the Goods by written notice to Supplier. Such termination will be effective in the manner specified in such notice, will be without prejudice to any claims which City may have against Supplier, and will not affect the obligations and duties of Supplier under the Agreement with respect to portions of the Goods not terminated.

C. On receipt of notice under Section 16.B, Supplier will (with respect to the portion of the Goods terminated, unless the notice states otherwise):

1. Immediately discontinue such portion of the Goods and the placing of orders for materials, facilities, and supplies in connection with the Goods;

2. Unless otherwise directed by City, make every reasonable effort to procure cancellation of all existing orders or contracts upon terms satisfactory to City; and

3. Deliver only such portions of the Goods which City deems necessary to preserve and protect those portions of the Goods already in progress and to protect material, plant and equipment at the Goods site or in transit to the Goods site.

D. Upon termination pursuant to Section 16.B, Supplier will be paid a pro rata portion of the compensation in the Agreement for any portion of the terminated Goods already delivered (including material and services for which it has made firm contracts which are not canceled); it being understood that City will be entitled to such material and services. Upon determination of the amount of said pro rata compensation, City will promptly pay such amount to Supplier upon delivery by Supplier of the releases of liens and affidavit, pursuant to Section 7.C.

Section 17. Force Majeure
A. Supplier shall not be held responsible for failure or delay in shipping nor City for failure or delay in accepting goods described herein if such failure or delay is due to a Force Majeure Event.

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B. Force Majeure Event shall mean an event that materially affects a Party’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 public 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 work); (4) pandemics, epidemics, or quarantine restrictions; and (5) strikes and other organized labor action occurring at the project site and the effects thereof on the work (only to the extent such strikes and other organized labor action are beyond the control of Supplier and its subcontractors, of every tier, and to the extent the effects thereof cannot be avoided by use of replacement workers). “Orders of governmental authorities” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority.

C. In the event of any such excused interference with shipments, City shall have the option either to reduce the quantity provided for in the order accordingly or to exercise its right of cancellation as set forth in this Agreement. The Party affected by a Force Majeure Event shall notify the other Party as soon as practicable and take all reasonable steps to mitigate the delay in performance.

Section 18. Miscellaneous Provisions
A. Delivery of Notices. Notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. All notices permitted or required under this Agreement shall be given to the respective parties at the following address or at such other address as the respective parties may provide in writing for this purpose:

CITY: SUPPLIER:

City of San Bernardino Sysco Riverside
710 North D Street 15750 Meridian Parkway
San Bernardino, CA 92401 Riverside, CA 92518
Attn: Eric Levitt, City Manager Attn: Anita Swan

With Copy To:

City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: City Attorney
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B. Assignment or Transfer. Supplier shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of the City, which will not be unreasonably withheld. Provided, however, that claims for money due or to become due Supplier from the City under this Agreement may be assigned to a financial institution or to a trustee in bankruptcy without such approval.

Notice of any assignment or transfer, whether voluntary or involuntary, shall be furnished promptly to the City.

C. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.

D. Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.

E. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.

F. Governing Law. This Agreement shall be governed by the laws of the State of Tennessee. Venue shall be in Davidson County, Tennessee.

G. Attorneys’ Fees and Costs. If any action in law or equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement (each Party shall pay its own attorneys’ fees).

H. Interpretation. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply according to its fair meaning and not strictly for or against any Party.

I. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.

J. Authority to Enter Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.

K. Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

L. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.

M. City’s Right to Employ Other Suppliers. City reserves its right to employ other contractors in connection with the Goods.

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N. Public Agency Use. The California Public Contract Code allows public agencies to engage in cooperative purchasing for goods or services as a third-party agency “piggybacking” on another public agency’s competitively bid agreement. Any request from another public agency to piggyback off this Agreement must be submitted to the City in writing, and is subject to prior review and written approval from the City.

The City shall not be liable or responsible for any obligations and/or liabilities arising from or related to any such separate agreement between Supplier and another public agency.

O. Entire Agreement. This Agreement constitutes the entire agreement between the Parties relative to the Goods specified herein. There are no understandings, agreements, conditions, representations, warranties, or promises with respect to this Agreement, except those contained in or referred to in the writing.

P. Electronic Signature. Each Party acknowledges 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.
[SIGNATURES ON FOLLOWING PAGE]
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SIGNATURE PAGE FOR

GOODS PURCHASE AGREEMENT

BETWEEN

THE CITY OF SAN BERNARDINO
AND

SYSCO RIVERSIDE
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the Effective Date.

CITY SAN BERNARDINO
Approved By:

Eric Levitt
City Manager
Attested By:

Telicia Lopez
Acting City Clerk
Approved as to Form:

City Attorney
Best Best & Krieger LLP

SYSCO RIVERSIDE
Signature
Name
Title
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Exhibit A
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Exhibit B
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1 CITY OF SAN BERNARDINO

GOODS PURCHASE AGREEMENT
This Goods Purchase Agreement (“Agreement”) is entered into this 20th day of August, 2025, by and between the City of San Bernardino, a charter city and municipal corporation organized under the laws of the State of California with its principal place of business at Vanir Tower, 290 North D Street, San Bernardino, California 92401, County of San Bernardino, State of California (“City”), and HOLLANDIA DAIRY, INC., a CORPORATION with its principal place of business at 622 E MISSION RD, SAN MARCOS, CA 92069 (“Supplier”). City and Supplier are sometimes individually referred to as “Party” and collectively as “Parties” in this Agreement.

Section 1. DEFINITIONS.

A. “Goods” means all machinery, equipment, supplies, items, parts, materials, labor or other services, including design, engineering and installation services, provided by Supplier as specified in Exhibit “A,” attached hereto and incorporated herein by reference.

B. “Delivery Date(s)” means that date or dates upon which the Goods is to be delivered to City, ready for approval, testing and/or use as specified in Exhibit “B.” Section 2. MATERIALS AND WORKMANSHIP.

When Exhibit “A” specifies machinery, equipment or material by manufacturer, model or trade name, no substitution will be made without City’s written approval.

Machinery, equipment or material installed in the Goods without the approval required by this Section 2 will be deemed to be defective material for purposes of Section 4. Where machinery, equipment or materials are referred to in Exhibit “A” as equal to any particular standard, City will decide the question of equality. When requested by City, Supplier will furnish City with the name of the manufacturer, the performance capabilities and other pertinent information necessary to properly determine the quality and suitability of any machines, equipment and material to be incorporated in the Goods. Material samples will be submitted at City’s request.

Section 3. INSPECTIONS AND TESTS.

City shall have the right to inspect and/or test the Goods prior to acceptance. If upon inspection or testing the Goods or any portion thereof are found to be nonconforming, unsatisfactory, defective, of inferior quality or workmanship, or fail to meet any requirements or specifications contained in Exhibit “A,” then without prejudice to any other rights or remedies, City may reject the Goods or exercise any of its rights under Section 4.C. The inspection, failure to make inspection, acceptance of goods, or payment for goods shall not impair City’s right to reject nonconforming goods, irrespective of City’s failure to notify Supplier of a rejection of nonconforming goods or revocation of acceptance thereof or to specify with particularity any defect in nonconforming goods after Packet Page 2598
2 rejection or acceptance thereof.

Section 4. WARRANTY.

A. Supplier warrants that the Goods will be of merchantable quality and free from defects in design, engineering, material, and workmanship for a period of two (2) years, or such longer period as provided by a manufacturer’s warranty or as agreed to by Supplier and City, from the date of final written acceptance of the Goods by City as required for final payment under Section 7. Supplier further warrants that any services provided in connection with the Goods will be performed in a professional and workmanlike manner and in accordance with the highest industry standards.

B. Supplier further warrants that all machinery, equipment, or process included in the Goods will meet the performance requirements and specifications specified in Exhibit “A” and shall be fit for the purpose intended. City’s inspection, testing, approval, or acceptance of any such machinery, equipment, or process will not relieve Supplier of its obligations under this Section 4.B.

C. For any breach of the warranties contained in Section 4.A and Section 4.B, Supplier will, immediately after receiving notice from City, at the option of City, and at Supplier’s own expense and without cost to City:

1. Repair the defective Goods;

2. Replace the defective Goods with conforming Goods, F.O.B. City’s plant, office or other location of City where the Goods was originally performed or delivered; or

3. Repay to City the purchase price of the defective Goods.

If City selects repair or replacement, any defects will be remedied without cost to City, including but not limited to, the costs of removal, repair, and replacement of the defective Goods, and reinstallation of new Goods. All such defective Goods that is so remedied will be similarly warranted as stated above. In addition, Supplier will repair or replace other items of the Goods which may have been damaged by such defects or the repairing of the same, all at its own expense and without cost to City.

D. Supplier also warrants that the Goods is free and clear of all liens and encumbrances whatsoever, that Supplier has a good and marketable title to same, and that Supplier owns or has a valid license for all of the proprietary technology and intellectual property incorporated within the Goods. Supplier agrees to indemnify, defend, and hold City harmless against any and all third-party claims resulting from the breach or inaccuracy of any of the foregoing warranties.

E. In the event of a breach by Supplier of its obligations under this Section 4, City will not be limited to the remedies set forth in this Section 4, but will have all the rights Packet Page 2599
3 and remedies permitted by applicable law, including without limitation, all of the rights and remedies afforded to City under the California Commercial Code.

Section 5. PRICES.

Unless expressly provided otherwise, all prices and fees specified in Exhibit “C,” attached hereto and incorporated herein by reference, are firm and shall not be subject to change without the written approval of City. No extra charges of any kind will be allowed unless specifically agreed to in writing by City’s authorized representative. The total price shall include (i) all federal, state and local sales, use, excise, privilege, payroll, occupational and other taxes applicable to the Goods furnished to City hereunder; and (ii) all charges for packing, freight and transportation to destination.

The total compensation under this Agreement shall not exceed $25,600.00 unless otherwise authorized by a written amendment executed by both Parties. Unit prices are set forth in Exhibit “C” and shall remain firm for the duration of the Agreement unless adjusted in writing by the City.

The term of this Agreement shall commence on July 1, 2025, and shall continue through June 30, 2026, unless earlier terminated pursuant to Section 16. The City may, at its sole discretion and upon mutual written agreement of the Parties, extend the term for up to four (4) additional one-year periods, through June 30, 2030.

Section 6. CHANGES.

City, at any time, by a written order, and without notice to any surety, may make changes in the Goods, including but not limited to, City’s requirements and specifications.

If such changes affect the cost of the Goods or time required for its performance, an equitable adjustment will be made in the price or time for performance or both. Any change in the price necessitated by such change will be agreed upon between City and Supplier and such change will be authorized by a change order document signed by City and accepted by Supplier.

Section 7. PAYMENTS.

A. Terms of payment, are net thirty (30) days, less any applicable retention, after receipt of invoice, or completion of applicable Progress Milestones. Final payment shall be made by City after Supplier has satisfied all contractual requirements. Payment of invoices shall not constitute acceptance of Goods.

B. If Progress Milestones have been specified in Exhibit “B,” then payments for the Goods will be made as the requirements of such Progress Milestones are met.

Progress payments for the Goods will be made by City upon proper application by Supplier during the progress of the Goods and according to the terms of payment as specified in Exhibit “B.” Supplier’s progress billing invoice will include progress payments due for the original scope of work and changes. Each “Item for Payment” shown in Exhibit “B” and each change order will be itemized on the invoice. Invoices for cost plus work, Packet Page 2600
4 whether part of Exhibit “B” or a change order, must have subcontractor and/or supplier invoices attached to Supplier’s invoice. Other format and support documents for invoices will be determined by City in advance of the first invoice cycle.

C. Payments otherwise due may be withheld by City on account of defective Goods not remedied, liens or other claims filed, reasonable evidence indicating probable filing of liens or other claims, failure of Supplier to make payments properly to its subcontractors or for material or labor, the failure of Supplier to perform any of its other obligations under the Agreement, or to protect City against any liability arising out of Supplier’s failure to pay or discharge taxes or other obligations. If the causes for which payment is withheld are removed, the withheld payments will be made promptly. If the said causes are not removed within a reasonable period after written notice, City may remove them at Supplier’s expense.

D. Payment of the final Progress Milestone payment or any retention will be made by City upon:

1. Submission of an invoice for satisfactory completion of the requirements of a Progress Milestone as defined in Exhibit “B” and in the amount associated with the Progress Milestone;

2. Written acceptance of the Goods by City;

3. Delivery of all drawings and specifications, if required by City;

4. Delivery of executed full releases of any and all liens arising out of this Agreement; and

5. Delivery of an affidavit listing all persons who might otherwise be entitled to file, claim, or maintain a lien of any kind or character, and containing an averment that all of the said persons have been paid in full.

If any person refuses to furnish an actual release or receipt in full, Supplier may furnish a bond satisfactory to City to indemnify City against any claim or lien at no cost to City.

E. Acceptance by Supplier of payment of the final Progress Milestone payment pursuant to Section 7.D will constitute a waiver, release and discharge of any and all claims and demands of any kind or character which Supplier then has, or can subsequently acquire against City, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement. However, payment for the final Progress Milestone by City will not constitute a waiver, release or discharge of any claims or demands which City then has, or can subsequently acquire, against Supplier, its successors and assigns, for or on account of any matter or thing arising out of, or in any manner connected with, the performance of this Agreement.

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5 Section 8. SCHEDULE FOR DELIVERY.

A. The time of Supplier’s performance is of the essence for this Agreement.

The Goods will be delivered in accordance with the schedule set forth in Exhibit “B.” Supplier must immediately notify City in writing any time delivery is behind schedule or may not be completed on schedule. In addition to any other rights City may have under this Agreement or at law, Supplier shall pay City the sum of $0.00 per item of Goods for each calendar day for which the item of Goods is unavailable beyond the scheduled delivery date(s) specified in Exhibit “B.”
B. In the event that the Goods is part of a larger project or projects that require the coordination of multiple contractors or suppliers, then Supplier will fully cooperate in scheduling the delivery so that City can maximize the efficient completion of such project(s).

Section 9. TAXES.

A. Supplier agrees to timely pay all sales and use tax (including any value added or gross receipts tax imposed similar to a sales and use tax) imposed by any federal, state or local taxing authority on the ultimate purchase price of the Goods provided under this Agreement.

B. Supplier will withhold, and require its subcontractors, where applicable, to withhold all required taxes and contributions of any federal, state or local taxing authority which is measured by wages, salaries or other remuneration of its employees or the employees of its subcontractors. Supplier will deposit, or cause to be deposited, in a timely manner with the appropriate taxing authorities all amounts required to be withheld.

C. All other taxes, however denominated or measured, imposed upon the price of the Goods provided hereunder, will be the responsibility of Supplier. In addition, all taxes assessed by any taxing jurisdiction based on Supplier property used or consumed in the provision of the Goods such as and including ad valorem, use, personal property and inventory taxes will be the responsibility of Supplier.

D. Supplier will, upon written request, submit to City written evidence of any filings or payments of all taxes required to be paid by Supplier hereunder.

Section 10. INDEPENDENT CONTRACTOR.

Supplier enters into this Agreement as an independent contractor and not as an employee of City. Supplier shall have no power or authority by this Agreement to bind City in any respect. Nothing in this Agreement shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors or subcontractors hired or retained by the Supplier are employees, agents, contractors or subcontractors of the Supplier and not of City. City shall not be obligated in any way to pay any wage claims or other claims made against Supplier by any such employees, agents, contractors or subcontractors or any other person resulting from performance of this Agreement.

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6 Section 11. SUBCONTRACTS.

Unless otherwise specified, Supplier must obtain City’s written permission before subcontracting any portion of the Goods. Except for the insurance requirements in Section 13.A, all subcontracts and orders for the purchase or rental of supplies, materials or equipment, or any other part of the Goods, will require that the subcontractor be bound by and subject to all of the terms and conditions of the Agreement. No subcontract or order will relieve Supplier from its obligations to City, including, but not limited to Supplier’s insurance and indemnification obligations. No subcontract or order will bind City.

Section 12. TITLE AND RISK OF LOSS.

Unless otherwise agreed, City will have title to, and risk of loss of, all completed and partially completed portions of the Goods upon delivery, as well as materials delivered to and stored on City property which are intended to become a part of the Goods. However, Supplier will be liable for any loss or damage to the Goods and/or the materials caused by Supplier or its subcontractors, their agents or employees, and Supplier will replace or repair said Goods or materials at its own cost to the complete satisfaction of City. Notwithstanding the foregoing, in the event that the City has paid Supplier for all or a portion of the Goods which remains in the possession of Supplier, then City shall have title to, and the right to take possession of, such Goods at any time following payment therefor. Risk of loss for any Goods which remains in the possession of Supplier shall remain with Supplier until such Goods has been delivered or City has taken possession thereof. Supplier will have risk of loss or damage to Supplier’s property used in the construction of the Goods but which does not become a part of the Goods.

Section 13. INDEMNIFICATION.

A. Supplier shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions, negligence or willful misconduct of Supplier, its officials, officers, employees, agents, subcontractors and subconsultants arising out of or in connection with the Goods or the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses except such loss or damage which was caused by the sole negligence or willful misconduct of the City.

B. Supplier’s defense obligation for any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against the City, its officials, officers, employees, agents, or volunteers shall be at Supplier’s own cost, expense, and risk. Supplier shall pay and satisfy any judgment, award, or decree that may be rendered against the City or its officials, officers, employees, agents, or volunteers, in any such suit, action, or other legal proceeding. Supplier shall reimburse City and its officials, officers, employees, agents, and/or volunteers, for any and all legal Packet Page 2603
7 expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

C. Supplier’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its officials, officers, employees, agents or volunteers.

Section 14. INSURANCE.

A. General. Supplier shall take out and maintain:

1. Commercial General Liability Insurance, of at least $1,000,000 per occurrence/ $3,000,000 aggregate for bodily injury, personal injury and property damage, at least as broad as Insurance Services Office Commercial General Liability most recent Occurrence Form CG 00 01;

2. Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, of at least $1,000,000 per accident for bodily injury and property damage, at least as broad as most recent Insurance Services Office Form Number CA 00 01 covering automobile liability, Code 1 (any auto);

3. Workers’ Compensation in compliance with applicable statutory requirements and Employer's Liability Coverage of at least $1,000,000 per occurrence; and

4. Pollution Liability Insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate shall be provided by the Supplier if transporting hazardous materials. N/A.

5. If Supplier is also the manufacturer of any equipment included in the Goods, Supplier shall carry Product Liability and/or Errors and Omissions Insurance which covers said equipment with limits of not less than $1,000,000. N/A

6. Privacy/Network Security (Cyber Liability), of at least $1,000,000 per occurrence and aggregate for: (1) privacy breaches, (2) system breaches, (3) denial or loss of service, and (4) the introduction, implantation or spread of malicious software code, in a form and with insurance companies acceptable to the City. N/A B. Additional Insured; Primary; Waiver of Subrogation; No Limitation on Coverage. The policies required under this Section shall give the City, its officials, officers, employees, agents or volunteers additional insured status. Such policies shall contain a provision stating that Supplier’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by the City or any additional insureds shall not be called upon to contribute to any loss and shall contain or be endorsed with a waiver of subrogation in favor of the City, its officials, officers, employees, agents, and volunteers. The limits set forth herein shall apply separately to each insured Packet Page 2604
8 against whom claims are made or suits are brought, except with respect to the limits of liability. 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.

C. Insurance Carrier. All insurance required under this Section is to be placed with insurers with a current A.M. Best’s rating no less than A-:VII, licensed to do business in California, and satisfactory to the City.

D. Evidence of Insurance. Supplier shall furnish City with original certificates of insurance and endorsements effecting coverage required by the Agreement. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf and shall be on forms supplied or approved by the City. All certificates and endorsements must be received and approved by the City before delivery commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.

E. Subcontractors. All subcontractors shall meet the requirements of this Section before commencing work. In addition, Supplier shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

F. Freight. Supplier shall ensure that third party shippers contracted by Supplier have adequate insurance coverage for the shipped Goods.

Section 15. LIENS.

A. Supplier, subcontractors and suppliers will not make, file or maintain a mechanic’s or other lien or claim of any kind or character against the Goods, for or on account of any labor, materials, fixtures, tools, machinery, equipment, or any other things furnished, or any other work done or performance given under, arising out of, or in any manner connected with the Agreement (such liens or claims referred to as “Claims”); and Supplier, subcontractor and suppliers expressly waive and relinquish any and all rights which they now have, or may subsequently acquire, to file or maintain any Claim and Supplier, subcontractor and suppliers agree that this provision waiving the right of Claims will be an independent covenant.

B. Supplier will save and hold City harmless from and against any and all Claims that may be filed by a subcontractor, supplier or any other person or entity and Supplier will, at its own expense, defend any and all actions based upon such Claims and will pay all charges of attorneys and all costs and other expenses arising from such Claims.

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9 Section 16. TERMINATION OF AGREEMENT BY CITY.

A. Should Supplier at any time refuse or fail to deliver the Goods with promptness and diligence, or to perform any of its other obligations under the Agreement, City may terminate Supplier’s right to proceed with the delivery of the Goods by written notice to Supplier. In such event City may obtain the Goods by whatever method it may deem expedient, including the hiring of another contractor or other contractors and, for that purpose, may take possession of all materials, machinery, equipment, tools and appliances and exercise all rights, options and privileges of Supplier. In such case Supplier will not be entitled to receive any further payments until the Goods is delivered.

If City’s cost of obtaining the Goods, including compensation for additional managerial and administrative services, will exceed the unpaid balance of the Agreement, Supplier will be liable for and will pay the difference to City.

B. City may, for its own convenience, terminate Supplier’s right to proceed with the delivery of any portion or all of the Goods by written notice to Supplier. Such termination will be effective in the manner specified in such notice, will be without prejudice to any claims which City may have against Supplier, and will not affect the obligations and duties of Supplier under the Agreement with respect to portions of the Goods not terminated.

C. On receipt of notice under Section 16.B, Supplier will, with respect to the portion of the Goods terminated, unless the notice states otherwise,

1. Immediately discontinue such portion of the Goods and the placing of orders for materials, facilities, and supplies in connection with the Goods,

2. Unless otherwise directed by City, make every reasonable effort to procure cancellation of all existing orders or contracts upon terms satisfactory to City; and

3. Deliver only such portions of the Goods which City deems necessary to preserve and protect those portions of the Goods already in progress and to protect material, plant and equipment at the Goods site or in transit to the Goods site.

D. Upon termination pursuant to Section 16.B, Supplier will be paid a pro rata portion of the compensation in the Agreement for any portion of the terminated Goods already delivered, including material and services for which it has made firm contracts which are not canceled, it being understood that City will be entitled to such material and services. Upon determination of the amount of said pro rata compensation, City will promptly pay such amount to Supplier upon delivery by Supplier of the releases of liens and affidavit, pursuant to Section 7.C.

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10 Section 17. FORCE MAJEURE
A. Supplier shall not be held responsible for failure or delay in shipping nor City for failure or delay in accepting goods described herein if such failure or delay is due to a Force Majeure Event.

B. A Force Majeure Event shall mean an event that materially affects a Party’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 public 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 work); (4) pandemics, epidemics or quarantine restrictions; and (5) strikes and other organized labor action occurring at the project site and the effects thereof on the work, only to the extent such strikes and other organized labor action are beyond the control of Supplier and its subcontractors, of every tier, and to the extent the effects thereof cannot be avoided by use of replacement workers. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of the City in its capacity as a municipal authority.

C. In the event of any such excused interference with shipments, City shall have the option either to reduce the quantity provided for in the order accordingly or to exercise its right of cancellation as set forth in this Agreement.

Section 18. MISCELLANEOUS PROVISIONS.

A. Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address or at such other address as the respective parties may provide in writing for this purpose:

CITY:

City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: Eric Levitt, City Manager
With Copy To:

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

HOLLANDIA DAIRY, INC.
622 E. Mission Rd
San Marco, CA 92069
Attn: Lucas DeBoer
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate Packet Page 2607
11 notice on the date actual notice occurred, regardless of the method of service.

B. Assignment or Transfer. Supplier shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of the City, which will not be unreasonably withheld. Provided, however, that claims for money due or to become due Supplier from the City under this Agreement may be assigned to a financial institution or to a trustee in bankruptcy, without such approval.

Notice of any assignment or transfer, whether voluntary or involuntary, shall be furnished promptly to the City.

C. Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.

D. Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.

E. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise.

F. Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in San Bernardino County.

G. Attorneys’ Fees and Costs. If any action in law or equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, each Party shall pay its own attorneys’ fees.

H. Interpretation. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party.

I. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.

J. Authority to Enter Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right and authority to make this Agreement and bind each respective Party.

K. Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

L. Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.

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12 M. City’s Right to Employ Other Suppliers. City reserves its right to employ other contractors in connection with the Goods.

N. Entire Agreement. This Agreement constitutes the entire agreement between the Parties relative to the Goods specified herein. There are no understandings, agreements, conditions, representations, warranties or promises with respect to this Agreement, except those contained in or referred to in the writing.

O. Electronic Signature. Each Party acknowledges 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.
[SIGNATURES ON FOLLOWING PAGE]
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13 SIGNATURE PAGE TO GOODS PURCHASE AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO
AND HOLLANDIA DAIRY, INC.

IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date first above written.

CITY OF SAN BERNARDINO
APPROVED BY:
__________________
Eric Levitt
City Manager
ATTESTED BY:

Telicia Lopez
Acting City Clerk
APPROVED AS TO FORM:

Best Best & Krieger LLP
City Attorney
HOLLANDIA DAIRY, INC.

Signature
Name
Title
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14 Exhibit A
Goods Specifications
The Supplier shall furnish and deliver the following dairy products as awarded by the City of San Bernardino. All products shall meet applicable USDA and California Department of Food and Agriculture standards for quality, freshness, labeling, and safe handling. The following items represent the goods to be delivered under this Agreement:

ITEM DESCRIPTION UNIT OF MEASURE
Milk, 1% Low Fat – 70/8 oz case Case
Eggs, White AA USDA Extra Large Dozen
Shredded Cheddar/Jack Cheese – 4/5 lb case Case
Margarine, Solid ZTF – 30/1 lb case Case
Margarine, Single-Serving Packets – 600/5g case Case
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15 Exhibit B
Delivery Schedule
Orders shall be placed by authorized City departments on Tuesdays. Deliveries shall be made by the Supplier on Thursdays to the following location, unless otherwise directed in writing by the City:

City of San Bernardino – Fifth Street Senior Center
600 W 5th Street
San Bernardino, CA 92401
And
City of San Bernardino – Perris Hill Senior Center
Deliveries must occur during regular business hours, unless otherwise approved in writing. The Supplier shall ensure all goods are delivered in appropriate condition, temperature-controlled where applicable, and accompanied by a delivery slip identifying product type and quantity.

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16 Exhibit C
Fee Schedule
The following unit prices shall apply for the duration of the Agreement:

ITEM DESCRIPTION UNIT PRICE QUANTITY
(for Evaluation Only)
Milk, 1% Low Fat – 70/8 oz case $24.8899 70
Eggs, White AA USDA Extra Large $10.795 10
Shredded Cheddar/Jack Cheese – 4/5 lb case $55.965 5
Margarine, Solid ZTF – 30/1 lb case $42.55 10
Margarine, Single-Serving Packets – 600/5g
case
$36.50 10
These unit prices are firm and shall not be subject to increase during the term of the Agreement unless otherwise authorized in writing by the City.

The above unit prices shall apply for the duration of the Agreement and are not subject to increase unless otherwise authorized in writing by the City.

The total compensation under this Agreement shall not exceed $ 25,600.00 Packet Page 2613
1 PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO
AND CONSULTING HEALTH AND NUTRITION SERVIVCES, INC.

This Agreement is made and entered into as of August 20, 2025 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 Consulting Health & Nutrition Services, Inc., a sole proprietorship with its principal place of business at 28551 Oak Ridge Rd., Highland CA 92346 (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:

Elderly Nutrition Services Program (Older Americans Act – Title IIIC Funds), City of San Bernardino Older Californians Nutrition Program Years, 2025-2028 dietician services (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.” (H.

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2 COMPENSATION)
b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $18,700, according to the TERM set forth herein in the Agreement. 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 in accordance with Exhibit “A” (H. COMPENSATION). Upon the City’s sole satisfaction of the completion of services, City shall pay Consultant’s invoice within fortyfive (45) 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 completion of services as set forth in Exhibit “A” (“TERMS/TERMINATION”), unless the Agreement is previously terminated as provided for herein (“Term”).

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) years 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.

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3 a. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure 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 public 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, give written notice to the other Party 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.

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4 13. City Business Certificate. Consultant shall, prior to execution of this Agreement, obtain and maintain during 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, sublet, 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 employing independent associates 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, officers, employees, agents, and volunteers shall be named as additional insureds on Consultant’s and its subconsultants’ policies of commercial general liability 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 Packet Page 2617
5 at least as broad as the following:

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 additional 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) Subject to written approval by the City, the automobile liability program may utilize deductibles, provided that such deductibles shall not apply to the City if an additional insured, but not a self-insured retention.

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6 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 before 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 thereof, 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 form 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. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:

Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/$2,000,000 aggregate for bodily injury, personal
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)
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7 (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 written notice of cancellation of any 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 Additional 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 effective 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 retroactive 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 Packet Page 2620
8 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 herein 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
(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, is 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 during 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 paid 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 general liability insurance provided Packet Page 2621
9 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 approve 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. 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 performance of the services or this Agreement, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’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 Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, Consultant agrees 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), Packet Page 2622
10 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).

If the Services are being performed as part of an applicable “public works” or “maintenance” project, then pursuant to Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such Services must be registered with the Department of Industrial Relations. Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants, as applicable. This Project may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements.

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 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 terminate 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 Packet Page 2623
11 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 requested, 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 professional 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 of 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 Maria Sauerwein as Project Manager. The Project Manager shall not be removed from the Project or reassigned without the prior written consent of the City.

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
CONSULTANT:

Maria Sauerwein, DrPH., MS., MPH., RDN
Packet Page 2624
12 Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: Eric Levitt, City Manager
With Copy To:

City of San Bernardino
Vanir Tower, 290 North D Street
San Bernardino, CA 92401
Attn: City Attorney
President
Consulting Health and Nutrition Services,
Inc.

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 employment, 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 herein, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters covered hereunder. 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 invalid, 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, administrators and assigns of each Party 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 waiver 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 Packet Page 2625
13 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 of 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.

43. Electronic Signature. Each Party acknowledges 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.
[SIGNATURES ON FOLLOWING PAGE]
Packet Page 2626
14 SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF SAN BERNARDINO
AND CONSULTING HEALTH & NUTRITION SERVICES, INC.

IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

CITY OF SAN BERNARDINO
APPROVED BY:

Eric Levitt
City Manager
ATTESTED BY:

Acting City Clerk
APPROVED AS TO FORM:

Best Best & Krieger LLP
City Attorney

CONSULTANT
Signature
Name
Telicia Lopez, CMC Title
Packet Page 2627
15 EXHIBIT A
This agreement is made between the following parties:

Contractor: Sub-Contractor:

City of San Bernardino Consulting Health & Nutrition Services Vanir Tower 28551 Oak Ridge Rd
290 North “D” Street Highland, CA 92346
Phone: (909) 384-5434 Phone: (909) 215-7777
Federal ID or SSN: 266-82-3602
A. TERMS/TERMINATION
The term of this Agreement shall be one (1) year, beginning on July 1, 2025 and expiring on June 30, 2026, with four (4) optional renewals for the 2026-2027, 2027- 2028, 2028-2029, and 2029-2030 fiscal years, unless earlier terminated in accordance with other provisions of this Agreement, with renewal at the end of the stated term hereof by written agreement of the parties. Either party hereto may at any time during the term hereof terminate this agreement upon thirty (30) day notice period, this agreement shall be forthwith terminated for all purposes as if said date were the date set forth herein as the termination date of this agreement, provided that any obligations arising prior to the termination of this agreement shall be governed by the terms hereinafter set forth until satisfied.

B. SUB-CONTRACTOR’S SERVICES
During the time of performance, the Sub-contractor shall comply with the requirements as outlined in Title 22, Division 1.8 of the California Code Regulations, the California Retail Food Code, and the County of San Bernardino, Department of Aging and Adult Services (DAAS). The Sub-contractor shall provide the following services to the Contractor.

1. Nutrition Education – CI
Sub-contractor shall develop nutrition education materials, pertinent to the senior nutritional needs, and will make them available to the nutrition site participants on a quarterly basis.

An annual written plan for Nutrition Education shall be developed pertinent to senior nutritional needs which will be determined by an annual nutritional needs survey. The contractor will conduct survey and present results to project dietitian 6 weeks prior to July 1, 2026 and each yearly anniversary date thereafter as included in the TERMS/TERMINATION section of this Agreement. The annual nutrition education written plan shall be submitted to Contractor and DAAS by July 31, 2025 and each year’s anniversary thereafter.

Nutrition Education classes shall be provided quarterly at each congregate nutrition site. The format used for the presentation (visual or lecture) and the topic will be included on a report sent to the contractor at the end of the month.

Packet Page 2628
16 The Sub-contractor will provide materials and equipment needed to do nutrition presentations.

2. Nutrition Education – CII (if appropriate)
Nutrition Education materials shall be provided to home delivered meal program on a quarterly basis. Nutrition Education materials shall include current and pertinent nutrition information, appropriate to the needs of the homebound seniors. The annual assessment shall be provided to the Sub-Contractor upon completion for the development of nutrition education materials.

3. Nutrition Consultation to CII participants (if appropriate) Nutrition Counseling for the homebound seniors shall be provided only upon request from Nutrition Service Provider and doctor’s order (prescribed diet order).

4. Monitoring of Nutrition Sites
Monitoring of Congregate Nutrition Sites shall be done quarterly to assure compliance with Title 22, Division 1.8 of the California Code of regulations, including but not limited to checking food safety, sanitation, quality of food, portion control, participant satisfaction, and menu compliance. The Subcontractor will evaluate monthly monitoring reports and make appropriate comments and recommendations before submitting them to the Contractor.

5. Food Production Facility Monitoring
Central Kitchen:

Monitoring of the central kitchens shall be done quarterly. If home delivered meals are being produced at the central kitchens, then they will also be monitored during the visit. Monitoring reports will be forwarded to the Contractor with a plan of action for compliance.

The completed monitoring report shall be reviewed with the Central Kitchen Manager prior to submitting it to the Project Director to ensure complete understanding of the findings and the recommendations.

6. Project Menu
Menus shall be checked to ensure compliance with Title 22, Division 1.8 of the California Code of Regulations, the California Retail Food Code and the County of San Bernardino Department of Aging and Adult Services regulations for Meal Planning Requirements including but not limited to: working with project director, foodservice managers, project council, and participants for evaluation and review of menus. The approved menus shall be returned to project director within ten working days. Menus for catered meals must have caterer’s Registered Dietitian’s approval. The provider’s Registered Dietitian will provide assistance and recommendations as needed.

Packet Page 2629
17 7. In-Service Training
Staff Training shall be provided quarterly for all paid and volunteer food service personnel, and for all meal delivery drivers. The registered dietitian shall review and approve the content of all staff training prior to implementation. A minimum of two sessions shall cover the prevention of Foodborne illness and food safety.

Other topics shall include portion control, meal requirements standards, menu planning, equipment, and food/supplies purchasing.

The Sub-contractor is qualified to do Food Handler’s training and Food Service Managers Certification courses.

A written plan for In-Service Training shall be developed, implemented, and maintained on file. A copy of the In-Service Training plan shall be submitted to Contractor and DAAS by July 31, 2025 and each year’s anniversary thereafter.

8. Technical Assistance
Technical Assistance on an on-going basis will be provided to Project Director and Food Service Personnel. Technical Assistance will include but not limited to:
menu evaluations by participants, adjustments of menus resulting form evaluations, adjustments that reflect changes of food preferences of the participants and menu changes due to cultural preferences of the participants.

Assistance will also be provided to central kitchens (5th Street Senior Center) in the areas of menu production (recipes, production sheets, cleaning schedule, reduction of leftovers, etc.)., and food purchasing (correct items, value of good quality, reduction of overage, etc.). In addition, assistance with the development of a manual inventory, costing of menu procedures, and determining work and distribution kitchen will also be available to Contractor.

9. Communication with the Contractor
Sub-Contractor will maintain an effective communication (written, oral, telephone, e-mail, and meetings) with Contractor.

C. SUB-CONTRACTOR’S RESPONSIBILITIES

1. Reports
The Sub-contractor shall complete, at the end of the month, all program and expenditure reports. Reports shall be submitted to the Contractor in a timely manner and at intervals as determined by Contractor.

2. Equipment
The Sub-contractor shall provide any specialized equipment (slide projector, VCR, film projector, food thermometers, etc.) necessary for accomplishment of the services contemplated under the terms and conditions of this agreement.

Packet Page 2630
18 Such equipment shall be the responsibility of the Sub-contractor and shall remain the sole property of the Sub-contractor.

D. SUB-CONTRACTOR’S QUALIFICATIONS

1. Professional Registration (Registered Dietitian)
The Sub-contractor is a Registered Dietitian. Proof of Registration with the American Dietetic Association Credentialing Agency is attached.

2. Experience
The Sub-contractor has over 43 years of experience with the County of San Bernardino Senior Nutrition Programs in nutrition education, nutrition counseling, in-service training, monitoring food production and food service facilities’ annual assessments, menus, and providing technical assistance to projects and food service personnel. Sub-contractor is knowledgeable with Federal, State, and Local requirements for Title III Nutrition Programs.

3. Certified Instructor
Sub-contractor is a certified instructor for Food Handlers and Food Managers’ Certification courses from PROMETRIC and ServSafe Education Foundation.

4. Staff and Staff Qualifications
The Sub-contractor may employ other qualified personnel to assist in delivering services as he/she deems necessary. At such times when Provider is not available to perform said services himself/herself, he/she will ensure that a qualified person is available as a substitute.

The Sub-contractor shall submit a resume of the qualifications and experience of all individuals who will provide services to the Contractor on behalf of Subcontractor. The resume will include as applicable, professional memberships and formal training certificates and/or diplomas in Sub-contractor’s specialty.

Contractor shall have the right to approve anyone rendering services to the project on behalf of Sub-contractor pursuant of this agreement.

5. Permits and Licenses
The Sub-contractor, and all staff, shall hold valid permits, licenses, certificates, and other documents as are required by the State, County, City, or other governmental or regulatory bodies to legally engage in and perform the services to be provided under this Agreement. The Sub-contractor shall notify the Contractor immediately of any suspension, termination, lapses, or restrictions of required licenses, or other documents which may be cause for termination of this Agreement.

Packet Page 2631
19 The Sub-contractor shall immediately furnish to the Contractor proof of Registration with the American Dietetic Association Credentialing Agency (Registered Dietician).

E. CONFIDENTIALITY
Sub-contractor agrees to comply and require its officers, agents, employees/consultants, and volunteers to comply with the provisions of Sections 15633.5 and 10850 of the Welfare and Institutions Code.

Sub-contractor agrees that at no time, either during or subsequent to the term of this agreement, will disclose to others, use, copy, or permit to be copied, any information regarding the Contractor and its clients. Respect for a client’s right to privacy is of the utmost importance. Written consent from the client is desirable before releasing any information about the client to other agencies. Sub-contractor will take steps to ensure that no information about an individual is obtained without the individual’s informed consent.

F. ELDERLY ABUSE
Sub-contractor shall insure all its officers, agents, employees, consultants, and volunteers comply with the Adult Abuse Reporting Act. Sub-contractor will require its personnel to be mandated reporters of elder and dependent adult abuse.

Mandated reporters will be required to report all instances of physical abuse of elderly and dependent adults.

G. CONTRACTOR’S RESPONSIBILITY

1. The Contractor shall assume professional and administrative responsibility for the services rendered only to the extent that the Contractor is responsible for assuring that the Sub-contractor is qualified by education and experience to render the services contracted for.

2. Contractor shall make every reasonable effort to have its site managers, food production, and food delivery personnel, and other food service workers who have been scheduled for work to comply with the Sub-contractor while delivering nutritional services.

3. Contractor shall submit menus to the Sub-contractor eight weeks prior to the start of the menu cycle for review and approval.

4. Contractor shall submit results of nutrition education survey to Sub-contractor eight weeks prior to July 31, 2026, and upon each year’s anniversary thereafter for the development of the nutrition education plan.

Packet Page 2632
20 5. Any modification of this agreement will be effective only if it is in writing and signed by all parties involved in this agreement.

H. COMPENSATION
The rate of compensation shall be $51.09 per hour (travel included). See attached breakdown for services and costs. Total contracted amount for the fiscal year of 2025-2026 will be $18,700. Sub-contractor will submit invoices indicating tasks completed, and hours worked. Invoices will be submitted quarterly for work done during the quarter.

FOR THE CONTRACTOR FOR THE SUBCONTRACTOR
________________________________ __________________________ Eric Levitt, City Manager Maria Sauerwein, DrPH, MS, MPH,RDN City of San Bernardino Consulting Health and Nutrition Services ________________________________ ____________________________ Date Date
Packet Page 2633
21 Breakdown of Services and Costs
City of San Bernardino
Senior Nutrition Program
FY 2025-2026
Scope of Services:

1. Nutrition Education
C-I 6 classes x 4 hours each = 24hours x 4 classes/year = 96 hours/year

2. Site Monitoring
5 sites x 3 hours each x 4 visits/year = 60 hours/year
1 kitchen x 5.5 hours each x 4 visits /year = 22 hours/year

3. In-Service Training
4 classes for 2 groups (5th Street and Highland = 52 hours/year

4. Cycle menus for lunch & dinner = 22 hours/year

5. Cost of materials and handouts for above activities, copying, completing reports monthly and quarterly, telephone fax, and e-mail, menu changes technical assistance to staff and volunteers, communication via phone and e-mail with DAAS nutritionist, and travel = 9.50 hours/month x 12 months/year = 114 hours/year.

6. Total 366 hours/year x $51.09/hour = $18,698.94/year Packet Page 2634

CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 20, 2025
To: Honorable Mayor and City Council Members
From: Eric Levitt, City Manager;
Vanessa Carder, Acting Director of Parks, Recreation, and Community Services
Department: Parks, Recreation, and Community Services
Subject: Accept the Corporation for National and Community Service’s AmeriCorps Senior Companion Program (SCP)
Grant in the amount of $ 322,662 for FY 2025-2026 – 2nd Year of a 3-Year Grant Award (All Wards)
Recommendation:

It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-359:

1. Ratifying the submission of the application for year two of a three-year grant through the Corporation for National and Community Service’s Senior Companion Program; and

2. Authorizing the City Manager to accept the grant award in the amount of $332,662; and

3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant awards; and

4. Authorizing the Director of Finance and Management Services to appropriate the grant funds in the amount of $332,662 for the period of July 1, 2025, through June 30, 2026 in revenue and expenses.

Executive Summary
The Senior Services Division received notification of the second year of a three-year (2024-2027) continuation grant award for the Senior Companion Program (SCP) in the amount of $332,662. This grant will enable the City to carry out a national service program by the Domestic and Volunteer Service Act of 1973 by continuing to provide Packet Page 2635
essential services that enable Volunteer Companions ages 55 years and older to provide senior-age residents (clients) with independent living assistance.

Background
The City has participated in the federally funded Senior Companion Program (SCP) since 1975. The Mayor and City Council most recently ratified and approved on August 7, 2024, the first year of a three-year (FY2024-2027) budget for the Senior Companion Program.

Senior Companion Volunteers have assisted the City’s senior-age adult residents with physical, emotional, and/or mental health limitations or needs. They are provided a small stipend for mileage and meals for their services. Most of the residents are elderly and without family.

Discussion
On June 10, 2025, staff received the Notice of Grant Award e-mail from the Corporation for National and Community Service (CNCS) for an amount of $332,662. This will be the second year of a 3-Year grant cycle (07/01/2024 – 06/30/2027) administered by the Corporation for National and Community Service (AmeriCorps Seniors).

Throughout 2024–2025, an average of 28 Senior Companion Volunteers provided 48 clients with 28,856 hours of service at a value of $708,707. Volunteer Companions assist clients with chronic care disabilities, emotional impairment and visual impairment, and they provide respite care for their families. They perform valuable tasks such as grocery shopping, transportation to doctor’s appointments, assistance with mail correspondence, socialization, and other life skills that allow senior-age and disabled clients to remain in an independent living status. This funding would work to continue the administration and operation of the Senior Companion Program.

The City of San Bernardino’s grant match, as the grantee, in the amount of $120,102 is from the General Fund; there are no other funding sources for the match portion.

The City’s match shares the costs of local travel by staff and volunteers; training conference attendance; program supplies; volunteer mileage, recognition, and food stipends; and staff salaries/benefits and bears the full cost of internal service charges (IT, office space, printing, postage, and phone), criminal background checks, and the coordinators’ time and effort to renew the grant (noted as Excess Amount in the grant budget).
2021-2025 Strategic Targets and Goals
This request aligns with Key Target 3c. Improved Quality of Life - Constantly Evaluate Public Safety Service Delivery Models to Enhance the Quality of Service by aiding seniors in the community.

Fiscal Impact
The FY2025-2026 budget includes the City’s grant match obligation in the amount of $120,102 to fulfill City-funded program costs, for a total of $452,764. Appropriated Packet Page 2636
grant funds and the City’s match share most costs of staff and volunteers in varying proportions beneficial to the SCP.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-359:

1. Ratifying the submission of the application for year two of a three-year grant through the Corporation for National and Community Service’s Senior Companion Program; and

2. Authorizing the City Manager to accept the grant award in the amount of $332,662; and

3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant awards; and

4. Authorizing the Director of Finance and Management Services to appropriate the grant funds in the amount of $332,662 for the period of July 1, 2025, through June 30, 2026 in revenue and expenses.

Attachments
Attachment 1 Resolution No. 2025-359 SCP Grant 2nd Year Attachment 2 2025-2026 SCP Grant Application
Attachment 3 2025-2026 SCP Notice of Grant Award Year 2 of 3 Attachment 4 2025-2026 SCP Grant Budget & Budget Narrative, Year 2 of 3 Attachment 5 2025-2026 SCP Budget Details
Ward:

All Wards
Synopsis of Previous Council Actions:

August 7, 2024 – The Mayor and City Council adopted Resolution No. 2024-173 accepting the Senior Companion Program grant award in the amount of $332,662 and appropriating the grant funds for the period of July 1, 2024, through June 30, 2025.

October 18, 2023 – The Mayor and City Council adopted Resolution No. 2023-151 accepting the Senior Companion Program grant award in the amount of $332,662 and appropriating the grant funds for the period of July 1, 2023, through June 30, 2024.

August 17, 2022 – The Mayor and City Council approved Resolution No. 2022-180 ratifying the grant application submittal, accepting the grant award of $332,662 and related match requirements, appropriate grant revenue expenditures and grant match expenditures for the Senior Companion Program for the period of July 1, 2022 through June 30, 2023.

Packet Page 2637
Resolution No. 2025- 359
Resolution No. 2025-359
August 20, 2025

RESOLUTION NO. 2025-359

RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE

CITY OF SAN BERNARDINO, CALIFORNIA APPROVING THE

RATIFICATION OF THE SUBMISSION OF A NEW GRANT

BUDGET APPLICATION FOR YEAR ONE OF A THREE-YEAR

GRANT THROUGH THE CORPORATION FOR NATIONAL AND
COMMUNITY SERVICE’S AMERICORPS SENIORS RETIRED

AND SENIOR VOLUNTEER PROGRAM, ACCEPTING THE GRANT
AWARD IN THE AMOUNT OF $70,477, AND APPROPRIATING
THE GRANT FUNDS FOR THE PERIOD OF APRIL 1, 2025,
THROUGH MARCH 31, 2026.

WHEREAS, the City submitted a Grant 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 April 7, 2025; and
WHEREAS, the City has participated in the federally funded Retired and Senior Volunteer Program for 51 years; and
WHEREAS, individuals ages 55 years and older provide volunteer services at various locations and organizations; and
WHEREAS, 141 individual RSVP volunteers contributed 28,649 hours of time at various locations and organizations in FY 2024-25.

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. Authorize the Mayor and City Council of the City of San Bernardino hereby ratifies the submission of a Three-Year grant application for year one of the Corporation of National and Community Service AmeriCorps Seniors’ Retired and Senior Volunteer Program (RSVP) in the total amount of $146,831; and,
SECTION 3. Authorize the Director of Finance and Management Services to accept the grant award in the amount of $70,477 and authorize the Director of Finance or his/her designee to appropriate that amount for the continued operation of the RSVP; and, Packet Page 2638
Resolution No. 2025- 359
Resolution No. 2025-359
August 20, 2025

SECTION 4. CEQA. 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 5. 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 6. 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 20th day of August 2025.

Helen Tran, Mayor
City of San Bernardino
Attest:

Telicia Lopez, CMC, Acting City Clerk
Approved as to form:

Sonia Carvalho, City Attorney
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Resolution No. 2025- 359
Resolution No. 2025-359
August 20, 2025

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss

CITY OF SAN BERNARDINO )
I, Telicia Lopez, CMC, Acting City Clerk, hereby certify that the attached is a true copy of Resolution No. 2025-39, adopted at a regular meeting held on the 20th day of August 2025 by the following vote:

Council Members: AYES NAYS ABSTAIN ABSENT
SANCHEZ _____ _____ _______ _______
IBARRA _____ _____ _______ _______
FIGUEROA _____ _____ _______ _______
SHORETT _____ _____ _______ _______
KNAUS _____ _____ _______ _______
FLORES _____ _____ _______ _______
ORTIZ _____ _____ _______ _______
WITNESS my hand and official seal of the City of San Bernardino this __ day of August 2025.

Telicia Lopez, CMC, Acting City Clerk
Packet Page 2640

STATE APPLICATION IDENTIFIER:
24SCICA002
FEDERAL IDENTIFIER:
24SC264587
2b. APPLICATION ID:

3. DATE RECEIVED BY STATE:
03/06/24

4. DATE RECEIVED BY FEDERAL AGENCY:

LEGAL NAME: San Bernardino, California, City of
290 N D ST
NAME: Oscar Rivas
(909) 384-5413
TELEPHONE NUMBER:

FAX NUMBER:

INTERNET E-MAIL ADDRESS: [email protected]
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):
10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 94.016 10b. TITLE: Senior Companion Program SCP of San Bernardino

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

San Bernardino County (Colton, Fontana, Grand Terrace, Highland, Loma Linda, Redlands, Rialto, San Bernardino, and Yucaipa)

12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):

START DATE: 07/01/24 END DATE: 06/30/27 CA 33
a. FEDERAL $ 335,162.00
$ 120,633.00 b. APPLICANT
c. STATE $ 0.00
d. LOCAL $ 120,633.00
e. OTHER $ 0.00
g. TOTAL $ 455,795.00
Oscar Rivas
a. TYPED NAME OF AUTHORIZED REPRESENTATIVE: b. TITLE:
(909) 384-5413
c. TELEPHONE NUMBER:
04/29/24
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. X NO

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.
03/06/24
Local Government - Municipal
f. PROGRAM INCOME $ 0.00

PART I - FACE SHEET
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 33
County: San Bernardino
UEI NUMBER: EJLMHR1CMKM7
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Executive Summary
Strengthening Communities
The City of San Bernardino proposes to have 50 AmeriCorps Seniors volunteers who will provide companionship, light housekeeping, assistance with meal prep/nutrition, transportation, family caregiver respite care and social activities in San Bernardino County (Colton, Fontana, Grand Terrace, Highland, Loma Linda, Redlands, Rialto, San Bernardino, and Yucaipa). AmeriCorps Seniors Volunteers will serve 37 Volunteer Service Years (VSYs) each year. The primary focus area of this project is Healthy Futures. AmeriCorps Seniors Volunteers will be responsible for increasing the number of seniors receiving essential services and companionship, leading to improved quality of life such as enhanced social connectedness, emotional well-being, and overall satisfaction among both volunteers and their client companions. The AmeriCorps investment of $332,662 will be supplemented by $113,907 in City of San Bernardino general funds.

INCORPORATION DIVERSITY, EQUITY, INCLUSION, AND ACCESSIBILITY Incorporating Diversity, Equity, Inclusion, and Accessibility (DEIA) into the City of San Bernardino Senior Companion Program (SCP) entails a multifaceted approach aimed at ensuring representation, fairness, belonging, and accessibility for all volunteers and clients. Diversity refers to the range of backgrounds, perspectives, and identities within our program, including factors such as race, ethnicity, gender, language, income, and ability. Equity involves recognizing and addressing systemic disparities to ensure fair opportunities and outcomes for all individuals, particularly those from historically marginalized groups. Inclusion focuses on fostering a sense of belonging and respect for diverse experiences, perspectives, and identities, creating an environment where everyone feels valued and empowered to contribute. Accessibility emphasizes removing barriers and providing accommodations to ensure that individuals of all abilities can fully participate in our program.

To operationalize these principles, the SCP has implemented various strategies. We prioritize recruitment efforts that reflect the diverse demographics of our community, including outreach to underrepresented groups such as Hispanic and low-income individuals. Efforts include promoting volunteer opportunities through culturally relevant channels, providing materials in multiple languages, and engaging with diverse community organizations and chambers of commerce.

Training sessions incorporate DEIA topics to increase awareness and promote dialogue among volunteers, emphasizing the importance of cultural competency and inclusivity in service delivery.

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Furthermore, we are actively seeking partnerships with organizations representing diverse backgrounds, such as women's clubs and churches, to expand our volunteer base and promote inclusive service opportunities. The SCP Project Director is encouraged to pursue DEIA training opportunities and resources, including those offered by the California Parks and Recreation Society, to enhance our capacity in this area.

Despite challenges posed by factors such as COVID-19, transportation disparities, and caregiver demands, we remain committed to addressing these issues and finding solutions to better support and retain senior-age volunteers in our program. This includes initiatives such as providing free bus passes, distributing personal protective equipment (PPE), and referring volunteers to no-cost family resource services.

Overall, the City of San Bernardino SCP is dedicated to fostering a diverse, equitable, inclusive, and accessible environment where all volunteers and clients feel valued, respected, and empowered to participate fully in our program.

DESCRIBE AND DEMONSTRATE THE COMMUNITY NEED.

The 2020 U.S. Census Bureau estimates state that there are 261,799 (12.5%) people who are 65 years and older in San Bernardino County with 36,652 (14%) of them living alone. The City of San Bernardino Senior Companion Program area of service is the Inland Empire region of the County.

The Inland Empire is located in the inland valley area of the county. In San Bernardino County there are 13.4% of individuals and families living below the poverty level, which is 1.2% higher than the entire State of California. Our SCP is currently serving 11 communities within San Bernardino County: The San Bernardino Valley cities of Colton, Fontana, Grand Terrace, Highland, Loma Linda, Redlands, Rialto, San Bernardino, Bloomington, Mentone, and Yucaipa. Information obtained from the 2020 Census of the U.S. Census Bureau estimates indicate the population of the communities served is 809,480 and encompasses a 248.4 square mile area. The estimated number of residents over the age of 65 is 88,029 (10.9%). The estimates indicate that 32,380 (4%) of the population are Veterans. The population by ethnicity is 53.6% Hispanic or Latino, and 46.3% Non-Hispanic or Latino.

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The population by race is 25.9% White, 7.9% African American, 8% Asian, 0.4% American Indian and Alaskan Native, 0.3% Native Hawaiian and Pacific Islander, 0.5% some other race alone, and 3.1% identified by two or more races. According to the 2020 U.S. Census Bureau, estimates indicate 108,470 (13.4%) of the population in the communities served are below the poverty level. The community served includes mostly low-income homebound older adults and individuals with disabilities. Disability population statistics for San Bernardino County indicates there are 253,072 (11.6%) that have a disability and, in the community, served the population estimate with a disability is 93,899. Approximately 80% of all calls received by the SCP staff are by individuals with sight impairment as their disability, have lost their ability to drive, and are in need of transportation.

Our SCP volunteers will assist in the primary focus area of Healthy Futures by providing homebound, or older adults and individuals with disabilities, social and emotional services along with transportation to allow each individual live a better independent life.

The San Bernardino Adult Day Care Center has identified a 75% increase risk of isolation or depression and a decline in functional abilities in frail elderly and disabled adults in the community. People, generally, are social by nature, and social relations can help them live longer, healthier lives. The daily dynamics associated with the coronavirus pandemic has certainly challenged the effectiveness of our volunteers' activities. Companionship and socialization are important tools in combating loneliness and preventing negative health and medical conditions associated with loneliness. The Center for Disease Control and Prevention (CDC) in November 2020 reported poor social relationships (characterized by social isolation or loneliness) are associated with a 29% increased risk of heart disease, a 32% increased risk of stroke, with about a 50% increased risk of dementia.

Inland Caregivers Resource Center, Pacific Hospice, and The Visiting Nurses Association, current programs identified by City of San Bernardino SCP, are respite services for caregivers and is one of the most pressing community needs in the Inland Empire. Furthermore, SCP volunteers will provide respite service to caregivers which will improve social ties or perceived social support.

From phone calls by frontline staff, recent past surveys, and interactions with seniors in our community in a multi-faceted service industry (municipal parks and recreation), many seniors have been found to live alone and have little to no contact with the others in the community, and the healthcare practices of social distancing and isolationism, as a result of the coronavirus, provide a Packet Page 2644

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"Catch 22" situation. Most of the clients have shared they would not be able to age in place without the help of a Senior Companion, although the virus poses a severe threat to both the senior-age companion volunteer and the senior-age client, who are most vulnerable to the virus. Peace of mind is hard-pressed in both regards, yet the feelings of loneliness brought on by isolation can be devastating, especially to the senior-age population and the disabled who have little or no family to care for them.

ARTICULATE A THEORY OF CHANGE, MEANING HOW THE SERVICES OF THE

VOLUNTEERS WILL ADDRESS THE COMMUNITY NEEDS AND HOW THE SERVICE ACTIVITY

DESCRIBED PROVIDES A SIGNIFICANT CONTRIBUTION TO THE OUTCOMES OF THE WORK PLAN THAT LEAD TO NATIONAL PERFORMANCE MEASURES OUTCOMES.

SCP volunteers in the primary focus area of Healthy Futures/Companionship and Respite for Caregivers will provide service activities to include: companionship; transportation and assistance to medical appointments, pharmacies to obtain needed medications, grocery stores, and/or food banks; and other services such as pay utilities and legal assistance to help them live more independently.

Current SCP volunteers help with the daily living activities that allow clients to stay living independently longer, especially those with little or no sight and have difficulty with identifying the right medications to take, cooking meals, home cleaning tasks, or responding to e-mails or letter writing. SCP volunteers may also provide direct respite services to caregivers that will provide temporary relief from the stresses of caregiving by providing short term assistance for an adult who is the primary caregiver for another person.

Many Seniors in our service area are homebound, without family nearby, or neighborly contacts to assist them. SCP volunteers provide social and emotional assistance and can be utilized to make wellness calls to future/waitlist clients of the Senior Companion Program. These social and wellness checks give hope and fight the negative effects of depression upon both the physical and mental health of each client, not to mention the benefits that this altruistic behavior extends to the volunteer.

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Activity logs and timesheets will indicate the hourly and financial contributions to the national performance measures. Outputs and outcomes will also be determined by the use of annual client and caregiver surveys that should reflect the benefits of the program, as well as monthly testimonials to be reported.

LOGICALLY CONNECTS ALL ELEMENTS TOGETHER, AS DESCRIBED IN THE NOTICE. o THE COMMUNITY NEED(S) IDENTIFIED;
The community served includes mostly low-income homebound older adults and individuals with disabilities in need of companionship, transportation, assistance to obtain food and essential needs as well as medical services. Caregivers are in need of respite services to allow them short-term, temporary relief from the stresses of caregiving and of an increase in social support of the client. o THE SERVICE ACTIVITIES THAT WILL BE CARRIED OUT BY AMERICORPS SENIORS VOLUNTEERS;
AmeriCorps Seniors Volunteer service activities will include: companionship; respite services; transportation and assistance to medical appointments, pharmacies to obtain needed medications, grocery stores and/or food banks, and other services such as utilities pay, finding legal assistance, reading mail, e-mail replies, and letter dictation to help them live more independently. o THE INSTRUMENT DESCRIPTION AND DATA COLLECTION PLANS; SCP staff will routinely conduct client and caregiver surveys that measure desired outcomes. Surveys will be collected and measured based on the measurement tool instructions. Surveys will be kept on file in the SCP office. Survey outputs and outcomes will be reported in the annual progress report in the E-grants system. Monthly testimonials will also be routinely provided. o WORK PLANS THAT INCLUDE TARGET NUMBERS THAT LEAD TO OUTCOMES OR

OUTPUTS, AND ARE APPROPRIATE FOR TOTAL NUMBER OF VOLUNTEERS ASSIGNED TO THE WORK PLAN;
Target numbers are based on 2 - 4 individuals per volunteer and outcomes are based on prior years of Packet Page 2646

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Recruitment and Development
clients.
- 5 unduplicated volunteers will provide respite services/companionship to 10 - 20 caregivers. - 30 unduplicated volunteers will provide Companionship, Nutrition/Food Support, Transportation, and Medical Services to 90 - 120 individuals.

WORK PLAN OUTPUTS AND OUTCOMES ALIGN WITH NATIONAL PERFORMANCE MEASURES REQUIREMENTS.

SCP volunteers in the primary focus area of Healthy Futures/Companionship or Respite for Caregivers will provide service activities to include transportation to medical appointments, pharmacies, grocery stores and/or food banks, and other services such as utilities pay, finding legal assistance, reading mail, e-mail replies, and letter dictation to help them live more independently. SCP volunteers will provide direct respite services to caregivers. Activity logs or timesheets will indicate the hourly and financial contributions to the national performance measures. Outputs and outcomes will also be determined by the use of client and caregiver satisfaction surveys in addition to direct VSY data.

WORK PLAN OUTPUTS AND OUTCOMES ARE ACHIEVABLE, BASED ON RESOURCES, PROGRAM DESIGN, AND VOLUNTEERS ENGAGED.

The City of San Bernardino SCP project has been under the sponsorship of Parks, Recreation and Community Services Department for 49 years. The Department has organized personnel to ensure the success of the Program. The Director of Parks, Recreation and Community Services Department, Lydie Gutfeld, provides support and positive leadership for the SCP program to the City Manager, City Council and Mayor, and the San Bernardino community at large. Direct support, leadership, and supervision are provided to the program by Mitch Assumma, Community Recreation Manager. The City of San Bernardino also has two full time employees that work solely with the SCP program to assure work plans are achieved and in support of the program. The City of San Bernardino SCP has worked, and continues to work, with the San Bernardino County Department of Aging and Adult Services, Alzheimer's Association, Family Service Agency, and other various Community organizations, as well as Senior Community Centers.

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Recruitment and Development:

YOUR PLAN AND INFRASTRUCTURE TO ENSURE AMERICORPS SENIOR VOLUNTEERS

RECEIVE TRAINING NEEDED TO SUCCEED IN THE SERVICE ACTIVITIES DESCRIBED IN THE WORKPLAN.

SCP staff working with our Advisory Council and station supervisors will use prior assignment plans and needs of community as well as needs of volunteers to assist us in developing the topics for our monthly In-Service training and include those topics in our 20 hour pre-service orientation. New volunteers are required to go through 20-hour pre-service orientation training with the program coordinator. Training may include, and is not limited to, SCP handbook review, policies, and procedures, Modules from CNCS website, training from Alzheimer's Association website, "What would you do?" videos from CNCS, and available client resources in the community such as food distribution, local senior center services, mental health care, legal assistance, funeral/trust/will planning retirement, insurance fraud, personal safety, and other information of interest to senior-age individuals.

As our focus area is Healthy Futures, our in-service training will include, but not be limited to: how to avoid slips and falls, making good decisions about driving, Alzheimer's/Dementia, how to maintain a healthy brain, how to prevent mail fraud and other financial scams that target seniors, safe use of medications, healthy eating and nutritional information, and exercises for elderly and disabled adults, to name a few. We will include training on area specific disaster planning such as earthquakes and, of course, the latest information on disease control, especially regarding the COVID-19 virus. SCP staff will network with other community organizations to secure speakers to give presentations and informational handouts. Sign-in sheets will be used to monitor volunteer involvement.

THE DEMOGRAPHICS OF THE COMMUNITY SERVED AND PLANS TO RECRUIT A VOLUNTEER POOL REFLECTIVE OF THE COMMUNITY SERVED.
o The SCP staff will recruit new volunteers and clients at community outreach events, health fairs, and other venues/networks with local agencies. We will advertise on the City website, on several local electronic marquees, local hard-print media sources, as well as our readily available social media sources. We will attend routine community meetings focused on senior-age services provided by the County of San Bernardino. Another plan to recruit volunteers will be to collaborate with Healthcare plan Representative to attend community focused meetings and connect with community Packet Page 2648

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organization representatives. We will also advertise at local low-income senior housing communities and Senior Centers primarily through flyer postings and phone calls. We will send our recruitment flyers and brochures bi-annually to an extensive mail list of local churches, golf clubs, businesses providing senior services (auto repair shops, hair styling and beauty shops, laundry facilities, travel and tour agencies, etc.), community service groups who tend to have older board members, and other senior living facilities.
o INDIVIDUALS FROM DIVERSE RACES, ETHNICITIES, SEXUAL ORIENTATIONS, OR

DEGREES OF ENGLISH LANGUAGE PROFICIENCY
The SCP staff recruits for volunteers with no restrictions on the basis of formal education, experience, race, color, national origin including limited English proficiency, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, or military service. Individuals with bi-lingual skills in Spanish are highly sought due to a large number of Spanish-speaking residents in the Inland Empire service area. Currently the City of San Bernardino SCP project has two Spanish-speaking staff at the 5th Street Senior Center where the Program Office is located, and there are several volunteer Companions that assist with prospective volunteers. o VETERANS AND MILITARY FAMILY MEMBERS AS AMERICORPS SENIORS VOLUNTEERS SCP staff will establish a communication network with volunteer center coordinators and social workers at the Veterans Hospital in Loma Linda as a significant outlet in its recruitment efforts to attract volunteer veterans and military family members to become SCP volunteers. We will also visit veteran organizations in our service area to make face-to-face appeals before their boards and memberships: The American Legion, Veterans of Foreign Wars, The Eagles, and The Elks. o AMERICORPS SENIORS VOLUNTEERS WITH DISABILITIES
The SCP staff will assist volunteers with disabilities to accommodate their needs, such as reading for individuals who are illiterate or accommodating work assignments to meet the ability of volunteer's limitations, such as provision of a walker or cane. SCP staff will attend the Department of Aging and Adult Services (DAAS) quarterly meetings and events to recruit individuals with age-related disabilities.
o AMERICORPS SENIOR VOLUNTEERS BETWEEN THE AGES OF 55 AND 70 YEARS OLD Packet Page 2649

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Program Management
The City of San Bernardino SCP does have an age requirement for eligibility of 55 or older for volunteers. SCP staff will verify age with the volunteer's Government-issued driver's license or identification card.

YOUR PLAN AND INFRASTRUCTURE TO RETAIN AND RECOGNIZE THE AMERICORPS SCP VOLUNTEERS.

SCP staff will plan, coordinate, and implement an Annual Volunteer Recognition Event for all volunteers near the latter part of the fiscal year. Each volunteer is recognized for their volunteer service with a meal, a gift or gift bag filled with goodies, and a certificate of appreciation which includes their years of service, most hours served, and most clients serviced. The program will also hold a Holiday Social in December as a mid-year inspiration for the volunteers, with gifts and festivities as well. The program will also recognize volunteers at our monthly in-service meetings for specific outstanding actions and recognize volunteers who have upcoming birthdays, sharing a birthday song and cake. In addition to being recognized during the program's monthly in-service meetings, SCP volunteers will enjoy light refreshments. The program may receive In-Kind donations for the holiday event and Annual Volunteer Recognition Event, cake donations, gift cards, items for goodie bags, etc. SCP staff also provides guidance and an "Open Door" policy for volunteers to share concerns and gain support for their needs or just for peace of mind. Another way we retain volunteer service is by conducting an annual SCP Volunteer Satisfaction Survey from all volunteers and following through with their input where possible. All information received from the survey is reported and we will address any areas of dissatisfaction immediately and with finality.

THE PLANS AND INFRASTRUCTURE TO ENSURE MANAGEMENT OF VOLUNTEER STATIONS

ARE IN COMPLIANCE WITH AMERICORPS SCP PROGRAM REGULATIONS (SUCH AS PREVENTING OR IDENTIFYING PROHIBITED ACTIVITIES).

Through the Memorandum of Understanding (MOU) agreement (which includes the self-certification section to ensure that all volunteer stations are public or private non-profit organizations or licensed proprietary health care facilities), each volunteer site agrees to follow the guidelines that are set inside the agreement. Through periodic volunteer station visits and interaction with the volunteer supervisors the program is able to see the work that is being done and may be able to identify and prevent prohibited activities. Each Site Supervisor will be provided a policies and procedures manual with pertinent forms included. The information of the Site Supervisor will be periodically updated as Packet Page 2650

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the contact information may change. They are also responsible to give the Companion their work assignment and provide SCP staff with and assignment plan or care plan and a signed Letter of Agreement. New volunteer stations are developed through an on-site visit with the station site supervisor and staff to explain how we can help their clients, what our respective roles and responsibilities will be, and defining the supervisor and communication channels. The SCP Director/Coordinator will assign Companions to the volunteer site to develop skills and capabilities that would prepare the Companion for needed community service to the agency. All Companion assignments must meet the following stipulations: Create new or expand existing community services, provide meaningful work and the opportunity to learn new skills that can possibly help both the Companion and the client, and all volunteer stations must be in a safe, drug-free and healthy environment. The Coordinator of Volunteers provides oversight of each volunteer site supervisor. As needed the SCP Coordinator will research organizations in the service area to recruit new stations in line with work plans and regulations.

YOUR PLAN AND INFRASTRUCTURE TO DEVELOP AND/OR OVERSEE VOLUNTEER

STATIONS TO ENSURE THAT VOLUNTEERS ARE PERFORMING THEIR ASSIGNED SERVICE ACTIVITIES.

SCP staff will perform quarterly volunteer station visits. During those visits client and/or caregiver assignment plans or care plans will be discussed and evaluated with each volunteer station supervisors to ensure that volunteers are performing their requested activities. A simple checklist to document the visit will be developed and utilized going forward. If changes or additions to volunteer's activities need to be made, a new care plan will be devised during that time and immediately implemented. Site Supervisors will do annual assessments with clients to update assignment plans. Timesheets will be used, including client name and initialed dates of service, to ensure volunteers are performing their assigned service activities. Site Supervisors are responsible for approving timesheets and to make sure that the pay period dates, number of hours volunteered, and dates of volunteering are correct for the month being reported.

YOUR EXPERIENCE AND ORGANIZATIONAL TRACK RECORD IN WORK PLANS THAT LEAD TO NATIONAL PERFORMANCE MEASURES OUTCOMES.

SCP volunteers have provided volunteer service to the City of San Bernardino for close to fifty years! The program has always provided personal one-on-one service to senior citizens, then to disabled Packet Page 2651

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Organizational Capability
adults, and then to caregivers. SCP Volunteers provide companionship, nutrition/food support, transportation to medical services/appointments to individuals who have reported as having significantly decreased life-enhancing social ties or perceived social support. The greatest challenge by far is related to the efficient recruitment of qualified volunteers, especially when the average age of the volunteer Companion is 70 years and turnover is high due to normal death rates. One reason we are successful in recruitment is because we have employed two full-time, benefitted employees to manage the Program. Annual and semi-annual progress reports have always been evaluated as favorable and on-time, with prompt resolution of any discrepancies.

DEMONSTRATE PLANS TO ADDRESS CULTURE OF VOLUNTEERS STATIONS TO BE SAFE INCLUSIVE SPACES FOR DIVERSE VOLUNTEERS:
we will prioritize cultivating an environment that fosters safety, inclusivity, and respect for diversity.

Through our Memorandum of Understanding agreements and regular site visits, we emphasize the importance of creating volunteer stations that are welcoming to individuals from all backgrounds.

Each volunteer site supervisor will receive training and support to ensure they understand and uphold our commitment to inclusivity. We provide resources such as policies and procedures manuals and periodic updates to ensure that supervisors are equipped to maintain a safe and supportive environment for volunteers. Additionally, we actively engage with volunteer stations to address any concerns or issues related to inclusivity, and we encourage open dialogue and feedback from volunteers to continuously improve our practices. By promoting a culture of acceptance and diversity, we aim to create a fulfilling experience for volunteers while maximizing the positive impact of our program on the communities we serve.

YOUR PLANS AND INFRASTRUCTURE TO PROVIDE SOUND PROGRAMMATIC AND FISCAL

OVERSIGHT (BOTH FINANCIAL AND IN-KIND) AND DAY-TO-DAY OPERATIONAL SUPPORT

TO ENSURE COMPLIANCE WITH AMERICORPS SENIORS SCP REQUIREMENTS (STATUTES,

REGULATIONS, AND APPLICABLE OMB CIRCULARS) AND TO ENSURE ACCOUNTABILITY AND EFFICIENT AND EFFECTIVE USE OF AVAILABLE RESOURCES. o COMPLIANCE WITH AMERICORPS SENIORS SENIOR COMPANION PROGRAM

REQUIREMENTS(STATURES, REGUALTIONS, AND APPLICABLE OMB CIRCULARS) Packet Page 2652

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Narratives
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. The City Manager is the Chief Administrative Officer, who directs most City departments. The Department of Parks, Recreation and Community Services directly oversights the SCP 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. These are all subject to Council approval and are maintained by the Finance and City Manager Departments. The City's program-based Fiscal Year operates July 1st through June 30th of the following year. The Finance Department is one of 13 city departments. This department acts 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. o ACCOUNTABILITY
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 timely fiscal reporting system for the Senior Services Division of the Parks, Recreation and Community Services Department. The City utilizes a reliable and audited service delivery system that has effectively met or exceeded all prior years' performance objectives of AmeriCorps Seniors. 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 is administered by the Parks, Recreation and Community Services Department staff and further supported by the Finance Department staff, especially for travel and reimbursements for volunteers. The City of San Bernardino is celebrating forty-six years of demonstrated services as a provider of Volunteer Service Programs for youth and seniors. The City of San Bernardino SCP project has been under the sponsorship of Parks, Recreation and Community Services Department for 49 years. The Director of Parks, Recreation and Community Services Department, Lydie Gutfled, provides support and positive leadership for the SCP program to the City Manager, City Council and Mayor, and the San Bernardino community at large.

Direct support, leadership, and supervision are provided to the program by Mitch Assumma, Community Recreation Manager.

YOUR ORGANIZATION'S CAPACITY TO:

Packet Page 2653

For Official Use Only
Narratives
o DEVELOP AND IMPLEMENT INTERNAL POLICIES AND OPERATING PROCEDURES TO

PROVIDE GOVERNANCE AND MANAGE RISK, SUCH AS ACCOUNTING, PERSONNEL MANAGEMENT, AND PURCHASING.

The Director of Parks, Recreation and Community Services is responsible for the activities of its human resources, 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 the development and use of their own budget, and each department head is accountable to the City Manager. An independent auditor reviews City financial records annually.

REPORTING MECHANISM AND TRAINING PLAN:

The City of San Bernardino has an effective mechanism for reporting suspected criminal activity, waste, fraud, and/or abuse to both the AmeriCorps Office of Inspector General and AmeriCorps. This mechanism involves designated points of contact within the Parks, Recreation and Community Services Department who are responsible for receiving and documenting reports of suspected misconduct. Reports are promptly forwarded to the appropriate authorities for investigation and resolution.

By implementing these measures, the City of San Bernardino demonstrates its commitment to maintaining integrity, accountability, and transparency in its operations, ensuring that any instances of suspected misconduct are addressed promptly and appropriately.

Additionally, the City can plan and develop a training plan to educate staff and participants on reporting protocols. Training sessions include information on recognizing signs of misconduct, understanding reporting procedures, and ensuring timely and accurate reporting. Training opportunities can be provided regularly to both staff and volunteers, with a focus on promoting awareness and understanding of the importance of reporting suspected violations.

Packet Page 2654

For Official Use Only
Narratives
o EFFICIENT AND EFFECTIVE USE OF AVAILABLE RESOURCES
The City of San Bernardino SCP has worked, and continues to work, with the San Bernardino County Department of Aging and Adult Services, Catholic Charities, Lighthouse for the Blind, Meals on Wheels, Family Service Agency, and various Community and Senior Centers. The SCP program effectively uses The City of San Bernardino Fifth Street Senior Center to hold In-service training meetings. SCP also benefits from knowledge of local organizations on valuable training for volunteers.

The City of San Bernardino Parks, Recreation and Community Services Department is constantly seeking alternative funding resources, cash or in-kind, 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 Program -- 1992 -- 2009; Nutrition Network Program -- 1998 -- 2016; San Bernardino Mentoring Program -- 1992 -- 2009; RSVP (Retired Senior Volunteer Program) -- 1975 -- Present; SCP (Senior Companion Program) -- 1975 -- Present; and Kaiser Hospital Community Foundation Grant 2008 -- Present.

Outdoor Equity 2021 -- Present;

CLEARLY DEFINED PAID STAFF POSITIONS, INCLUDING (AS APPLICABLE)

IDENTIFICATION OF CURRENT STAFF ASSIGNED TO THE PROJECT AND HOW THESE POSITIONS WILL ENSURE THE ACCOMPLISHMENT OF THE PROGRAM OBJECTIVES.

The City Manager's Office oversights most city services, including that of the SCP and all grantfunded programs especially. In addition to other support staff, the Finance Department provides several Accountant positions (Annie Clark, CPA) 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, including audit reviews. The Department of Parks, Recreation and Community Services directly administers the SCP project. From top down, the chain of command is the Director/Department Head (Lydie Gutfeld), the Community Recreation Manager (Mitch Assumma), the Community Services Supervisor (LaKeisha Jackson), and the SCP Coordinator (Oscar Rivas), the SCP Coordinator of Volunteers (Delores Suarez). The Director of the Parks, Recreation and Community Services Department reports to the City Manager. The SCP Coordinator - SCP's responsibilities include, but are not limited to, assigning volunteers to volunteer stations, conducting Packet Page 2655

For Official Use Only
Narratives
Other
volunteer station visits, maintaining budget and expenditure records, grant reporting in E-grants, recruitment of volunteers and volunteer sites, building public awareness and support for the SCP, planning and implementing recognition for the volunteers, attending grant workshops and training conferences and completing reports for the corporation and the sponsor. The Coordinator of Volunteers assists the SCP Coordinator in all areas of the Program coordination in ways relevant to the position's authority, but is most responsive to daily client and companion service needs.

The Community Recreation Manager (Mitch Assumma) has administered the SCP in San Bernardino for over 14 years as Manager of the Senior Services division. He has over 35 years of experience in managing municipal services in the parks and recreation field. Mr. Assumma holds a Master's Degree in Public Administration, and a Bachelor's Degree in Recreation Administration. o MANAGE CAPITAL ASSETS SUCH AS FACILITIES, EQUIPMENT, AND SUPPLIES.

The 5th Street Senior Center houses both the Senior Companion Program and the Retired Senior and Volunteer Program, which is funded through a combination of the City's General Fund and various Federal and State grants. The 5th Street Senior Center is ADA compliant and is currently being used for administration, training and meetings, community programs, special interest classes, and group rentals. The Center is fully outfitted with tables, chairs, furniture, play equipment, kitchen equipment for full meal preparation, sound and PA system, and office management; the grant-funded Senior Nutrition Program also operates out of the 5th Street Senior Center along with lunch meal serving at five other locations. 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 has implemented a robust data collection system to monitor, evaluate, and enhance volunteer activities, aligning with National Performance Measure requirements.

Utilizing volunteer timesheets, Excel forms, and client surveys, the program captures a comprehensive range of data on volunteer engagement, service delivery, and client outcomes.

Volunteers diligently track their hours and document service details through timesheets, while Excel forms provide a platform for recording in-depth information on volunteer duties and client Packet Page 2656

For Official Use Only
Narratives
PNS Amendment (if applicable)
interactions. This structured approach enables the program to assess volunteer participation, evaluate service effectiveness, and measure progress against performance indicators.

Moreover, client surveys are conducted to solicit feedback on satisfaction levels, service outcomes, and areas for improvement. Integrating client perspectives into data analysis enhances the program's understanding of client needs and preferences, guiding service customization and improvement initiatives. By leveraging insights from client feedback alongside volunteer data, the program aims to optimize service delivery and demonstrate meaningful impact within the community.

Furthermore, the program's data collection framework supports evidence-based decision-making, program evaluation, and reporting. By harnessing the combined power of timesheets, Excel forms, and client surveys, the program enhances volunteer program management, improves service quality, and reinforces accountability in achieving program objectives.

Despite challenges in securing non-federal support, our organization remains deeply committed to program sustainability, with a longstanding history of oversight and continued financial contributions of 20-30% of the funding. Recognizing the importance of maximizing resources and ensuring longterm viability, we are dedicated to optimizing internal processes, leveraging federal funding effectively, and maintaining cost-efficient operations. Through strategic financial management and a steadfast commitment to our mission, we aim to sustain program impact and continue serving seniors and communities effectively for years to come.

Additionally, our organization will be accepting the one-time grant of $2,500 designated for travel and training purposes. This funding will support volunteer development initiatives, including training sessions, workshops, and conferences, enhancing the capacity and skills of our volunteers to deliver high-quality services to the community.

Not applicable.

Packet Page 2657

For Official Use Only
Performance Measures
% of Unduplicated Volunteers in Work Plans that result in Outcomes:
% of Unduplicated in the Primary Focus Area:
100%
100%
Healthy Futures Aging in Place 1
3 2
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

1.4 1.3
Performance Measure:

Performance Measure:

Focus Area:

Food Delivery
Transportation
Service Activity: Food Delivery
Service Activity
Description:

SCP Volunteer may transport older adult clients to local senior community center to receive a free meal.

AmeriCorps Senior Companions would spend four hours with a client twice a week.

Long-term caregivers face significant challenges, including financial strain, health issues, and emotional stress. Our Respite Care program offers essential breaks to caregivers, allowing them time to prioritize their own well-being. We aim for independent in-home clients to experience reduced social isolation and prolonged independence at home, while providing caregivers the opportunity to attend to personal matters or work commitments.

Respite care for seniors is provided on an ongoing and as-needed basis. Ideally, AmeriCorps Senior Companions would spend four hours with a client twice a week. However, flexibility is key, and we tailor our support to meet individual needs. To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout.

By offering flexible respite care solutions and prioritizing caregiver support, we strive to enhance the overall quality of life for both caregivers and those receiving care.

Long-term caregivers face significant challenges, including financial strain, health issues, and emotional stress. Our Respite Care program offers essential breaks to caregivers, allowing them time to prioritize their own well-being. We aim for independent in-home clients to experience reduced social isolation and prolonged independence at home, while providing caregivers the opportunity to attend to personal matters or work commitments.

Community Need to be Addressed:

Community Need to be Addressed:

H13: Caregivers of homebound or older adults/individuals with disabilities receiving respite service Anticipated H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Target: 6 How Measured: Client Tracking Database
Instrument Description: Client intake form and assignment care plan for each client indicating respite care is being provided. 3Target: How Measured: Tracking System
Instrument Description: Surveys and assignment care plan Packet Page 2658

For Official Use Only
Healthy Futures Aging in Place 1
3 2
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

1.3 1.1
Performance Measure:

Performance Measure:

Focus Area:

Transportation
Companionship
Service Activity: Transportation
Service Activity
Description:

SCP Volunteer may transport client to grocery store, post office, medical appointments, and other necessary transportation needs. AmeriCorps Senior Companions would spend four hours with a client twice a week.

Respite care for seniors is provided on an ongoing and as-needed basis. Ideally, AmeriCorps Senior Companions would spend four hours with a client twice a week. However, flexibility is key, and we tailor our support to meet individual needs. To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout.

By offering flexible respite care solutions and prioritizing caregiver support, we strive to enhance the overall quality of life for both caregivers and those receiving care.

Long-term caregivers face significant challenges, including financial strain, health issues, and emotional stress. Our Respite Care program offers essential breaks to caregivers, allowing them time to prioritize their own well-being. We aim for independent in-home clients to experience reduced social isolation and prolonged independence at home, while providing caregivers the opportunity to attend to personal matters or work commitments.

Respite care for seniors is provided on an ongoing and as-needed basis. Ideally, AmeriCorps Senior Companions would spend four hours with a client twice a week. However, flexibility is key, and we tailor our support to meet individual needs. To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout.

By offering flexible respite care solutions and prioritizing caregiver support, we strive to enhance the overall quality of life for both caregivers and Community Need to be Addressed:

H13: Caregivers of homebound or older adults/individuals with disabilities receiving respite service Anticipated H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Target: 6 How Measured: Client Tracking Database
Instrument Description: Client intake form and assignment care plan for each client indicating respite care is being provided. 3Target: How Measured: Tracking System
Instrument Description: Surveys and assignment care plan Packet Page 2659

For Official Use Only
Healthy Futures
Healthy Futures
Aging in Place
Aging in Place
1 1
4 3
Objective:

Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

1.1 1.2
Performance Measure:

Performance Measure:

Focus Area:

Focus Area:

Companionship
Preventing Elder Abuse
Service Activity: Companionship
Service Activity
Description:

SCP volunteers will provide social and emotional well-being. The client will receive a sense of belonging and develop positive meaningful relationships. AmeriCorps Senior Companions would spend four hours with a client twice a week.
those receiving care.

Long-term caregivers face significant challenges, including financial strain, health issues, and emotional stress. Our Respite Care program offers essential breaks to caregivers, allowing them time to prioritize their own well-being. We aim for independent in-home clients to experience reduced social isolation and prolonged independence at home, while providing caregivers the opportunity to attend to personal matters or work commitments.

Respite care for seniors is provided on an ongoing and as-needed basis. Ideally, AmeriCorps Senior Companions would spend four hours with a client twice a week. However, flexibility is key, and we tailor our support to meet individual needs. To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout.

By offering flexible respite care solutions and prioritizing caregiver support, we strive to enhance the overall quality of life for both caregivers and those receiving care.

Community Need to be Addressed:

H13: Caregivers of homebound or older adults/individuals with disabilities receiving respite service Anticipated H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Target: 6 How Measured: Client Tracking Database
Instrument Description: Client intake form and assignment care plan for each client indicating respite care is being provided. 3Target: How Measured: Tracking System
Instrument Description: Surveys and assignment care plan Packet Page 2660

For Official Use Only
Healthy Futures Aging in Place 1
4 4
3 3
Objective:

Number of
Volunteer
Stations:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Unduplicated
Anticipated
Volunteer
Anticipated
Volunteer

1.2 2.4
Performance Measure:

Performance Measure:

Focus Area:

Preventing Elder Abuse
Food Delivery
Preventing Elder Abuse
Food Delivery
Service Activity:

Service Activity:

Service Activity
Description:

Service Activity
Description:

SCP Volunteer will be provided workshops with information about elder abuse. AmeriCorps Senior Companions would spend four hours with a client twice a week.

SCP Volunteer may transport older adult clients to local senior community center to receive a free meal.

AmeriCorps Senior Companions would spend four hours with a client twice a week.

Promoting independent living among older adults fosters autonomy and enriches their lives by allowing them to receive in-home services while maintaining the freedom to pursue hobbies, engage socially, and manage daily tasks independently. This autonomy positively impacts emotional well-being, cognitive skills, and memory function. Our Emotional and Social Care program provides tailored support to meet the emotional and social needs of older adults. AmeriCorps Senior Companions ideally spend four hours with a client twice a week, providing compassionate companionship, emotional support, and assistance with social engagement. The program is flexible, accommodating individual needs as they arise.

To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout while delivering meaningful support to those in need.

Community Need to be Addressed:

H13: Caregivers of homebound or older adults/individuals with disabilities receiving respite service Anticipated H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Target: 6 How Measured: Client Tracking Database
Instrument Description: Client intake form and assignment care plan for each client indicating respite care is being provided. 3Target: How Measured: Tracking System
Instrument Description: Surveys and assignment care plan Packet Page 2661

For Official Use Only
Healthy Futures Aging in Place 1
4 3
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

2.4 2.1
Performance Measure:

Performance Measure:

Focus Area:

Food Delivery
Transportation
Service Activity: Transportation
Service Activity
Description:

SCP Volunteer may transport clients to grocery store, post office, medical appointments, and other necessary transportation needs. AmeriCorps Senior Companions would spend four hours with a client twice a week.

Promoting independent living among older adults fosters autonomy and enriches their lives by allowing them to receive in-home services while maintaining the freedom to pursue hobbies, engage socially, and manage daily tasks independently. This autonomy positively impacts emotional well-being, cognitive skills, and memory function. Our Emotional and Social Care program provides tailored support to meet the emotional and social needs of older adults. AmeriCorps Senior Companions ideally spend four hours with a client twice a week, providing compassionate companionship, emotional support, and assistance with social engagement. The program is flexible, accommodating individual needs as they arise.

To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout while delivering meaningful support to those in need.

Community Need to be Addressed:
(PRIORITY) H8: Number of individuals receiving independent living services (PRIORITY) H8: Number of individuals receiving independent living services Anticipated
Anticipated
(PRIORITY) H9: Number of individuals with increased social support. (PRIORITY) H9: Number of individuals with increased social support.

Anticipated
Anticipated
6 6
Client Tracking Database
Client Tracking Database
Target:

Target:

How Measured:

How Measured:

Instrument Description:

Instrument Description:

Client intake form and client/companion sa
Client intake form and client/companion sa
Survey
Survey
6 6
Target:

Target:

How Measured:

How Measured:

Instrument Description:

Instrument Description:

Survey measuring the client's social emotional well-being Survey measuring the client's social emotional well-being Packet Page 2662

For Official Use Only
Healthy Futures Aging in Place 1
4 3
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

2.2 2.3
Performance Measure:

Performance Measure:

Focus Area:

Companionship
Preventing Elder Abuse
Service Activity: Companionship
Service Activity
Description:

SCP volunteers will provide social and emotional well-being. The client will receive a sense of belonging and develop positive meaningful relationships.AmeriCorps Senior Companions would spend four hours with a client twice a week.AmeriCorps Senior Companions would spend four hours with a client twice a week.

Promoting independent living among older adults fosters autonomy and enriches their lives by allowing them to receive in-home services while maintaining the freedom to pursue hobbies, engage socially, and manage daily tasks independently. This autonomy positively impacts emotional well-being, cognitive skills, and memory function. Our Emotional and Social Care program provides tailored support to meet the emotional and social needs of older adults. AmeriCorps Senior Companions ideally spend four hours with a client twice a week, providing compassionate companionship, emotional support, and assistance with social engagement. The program is flexible, accommodating individual needs as they arise.

To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout while delivering meaningful support to those in need.

Promoting independent living among older adults fosters autonomy and enriches their lives by allowing them to receive in-home services while maintaining the freedom to pursue hobbies, engage socially, and manage daily tasks independently. This autonomy positively impacts emotional well-being, cognitive skills, and memory function. Our Emotional and Social Care program provides tailored support to meet the emotional and social needs of older adults. AmeriCorps Senior Companions ideally spend four hours with a client twice a week, providing compassionate companionship, emotional support, and assistance with social engagement. The program is flexible, accommodating individual needs as they arise.

To ensure the well-being of our senior volunteers, we require a minimum commitment of five volunteer hours to prevent burnout while delivering meaningful support to those in need.

Community Need to be Addressed:

Community Need to be Addressed:
(PRIORITY) H8: Number of individuals receiving independent living services Anticipated (PRIORITY) H9: Number of individuals with increased social support.

Anticipated
Target: 6 How Measured: Client Tracking Database
Instrument Description: Client intake form and client/companion sa Target: 6 How Measured: Survey
Instrument Description: Survey measuring the client's social emotional well-being Packet Page 2663

For Official Use Only
Healthy Futures
Healthy Futures
Aging in Place
Aging in Place
1 1
4 4
3 3
Objective:

Objective:

Number of
Volunteer
Stations:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Unduplicated
Anticipated
Volunteer
Anticipated
Volunteer

2.3 3.5
Performance Measure:

Performance Measure:

Focus Area:

Focus Area:

Preventing Elder Abuse
Companionship
Service Activity: Preventing Elder Abuse
Service Activity
Description:

SCP Volunteer will be provided workshops with information about elder abuse. AmeriCorps Senior Companions would spend four hours with a client twice a week.

Elder adults who experience social isolation are at a higher risk of premature mortality compared to those with a strong support network. The loss of friends, spouses, or family members can intensify feelings of loneliness and depression, particularly for those living longer than their peers. This is especially common among seniors with impaired mobility who reside at home. Without sufficient social interaction and stimulation, seniors may struggle with grooming, nutrition, and overall enjoyment of life, increasing their vulnerability to clinical depression.

Companion care plays a crucial role in alleviating these challenges by providing seniors with much-needed companionship and emotional support.

Our program recognizes the importance of regular social engagement in maintaining seniors' emotional well-being and quality of life. While our companions are required to volunteer a minimum of five hours per week, we encourage them to volunteer twice a week for four to five hours each day. This ensures consistent and meaningful support for seniors, fostering a sense of excitement and positivity in their day-to-day lives.

Community Need to be Addressed:
(PRIORITY) H8: Number of individuals receiving independent living services Anticipated (PRIORITY) H9: Number of individuals with increased social support.

Anticipated
Target: 6 How Measured: Client Tracking Database
Instrument Description: Client intake form and client/companion sa Target: 6 How Measured: Survey
Instrument Description: Survey measuring the client's social emotional well-being Packet Page 2664

For Official Use Only
Healthy Futures Aging in Place 1
4 3
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

3.5 3.4
Performance Measure:

Performance Measure:

Focus Area:

Companionship
Transportation
Companionship
Transportation
Service Activity:

Service Activity:

Service Activity
Description:

Service Activity
Description:

SCP volunteers will provide social and emotional well-being. The client will receive a sense of belonging and develop positive meaningful relationships. AmeriCorps Senior Companions would spend four hours with a client twice a week.

SCP Volunteer may transport clients to grocery store, post office, medical appointments, and other necessary transportation needs. AmeriCorps Senior Companions would spend four hours with a client twice a week.

Elder adults who experience social isolation are at a higher risk of premature mortality compared to those with a strong support network. The loss of friends, spouses, or family members can intensify feelings of loneliness and depression, particularly for those living longer than their peers. This is especially common among seniors with impaired mobility who reside at home. Without sufficient social interaction and stimulation, seniors may struggle with grooming, nutrition, and overall enjoyment of life, increasing their vulnerability to clinical depression.

Companion care plays a crucial role in alleviating these challenges by providing seniors with much-needed companionship and emotional support.

Our program recognizes the importance of regular social engagement in maintaining seniors' emotional well-being and quality of life. While our companions are required to volunteer a minimum of five hours per week, we encourage them to volunteer twice a week for four to five hours each day. This ensures consistent and meaningful support for seniors, fostering a sense of excitement and positivity in their day-to-day lives.

Community Need to be Addressed:

H4A: Number of individuals served
H4A: Number of individuals served
Anticipated
Anticipated
H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
6 6
Tracking System
Tracking System
Target:

Target:

How Measured:

How Measured:

Instrument Description: Client intake form, client assignment plan, and SCP volunteer time sheet to track hours spent with client. 6Target: How Measured: Tracking System
Instrument Description: Client survey to measure social emotional well-being Packet Page 2665

For Official Use Only
Healthy Futures Aging in Place 1
4 3
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

3.4 3.3
Performance Measure:

Performance Measure:

Focus Area:

Transportation
Nutrition/Food Support
Service Activity: Nutrition/Food Support
Service Activity
Description:

SCP Volunteer may transport older adult clients to local senior community center to receive a healthy and nutritious meal as well as transportation to local food banks, if necessary. AmeriCorps Senior Companions would spend four hours with a client twice a week.

Elder adults who experience social isolation are at a higher risk of premature mortality compared to those with a strong support network. The loss of friends, spouses, or family members can intensify feelings of loneliness and depression, particularly for those living longer than their peers. This is especially common among seniors with impaired mobility who reside at home. Without sufficient social interaction and stimulation, seniors may struggle with grooming, nutrition, and overall enjoyment of life, increasing their vulnerability to clinical depression.

Companion care plays a crucial role in alleviating these challenges by providing seniors with much-needed companionship and emotional support.

Our program recognizes the importance of regular social engagement in maintaining seniors' emotional well-being and quality of life. While our companions are required to volunteer a minimum of five hours per week, we encourage them to volunteer twice a week for four to five hours each day. This ensures consistent and meaningful support for seniors, fostering a sense of excitement and positivity in their day-to-day lives.

Community Need to be Addressed:

H4A: Number of individuals served Anticipated
H14: Number of caregivers who reported having increased social ties/perceived social support H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Anticipated
Target: 6 How Measured: Tracking System
Instrument Description:

Instrument Description:

Client intake form, client assignment plan, and SCP volunteer time sheet to track hours spent with client.

Client intake form, client assignment plan, and SCP volunteer time sheet to track hours spent with client.

Tracking System
Tracking System
6 6
Target:

Target:

How Measured:

How Measured:

Instrument Description:

Instrument Description:

Client survey to measure social emotional well-being
Client survey to measure social emotional well-being
Packet Page 2666

For Official Use Only
Healthy Futures Aging in Place 1
4 3
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer

3.1 3.2
Performance Measure:

Performance Measure:

Focus Area:

Elder Justice: Fraud and Scam Prevention
Respite Services
Service Activity: Elder Justice: Fraud and Scam Prevention Service Activity
Description:

SCP Volunteer will be provided workshops with information about fraud and scam prevention. These workshops will be provided once a month.

Elder adults who experience social isolation are at a higher risk of premature mortality compared to those with a strong support network. The loss of friends, spouses, or family members can intensify feelings of loneliness and depression, particularly for those living longer than their peers. This is especially common among seniors with impaired mobility who reside at home. Without sufficient social interaction and stimulation, seniors may struggle with grooming, nutrition, and overall enjoyment of life, increasing their vulnerability to clinical depression.

Companion care plays a crucial role in alleviating these challenges by providing seniors with much-needed companionship and emotional support.

Our program recognizes the importance of regular social engagement in maintaining seniors' emotional well-being and quality of life. While our companions are required to volunteer a minimum of five hours per week, we encourage them to volunteer twice a week for four to five hours each day. This ensures consistent and meaningful support for seniors, fostering a sense of excitement and positivity in their day-to-day lives.

Elder adults who experience social isolation are at a higher risk of premature mortality compared to those with a strong support network. The loss of friends, spouses, or family members can intensify feelings of loneliness and depression, particularly for those living longer than their peers. This is especially common among seniors with impaired mobility who reside at home. Without sufficient social interaction and stimulation, seniors may struggle with grooming, nutrition, and overall enjoyment of life, increasing their vulnerability to clinical depression.

Companion care plays a crucial role in alleviating these challenges by providing seniors with much-needed companionship and emotional support.

Our program recognizes the importance of regular social engagement in maintaining seniors' emotional well-being and quality of life. While our Community Need to be Addressed:

Community Need to be Addressed:

H4A: Number of individuals served Anticipated
H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Target: 6 How Measured: Tracking System
Instrument Description: Client intake form, client assignment plan, and SCP volunteer time sheet to track hours spent with client. 6Target: How Measured: Tracking System
Instrument Description: Client survey to measure social emotional well-being Packet Page 2667

For Official Use Only
Healthy Futures Aging in Place 1
4 3
Objective:

Number of
Volunteer
Stations:

Anticipated
Unduplicated
Anticipated
Volunteer
Performance Measure: 3.2
Focus Area:

Respite Services
Service Activity: Respite Services
Service Activity
Description:

SCP Volunteer may provide respite care to individuals receiving in home caregiving. AmeriCorps Senior Companions would spend four hours with a client twice a week. companions are required to volunteer a minimum of five hours per week, we encourage them to volunteer twice a week for four to five hours each day. This ensures consistent and meaningful support for seniors, fostering a sense of excitement and positivity in their day-to-day lives.

H4A: Number of individuals served Anticipated
H14: Number of caregivers who reported having increased social ties/perceived social support Anticipated
Target: 6 How Measured: Tracking System
Instrument Description: Client intake form, client assignment plan, and SCP volunteer time sheet to track hours spent with client. 6Target: How Measured: Tracking System
Instrument Description: Client survey to measure social emotional well-being Packet Page 2668

For Official Use Only
Required Documents
Applicant Operational and Financial Management Survey (OFMS) Document Name
Sent
Status
Packet Page 2669

Packet Page 2670

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
CFDA No.: 94.016
290 N D ST San Bernardino CA 92401-1734
Agreement No.: 24SCICA002
Amendment No.: 3
San Bernardino, City of
Grantee
EIN: 956000772
Performance Period: 07/01/2024 - 06/30/2027
Budget Period: 07/01/2025 - 06/30/2027
Notice of Grant Award Corporation for National and Community Service 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/FY2025-General-Terms-and-Conditions.pdf and the Program Terms and Conditions found at https://www.americorps.gov/sites/default/files/document/2025- 06/2025_FGP_SCP_T%26C_508.pdf. Recipient also agrees to comply with assurances and certifications made in the grant application, supporting documents, and with applicable federal statutes, regulations and guidelines.

Funding Information
Previously
Awarded
This Year
This Award/
Amendment
Total Obligated by CNCS $0 $332,662
Grantee's Unobligated
Balance (Carryover)
$0 $0
Total Available $0 $332,662
Total CNCS Funds Awarded to Date
Cumulative Funding for Project Period
Total Awarded in Previous Amendments $335,162
Senior Companion Program
06/10/2025
$667,824
250 E Street SW, Suite 300
Washington, DC 20525-0001
(202) 606-5000
Total Current
Year
$332,662
$0
$332,662
For Official Use Only
Funding Source and Amount
2025--OPE1-P77-OPO-26000-4101 $332,662.00
Grant Year: 2
Year 2
Signature Award Date
San Bernardino, City of
Legal Applicant
UEI: EJLMHR1CMKM7
Award Description
This award funds the approved 2025–26 SCP program. Your 2025–26 statutory match is 10% and your budgetary match is

25.42%
Corporation for National and Community Service:

Packet Page 2671

For Official Use Only
CFDA No.:

West Region
290 N D ST San Bernardino CA 92401-1734
Agreement No.: 24SCICA002
Amendment No.: 3
San Bernardino, City of
Grantee
EIN: 956000772
Performance Period: 07/01/2024 - 06/30/2027
Budget Period: 07/01/2025 - 06/30/2027
Bonnie Janicki
Notice of Grant Award
Award Information
Senior Grants Officer
Grants Officer
Program Officer
Senior Companion Program
250 E Street SW, Suite 300
Washington, DC 20525-0001
(202) 606-5000
For Official Use Only
Grant Year: 2
Delores Suarez
Project Director
Mitchell Assumma
Certifying Official/Executive Officer
UEI: EJLMHR1CMKM7
Packet Page 2672
Packet Page 2673
Packet Page 2674
Packet Page 2675
Packet Page 2676
Packet Page 2677
Schedule
"H"
1 CITY OF SAN BERNARDINO, CALIFORNIA
3 DEPARTMENT
4 PROJECT #: 0509 SCP 2025/26
5 Account Number Description
FY2023-24
BUDGET
ESTIMATES MATCH TOTAL 6
8 Grant Name: 123-380-0509 001-380-0509
10 Salaries
11 5011 Salaries perm/fulltime 53,136 43,476 96,612
12 5013 Automobile allowance -
13 5014 Salaries temp/parttime -
14 5015 Overtime -
15 Total: Salaries 53,136 43,476 96,612
16 Benefits
17 5026 PERS retirement 5,766 3,844 9,610
18 5027 Health and life insurance 16,200 4,097 10,800 27,000 19 5028 Unemployment insurance - - -
20 5029 Medicare 781 520 1,301
20 5034 CalPERS Unfunded Liability - 17,915 17,915
21 Total: Benefits 22,747 33,080 55,827
22 Total: Salaries & benefits 75,883 76,556 152,439
24 Maintenance and Operations
5102 Computer Equipment - -
26 5111 Materials and Supplies 2,500 1,500 4,000
27 5122 Dues and subscriptions -
28 5131 Mileage 1,500 1,000 2,500
29 5132 Meetings and conferences 1,800 1,200 3,000
30 5133 Education and training -
5135 Transportation - grant 47,407 13,772 61,179
5136 Meals 44,400 - 44,400
5150 Utilities 3,015 3,015
5161 Insurance 660 - 660
31 5172 Equipment maintenance -
32 5174 Printing charges 150 150
33 5175 Postage 300 300
34 5176 Copy machine charges -
5181 Other operating expense 4,000 600 4,600
35 5186 Civic and promotional -
5191 Stipends 182,622 154,512 154,512
36 5193 Grant match -
37 Total: Maintenance and Operations 256,779 21,537 278,316 38 Contract Services
39 5502 Professional/contractual services -
40 5505 Other professional services - 1,325 1,325
41 Total: Contractual Services - 1,325 1,325
42 Internal Service Charges
43 5601 Garage charges -
44 5602 Workers compensation - 8,785 8,785
45 5603 Liability 2,860 2,860
46 5604 IT charges in-house 7,240 7,240
47 5605 Telephone support 1,800 1,800
48 5606 Electric -
49 5612 Fleet charges - fuel -
50 Total: Internal Service Charges - 20,685 20,685
51 Capital Outlay
5702 Computer Equipment - - -
52 5703 Communications equipment -
53 Total: Capital Outlay - - -
54 Credit/billables
55 5910 Credit - federal and state program funding -
56 Total: Credit/billables - - -
57 Total: Non-Personnel Expenses 256,779 43,547 300,326 58 Grant Total 332,662 120,103 452,765
9856
Packet Page
7/23/2025
2678

CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 20, 2025
To: Honorable Mayor and City Council Members
From: Vanessa Carder, Acting Director of Parks, Recreation, and Community Services;
Eric Levitt, City Manager
Department: Parks, Recreation, and Community Services
Subject: Adopt a Resolution Accepting the Corporation for National and Community Service’s AmeriCorps Seniors Retired and Senior Volunteer Program (RSVP) Grant in the amount of $70,477 for FY 2025-2028- First Year of a Three-Year Grant Award (All Wards) .

Recommendation:

It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-357:

1. Ratifying the submission of a new grant application for year one of a three-year grant through the Corporation for National and Community Service’s AmeriCorps Seniors Retired and Senior Volunteer Program (RSVP); and

2. Authorizing the City Manager to accept the grant award in the amount of $70,477; and

3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant awards; and

4. Authorizing the Director of Finance and Management Services to appropriate the grant funds for the period of April 1, 2025 ($17,618.25 in FY 24-25) through March 31, 2026 ($52,858.75 in FY 25-26).

Executive Summary
The Senior Services Division received notification of a new first year of a three-year (2025-2028) grant award for the Retired and Senior Volunteer Program (RSVP) in the amount of $70,477. This grant will be used to recruit and coordinate senior-age volunteers in activities that benefit the local community.

Background
The City has participated in the federally funded Retired and Senior Volunteer Program Packet Page 2679
(RSVP) for 51 years. The RSVP program provides funds for staff to coordinate the Work Plans of the volunteer program. The RSVP staff member(s) recruit volunteers, select work sites, make site visits, and prepare reports to meet grant requirements. RSVP volunteers, age 55 and over, perform various service activities within the community under different Memorandum of Understandings, with one of the larger commitments being 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. This is paid out of grant funds. RSVP volunteers can serve up to forty hours a week providing support for senior lunch programs, local non-profits, community centers, public safety agencies, and hospitals. They also provide disaster preparedness with the California Highway Patrol and San Bernardino County Sheriff’s Department. This past year, 141 volunteers contributed 28,649 hours with an economic value of over $911,035. Health and wellness, self-improvement, connecting with others, and building new skills are the most notable benefits for the RSVP volunteers.

Discussion
On April 7, 2025, staff received the Notice of Grant Award letter from the Corporation for National and Community Service (CNCS) in an amount of $70,477. This funding will allow staff to continue the services provided by RSVP. The first year of a 3-year grant cycle (2025-2028) will end March 31, 2026. The fiscal cycle of the RSVP grant begins nine months into the current city fiscal year cycle (FY2024/2025), with an approximate 25%/75% fiscal year allocation. The City provides a contracted budgeted match of 50.3% for the RSVP in the amount of $76,354 in shared costs to reimburse volunteer stipends, program expenditures and the agreed upon staff salary percentage for the RSVP. This grant match funding is budgeted in account no. 001-380-0502. The City also provides in the amount of $1,158 an in-kind contribution for the cost of utilities (phone included) for the program’s office space.
2021-2025 Strategic Targets and Goals
This request aligns with Key Target 3c: Improved Quality of Life - Constantly Evaluate Public Safety Service Delivery Models to Enhance the Quality of Service.

Fiscal Impact
The City required match of $76,354 is funded by the General Fund and is already included in the adopted budgets for FY 2024–25 and FY 2025–26. In-kind utilities in the amount of $1,158 are accounted for via existing overhead charges.

Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-357:

1. Ratifying the submission of a new grant application for year one of a three-year grant through the Corporation for National and Community Service’s AmeriCorps Seniors Retired and Senior Volunteer Program (RSVP); and Packet Page 2680

2. Authorizing the City Manager to accept the grant award in the amount of $70,477; and

3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant awards; and

4. Authorizing the Director of Finance and Management Services to appropriate the grant funds for the period of April 1, 2025 ($17,618.25 in FY 24-25) through March 31, 2026 ($52,858.75 in FY 25-26).

Attachments
Attachment 1 Resolution No. 2025-357 RSVP Grant, 1st Year Attachment 2 2025-2028 RSVP Grant Application
Attachment 3 2025-2026 RSVP Notice of Grant Award
Attachment 4 2025-2026 RSVP Grant Budget & Grant Budget Narratives Ward:

All Wards
Synopsis of Previous Council Actions:

May 1, 2024 The Mayor and City Council adopted Resolution No. 2024-107 of the Mayor and City Council of San Bernardino, California approving a continuation of submitted budget application for year three of a threeyear grant through the National and Community Services Retired and Senior Volunteer Program, accepting the grant award in the amount of $57,309, and appropriating the grant funds for the period of April 1, 2024, through March 31, 2025.

June 21, 2023 The Mayor and City Council adopted Resolution No. 2023-105 of the Mayor and City Council of the City of San Bernardino, California approving a continuation of submitted budget application for year two of a three-year grant through the National and Community Services Retired and Senior Volunteer Program, accept the grant award in the amount of $54,809, and appropriate the grant funds for the period of April 1, 2023, through March 31, 2024.

May 4, 2022 The Mayor and City Council adopted Resolution No. 2022-78 ratifying 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, Accept the Grant Award in the amount of $54,809, and Appropriate the Grant Funds for the Period of April 1, 2022, through March 31, 2 023.

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 the RSVP for a total amount of $128,798, for the Period of April 1, 2021, through March 31, 2022.

Packet Page 2681
Resolution No. 2025-357
Resolution No. 2025-357
August 20, 2025