RESOLUTION NO. 2026-026
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
SAN BERNARDINO, CALIFORNIA, AUTHORIZING THE CITY
MANAGER TO APPROVE A 202 5/2026 BUDGET AMENDMENT #1 FOR
THE OLDER CALIFORNIANS NUTRITION PROGRAM GRANT
THROUGH THE DEPARTMENT OF AGING AND ADULT SERVICES –
PUBLIC GUARDIAN (DAAS-PG); AUTHORIZING THE CITY MANAGER TO ACCEPT THE AMENDED 2025/2026 CONGREGATE MEAL
PROGRAM GRANT BUDGET IN THE AMOUNT OF AN ADDITIONAL
$9,000 (TOTAL AWARD OF $ 351,000); AUTHORIZING THE CITY
MANAGER OR THEIR DESIGNEE TO CONDUCT ALL NEGOTIATIONS,
SIGNING AND SUBMITT ING OF NECESSARY DOCUMENTS TO
RECEIVE GRANT BUDGET AWARDS; APPROVING A CHANGE ORDER
INCREASE OF $9,000 TO THE ANNUAL PURCH ASE ORDER WITH
SYSCO FOODS 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 JULY 1, 202 5 THROUGH JUNE 30, 2026.
WHEREAS, on May 23, 2022, the C ounty of San Bernardino Department of Aging and Adult Services (DAAS) issued a contract for approval by 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, at the August 20, 2025 MCC Meeting, an amendment was approved to extent Contract No. 22- 666 A1 for FY2025/2026 of the Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAAS-PG) an additional year (FY 2025/2026) funding, beginning July 1, 2025, through June 30, 2026; accept the 2025/2026 Congregate Meal Program Grant Budget in the amount of $342,000; and approve two food vendor purchase orders (Sysco Foods and Hollandia Dairy) and one di etitian service (Consulting Health and Nutrition Services); and
WHEREAS, on September 3, 2025, the County of San Bernardino DAAS-PG requested a Budget Sheet be submitted to include a budget adjustment increase of $9,000 for Contract 22 -666 A1 for IIIC Nutrition Services (Congregate/Home Delivered Meal Program), as issued by the California Department of Aging (CDA), for a total FY2025/2026 budget of $351,000. to provide Older Californians Nutrition Program Services.; and,
WHEREAS, the Program is contracted to serve at least 5 0,273 total annual meals at six nutrition sites; the city is projecting to serve 63,000 meals this fiscal year ; and an annual purchase order for raw foods, beverages, and consumables with Sysco Foods exists for FY 2025/26.
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Resolution No. 2026-026
Resolution 2026-026
March 18, 2026
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.
SECTION 2. The Mayor and City Council of the City of San Bernardino hereby authorize the City Manager or his Designee to approve a 2025/2026 Budget Amendment for the Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAAS-PG) in the total amount of $351,000 (an increase of $9,000); 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 a pprove a change order increase of $9,000 to the annual purchase order with Sysco Foods ($223,500) for continued operation of the Older Californians Nutrition Program for the Period of July 1, 2025, through June 30, 2026 to ensure the needs of the program are met for FY 2025/2026; and
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 18
th day of March 2026.
Helen Tran, Mayor
City of San Bernardino
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Resolution No. 2026-026
Resolution 2026-026
March 18, 2026
Attest:
Telica Lopez, CMC, City Clerk
Approved as to form:
Sonia Carvalho, City Attorney
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Resolution No. 2026-026
Resolution 2026-026
March 18, 2026
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss
CITY OF SAN BERNARDINO )
I, Telica Lopez, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2026-026, adopted at a regular meeting held on the 18 th day of March 2026 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 ____________ 2026.
Telica Lopez, CMC, City Clerk
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CI T Y O F S AN B E R N A R D I NO Inter-Office Memo for Contract/Agreement Routing DATE:TO: CityOfficeFROM:(Contact Person/ Department/Division/ Ext.) SUBJECT: (Contractor/Project)Please fill in all blanks below. Enterif not applicableCouncil Meeting Date: Agenda Item No. Resolution No. Notary RequiredTo be completed by designated office:Purchasing Review (Finance):City Manager Review: _________________________City Clerk: (date signed) Scan date: Contract expiration Date:
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Standard Contract Page 1 of 2
THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY
Department of Aging and Adult Services –
Public Guardian
Department Contract Representative Vanessa Esparza
Telephone Number (909) 388-0252
Contractor City of San Bernardino
Contractor Representative Mitch Assuma
Telephone Number (909) 998-2750
Contract Term July 1, 2022 through June 30, 2026
Original Contract Amount $1,220,000
Amendment Amount $ 375,000
Total Contract Amount $1,595,000
Cost Center 5292001036
Grant Number (if applicable)
IT IS HEREBY AGREED AS FOLLOWS:
AMENDMENT NO. 1
It is hereby agreed to amend Contract No. 22-666, as follows:
V. FISCAL PROVISIONS
Paragraph A is amended to read as follows:
A. The maximum amount payable under this Contract shall not exceed $1,595,000, of which a portion will be federally funded, and shall be subject to availability of funds to the County. The consideration to be paid to Contractor, as provided herein, shall be in full payment for all Contractor’s services and expenses incurred in the performance hereof, including travel and per diem.
VIII.TERM
This Contract is effective as of July 1, 202 2, and has been extended from the original expiration date of June 30, 2025 , to expire on June 30, 2026, but may be terminated earlier in accordance with provisions of Section IX of the Contract.
Attachment C - Scope of Work
The Scope of Work is deleted in its entirety and replaced with Attachment C attached hereto.
Contract Number
22-666 A-1
SAP Number
4400019268
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All other terms and conditions of Contract No. 22-666 remain in full force and effect.
This Contract may be executed in any number of counterparts, each of which so executed shall be deemed to be an original, and such counterparts shall together constitute one and the same Contract.
The parties shall be entitled to sign and transmit an elect ronic signature of this Contract (whether by facsimile, PDF, or other email transmission), which signature shall be binding on the party whose name is contained therein. Each party providing an electronic signature agrees to promptly execute and deliver to the other party an original signed Contract upon request.
FOR COUNTY USE ONLY
Approved as to Legal Form Reviewed for Contract Compliance Reviewed/Approved by Department
Jacqueline Carey-Wilson, Deputy County Counsel Patty Steven, Contracts Manager Sharon Nevins, Director Date Date Date
SAN BERNARDINO COUNTY CITY OF SAN BERNARDINO
(Print or type name of corporation, company, contractor, etc.)
By
Dawn Rowe, Chair, Board of Supervisors
Dated:
Name Eric Levitt
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD Title City Manager
Lynna Monell
Clerk of the Board of Supervisors
San Bernardino County
By Dated:
Deputy
Address 290 North D Street
San Bernardino, CA 92401
Docusign Envelope ID: 5E86B077-E231-42FC-8010-5494AB9834C7 9/17/2025
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
San Bernardino County
Older Californians Nutrition Program
Scope of Work
This Scope of Work contains the measurable objectives mandated by the Department of Aging and Adult Services-Public Guardian (DAAS-PG) and the California Department of Aging (CDA) and required of the Older Californians Nutrition Program (OCNP) Contractor. The Scope of Work specifies and establishes monthly, quarterly, and annual time frames and constitutes the primary document for ongoing monitoring and annual Program and Fiscal monitoring. It will be used to measure the Contractor’s efforts toward providing quality nutrition services.
Contractor: City of San Bernardino
Region: East Valley
Service Area: Highland and San Bernardino
I. Program Description
A. The purpose of the OCNP is to promote the general health and wellbeing of older individuals by reducing hunger, food insecurity, and malnutrition. It is also designed to encourage socialization to improve overall health outcomes. OCNP providers procure, prepare, transport, and serve meals to eligible individuals. Providers al so conduct nutrition screenings and provide nutrition education at congregate sites and/or individuals’ place of residence.
B. The goal of the OCNP is to maintain or improve the physical, psychological, and social wellbeing of older individuals by providing or securing appropriate nutrition services and offering opportunities for socialization.
C. Objectives of the OCNP are to:
1. Give preference to older individuals in greatest economic or social need with particular attention to low income minority individuals.
2. Serve meals that provide one-third (1/3) of the Dietary Reference Intakes (DRIs) and are safe and of good quality.
3. Promote and maintain high food safety and sanitation standards.
4. Promote good health behaviors through nutrition education and nutrition screening of participants.
5. Promote or maintain coordination with other nutrition related supportive services for older individuals.
D. The OCNP’s target population are individuals who are sixty (60) years of age or older, with an emphasis on those in greatest economic and social need with particular attention Docusign Envelope ID: 5E86B077-E231-42FC-8010-5494AB9834C7
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
to low income minority older individuals, older individuals with limited English proficiency, and older individuals residing in rural areas. The OCNP shall:
1. Provide at least one (1) meal per day.
2. Serve meals at least five (5) days per week throughout the service area. a. Contractor operating at a lesser frequency in a service area where such a frequency is not feasible must obtain approval by the Director of DAAS -PG.
Requests must be submitted in writing.
II. Eligibility for Nutrition Services
A. Eligible service population are those who are age sixty (60) or older with an emphasis on those in greatest economic and social need with particular attention to low income minority older individuals.
1. Congregate Meals and To Go Meals (C-1)
Individuals eligible to receive a meal at a congregate nutrition site are:
a. Any older individual sixty (60) or older.
b. The spouse of any older individual.
c. A person with a disability, under age sixty (60), who resides in housing facilities occupied primarily by older individuals at which congregate nutrition services are provided.
d. A disabled individual who resides at home with and accompanies an older individual who participates in the program.
2. Volunteer Meals
a. A volunteer under age sixty (60) may be offered a meal if doing so will not deprive an older individual of a meal.
b. A written policy for providing and accounting for volunteer meals shall be developed by the Contractor and implemented upon approval by DAAS-PG.
3. Home Delivered Meals and To Go Meals (C-2)
Individuals eligible to receive a home delivered meal are:
a. Individuals who are age sixty (60) and frail, as defined below, homebound by reason of illness, disability, or otherwise isolated.
1) “Frail” is defined as an older individual is determined to be functionally impaired because the individual either:
a) Is unable to perform at least two (2) activities of daily living, including bathing, toileting, dressing, feeding, breathing, transferring and mobility, and associated tasks, without substantial human assistance, including verbal reminding, physical cueing, or supervision.
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
b) Due to a cognitive or other mental impairment, requires substantial supervision because the older individual behaves in a manner that poses a serious health or safety hazard to the individual or to others. 2) “Otherwise Isolated” may be interpreted as isolation related to an individual not being comfortable with dining in a group setting.
a) A spouse of a person in subsection (C)(1) above, regardless of age or condition, if an assessment concludes that it is in the best interest of the homebound older individual.
b) An individual with a disability who resides at home with older individuals if an assessment concludes that it is in the best interest of the homebound older individual who participates in the program. c) Priority shall be given to older individuals in subsection (C)(1) above.
III. Requirements for Nutrition Services
A. Congregate Meals and To Go Meals (C-1)
1. Each Congregate Meal Contractor shall:
a. Include procedures for obtaining the views of participants about the services received.
b. Not preclude the service of a meal to a participant who has failed to make a reservation when food is available.
c. Ensure each Congregate Meal and To Go Meal (C-1) participant completes the Client Intake Sheet (provided by DAAS) on the first day of service and annually thereafter.
d. Maintain appropriate documentation on each client . Documentation shall be kept on file to be monitored by DAAS-PG.
2. Each Congregate Meal site shall meet all of the following:
a. Be open to the public.
b. Be maintained to allow unrestricted and safe access to the meal site. c. Have a paid staff or volunteer designated to be responsible for the day to day activities at each site, and physically be on-site during the time that OCNP activities are taking place.
d. Have restrooms, lighting, and ventilation, which meet the requirements of the California Retail Food Code (CRFC).
e. Have equipment, including tables and chairs, which are sturdy and appropriate for older individuals . Tables shall be arranged to assure ease of access and encourage socialization.
B. Home Delivered Meals and To Go Meals (C-2)
1. Each Home Delivered Meals Contractor shall:
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
a. Develop and implement criteria to assess the level of need for home delivered nutrition services of each eligible participant.
b. An initial determination of eligibility may be accomplished by telephone. This initial contact with the participant shall include completion of sections 1, 2, and 3 of the Client Intake Sheet (provided by DAAS-PG).
c. A written assessment shall be done in the home within two (2) weeks of beginning meal service, and shall include an assessment of the type of meal appropriate for the participant in their living environment.
d. An older individual eligible for receiving home delivered meals shall be assessed for need of nutrition related supportive services, and referred as necessary. e. Reassessment of need shall be determined quarterly. Such reassessment shall be done in the home of the participant at least annually . Each reassessment shall include completion of sections 1, 2, and 3 of the Client Intake Sheet (provided by DAAS-PG).
2. Provide written instructions, in the language of the majority of the participants, for handling and reheating the meals.
3. Provide home delivered meals in pre-packaged divided trays (hot or frozen meals).
4. Maintain appropriate documentation on each client . Documentation shall be kept on file to be monitored by DAAS-PG.
C. Nutrition Services Annual Outcomes
1. Number of Days of Service: Meals are served at least five (5) days per week unless approved by the Director of DAAS-PG.
2. Total Number of Meals to be served: A minimum of one (1) meal per day will be served to each eligible individual.
3. Number of Unduplicated Clients: A client is counted only once, no matter how many meals or services the client receives during a funding year. A participant who receives services throughout the year should be counted no more than one time for the purpose of reporting unduplicated client numbers.
A minimum of 95% of the total number of unduplicated clients and meals must be served . The Director of DAAS-PG must approve requests to serve less than 95% of the total number of unduplicated clients and meals. All such requests must be in writing.
Program: C-1 (Congregate and To Go Meals)
Number of Days of Service: 257
Number of Meals: 50,273
Number of Unduplicated Clients: 250
Congregate Meal Site Location(s): 6
Region Site Name, City Meals Unduplicated Clients
East Valley 5th Street Senior Center, San Bernardino 23,550 100 New Hope Family Life Center (Enterprise), San Bernardino 2,084 12 Docusign Envelope ID: 5E86B077-E231-42FC-8010-5494AB9834C7
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
D. Nutrition Education Services for Participants
1. Nutrition Education shall be provided a minimum of four (4) times per year to participants in congregate and home delivered meal programs. a. Nutrition Education for congregate sites may be delivered in person or via video, audio, online or distribution of hardcopy materials. Examples include, demonstrations, presentations, social media message (includes text messages), newsletters, lectures or small group discussions, all of which may be augmented with printed materials.
b. Nutrition Education for home d elivered meal participants may consist solely of printed material.
2. Nutrition Education shall be based on the particular need of congregate and home delivered meal participants.
An annual Needs Assessment shall be performed by the OCNP Contractor to make this determination. Contractor will develop a Nutrition Education Plan based on the Needs Assessment.
3. The Nutrition Education Plan and annual Needs Assessment tabulated results must be submitted to DAAS-PG by August 1st of the fiscal year in which it is being provided.
The Contractor must keep the completed assessment and the tabulated results on file.
4. Nutrition Education sessions must be reported monthly to DAAS-PG using the Nutrition Education Monthly Service Unit Report.
E. Nutrition Education Annual Outcomes:
The unit of measure for Nutrition Education is one (1) session.
Program: C-1 (Congregate Meals) Program: C-2 (Home Delivered Meals) Number of Sessions to be provided
annually: 24 Number of Sessions to be provided annually: N/A
Number of Unduplicated Clients to be
served annually: 250 Number of Unduplicated Clients to be served annually: N/A
Perris Hill Senior Center, San Bernardino 12,443 60
Highland Senior Center, Highland 7,000 50
Lytle Creek Community Center, San Bernardino 2,598 14
Hernandez Community Center, San Bernardino 2,598 14
Program C-2 (Home Delivered and To Go Meals)
Number of Days of Service: N/A
Number of Meals: N/A
Number of Unduplicated Clients: N/A
Home Delivered cities to be served: N/A
Region City Meals Unduplicated Clients
N/A N/A N/A N/A
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
F. Client Satisfaction Survey
1. The OCNP Contractor shall conduct a Client Satisfaction Survey at least annually.
The survey instrument will be provided by DAAS-PG and all findings from the survey must be used to improve services. The Contractor must keep the completed surveys and the tabulated results on file. A copy of the tabulated results must be submitted to DAAS-PG by March 3rd of the fiscal year for which it is conducted.
IV. Staffing
A. Manager or Director
1. The OCNP Contractor shall have a manager on staff who shall conduct the day -to- day management and administrative functions of the OCNP, and either have a, b, or c:
a. Possess an associate degree in institutional food service management, or a closely related field, such as, but not limited to, restaurant management, plus two (2) years’ experience as a food service supervisor, or, b. Demonstrate experience in food service such as, but not limited to, cooking at a restaurant, and within twelve (12) months of hire successfully complete a minimum of twenty (20) hours specifically related to food service management, business administration, or personnel management at a college level. Prior to completion of meeting the hours, this individual's performance shall be evaluated through quarterly monitoring by a registered dietitian, or,
c. Two (2) years’ experience managing food services. Such experience shall be verified and approved by a registered dietitian prior to hire.
2. The OCNP Contractor shall maintain documentation on file of the qualifications of the Program Manager or staff.
3. If the Contractor has more than one site, the Manager/Director shall monitor the sites on a bi-monthly basis. The bi-monthly visit shall be for the purpose of monitoring the food service practices of the employees and the implementation of the program requirements at the site level. Documentation of each visit shall be maintained on file for DAAS-PG review.
B. Personnel Paid Staff/Volunteers
1. There shall be sufficient qualified paid staff or volunteer staff with the appropriate education and experience to carry out the requirements of the OCNP. The total number of staff should be based on the method and level of services provided and size of the service area.
2. Contractor must maintain a current organization chart of all positions (paid and volunteers) that perform work under this contract.
3. Contractor is encouraged to hire multilingual/multicultural staff to increase low income and ethnic minority program participation in accordance with federal mandates.
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
4. Contractor shall recruit for vacant positions in an open and competitive application process free of discriminatory questions . Written job descriptions for all paid and volunteer staff shall be maintained.
5. Contractor shall complete a written work performance evaluation on all paid and volunteer staff at least annually.
6. All staff, paid and volunteer, that will be handling food must be in possession of a current San Bernardino County Food Handlers Certification Card.
7. Volunteers shall be recruited and used in any phase of the program operation where qualified.
8. Volunteers shall be screened and selected through a formal process that assesses their capabilities.
9. Volunteers shall receive the same training as paid staff.
10. Volunteers paid through other job training programs are not considered volunteers and must be paid the agreed upon rate charged for regular paid staff.
11. The OCNP Contractor shall maintain a written Volunteer Policy that describes how volunteers are recruited, screened, what topics they are taught at orientation, and how often their performance is evaluated.
C. Registered Dietitian
1. Each OCNP Contractor shall establish and administer nutrition services with the advice of a Registered Dietitian in accordance with Section 339 of the OAA, and follow the general requirements in Title 22, Division 1.8, Chapter 4, Article 5.
2. The Registered Dietitian will provide the following activities to meet the mandated requirements:
a. At a minimum, quarterly monitor for safe food handling and sanitation practices of food facilities.
b. Review and approve the content of staff training prior to presentation. c. Develop, or review and approve the cycle menus.
d. Approve any food substitutions to meals originally approved. e. Provide input, review, and approve the Nutrition Education Plan prior to presentation.
f. Provide technical support and assistance as needed.
V. Staff Training Activities
A. A yearly written Staff Training Plan shall be developed, implemented, and maintained on file by the OCNP Contractor, as required in Title 22, Division 1.8, Chapter 4, Article 5.
B. The Contractor’s Registered Dietitian shall review and approve the content of the Plan prior to presentation.
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
C. The Staff Training Plan must identify who is to be trained, who will conduct the training, content of the training, and when it is scheduled.
D. A copy of the Staff Training Plan that has been approved by the Contractor’s Registered Dietitian must be submitted to DAAS-PG by August 1st of the fiscal year in which it is provided. The DAAS-PG Registered Dietitian will review and approve the Staff Training Plan and return it to the Contractor. The DAAS-PG approved Staff Training Plan must be kept on file.
E. A minimum of four (4) hours of staff training shall be provided annually for paid and volunteer food service staff, including congregate and home delivered meal staff.
F. Training sessions shall be evaluated by those receiving the training. The Contractor must keep the evaluations on file for DAAS-PG review.
G. The OCNP Contractor shall maintain documentation of each training session on file.
Documentation includes, but is not limited to, sign -in sheets, agendas, handouts, and completed evaluations.
H. All staff, paid and volunteer, shall be oriented and trained to perform their assigned responsibilities and tasks. Training, at a minimum, shall include:
1. Food safety, prevention of food borne illness, and Hazard Analysis Critical Control Point (HACCP) principles.
2. Accident prevention, instruction on fire safety, first aid, choking, earthquake preparedness, and other emergency procedures.
3. Elder Abuse Law and reporting procedures.
4. CDA Security Awareness Training (annually).
VI. Complaint Procedures
A. Each Contractor shall have a written Complaint Procedure posted in visible and accessible areas, such as the bulletin boards in multipurpose senior centers. For areas in which a substantial number of older individuals are non -English speaking, the notification shall also be posted in the primary language of a significant number of older individuals.
B. The Complaint Procedure will be available for the participants and will provide them the opportunity to provide positive as well as negative feedback to the Program Manager.
C. The Contractor shall have an assessment tool readily accessible for the seniors attending the congregate site or receiving a home delivered meal.
VII. Menu Planning Guidelines/Menu Requirements
A. Contractor is responsible for ensuring that all meals comply with the most recent Dietary Guidelines for Americans as mandated by the Older Americans Act Section 339(2)(A)(i).
B. A minimum of a four (4) week cycle shall be planned and submitted to the DAAS-PG Registered Dietician.
C. Menu cycles shall include the availability of seasonal foods.
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
D. Health, cultural, ethnic, and regional dietary practices shall be considered in menu planning, food selection, and meal preparation.
The menu cycle shall be approved and signed by the Contractor’s Registered Dietitian and upon approval forwarded to the DAAS-PG Registered Dietitian for certification .
Menus shall be submitted to the DAAS-PG Registered Dietitian forty-five (45) days prior to the beginning of the quarter containing the menu start date. Menu start dates are July, October, January and April . Allow thirty (30) days for the menu certification process .
Menus submitted in a timely manner will be returned to the Contractor at least fifteen (15) days prior to the menu start date. OCNP Contractors are required to have menus certified prior to the menu start date.
E. A copy of the certified menu must be posted in a spot conspicuous to clients at each congregate site.
F. Copies of the menus shall be made available to the participants upon request.
1. When planning the menus, the current California Food Guide and the Dietary Guidelines for Americans (DGA) must be considered. The criteria below are based on the sources mentioned, such as the most current DRIs and the USDA Food Guide, as well as the most recent CDA Program Memo and other guidance published by the CDA. Menus shall conform to these criteria and any updates issued by CDA. Provide a minimum of 550 calories per meal.
2. Limit total fat to no more than 25-30% of the calories averaged for the week.
3. Choose and prepare foods with low amounts of salt, soy sauce, and other high sodium items.
4. Include good sources of dietary fiber such as cooked dry beans at least four times a week and whole grains at least twice a week or 40% of meals per menu cycle if open fewer than five (5) days per week.
5. Include a variety of foods and preparation methods with consideration to color, combinations, texture, size, shape, taste, and preference of the participants served.
6. Dietary Reference Intake Values - Example:
Table 1 below represents the most current DRI values and daily compliance range for target nutrients. The values provided are based on the USDA Food Guide calculated for one (1) meal for a woman over seventy (70) years of age whose activity level is sedentary. This example represents a majority of the older adult population served by the OCNP statewide.
a) The nutrients selected for this table are based on the target nutrients to:
1) Promote health and prevent disease.
2) Prevent deficiencies.
3) Indicate diet quality.
4) Manage disease.
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ATTACHMENT C
San Bernardino County Elderly Nutrition Program
Scope of Work – City of San Bernardino
Table 1
Target Nutrients
Nutrient Target Value *
per meal Daily Compliance Range
Calories (Kcal) >550 Kcal >550 – 700 Kcal
Protein 15 gm 14 gm (in the entrée)
Fat (% of total calories) 20-35% <35% weekly average
Trans Fat <0.5g CRFC CH 12.6 section
114377. **
Vitamin A (ug) 233 RAE > 233 RAE 3 out of 5 days /wk
or 4 out of 7 days/wk
Vitamin C (mg) 25 mg 25 mg
Vitamin B6 (mg) 0.5 mg >0.5 mg
Vitamin B12 (ug) ** 0.8 ug 0.8 ug **
Calcium (mg) 400 mg >400 mg
Magnesium (mg) 105 mg >105 mg
Sodium (mg) 500-750 mg <1,000 mg
Fiber (gm) >7 gm >7 gm (may average over a
week based on AL value)
Potassium (gm) ** 1565 mg 1565 mg (may average over a
week based on AL value)
Vitamin D 200 IU 200 IU/3ug (may average over
a week)
*Note: It is necessary to use fortified foods to meet vitamin B12 needs. **California Retail Food Code: Commencing January 1, 2011, no food containing artificial trans -fat, including oil and shortening that contains artificial trans-fat for use in the deep frying of yeast dough or cake batter may be stored, distributed, served by or used in the preparation of any food within a food facility.
Recommended sodium content was liberalized based on the information from the 2009 National Survey of OAA participants. Data indicated that the OCNP meal provides 40 -50 percent of the participant’s daily intake for more than half of the participants. Identi fy meals containing over 1,000 mg of sodium on the menu with an icon or asterisk referencing high sodium content.
G. Retinol Activity Equivalent (RAE) Component Meal Pattern Requirements:
1. The California 1600 calorie component meal pattern has been developed to reflect the new DGA requirements for those programs that are not using computerized nutrient analysis.
2. The OCNP Contractor has the discretion to allow occasional flexibility in planning meals that may not meet the meal pattern, but does meet the nutrient value requirements .
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bar as a dessert could be used to boost the nutrient value of a boxed lunch or special occasion meal.
3. Items that provide the following target nutrients should be identified on the menu when using a component meal pattern template:
a. Vitamin C – Provide one-third (1/3) of the DRI for vitamin C each meal – 25 mg (for a 1600 calorie menu).
b. Vitamin A – Provide one-third (1/3) of the DRI for vitamin A at least three (3) times per week, 250 mg (for a 1600 calorie menu).
c. Sodium – Meals that contain over 1,000 mg of sodium must be noted on the menu as a high sodium meal.
d. Fiber – Provide seven grams of fiber per meal. Programs may choose to average fiber content over a week.
4. Table 2 below provides an example of the elements in the California 1600 -calorie meal pattern. Serving sizes are based on the USDA My Plate initiative (https://www.myplate.gov), which replaced the Food Guide Pyramid . This sample component meal pattern does not assure that meals meet one-third (1/3) of the DRIs and the DGA. Meals will require specific types of fruits and vegetables, whole grains, and high fiber foods to assure the target nutrients are provided. The component meal pattern may be deficient in vitamins E, B12, requiring additional nutrition education for participants on the selection of foods that are good sources of these nutrients.
The meal pattern in Table two (2) below is based on the minimum requirements for a sedentary female 70 years of age. If the majority of the population served by a Contractor falls within another requirement range (i.e., active 60-year-old men), the serving sizes and minimum number of servings required can be adjusted to meet the service population .
OCNP Contractors should verify the population served and develop menu criteria accordingly.
Table 2
California 1600 Calorie per Day Component Meal Pattern
Minimum Recommended Elements
Food Group Required servings for
550 calories per meal
Serving sizes for 1600
calorie level
Lean meat or beans
1 serving
2 ounces per meal
2 ounces = 1 serving
Vegetable 1 – 2 servings ½ cup = 1 serving
Fruit 1 serving ½ cup = 1 serving
Bread or Grain
At least ½ whole grain
1 – 2 servings
1 slice Bread = 1 serving
½ cup of rice or pasta = 1 serving
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Low-fat milk or milk
alternate 1 serving 1 cup or equivalent measure
Fat Optional
Dessert Optional - limit sweets use
fruit
Select foods high in fiber and low in fat
and sugar
(1) The number of servings per meal estimates provision of one-third of the DRIs. (2) Caloric value (1,600 Kcal/day) based on a 70 -year-old female, “sedentary" physical activity level using Table 3 - Estimated Caloric Requirements in Each Gender and Age Group at Three Levels of Physical Activity, from the DGA 2010.
**Oils and soft margarines include vegetable, nut and fish oils, and soft vegetable oil spreads that have no trans-fats.
H. Meal Components – required for both computerized and component menus
1. Protein – meat, fish, poultry, legumes, eggs, and cheese a. A minimum of 2.0 ounces of cooked, edible portions of meat, fish, poultry, legumes, eggs, cheese, (or a combination thereof) providing at least 14 grams of protein .
Programs should consider the preferences of the participants they serve. b. Legumes should not be counted as both vegetable and protein. OCNP Contractors may use other protein sources to provide the occasional vegetarian meal.
2. Vegetables (1-2 ½ cup servings):
a. Vegetables as a primary ingredient in soups, stews, casseroles, or other combination dishes should total ½ cup per serving.
b. Raw leafy vegetables (salads) should equal 1 cup if they are to be considered a serving.
3. Fruit (1 serving)
a. A serving of fruit equals:
a. 1 medium sized whole fruit.
b. ½ cup fresh, chopped, cooked, frozen, or canned drained fruit. c. ½ cup 100% fruit juice.
b. Fresh, frozen, or canned fruit should be packed in juice, light syrup, or without sugar. Fruit packed in high sugar content syrup may be rinsed before using.
4. Breads/Grains (1-ounce equivalent serving)
a. One-half of the daily intake of grains should be from whole grains. Grains that are processed (not whole) must be fortified. Fifty-fifty mixtures of white and brown rice meet the requirement for whole grain and have demonstrated acceptance amount Docusign Envelope ID: 5E86B077-E231-42FC-8010-5494AB9834C7
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OCNP participants. For variety, consider serving other grains such as corn, millet, oats, or quinoa.
5. Milk (8 fl. oz.)
Each meal shall contain eight (8) fluid ounces of fortified skim, low fat, or buttermilk. If religious preference precludes the acceptance of milk with the meal, it may be omitted from the menu (however, an equivalent substitute must be used).
6. Fat (Optional)
a. Replace solid fats with plant -based oils to improve diet quality without added calories.
b. Choose plant -based oils which have a high percentage of beneficial monosaturated and polyunsaturated fatty acids.
c. The DGAs encourage using oils as they contribute essential fatty acids to the diet.
No food containing artificial trans-fat may be stored, distributed, served, or used in the preparation of any food within a food facility [CRFC114377]. d. Limit the consumption of solid fats. Solid fats are those that are solid at room temperature and have a high concentration of trans and saturated fats. Common sources of solid fats include butter, beef, chicken, port, stick margarine, and shortening.
7. Dessert (Optional)
a. Dessert may be provided as an option to satisfy the caloric requirements or for additional nutrients. Use fruit as a dessert as often as possible and limit sweets .
The fruit, grains, and dairy products served as dessert can count towards the fruit, grain, or dairy requirements. Desserts that are low in fat and/or low in sugar are encouraged.
b. When a dessert contains ½ cup of fruit per serving, it may be counted as a serving of fruit.
c. When a dessert contains the equivalent of 1 serving (1 ounce) starches/grains per serving, it may be counted as a serving of starches/grains (example: rice pudding or oatmeal cookie).
d. When a dessert contains the equivalent of ½ cup of milk per serving, it may be counted as ½ serving of milk.
8. Condiments and Product Substitutes
a. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non -dairy coffee creamer, salt, and sugar may be provided, but should not be counted as fulfilling any part of the nutritive requirements.
b. Condiments such as salad dressings, ketchup, soy sauce, mustard, and mayonnaise do not need to be counted in a menu analysis if they are served “on the side” and are not combined with the food.
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9. Sodium:
a. The DGAs encourage reducing daily sodium intake to 1,500 mg per day for persons aged 51 or older, African Americans, persons who have hypertension, diabetes, or chronic kidney disease.
b. The target value for sodium is 500 mg per meal. The acceptable range is 500 - 750 mg per meal. However, the OCNP meal provides 40-50 percent of the nutrient intake for the day for more than half of its participants. This fact provided the basis for establishing an acceptable OCNP sodium range that is slightly higher than the DGAs recommend.
c. A potassium rich diet blunts the effect of sodium on blood pressure . Research suggests that the general population does not consume sufficient amounts of potassium and would benefit from increasing potassium intake from foods. d. Menu planners should take steps to reduce the levels of sodium in meals over time, including the following:
1) Focus on a stepwise reduction of sodium over time.
2) Set a goal to reduce sodium content of meals each year. For example:
a) The local OCNP will reduce the sodium level of the meals by five percent (5%) over this Fiscal Year.
b) The OCNP will provide not more than two high sodium meals per month. c) Maintain documentation of the reduction of sodium content of meals. d) Place potassium rich foods on the menu consistently. e) Provide nutrition education on the health impacts of high sodium intake on older adults.
f) Prepare foods without adding salt in the cooking process. g) Use herbal seasoning to replace salt.
h) Avoid potassium chloride salt substitutes. Individuals should only use these products under the supervision of a healthcare professional. i) Encourage using oil and vinegar as the preferred salad dressing.
Provide at least one low-sodium salad dressing option.
j) Use an icon, such as a saltshaker, to identify a high sodium meal or clearly state on the menu that this meal contains more than 1,000 mg of sodium. OCNPs should establish policies and procedures for purchasing healthful foods that incorporate the DGAs’ so dium recommendations.
OCNPs can participate in transforming the food service industry by creating a demand for products that are lower in sodium and working with food purveyors to purchase lower sodium foods. Responsibility to reduce the amount of sodium in the diet of all Americans falls on both the food industry and consumers.
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10. Meal Component/Nutrient Analysis
A meal component/nutrient analysis of the entire menu cycle conducted and/or approved by a Registered Dietitian shall be done to ensure compliance with Title 22, Division 1.8, Chapter 4, Article 5.
11. Computerized Nutrient Analysis Requirements
a. Although not required, use of computerized nutrient analysis is strongly recommended and will help ensure and verify the nutritional adequacy of meals .
The goal of assessing nutrient intakes of groups is to determine the prevalence of inadequate or excessive nutrient intakes within a particular group of individuals .
While meal patterns serve as a basic framework for menu planning, Contractors are encouraged to use computerized nutrient analysis because it provides specific information on nutrients the menu may not be providing. The information that a menu is not supplying all of the desired nutrients will guide the development of future menus. As required menu elements are expanded, it is more difficult to meet all of the requirements on a daily basis. OCNP Contractors should focus on:
1) Vitamin A.
2) Vitamin C.
3) Protein.
4) Fat.
5) Sodium.
6) Fiber.
b. Not all nutrient guidelines will be met with each meal . However, areas that do not meet the requirements should be the focus of future menu revisions and nutrition education.
c. The following nutrients should be included in the analysis when the computerized nutrient analysis method is used: calories; protein; carbohydrates; total fat; saturated fat; total fiber; vitamins A, C, D, E, K, thiamin, riboflavin, niacin, B6, folate, B12, calcium, chromium, copper, iron, magnesium, sodium, and zinc . In addition to meeting one-third of the DRIs, the menus should also follow the DGA.
VIII. Food Procurement
A. Food procurement procedures shall comply with Title 22, California Retail Food Code (CRFC) standards, and HACCP best practices guidelines.
B. All food shall be of good quality and shall be obtained from sources that conform to Federal, State, and local regulatory standards for quality, sanitation, and safety.
C. To the extent possible, Contractors are encouraged to participate in group food purchasing.
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D. A comparative cost analysis shall be performed either by the OCNP Contractor or its group purchasing organization on an ongoing basis to obtain the highest quality food for the lowest price available.
IX. Food Storage
A. Food storage procedures shall comply with Title 22, CRFC standards, and HACCP best practices guidelines.
B. Adequate and suitable space free from vermin, dirt, and contamination or adulteration shall be provided for the storage of food and beverages, and cooking, serving, and eating supplies.
X. Food Production
A. Food production procedures shall comply with Title 22, CRFC standards, and HACCP best practices guidelines.
B. Food production and meal service shall be under the supervision of a trained staff in food service management to ensure food service sanitation and the practice of hygienic food handling techniques is followed . This person shall function with the advice of the Contractor’s Registered Dietitian.
1. Meals shall be served as indicated on the certified menus . In the event that a menu substitution must occur, the following procedure must be followed . The Contractor’s Registered Dietitian must approve all menu substitutions.
2. A Menu Substitution Form must be completed and signed by the Contractor’s Registered Dietitian.
3. The completed Menu Substitution form shall be kept on file for DAAS-PG review.
C. Production Control
1. Production schedules or worksheets must be available in the food preparation area.
2. Food shall be prepared in sufficient quantities to serve all participants . Careful planning shall minimize the leftover food and prevent waste.
3. Standardized recipes shall be used to ensure consistency of quality and quantity and adherence to menu guidelines.
4. Appropriate utensils for correct and consistent portion control shall be available and used at each site.
D. Meal Service/Temperature Monitoring
1. All food for congregate sites shall be packaged and transported in a manner in which it is protected from potential contamination and maintains appropriate hot and cold food temperatures.
2. Meals shall be served to seniors “offer versus serve” – meaning participants are to be given an opportunity to decline a menu item. Food trays shall not be served ahead of time.
3. Temperature Checks:
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a. All hot, cold, and frozen potentially hazardous meal components, including milk, shall be checked daily immediately prior to dispatch from the central kitchen. b. All hot, cold, and frozen potentially hazardous meal components, including milk, shall be checked at satellite congregate sites upon delivery and at all congregate sites immediately before meal service.
c. The OCNP Contractor must have written procedures for monitoring food temperature.
d. The OCNP Contractor must use a form to document food temperatures daily (i.e.
Food Temperature Log).
e. The OCNP Contractor shall have a staff member review the completed Food Temperature Logs at random a minimum of every other month . If problems are discovered, an action plan must be developed to resolve the issue. f. All completed Food Temperature Logs must be maintained on file for DAAS-PG review.
4. To maintain quality in prepared foods, holding times shall be kept to a minimum. Long periods of holding hot foods at required temperatures diminish the nutrient content and palatability of foods.
5. Holding time shall not exceed two (2) hours between the end of production and the beginning of food service at the congregate site.
6. Milk and milk products shall be provided in individual, commercially filled containers, or shall be poured by a staff member directly from commercially filled bulk containers into the glass or cup from which it is consumed.
7. Single service utensils and tableware shall be used one time only and then discarded.
8. Safety of the food after it has been served at the congregate site and then removed by the participant from the congregate site is the sole responsibility of the participant and may be consumed by the participant as he/she deems it appropriate.
9. The Contractor shall have a sign posted in the congregate site stating, “Food removed from the congregate site is at your own risk.”
XI. Food Service Requirements
D. The OCNP Contractor shall ensure that the following forms are available, completed daily, and maintained at each nutrition site for a minimum of 12 months:
1. Food Temperature Log – one should be maintained for congregate meals, home delivered meals dispatched from that site, and one for foods chilled and/or frozen for individual meals, if applicable
2. Cleaning Schedule
3. Equipment Temperature Log – for all dish machines, refrigerators, and freezers.
4. Production Schedule – applicable only if food is cooked at the site.
5. The current Environmental Health inspection shall be available at the site for review.
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6. Staff and volunteers who are handling food shall possess a current food handlers’ card that shall be available for review.
XII. Program Requirements
D. Client Intake Sheets / Nutrition Screening
1. The OCNP Contractor will ensure that each participant completes the Client Intake Sheet form (provided by DAAS-PG) to determine his or her level of nutritional risk .
Forms shall be completed as follows:
a. Congregate and To Go Meal Participants – At the beginning of service and then annually thereafter for clients who remain on the program. b. Home Delivered and To Go Meal Participants – At the beginning of service and then quarterly thereafter for clients who remain on the program.
2. OCNP Contractors are required to enter the client data into the client records management system timely but no later than the tenth (10 th) business day following the month in which the intake was completed.
E. Outreach/Marketing Activities
1. OCNP Contractors are required to provide outreach in the community through community organizations and other groups. All outreach and marketing activities shall be documented and kept on file for the annual monitoring visit conducted by DAAS- PG.
2. OCNP Contractors shall develop and have handouts, brochures, and/or signs available in languages other than English and posted in locations such as churches, community service locations, and small stores serving the minority communities.
3. All marketing materials must be submitted to the DAAS-PG Program Analyst at least four (4) weeks prior to disseminating and posting for review and approval.
F. Emergency Procedures
1. OCNP Contractors shall have a written Emergency/Disaster Plan.
2. Each nutrition site shall have an evacuation plan posted identifying the emergency exits and assembly areas.
3. Staff must be knowledgeable of emergency procedures.
4. Where feasible and appropriate, OCNP Contractors shall make arrangements for the availability of meals to participants during a major disaster, as defined in 42 U.S.C., Chapter 68, Section 5122 (2) . Such arrangements shall be included in the Emergency/Disaster Plan.
G. Voluntary Contributions and Confidentiality
1. An eligible individual who receives a meal shall be given the opportunity to contribute to the cost of the meal
2. The OCNP Contractor shall develop a suggested voluntary contribution amount .
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individuals in the community and the Contractor’s other sources of income shall be considered.
3. A sign indicating the suggested contribution for eligible individuals and the fee for guests shall be posted near the contribution container at each congregate meal site .
A guest fee shall cover all meal costs.
4. No eligible individual shall be denied participation because of failure or inability to contribute. The Contractor shall ensure that the amount of the eligible participant’s voluntary contribution is kept confidential.
5. The OCNP Contractor shall establish written procedures to protect contributions and fees from loss, mishandling, and theft (i.e., Voluntary Contribution Procedures). Such procedures shall be kept on file for DAAS-PG review.
6. All voluntary contributions and fees shall be identified as program income and used to increase the number of meals served, to facilitate access to such meals, and to provide nutrition related supportive services.
H. “No Soliciting” Sign
The OCNP Contractor shall ensure that a “No Soliciting” sign is posted on the door leading to the congregate nutrition site . No soliciting of any kind is permitted on the premises during the lunch hours for services or goods promoted by businesses.
I. Coordination
1. If applicable, develop a fair and equitable policy and procedure for referring participants to the appropriate transportation Contractor for securing public transportation to and from nutrition sites and have the policy available for review by DAAS-PG.
2. Include the following statement on all advertising, brochures, poster, etc.: “Funding for this service has been provided by the San Bernardino County Department of Aging and Adult Services through a grant award from the California Department of Aging.”
3. Coordinate service with other County departments and local agencies by providing time for presentations or special activities that promote a community based system of care for the participants attending nutrition sites.
J. Reporting:
1. All fiscal and program data must be reported monthly. Request for Reimbursement, i.e., invoice, is due to DAAS-PG by the 10th business day of the month following the month of service. Client and service data must be available for review in the client records management system before payment can be approved. DAAS-PG will provide training as needed.
2. The Contractor shall maintain support files including, but not limited to, invoices, payroll, Client Intake Sheets, and any other supporting documents to substantiate monthly reports.
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3. OCNP Contractors are required to report all known or suspected cases of elder abuse to DAAS-PG Adult Protective Service or law enforcement immediately by telephone.
A written report must be sent within two (2) working days . Abuse of an elder or dependent adult means physical abuse, neglect, intimidation, cruel punishment, fiduciary abuse, abandonment, isolation, or other treatment resulting in physical harm or pain or mental suffering or the deprivation by a care custodian of goods or services, which are necessary to avoid physical harm or mental suffering.
4. Maintain records, by month, that support claimed in-kind expenditures.
5. Report expenditures funded with Deferred Income by September 30th of the FY in which it is being claimed.
6. Develop and have on hand for review by DAAS-PG a cost allocation plan which explains the methods used to allocate costs between congregate and home delivered meals or any other program funded by DAAS-PG.
7. In the event additional funds become available, the Contractor will use the funds to increase the number of meals being provided to participants by either increasing the number of individuals attending its present sites, or by opening new sites in communities not already served by the Contractor . Exceptions to this requirement must be fully documented in writing and submitted to the Director of DAAS-PG for prior approval.
K. Disposal of Equipment:
1. If the Contractor wishes to dispose of equipment purchased with Nutrition grant funding, they must submit a request, in writing, to DAAS-PG. The request shall state the equipment description, the location of the equipment, and the reason for disposal.
2. Contractor shall submit a list of equipment purchased with grant funding by location.
L. Mandatory Meetings
Contractor is required to attend all Nutrition Contractor meetings hosted by DAAS-PG.
M. Additional Responsibilities
Contractor Shall:
1. Provide DAAS-PG with three (3) contact persons for communication. Contractor must respond no later than two (2) business days from receiving communication from DAAS-PG.
2. Participate in County collaboration events to promote and /or provide Senior Supportive Services offered in County service area.
3. Provide immediate notice of any incident to DAAS-PG that would impact the Program and could restrict operations of or access to Nutrition Services. These changes include, but are not limited to, natural disasters, personnel changes, program or project, phone number changes, headquarters office changes, and mailing address changes.
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4. Contractor shall adhere to allowable expenses and cost principles per Nutrition Services program guidelines, County, CDA and/or Federal regulations. In addition, Contractor shall make available all reasonable information necessary substantiate that expenditures under the Contract are allowable.
5. Ensure all posters, signs, and brochures (materials) are prepared in English and Spanish. DAAS -PG may request material to be prepared in other languages as necessary. These materials should be posted and distributed in locations that serve minority communities such as churches, community service centers, and small stores within minority communities.
6. All marketing materials, including but not limited to menus, flyers, and pamphlets, must be approved by DAAS -PG branding and contain the most recent funding statement per CDA and administered by DAAS-PG.
7. Conduct outreach in the communities served to community groups and organizations.
All outreach activities will be documented and kept on file and available for review during program monitoring which will be scheduled and conducted by DAAS-PG staff.
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Schedule
"H"CITY OF SAN BERNARDINO, CALIFORNIA
DEPARTMENT: Parks & Recreation
PROJECT #: 0513 2025-26 OCNP Grant Program Amended Budget Detail Sheet Account Number Description
FY2025-26
BUDGET
ESTIMATES MATCH TOTAL
Grant Name:
123-380-0513 001-380-0513
Salaries
5011 Salaries perm/fulltime 80,122 80,122
5013 Automobile allowance -
5014 Salaries temp/parttime 194,870 194,870
5015 Overtime -
Total: Salaries 274,992 - 274,992
Benefits
5026 PERS retirement 3,348 3,348
5027 Health and life insurance 8,000 8,000
5028 Unemployment insurance 825 825
5029 Medicare 1,221 1,221
5034 CalPERS Unfunded Liability - -
Total: Benefits 13,394 - 13,394
Total: Salaries & benefits 288,386 - 288,386
Maintenance and Operations
5111 Material and supplies 1,000 1,000
5112 Small tools & equip (consumables) 21,000 21,000
5114 Raw foods 15,059 206,041 221,100
5122 Dues and subscriptions -
5131 Mileage -
5132 Meetings and conferences -
5133 Education and training -
5150 Utilities -
5172 Equipment maintenance 2,000 2,000
5174 Printing charges -
5175 Postage -
5176 Copy machine charges -
5181 Other operating expense 6,500 6,500
5186 Civic and promotional -
5193 Grant match -
Total: Maintenance and Operations 45,559 206,041 251,600 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 62,614 207,686 270,300
Grant Total 351,000 207,686 558,686
2/19/2026
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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 Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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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 Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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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 Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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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 Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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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 Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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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 Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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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
Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874 Anita Swan
Anita Swan
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Exhibit A
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Docusign Envelope ID: 43604A44-C327-4ADF-9D29-D326504DF874
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Exhibit B
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-1-
AMENDMENT NO. 1 TO GOODS
AGREEMENT
WITH SYSCO RIVERSIDE
This Amendment No. 1 to the Goods Agreement is made and en tered into as of March 18, 2026 (“Effective Date”) by and between the City of San Bernardino, a charter city and municipal corporation (“City”) and Sysco Riverside, a corporation (“Consultant”).
City and Consultant are sometimes referred to herein individually as a “Party” and collectively as “Parties.”
RECITALS
A. WHEREAS, the City and the Consultant have entered into an agreement, dated August 20, 2025 , for the purpose of providing Goods Agreement (the “ Original Agreement”).
B. WHEREAS, the City and the Consultant have entered into an Amendment No. 1 to the Original Agreement, dated August 20,2025, for the purpose of amending the
COMPENSATION
C. WHEREAS, the Parties now desire to amend the Original Agreement in order to extend the do not exceed compensation amount in accordance with the compensation provisions of the Original Agreement.
NOW, THEREFORE, in consideration of the above recitals and the mutual covenants, conditions, and promises contained in this Amendment No. #1 and the Original Agreement, the Parties mutually agree as follows:
AGREEMENT
1. Incorporation of Recitals. The recitals listed above are true and correct and are hereby incorporated herein by this reference.
2. Compensation. The compensation for services performed pursuant to this Amendment No. 1 shall not exceed Two Hundred Thousand and Fourteen Thousand Five Hundred dollars, ($214,500), thereby increasing the total not to exceed compensation of the Original Agreement to the amount of Two Hundred Thousand, Twenty - Five dollars, ($225,000) . Work shall be performed at the rates set forth in the Original Agreement.
3. Full Force. Except as amended by this Amendment No. 1, all provisions of the Original Agreement, including without limitation the indemnity and insurance provisions, shall remain in full force and effect and shall govern the actions of the Parties under this Amendment No. 1.
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-2-
4. Electronic Transmission. A manually signed copy of this Amendment No. 1 which is transmitted by facsimile, email or other means of electronic transmission shall be deemed to have the same legal effect as delivery of an original execu ted copy of this Amendment No. 1 for all purposes. This Amendment No. 1 may be signed using an electronic signature.
5. Counterparts. This Amendment No. 1 may be signed in counterparts, each of which shall constitute an original.
[SIGNATURES ON FOLLOWING PAGE]
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-3-
SIGNATURE PAGE FOR
AMENDMENT NO. 1 TO THE GOODS AGREEMENT
WITH SYSCO RIVERSIDE
IN WITNESS WHEREOF, the Parties hereto have executed this Amendment No. 1 on the Effective Date first herein above written.
CITY OF SAN BERNARDINO
APPROVED BY:
Eric Levitt
City Manager
APPROVED AS TO FORM:
Best Best & Krieger LLP
City Attorney
CONSULTANT
SYSCO RIVERSIDE
Anita Swan
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ShipTo
City of San Bernardino
City Hall
290 N D St
SAN BERNARDINO, CA 92401
BillTo
City of San Bernardino
City Hall
290 N D St
SAN BERNARDINO, CA 92401
Purchase Order
No. 2026-00000138
DA TE 07/31/2025
VENDOR 2740 - SYSCO FOOD SERVICES OF LOS ANGELES INC Contact
SYSCO FOOD SERVICES OF LOS ANGELES INC
15750 MERIDIAN PKWY
RIVERSIDE, CA 92518
PURCHASE ORDER NUMBER MUST APPEAR ON ALL INVOICES,
SHIPPERS, BILL OF LADING AND CORRESPONDENCE
Reprint Purchase Order DELIVER BY
SHIP VIA
FREIGHT TERMS
PAGE 1 of 1
ORIGINATOR: Barbara Sladek
BUYER: Mary Alvarez-Gomez
EMAIL: [email protected]
PHONE: 909-998-2100REFERENCE #
QUANTITY UNIT DESCRIPTION STATUS UNIT COST TOTAL COST
1.0000 Each RAW FOODS - 001-380-0513*5114 Open 183,125.0000 $183,125.00 FY 25/26 - PER RFQ - 25-4035 ANNUAL PURCHASE
ORDER FOR FOOD AND CONSUMABLES FOR THE
SENIOR NUTRITION PROGRAM FOR THE PARKS,
RECREATION AND COMMUNITY SERVICES
DEPARTMENT FOR THE PERIOD OF JULY 1, 2025,
THROUGH JUNE 30, 2026
001-380-0513*5114 - Raw Foods 183,125.00
1.0000 Each SMALL TOOLS EQUIPT @ less than 5,000 - CONSUMABLES - 123-380-0513*5112
Open 19,000.0000 $19,000.00
123-380-0513*5112 - Small Tools And Equipment 19,000.00
1.0000 Each RAW FOODS - GRANT - 123-380-0513*5114 Open 12,000.0000 $12,000.00 123-380-0513*5114 - Raw Foods 12,000.00
Total Cost $214,125.00
Amount Voided $0.00
Amount Expensed $114,999.91
Amount Encumbered $91,286.41
Amount Discounted $0.00
Amount Remaining $99,125.09
SUBTOTAL $214,125.00
SALES TAX $0.00
TOTAL DUE $214,125.00
Special Instructions
THIS P.O. IS SUBJECT TO TERMS AND CONDITIONS
@ WWW.SANBERNARDINO.GOV/TCS
VENDOR ACKNOWLEDGEMENT PURCHASING MANAGER
____________________________________
Packet Page. 765
CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: March 18, 2026
To: Honorable Mayor and City Council Members
From: Vanessa Carder, Director of Parks, Recreation, & Community Services
Department: Parks, Recreation & Community Services
Subject: Budget Amendment FY 25/26, Parks, Recreation and Community Services for the Sponsorship of the 2026
Lunar New Year ($23,750) in Revenue and Expense budget
allocations (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2026-027 authorizing the City Manager and Director of Finance to amend the FY 2025/2026 Parks, Recreation and Community Services budget by allocating $23,750 in revenue and expenditures for the Lunar New Year event, and to ensure sufficient funds are placed in the Parks, Recreation and Community Services budget for event-related expenses.
City Manager's Comments
This item is intended to allocate $23,750 in donations to the Parks, Recreation and Community Services Budget.
Executive Summary
The Parks, Recreation & Community Services Department hosted the third annual Lunar New Year Celebration on February 21, 2026, to promote cultural diversity and foster community engagement. The event continues to demonstrate strong community participation and support.
Sponsorships totaling $23,750 were secured to fully offset event-related costs.
Approval of this budget amendment will allow the Department to recognize the sponsorship revenue and appropriate the corresponding expenditures within the FY 2025/2026 budget.
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Background
The Lunar New Year event is a cultural initiative established to celebrate diversity and strengthen community engagement within the City. The 2026 event marked the third consecutive year the City has hosted this celebration. The event was held on February 21, 2026, at Court Street Square and attracted an estimated attendance of over 5,000 participants.
To ensure the event did not impact the General Fund, staff actively solicited sponsorships from local businesses and community partners. As a result of these efforts, $23,750 in sponsorship funding was secured to fully offset event-related costs.
The sustained attendance growth and continued sponsorship support demonstrate the community’s positive reception of the event and its value as part of the City’s cultural programming efforts.
Discussion
The event budget included costs associated with entertainment, equipment rentals, staging, supplies, and other logistical needs necessary to successfully host the Lunar New Year celebration.
A total of $23,750 in sponsorship funding was received, which substantially offset the overall event costs and ensured that the event was delivered without impact to the General Fund. Sponsorship funds were deposited into the appropriate revenue account and expended under the Parks, Recreation and Community Services program code in accordance with established financial procedures.
Any remaining sponsorship funds following final reconciliation of event expenses will be retained and designated to support future cultural programming initiatives within the Department.
2021-2025 Strategic Targets and Goals
This initiative supports the City’s Strategic Goal No. 2 Focused, Aligned Leadership and Unified Community by promoting cultural awareness and inclusive community events.
Fiscal Impact
There is no additional impact to the General Fund. Both revenues and expenses will be increased by $23,750 to reflect sponsorship contributions.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2026-027 authorizing the City Manager and Director of Finance to amend the FY 2025/2026 Parks, Recreation and Community Services budget by allocating $23,750 in revenue and expenditures for the Lunar New Year event, and to ensure sufficient funds are placed in the Parks, Recreation and Community Services budget for event-related expenses.
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Attachments
Attachment 1 Resolution 2026-027 Lunar New Year
Attachment 2 Lunar New Year Event Flyer
Attachment 3 Sponsorship Packet
Attachment 4 Sponsorship Application
Attachment 5 List of Sponsors
Ward:
All Wards
Synopsis of Previous Council Actions:
N/A
CC: Eric Levitt, City Manager
Packet Page. 768
Resolution No. 2026-027
Resolution No. 2026-027
March 18, 2026
RESOLUTION NO. 2026-027
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF
THE CITY OF SAN BERNARDINO, CALIFORNIA,
AUTHORIZING THE CITY MANAGER AND DIRECTOR
OF FINANCE TO AMEND THE FY 2025/2026 PARKS,
RECREATION AND COMMUNITY SERVICES BUDGET
BY ALLOCATING $23, 750 IN REVENUE AND
EXPENDITURES FOR THE LUNAR NEW YEAR EVENT,
AND TO ENSURE SUFFICIENT FUNDS ARE PLACED IN
THE PARKS, RECREATION AND COMMUNITY
SERVICES BUDGET FOR EVENT-RELATED EXPENSES.
WHEREAS, the Parks, Recreation and Community Services Department hosts an annual Lunar New Year Event on February, 21, 2026; and
WHEREAS, the Lunar New Year ‘Become A Sponsor’ application was made available online and shared directly with local businesses who expressed interest in sponsoring the event; and
WHEREAS, multiple community sponsors responded to the ‘Become a Sponsor’ solicitation and a total of $23,750 was raised for the event.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.
SECTION 2. The Mayor and City Council hereby authorize the City Manager and Director of Finance to amend the FY 2025/2026 Parks, Recreation and Community Services budget in revenue and expenditures by $23,750 for the sponsorship payments received in support of the Lunar New Year Event and to cover event-related expenses.
SECTION 3. 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 4. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable.
SECTION 5. Effective Date. This Resolution shall become effective immediately.
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Resolution No. 2026-027
Resolution No. 2026-027
March 18, 2026
APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this 18th day of March 2026.
Helen Tran, Mayor
City of San Bernardino
Attest:
Telicia Lopez, CMC, City Clerk
Approved as to form:
Sonia Carvalho, City Attorney
Packet Page. 770
Resolution No. 2026-027
Resolution No. 2026-027
March 18, 2026
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss
CITY OF SAN BERNARDINO )
I, Telicia Lopez, CMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2026-027, adopted at a regular meeting held on the 18th day of March 2026 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 19 th day of March 2026.
Telicia Lopez, CMC, City Clerk
Packet Page. 771
Year of the Horse
LUNAR
n e w y e a r
City of San Bernardino Parks, Recreation & Community Services Court St. Square Park
349 N. E Street
Saturday, February 21
12 PM - 6 PM
FoodMusic
Art
Live Entertainment
( 9 0 9 ) 9 9 8 - 2 7 5 0 | @ s b c i t y p a r k s a n d r e c | s a n b e r n a r d i n o . g o v
Packet Page. 772
añO DEl CaBallO
AÑO
N u e v O l u n a r
Cuidad de San Bernardino
Parques, Recreación y Servicios Comunitarios
Court St. Square Park
349 N. E Street
Sabado, Febrero 21
12 PM - 6 PM
COMIDAMÚsica
Arte
ENTRETENIMIENTO
EN VIVO
( 9 0 9 ) 9 9 8 - 2 7 5 0 | @ s b c i t y p a r k s a n d r e c | s a n b e r n a r d i n o . g o v
Packet Page. 773
Become a Sponsor
Our event sponsors make it possible for the San Bernardino Lunar New Year to present a quality event filled with artistic programming and to support the growth of the event each year. By joining the City of San Bernardino as a sponsor of the 2026 Lunar New Year, businesses help highlight the many contributions and beautiful traditions the Asian American Community provides.
Thank you to all our event sponsors and business community for their support and partnership.
Sponsorship Opportunities and Booths
As a sponsor of the San Bernardino Lunar Ner Year Cultural Celebration, your organization will realize tangible marketing benefits in return for your sponsorship investment.
With an anticipated diverse audience of more than 2,000, the Lunar New Year event is an ideal partner in reaching specific target audiences.
Applications Now Open
Applications will be accepted through February 13th, 2026. The Lunar New Year Committee reviews all applications, but applications may close prior to February 13th if sponsor opportunities are full. Applying does not guarantee your participation in the event. The City of San Bernardino retains the right to accept or reject applications based on appropriateness, availability, duplication of service, and/or other criteria as deemed necessary. Applications will be considered in the order in which they are received.
EVENT SPONSORSHIP LEVELS
Horse Sponsor $20,000
Dragon Sponsor $10,000
Lion Sponsor $5,000
Tiger Sponsor $2,500
Firecracker Sponsor $1,000
Red Envelope Sponsor $500
Lantern Sponsor $250
Lotus Sponsor In-Kind Donation
Packet Page. 774
Horse Sponsor: $20,000
Benefits include:
∙ Display booth(s) with banner or footprint up to 10'x30' in prominent locations; display may include vehicles
∙ Event programming advertising
∙ Event website advertising (large logo + link)
∙ Five (5) VIP parking passes
∙ Acknowledgement as Presenting Sponsor on event signage ∙ Sponsor introduction and acknowledgement by City Councilmember at Welcome Ceremony ∙ Brief onstage speaking opportunity at event Welcome Ceremony ∙ Commemorative company plaque
∙ Sponsor logo on pre-event marketing such as rack card and street corner banners ∙ Promotion of sponsorship on City social media accounts ∙ Two (2) VIP Pagoda seating areas
Dragon Sponsor $10,000
Benefits Include:
∙ Display booth(s) with banner or footprint up to 10'x20' in prominent locations ∙ Event programming advertising
∙ Event website advertising (medium logo + link)
∙ Four (4) VIP parking passes
∙ Sponsor introduction and acknowledgement by City Councilmember at Welcome Ceremony ∙ Commemorative company plaque
∙ Sponsor acknowledgement as title sponsor on event signage ∙ Promotion of sponsorship on City social media accounts ∙ One (1) VIP Pagoda Seating area
Lion Sponsor $5,000
Benefits Include:
∙ Display booth(s) with banner or footprint up to 10'x20' in prominent locations ∙ Event programming advertising
∙ Event website advertising (medium logo + link)
∙ Two (2) complimentary VIP parking passes
∙ Acknowledgement as Sponsor on event signage
∙ Sponsor introduction and acknowledgement by City Councilmember at Welcome Ceremony ∙ Commemorative event sponsor certificate
∙ Promotion of sponsorship on City social media accounts
Packet Page. 775
Tiger Sponsor $2,500
Benefits Include:
∙ Display booth(s) with banner or footprint up to 10'x10' in prominent locations ∙ Event programming advertising
∙ Event website advertising (medium logo + link)
∙ Acknowledgement as Sponsor on event signage
∙ Sponsor introduction and acknowledgement by City Councilmember at Welcome Ceremony ∙ Commemorative event sponsor certificate
∙ Promotion of sponsorship on City social media accounts
Firecracker Sponsor $1,000
Benefits Include:
∙ Display booth with banner up to 10'x10'
∙ Event programming advertising
∙ Event website advertising (small logo + link)
∙ Acknowledgement as Sponsor on event signage
∙ Sponsor introduction and acknowledgement by City Councilmember at Welcome Ceremony ∙ Commemorative company certificate
Red Envelope Sponsor $500
Benefits Include:
∙ Display booth with banner up to 10'x10'
∙ Listed in event program as a sponsor
∙ Event website name listed as event sponsor
∙ Acknowledgement as Sponsor on event signage
∙ Commemorative company certificate
Lantern Sponsor $250
Benefits Include:
∙ Listed in event program as a sponsor
∙ Event website name listed as event sponsor
∙ Acknowledgement as Sponsor on event signage
∙ Commemorative company certificate
Lotus Sponsor In-Kind Donation
Benefits Include:
∙ Listed in event program as a sponsor
∙ Event website name listed as event sponsor
∙ Acknowledgement as Sponsor on event signage
*Additional benefits may be included depending on donation value.
Packet Page. 776
YES! I would like to sponsor the LUNAR NEW YEAR CELEBRATION!
Mail Sponsorship Application to: Vanessa Carder
c/o LUNAR NEW YEAR Sponsorship
City of San Bernardino-Recreation
290 North D Street
San Bernardino, CA 92401
For more information, please contact Vanessa Carder at 909-998-2751 or email [email protected].
SPONSOR CONTACT INFORMATION (please print legibly)
Contact Person:
❑ Please check if this will also be the event day contact person.
Title:
Company Name:
Website:
Mailing Address:
Phone:
Cell: Social Media Handle:
Email Address:
CONTRIBUTION LEVEL
❑ HORSE SPONSOR $20,000 ❑ DRAGON SPONSOR $10,000 ❑ LION SPONSOR $5,000 ❑ TIGER SPONSOR $2,500 ❑ FIRECRACKER SPONSOR $1,000 ❑ RED ENVELOPE SPONSOR $500 ❑ LANTERN SPONSOR $250 ❑ LOTUS SPONSOR In Kind Donation Donated Goods or Services: __________________ Value:___________ Please make checks payable to: The City of San Bernardino
Packet Page. 777
CITY OF SAN BERNARDINO
2026 LUNAR NEW YEAR CELEBRATION SPONSORSHIPS
Business/Organzation Level Amount
Amazon DRAGON 10,000$
DAO Group TIGER 2,500$
Lucky Star Marketing FIRECRACKER 1,000$
HIEP Thanh Supermarket FIRECRACKER 1,000$
Viet Bui Corp., Pho Ha Vietnamese RestaurantFIRECRACKER 1,000$ Lov Adu, LLC. FIRECRACKER 1,000$
C2C Restorations, LLC. FIRECRACKER 1,000$
Sunset Turf and Landscape FIRECRACKER 1,000$
Lucky Farms FIRECRACKER 1,000$
Vietnamese American Business Association (VABA)RED ENVELOPE 500$ Talas Nail and Spa RED ENVELOPE 500$
SB County Public HealthDepartment RED ENVELOPE 500$
Worldcraft Logistices, LLC. RED ENVELOPE 500$
Ryvid, Inc. RED ENVELOPE 500$
H & H Lending RED ENVELOPE 500$
JBC Design and Build RED ENVELOPE 500$
The Enterprise Building LANTERN 250$
PizzaDilly LANTERN 250$
Filipino American Assoc. of San Bernardino CountyLANTERN 250$ 23,750$
Packet Page. 778
CONSENT CALENDAR.
City of San Bernardino
Request for Council Action
Date: March 18, 2026
To: Honorable Mayor and City Council Members
From: Darren Goodman, Chief of Police
Department: Police
Subject: Acceptance of BSCC Proposition 47 Safe Neighborhoods and Schools Act Grant Program Cohort 5 (All Wards)
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No.2026-028 authorizing;
1. The City Manager to accept and execute the BSCC Proposition 47 Cohort 5 Grant agreement and subsequent amendments; and
2. The Director of Finance and Management Services to amend the FY 2025/26 Operating Budget with an appropriation of $3,294,537 in both revenues and expenditures in grant funds
City Manager's Comments
The City Manager recommends approval of acceptance for the BSCC Proposition 47 Cohort 5 grant agreement in the amount of $3,294,537.
Executive Summary
The Department was awarded $3,294,537 under the Board of State Community Corrections (BSCC) Proposition 47 Cohort 5 Grant. The grant requires a minimum of fifty percent pass-through to community-based organizations and is intended to support mental health services, substance use disorder treatment, and recidivism reduction. The Department requests authorization for the City Manager to accept the grant funds and execute subsequent agreements necessary to administer the grant.
Background
Proposition 47, the Safe Neighborhoods and Schools Act, is a voter-approved initiative on the November 2014 general election ballot. The Proposition 47 grant reallocates savings toward programs focused on prevention and treatment programs. Assembly Bill 10556 added additional priorities to the grant program, including housing-related
Packet Page. 779
assistance and supportive services.
Subsequently, BSCC issued a Request for Proposals seeking applicants to administer grant programs aimed at supporting mental health treatment, substance abuse treatment, and diversion programs to reduce recidivism.
In June 2025, the City applied for this competitive grant and posted a Request for Qualifications (RFQ). In October 2025, BSCC notified the Department that its proposal was selected for funding. In January 2026, BSCC provided the 2025-29 Proposition 47 Cohort 5 Grant contract package, containing the necessary documentation to officially accept the award.
Discussion
The Police Department and City staff encounter a high number of individuals in the community who are susceptible to recidivism due to mental health, substance use, or housing challenges. This demonstrates the need for additional resources and expanded opportunities.
The BSCC Proposition 47 grant will help facilitate the expansion of wraparound services to those vulnerable to recidivism, mental health issues, and substance use disorders. The grant period runs from October 1, 2025 to June 30, 2029, and includes three years for service delivery. Accepting this grant can improve the City’s community engagement, reduce recidivism, and provide relevant supportive services. The Police Department collaborated with the Homelessness Division in developing the application, with the intent to strengthen the impact of resources, rather than overlap without intention. This grant will allow for the expansion of the PEACE Team efforts through a partnership with a community-based organization (CBO) that will provide relevant services.
To fulfill this requirement, the City recently released an RFQ where promising organizations submitted their proposals demonstrating their qualifications and capabilities of fulfilling grant requirements. In the near future, staff will return with additional information pertinent to partnering with a qualified CBO as required by BSCC.
Additionally, grant funds will support personnel time, supplies, professional services, evaluation activities, and equipment necessary to meet program goals and maintain grant compliance. Funding for personnel time will help maintain staff capacity to enable outreach operations and grant administration. A dedicated management analyst will be assigned to this program, focusing on grants administration, and will allocate their time appropriately between related grant activities. It is anticipated that the management analyst will allocate 50% of their time to this BSCC Proposition 47 grant and 50% to other related grants. The budget also includes overtime for personnel working on this program, to ensure consistent and sustainable engagement efforts can be made beyond regular work hours. The proposed budget and program components may be modified with grantor approval, provided the modifications support the proposal and BSCC Proposition 47 goals.
Packet Page. 780
2021-2025 Strategic Targets and Goals
Acceptance of the BSCC Proposition 47 Cohort 5 Grant funds aligns with Mayor and City Council Strategic Goal No. 3 Improved Quality of Life by reducing the impacts of the unsheltered through coordinated engagement and collaboration with community partners and enhancing public safety service by reducing recidivism through wraparound services.
Fiscal Impact
Accepting this BSCC Proposition 47 Cohort 5 grant award will amend the FY25/26 Operating Budget by $3,294,537 in both revenue and expenditures. There is no general fund impact and no match requirement.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, Adopt Resolution No.2026-028 authorizing;
1. The City Manager to accept and execute the BSCC Proposition 47 Cohort 5 Grant agreement and subsequent amendments; and
2. The Director of Finance and Management Services to amend the FY 2025/26 Operating Budget with an appropriation of $3,294,537 in both revenues and expenditures in grant funds
Attachments
Attachment 1 – Resolution No. 2026-028
Attachment 2 – 2025-29 Proposition 47 Cohort 5 Grant contract package Attachment 3 - RFQual F-25-6005 Proposition 47 Grant Services
Ward:
All Wards
Synopsis of Previous Council Actions:
No previous council actions
CC: Eric Levitt, City Manager
Packet Page. 781
Resolution No. 2026-028
Resolution No. 2026-028
March 18, 2026
RESOLUTION NO. 2026-028
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF
THE CITY OF SAN BERNARDINO, CALIFORNIA,
AUTHORIZING THE CITY MANAGER TO ACCEPT THE
BSCC PROPOSITION 47 COHORT 5 GRANT PROGRAM
FUNDS IN THE AMOUNT OF $ 3,294,537 AND
AUTHORIZING THE DIRECTOR OF FINANCE AND
MANAGEMENT SERVICES TO AMEND THE FISCAL
YEAR 2025/2 6 ADOPTED BUDGET REVENUE AND
EXPENDITURES BY $3,294,537.
WHEREAS, The City of San Bernardino has been awarded the BSCC Proposition 47 Cohort 5 Grant in the amount of $3,294,537 to enable the City to reduce barriers to deliver wraparound services and reduce recidivism; and
WHEREAS, on October 24, 2025, the Police Department received notification that the City was awarded $3,294,537 in BSCC Proposition 47 Cohort 5 Grant Program.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The above recitals are true and correct and are incorporated herein by this reference.
SECTION 2. The City Manager is hereby authorized to accept the BSCC Proposition 47 grant in the amount of $ 3,294,537 and execute subsequent agreements as may be necessary to accept grant funds,
SECTION 3. The Director of Finance and Management Services is hereby authorized to amend the FY2025/26 Operating Budget, appropriating $3,294,537 in revenue and expenditure.
SECTION 4. The City of San Bernardino agrees to abide by the terms and conditions of the Grant Agreement as set forth by the BSCC
SECTION 5. That the 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.
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Resolution No. 2026-028
Resolution No. 2026-028
March 18, 2026
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 18th day of March, 2026.
Helen Tran, Mayor City of San Bernardino
Attest:
Telicia Lopez, City Clerk
Approved as to form:
Sonia Carvalho, City Attorney
Packet Page. 783
Resolution No. 2026-028
Resolution No. 2026-028
March 18, 2026
CERTIFICATION
STATE OF CALIFORNIA)
COUNTY OF SAN BERNARDINO) ss
CITY OF SAN BERNARDINO)
I, Telicia Lopez, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2026-028, adopted at a regular meeting held on the 18th day of March, 2026 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 18th day of March, 2026.
Telicia Lopez, CMC, City Clerk
Packet Page. 784
STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES SCO ID: 5227-BSCC142325 STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable) STD 213 (Rev 03/2019) BSCC 1423-25 BSCC-5227
1. This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
BOARD OF STATE AND COMMUNITY CORRECTIONS
CONTRACTOR NAME
CITY OF SAN BERNARDINO
2. The term of this Agreement is:
START DATE
OCTOBER 1, 2025
THROUGH END DATE
JUNE 30, 2029
3. The maximum amount of this Agreement is:
$3,294,537
4. The parties agree to comply with the terms and conditions of the following exhibits, attachments, and appendices which are by this reference made a part of the Agreement.
EXHIBITS TITLE PAGES
Exhibit A Scope of Work 3
Exhibit B Budget Detail and Payment Provisions 4
Exhibit C General Terms and Conditions (04/2017) 4
Exhibit D Special Terms and Conditions 4
Attachment 1* Proposition 47 Grant Program Cohort 5 Request for Proposals * Attachment 2 Proposition 47 Grant Program Proposal 26 Appendix A Proposition 47 Grant Program Scoring Panel Roster 1 Appendix B: Appendix B Criteria for Non-Governmental Organizations Receiving BSCC Program Funds 2 * This item is hereby incorporated by reference and can be viewed at: https://www.bscc.ca.gov/s_bsccprop47/ IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)
CITY OF BERNARDINO
CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
290 N D Street San Bernardino CA 92401
PRINTED NAME OF PERSON SIGNING TITLE
ERIC LEVITT City Manager
CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED
STATE OF CALIFORNIA
CONTRACTING AGENCY NAME
BOARD OF STATE AND COMMUNITY CORRECTIONS
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2590 Venture Oaks Way, Suite 200 Sacramento CA 95833
PRINTED NAME OF PERSON SIGNING TITLE
COLLEEN CURTIN Deputy Director
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL: EXEMPT PER SCM, VOLUME 1, CH. 4.06
Packet Page. 785
City of San Bernardino
BSCC 1423-25
EXHIBIT A: SCOPE OF WORK
1. GRANT AGREEMENT – PROPOSITION 47 GRANT PROGRAM
This Grant Agreement is between the State of California, Board of State and Community Corrections (hereafter referred to as BSCC) and City of San Bernardino (hereafter referred to as the Grantee or Contractor).
2. PROJECT SUMMARY AND ADMINISTRATION
A. The City of San Bernardino seeks Proposition 47 funding to expand its PEACE Team. The expanded PEACE Team will serve adults arrested, charged, or convicted of criminal offenses and those with a history of substance use or mental health disorders; many also experience homelessness or chronic instability. In collaboration with a community-based organization, the expanded PEACE Team will deliver trauma -informed and inclusive services, including behavioral health treatment, substance use care, housing support, and peer navigation. The PEACE Team will reduce barriers to critical resources, reduce recidivism, and foster long-term participant stability. A Local Advisory Committee, which includes law enforcement, behavioral health providers, and individuals with lived experiences, will inform the services provided.
B. Grantee agrees to administer the project in accordance with Attachment 1: Proposition 47 Grant Program Cohort 5 Request for Proposals (incorporated by reference) and Attachment 2:
Proposition 47 Grant Program Proposal, which are attached and hereto and made part of this agreement.
3. PROJECT OFFICIALS
A. The BSCC's Executive Director or designee shall be the BSCC's representative for administration of the Grant Agreement and shall have authority to make determinations relating to any controversies that may arise under or regarding the interpretation, perfo rmance, or payment for work performed under this Grant Agreement.
B. The Grantee’s project officials shall be those identified as follows:
Authorized Officer with legal authority to sign:
Name: Eric Levitt
Title: City Manager
Address: 290 N D St., San Bernardino, CA 92401
Phone: (909) 998-2002
Email: [email protected]
Designated Financial Officer authorized to receive warrants:
Name: Emily Bernal
Title: Principal Administrative Analyst
Address: 710 N D St., San Bernardino, CA 92401
Phone: (909) 998-3171
Email: [email protected]
Project Director authorized to administer the project:
Name: Ernest Luna
Title: Lieutenant
Address: 710 N D St., San Bernardino, CA 92401
Phone: (909) 998-3145
Email: [email protected]
Packet Page. 786
City of San Bernardino
BSCC 1423-25
EXHIBIT A: SCOPE OF WORK
C. Either party may change its project representatives upon written notice to the other party.
D. By signing this Grant Agreement, the Authorized Officer listed above warrants that he or she has full legal authority to bind the entity for which he or she signs.
4. DATA COLLECTION
Grantees will be required to comply with all data collection and reporting requirements as described in Attachment 1: Proposition 47 Grant Program Cohort 5 Request for Proposals and Attachment 2:
Proposition 47 Grant Program Proposal.
5. REPORTING REQUIREMENTS
A. The Grantee will submit quarterly progress reports in a format prescribed by the BSCC. These reports, which will describe progress made on program objectives and include required data, shall be submitted according to the following schedule:
Quarterly Progress Report Periods Due no later than:
1. October 1, 2025 to December 31, 2025 February 16, 2026
2. January 1, 2026 to March 31, 2026 May 15, 2026
3. April 1, 2026 to June 30, 2026 August 17, 2026
4. July 1, 2026 to September 30, 2026 November 16, 2026
5. October 1, 2026 to December 31, 2026 February 15, 2027
6. January 1, 2027 to March 31, 2027 May 17, 2027
7. April 1, 2027 to June 30, 2027 August 16, 2027
8. July 1, 2027 to September 30, 2027 November 15, 2027
9. October 1, 2027 to December 31, 2027 February 15, 2028
10. January 1, 2028 to March 31, 2028 May 15, 2028
11. April 1, 2028 to June 30, 2028 August 15, 2028
12. July 1, 2028 to September 30, 2028 November 15, 2028
13. October 1, 2028 to December 31, 2028 February 15, 2029
Note: Project activity period ends December 31, 2028. The period of January 1, 2029 to June 30, 2029 is for completion of Final Local Evaluation Report and financial audit only.
B. Evaluation Documents Due no later than:
1. Local Evaluation Plan March 31, 2026
2. Final Local Evaluation Report June 30, 2029
C. Other Due no later than:
Financial Audit Report June 30, 2029
6. PROJECT RECORDS
A. The Grantee shall establish an official file for the project. The file shall contain adequate documentation of all actions taken with respect to the project, including copies of this Grant Agreement, approved program/budget modifications, financial records and required reports.
B. The Grantee shall establish separate accounting records and maintain documents and other evidence sufficient to properly reflect the amount, receipt, and disposition of all project funds, including grant funds and any matching funds by the Grantee and the total cost of the project.
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City of San Bernardino
BSCC 1423-25
EXHIBIT A: SCOPE OF WORK
Source documentation includes copies of all awards, applications, approved modifications, financial records and narrative reports.
C. Personnel and payroll records shall include the time and attendance reports for all individuals reimbursed under the grant, whether they are employed full-time or part-time. Time and effort reports are also required for all subcontractors and consultants.
D. The grantee shall maintain documentation of donated goods and/or services, including the basis for valuation.
E. Grantee agrees to protect records adequately from fire or other damage. When records are stored away from the Grantee’s principal office, a written index of the location of records stored must be on hand and ready access must be assured.
F. All Grantee records relevant to the project must be preserved a minimum of three (3) years after closeout of the grant project and shall be subject at all reasonable times to inspection, examination, monitoring, copying, excerpting, transcribing, and audit ing by the BSCC or designees. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the three -year period, the records must be retained until the completion of the action and resolutio n of all issues which arise from it or until the end of the regular three-year period, whichever is later.
7. CONFLICT OF INTEREST
A. Existing law prohibits any grantee, subgrantee, partner or like party who participated on the Proposition 47 Grant Program Scoring Panel Roster (see Appendix A) from receiving funds from the Proposition 47 Grant Program grants awarded under this RFP , except under authorized conditions, approved by BSCC. Applicants who are awarded grants under this RFP are responsible for reviewing the Proposition 47 Grant Program Scoring Panel Roster (see Appendix A) and ensuring that no grant dollars are passed through to any entity represented by the members of the scoring panel.
B. In cases of an actual conflict of interest with a scoring panelist, the Board may revoke the grant award and legal consequences could exist for the parties involved, including, but not limited to, repayment of the grant award.
8. STATE AUDIT REQUIREMENT
Grantees are required to provide the BSCC with a program -specific compliance audit that covers the service delivery period of the grant, October 1, 2025, through December 31, 2028. The audit report will be due no later than June 30, 2029. The program -specific compliance audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county or city’s project financial management functions. Expenses for the final audit may be reimbursed for actual costs up to $25,000.
In addition, BSCC reserves the right to call for a program or financial audit at any time between the execution of the grant agreement and three (3) years following the end of the grant period. The Department of General Services, State Controller, the California State Auditor, the Department of Finance, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this grant.
Packet Page. 788
City of San Bernardino
BSCC 1423-25
EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
1. INVOICING AND PAYMENTS
A. The Grantee shall be paid in quarterly in arrears by submitting an invoice (Form 201) to the BSCC that outlines actual expenditures claimed for the invoicing period.
Quarterly Invoicing Periods: Due no later than:
1. October 1, 2025 to December 31, 2025 February 16, 2026
2. January 1, 2026 to March 31, 2026 May 15, 2026
3. April 1, 2026 to June 30, 2026 August 17, 2026
4. July 1, 2026 to September 30, 2026 November 16, 2026
5. October 1, 2026 to December 31, 2026 February 15, 2027
6. January 1, 2027 to March 31, 2027 May 17, 2027
7. April 1, 2027 to June 30, 2027 August 16, 2027
8. July 1, 2027 to September 30, 2027 November 15, 2027
9. October 1, 2027 to December 31, 2027 February 15, 2028
10. January 1, 2028 to March 31, 2028 May 15, 2028
11. April 1, 2028 to June 30, 2028 August 15, 2028
12. July 1, 2028 to September 30, 2028 November 15, 2028
13. October 1, 2028 to December 31, 2028 February 15, 2029
Final Invoicing Period*: Due no later than:
14. January 1, 2029 to March 31, 2029 May 15, 2029
15. April 1, 2029 to June 30, 2029 August 15, 2029
*Note: Only expenditures associated with completion of the Final Local Evaluation Report and the financial audit may be included on these last two invoices.
B. All project expenditures (excluding costs associated with the completion of the Final Local Evaluation Report and the financial audit ) and all obligated match contributions must be incurred by the end of the grant project period, December 31, 2028, and included on the invoice due February 15, 2029. Project expenditures incurred after December 31, 2028 will not be reimbursed.
C. The Final Local Evaluation Report is due to BSCC by June 30, 2029. Expenditures incurred for the completion of the Final Local Evaluation Report during the period of January 1, 2029 to June 30, 2029 must be submitted during the Final Invoicing Period(s), with the final invoice due on August 15, 202 9. Supporting fiscal documentation will be required for all expenditures claimed on during the Final Invoicing Periods and must be submitted with the final invoice.
D. The financial audit is due to BSCC by June 30, 2029. Expenditures incurred for the completion of the financial audit during the period of January 1, 2029 to June 30, 2029 must be submitted during the Final Invoicing Periods, with the final invoice due on August 15, 202 9 Supporting fiscal documentation will be required for all expenditures claimed during the Final Invoicing Periods and must be submitted with the final invoice.
E. Grantee shall submit an invoice to the BSCC each invoicing period, even if grant funds are not expended or requested during the invoicing period.
F. Upon the BSCC’s request, supporting documentation must be submitted for project expenditures. Grantees are required to maintain supporting documentation for all expenditures on the project site for the life of the grant and make it readily available for review during BSCC site visits. See Exhibit A. Scope of Work, Item 6. Project Records.
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City of San Bernardino
BSCC 1423-25
EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
2. GRANT AMOUNT AND LIMITATION
A. In no event shall the BSCC be obligated to pay any amount in excess of the grant award.
Grantee waives any and all claims against the BSCC, and the State of California on account of project costs that may exceed the sum of the grant award.
B. Under no circumstance will a budget item change be authorized that would cause the project to exceed the amount of the grant award identified in this Grant Agreement.
3. BUDGET CONTINGENCY CLAUSE
A. This grant agreement is valid and enforceable only if sufficient funds are made available through the annual transfer of savings generated by Proposition 47 from the General Fund to the Safe Neighborhoods and Schools Fund and subsequent transfer from the S afe Neighborhoods and Schools Fund to the Second Chance Fund. (Gov. Code, § 7599.1 & Pen. Code, § 6046.2.) On or before July 31st of each fiscal year the Department of Finance will calculate the state savings associated with Proposition 47 and certify the calculation to the State Controller who shall transfer those funds to the Safe Neighborhoods and Schools Fund. (Gov. Code, § 7599.1.) The grantee agrees that the BSCC’s obligation to pay any sum to the grantee under any provision of this agreement is conti ngent upon the availability of sufficient funding transferred to the Safe Neighborhoods and Schools Fund and subsequent transfer to the Second Chance Fund.
B. If Proposition 47 funding is reduced or falls below estimates contained within the Proposition 47 Request for Proposals, the BSCC shall have the option to either cancel this Grant Agreement with no liability occurring to the BSCC or offer an amendment to this agreement to the Grantee to reflect a reduced amount.
C. If BSCC cancels the agreement pursuant to Paragraph 3(B) or Grantee does not agree to an amendment in accordance with the option provided by Paragraph 3(B), it is mutually agreed that the Grant Agreement shall have no further force and effect. In this event, the BSCC shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Agreement and Grantee shall not be obligated to perform any provisions of this Grant Agreement except that Grantee shall be requir ed to maintain all project records required by Paragraph 6 of Exhibit A for a period of three (3) years following the termination of this agreement.
4. PROJECT COSTS
A. Grantee is responsible for ensuring that actual expenditures are for eligible project costs. “Eligible” and “ineligible” project costs are set forth in the July 2023 BSCC Grant Administration Guide.
B. The provisions of the BSCC Grant Administration Guide are incorporated by reference into this agreement and Grantee shall be responsible for adhering to the requirements set forth therein.
To the extent any of the provisions of the BSCC Grant Administration Guide and this agreement conflict, the language in this agreement shall prevail.
C. Grantee is responsible for ensuring that invoices submitted to the BSCC claim actual expenditures for eligible project costs.
D. Grantee shall, upon demand, remit to the BSCC any grant funds not expended for eligible project costs or an amount equal to any grant funds expended by the Grantee in violation of the terms, provisions, conditions or commitments of this Grant Agreement.
E. Grant funds must be used to support new program activities or to augment existing funds that expand current program activities. Grant funds shall not replace (supplant) any federal, state and/or local funds that have been appropriated for the same purpose. Violations can result in
Packet Page. 790
City of San Bernardino
BSCC 1423-25
EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
recoupment of monies provided under this grantor suspension of future program funding through BSCC grants.
5. PROMPT PAYMENT CLAUSE
Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.
6. WITHHOLDING OF GRANT DISBURSEMENTS
A. The BSCC may withhold all or any portion of the grant funds provided by this Grant Agreement in the event the Grantee has materially and substantially breached the terms and conditions of this Grant Agreement.
B. At such time as the balance of state funds allocated to the Grantee reaches five percent (5%), the BSCC may withhold that amount as security, to be released to the Grantee upon compliance with all grant provisions, including:
1) submittal and approval of the final invoice;
2) submittal and approval of the final progress report; and 3) submittal and approval of any additional required reports , including but not limited to the Final Local Evaluation Report and the financial audit.
C. The BSCC will not reimburse Grantee for costs identified as ineligible for grant funding. If grant funds have been provided for costs subsequently deemed ineligible, the BSCC may either withhold an equal amount from future payments to the Grantee or requir e repayment of an equal amount to the State by the Grantee.
D. In the event that grant funds are withheld from the Grantee, the BSCC’s Executive Director or designee shall notify the Grantee of the reasons for withholding and advise the Grantee of the time within which the Grantee may remedy the failure or violation leading to the withholding.
7. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS
On March 4, 2022, Governor Gavin Newsom issued Executive Order N -6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sa nctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.
Packet Page. 791
City of San Bernardino
BSCC 1423-25
EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
8. PROJECT BUDGET
BUDGET CATEGORIES GRANT FUNDS LEVERAGED
FUNDS TOTAL
1. Salaries and Benefits $350,530 $65,000 $415,530
2. Services and Supplies $210,995 $0 $210,995
3. Professional Services or Public
Agency Contracts $151,000 $100,000 $251,000
4. Non-Governmental Organization
(NGO) $1,694,702 $0 $1,694,702
5. Data Collection and Project
Evaluation $300,000 $0 $300,000
6. Equipment/Fixed Assets $120,000 $0 $120,000
7. Other (Travel, Training, etc.) $37,588 $0 $37,588
8. Indirect Costs $429,722 $0 $429,722
TOTAL $3,294,537 $165,000 $3,459,537
.
Packet Page. 792
City of San Bernardino
BSCC 1423-25
EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. Contractor may not commence performance until such approval has been obtained.
2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.
3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the State in the form of a formal written amendment.
4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement.
Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, Contractor agrees to include a similar right of the State to audit records and interview staff in a ny subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).
5. INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.
6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.
7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.
8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.
9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section 12200, in products, materials, goods, or supplies offered or sold to the State rega rdless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §12205).
10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic
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City of San Bernardino
BSCC 1423-25
EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.
Contractor shall i nsure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135 -11139.5), and the regulations or standards adopted by the awarding stat e agency to implement such article.
Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less t han 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.
11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document CCC 04/2017 are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.
12. TIMELINESS: Time is of the essence in this Agreement.
13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise expressly so provided.
14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the State of California.
15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government Codes Sections set out below.
A. The Government Code Chapter on Antitrust claims contains the following definitions:
1) "Public purchase" means a purchase by means of competitive bids of goods, services, or materials by the State or any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.
2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government Code Section 4550.
B. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective
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City of San Bernardino
BSCC 1423-25
EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
at the time the purchasing body tenders final payment to the bidder. Government Code Section 4552.
C. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code Section 4553.
D. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action aros e and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action.
See Government Code Section 4554.
16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor acknowledges in accordance with Public Contract Code 7110, that:
A. The contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
B. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.
17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.
18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.
19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING REQUIREMENTS:
A. If for this Contract Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved. (Govt.
Code § 14841.)
B. If for this Contract Contractor made a commitment to achieve disabled veteran business enterprise (DVBE) participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Contract have been made to the DVBE; and (5) the actual
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City of San Bernardino
BSCC 1423-25
EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)
20. LOSS LEADER: If this contract involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defi ned in Section 17030 of the Business and Professions Code. (PCC 10344(e).)
21. GENERATIVE AI DISCLOSURE OBLIGATIONS:
A. The following terms are in addition to the defined terms and shall apply to the Contract:
1) “Generative AI (GenAI)” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system's training data. (Gov. Code § 11549.64.) B. Contractor shall immediately notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materiall y impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.
C. Notification shall be provided to the State designee identified in this Contract.
D. At the direction of the State, Contractor shall discontinue the provision to the State of any previously unreported GenAI that results in a material impact to the functionality of the System, risk to the State, or Contract performance, as determined by the State.
E. If the use of previously undisclosed GenAI is approved by the State, then Contractor will update the Deliverable description, and the Parties will amend the Contract accordingly, which may include incorporating the GenAI Special Provisions into the Contract, at no additional cost to the State.
F. The State, at its sole discretion, may consider Contractor’s failure to disclose or discontinue the provision or use of GenAI as described above, to constitute a material breach of Contract when such failure results in a material impact to the functionalit y of the System, risk to the State, or Contract performance. The State is entitled to seek any and all remedies available to it under law as a result of such breach, including but not limited to termination of the contract.
Packet Page. 796
City of San Bernardino
BSCC 1423-25
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
1. GRANTEE’S GENERAL RESPONSIBILITY
A. Grantee agrees to comply with all terms and conditions of this Grant Agreement. Review and approval by the BSCC are solely for the purpose of proper administration of grant funds and shall not be deemed to relieve or restrict the Grantee’s responsibility.
B. Grantee is responsible for the performance of all project activities identified in Attachment 1:
Proposition 47 Grant Program Cohort 5 Request for Proposals and Attachment 2: Proposition 47 Grant Program Proposal.
C. Grantee shall immediately advise the BSCC of any significant problems or changes that arise during the course of the project.
2. GRANTEE ASSURANCES AND COMMITMENTS
A. Compliance with Laws and Regulations
This Grant Agreement is governed by and shall be interpreted in accordance with the laws of the State of California. Grantee shall at all times comply with all applicable State laws, rules and regulations, and all applicable local ordinances.
B. Fulfillment of Assurances and Declarations
Grantee shall fulfill all assurances, declarations, representations, and statements made by the Grantee in Attachment 1: Proposition 47 Grant Program Request for Proposal and Attachment 2: Proposition 47 Grant Program Proposal, documents, amendments, approved modifications, and communications filed in support of its request for grant funds.
C. Permits and Licenses
Grantee agrees to procure all permits and licenses necessary to complete the project, pay all charges and fees, and give all notices necessary or incidental to the due and lawful proceeding of the project work.
3. POTENTIAL SUBCONTRACTORS
A. In accordance with the provisions of this Grant Agreement, the Grantee may subcontract for services needed to implement and/or support program activities. Grantee agrees that in the event of any inconsistency between this Grant Agreement and Grantee’s agr eement with a subcontractor, the language of this Grant Agreement will prevail.
B. Nothing contained in this Grant Agreement or otherwise, shall create any contractual relation between the BSCC and any subcontractors, and no subcontract shall relieve the Grantee of his responsibilities and obligations hereunder. The Grantee agrees to be as fully responsible to the BSCC for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Grantee. The Grantee's obligation to pay its subcontractors is an independent obligation from the BSCC's obligation to make payments to the Grantee. As a result, the BSCC shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.
C. Grantee shall ensure that all subcontractors comply with the eligibility requirements stated in the Proposition 47 Cohort 5 RFP and described in Appendix B.
D. Grantee assures that for any subcontract awarded by the Grantee, such insurance and fidelity bonds, as is customary and appropriate, will be obtained.
E. Grantee agrees to place appropriate language in all subcontracts for work on the project requiring the Grantee’s subcontractors to:
Packet Page. 797
City of San Bernardino
BSCC 1423-25
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
1) Books and Records
Maintain adequate fiscal and project books, records, documents, and other evidence pertinent to the subcontractor’s work on the project in accordance with generally accepted accounting principles. Adequate supporting documentation shall be maintained in s uch detail so as to permit tracing transactions from the invoices, to the accounting records, to the supporting documentation. These records shall be maintained for a minimum of three (3) years after the acceptance of the final grant project audit under t he Grant Agreement and shall be subject to examination and/or audit by the BSCC or designees, state government auditors or designees, or by federal government auditors or designees. 2) Access to Books and Records
Make such books, records, supporting documentations, and other evidence available to the BSCC or designee, the State Controller’s Office, the Department of General Services, the Department of Finance, California State Auditor, and their designated represen tatives during the course of the project and for a minimum of three (3) years after acceptance of the final grant project audit. The Subcontractor shall provide suitable facilities for access, monitoring, inspection, and copying of books and records relat ed to the grant -funded project.
4. PROJECT ACCESS
Grantee shall ensure that the BSCC, or any authorized representative, will have suitable access to project activities, sites, staff and documents at all reasonable times during the grant period including those maintained by subcontractors. Access to program records will be made available by both the grantee and the subcontractors for a period of three (3) years following the end of the grant period.
5. ACCOUNTING AND AUDIT REQUIREMENTS
A. Grantee agrees that accounting procedures for grant funds received pursuant to this Grant Agreement shall be in accordance with generally accepted government accounting principles and practices, and adequate supporting documentation shall be maintained in such detail as to provide an audit trail. Supporting documentation shall permit the tracing of transactions from such documents to relevant accounting records, financial reports and invoices.
B. The BSCC reserves the right to call for a program or financial audit at any time between the execution of this Grant Agreement and three years following the end of the grant period. At any time, the BSCC may disallow all or part of the cost of the activit y or action determined to not be in compliance with the terms and conditions of this Grant Agreement or take other remedies legally available.
6. DEBARMENT, FRAUD, THEFT OR EMBEZZLEMENT
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to grantees that have been:
1. debarred by any federal, state, or local government entities during the period of debarment; or
2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.
Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.
Packet Page. 798
City of San Bernardino
BSCC 1423-25
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consi der a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.
All Grantees must have on file with the BSCC a completed and signed Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft and Embezzlement (Required as Attachment E of the original Proposal Package).
7. MODIFICATIONS
No change or modification in the project will be permitted without prior written approval from the BSCC. Changes may include modification to project scope, changes to performance measures, compliance with collection of data elements, and other significant changes in the budget or program components contained in Attachment 1: Proposition 47 Grant Program Cohort 5 Request for Proposal and Attachment 2: Proposition 47 Grant Program Proposal.
8. TERMINATION
A. This Grant Agreement may be terminated by the BSCC at any time after grant award and prior to completion of project upon action or inaction by the Grantee that constitutes a material and substantial breach of this Grant Agreement. Such action or inaction includes but is not limited to:
1) substantial alteration of the scope of the grant project without prior written approval of the BSCC;
2) refusal or inability to complete the grant project in a manner consistent with Attachment 1:
Proposition 47 Grant Program Cohort 5 Request for Proposal and Attachment 2: Proposition 47 Grant Program Proposal, or approved modifications;
3) failure to provide the required local match share of the total project costs; and 4) failure to meet prescribed assurances, commitments, recording, accounting, auditing, and reporting requirements of the Grant Agreement.
B. Prior to terminating the Grant Agreement under this provision, the BSCC shall provide the Grantee at least 30 calendar days written notice stating the reasons for termination and effective date thereof. The Grantee may appeal the termination decision in ac cordance with the instructions listed in Exhibit D: Special Terms and Conditions, Number 8. Settlement of Disputes.
9. SETTLEMENT OF DISPUTES
A. The parties shall deal in good faith and attempt to resolve potential disputes informally. If the dispute persists, the Grantee shall submit to the BSCC Corrections Planning and Grant Programs Division Deputy Director a written demand for a final decision regarding the disposition of any dispute between the parties arising under, related to, or involving this Grant Agreement. Grantee’s written demand shall be fully supported by factual information. The BSCC Corrections Planning and Grant Programs Division Deputy Director shall have 30 days after receipt of Grantee’s written demand invoking this Section “Disputes” to render a written decision. If a written decision is not rendered within 30 days after receipt of the Grantee’s demand, it shall be deemed a dec ision adverse to the Grantee’s contention. If the Grantee is not satisfied with the decision of the BSCC Corrections Planning and Grant Programs Division Deputy Director, the Grantee may appeal the decision, in writing, within 15 days of its issuance
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City of San Bernardino
BSCC 1423-25
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
(or the expiration of the 30 -day period in the event no decision is rendered), to the BSCC Executive Director, who shall have 45 days to render a final decision. If the Grantee does not appeal the decision of the BSCC Corrections Planning and Grant Program s Division Deputy Director, the decision shall be conclusive and binding regarding the dispute and the Contractor shall be barred from commencing an action in court, or with the Victims Compensation Government Claims Board, for failure to exhaust Grantee’s administrative remedies.
B. Pending the final resolution of any dispute arising under, related to or involving this Grant Agreement, Grantee agrees to diligently proceed with the performance of this Grant Agreement, including the providing of services in accordance with the Grant Agr eement. Grantee’s failure to diligently proceed in accordance with the State’s instructions regarding this Grant Agreement shall be considered a material breach of this Grant Agreement.
C. Any final decision of the State shall be expressly identified as such, shall be in writing, and shall be signed by the Executive Director, if an appeal was made. If the Executive Director fails to render a final decision within 45 days after receipt of the Grantee’s appeal for a final decision, it shall be deemed a final decision adverse to the Grantee’s contentions. The State’s final decision shall be conclusive and binding regarding the dispute unless the Grantee commences an action in a court of competent jurisdiction to contest such decision within 90 days following the date of the final decision or one (1) year following the accrual of the cause of action, whichever is later.
D. The dates of decision and appeal in this section may be modified by mutual consent, as applicable, excepting the time to commence an action in a court of competent jurisdiction.
9. UNION ACTIVITIES
For all agreements, except fixed price contracts of $50,000 or less, the Grantee acknowledges that applicability of Government Code §§16654 through 16649 to this Grant Agreement and agrees to the following:
A. No State funds received under the Grant Agreement will be used to assist, promote or deter union organizing.
B. Grantee will not, for any business conducted under the Grant Agreement, use any State property to hold meetings with employees or supervisors, if the purpose of such meetings is to assist, promote or deter union organizing, unless the State property is equ ally available to the general public for holding meetings.
C. If Grantee incurs costs or makes expenditures to assist, promote or deter union organizing, Grantee will maintain records sufficient to show that no reimbursement from State funds has been sought for these costs, and that Grantee shall provide those record s to the Attorney General upon request.
10. WAIVER
The parties hereto may waive any of their rights under this Grant Agreement unless such waiver is contrary to law, provided that any such waiver shall be in writing and signed by the party making such waiver.
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BSCC
Powered by Submittable
Title
City of San Bernardino
by
Gabriel Bravo
in
Proposition 47 Grant
Program, Cohort 5 - Request for Proposals
[email protected]
06/23/2025
id. 50892907
Original Submission
06/23/2025
Score
n/a
Proposition 47
Cohort 5
checked
Proposition 36
Activities
unchecked
Applicant Category
Large Scope Project - applying for more than $2 million and up to $8 million
SUBMITTING A
PROPOSAL FOR
PROPOSITION 47
GRANT FUNDS
The Proposition 47, Safe Neighborhoods and Schools Act Grant Program, Request for Proposals (RFP) is divided into four sections: Applicant Information, Project Title and Project Summary Proposal Narrative and Budget (with key Attachments) Key Project Contacts Other Attachments:
Mandatory and Optional
Each section has fields that require a response.
Applicants will be prompted to provide written text, numerical input, radial button choices, and upload attachments.
Documents in Word, Excel, and/or
PDF are allowable formats for upload attachments. Some responses requiring narrative text input have a limited number of allowable characters for those fields. If a character limit has been enabled for a specific response field, a character counter will display the number of characters allowed and will then show the number of characters remaining as text is entered into the response field. Character limits include all text, punctuation, and spaces. If the character limit is exceeded, a red prompt will appear with the message "You have exceeded the character limit." Applicants may start and stop their application, as needed, during the solicitation period. However, to save the information entered into the BSCC-Submittable Application, applicants must select "Save Draft" at the bottom of the application before existing. Applicants are prohibited from submitting the Proposition 47, Safe Neighborhoods and Schools Act Grant Program application until all mandatory fields are completed (those with a red asterisk), character limits are in compliance, and required documents have been uploaded. Applicants should read the Proposition 47, Safe Neighborhoods and Schools Act RFP prior to completing this application process. The RFP contains all the necessary information to successfully complete and submit the Proposition 47, Safe Neighborhoods and Schools Act application.
This document can be found at:
https://www.bscc.ca.gov/s_bsccprop47/
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CONFIDENTIALITY
NOTICE:
All documents submitted as a part of the Proposition 47, Safe Neighborhoods and Schools Act Grant Program proposal are public documents and may be subject to a request pursuant to the California Public Records Act. The BSCC cannot ensure the confidentiality of any information submitted in or with this proposal. (Gov. Code, § 6250 et seq.)
APPLICANT
INFORMATION,
PROJECT TITLE
AND PROJECT
SUMMARY
This section requires information about the applicant and the proposed project.
Name of Applicant
City of San Bernardino
Tax Identification
Number
95-6000772
Applicant's Physical
Address
290 N D St
San Bernardino
California
92401
US
Applicant's Mailing
Address (if different
than physical
address)
Mailing Address For
Reimbursement
Payments
290 N D St
San Bernardino
California
92401
US
Project Title
SB Cares: Community Alternatives, Recovery, and Empowerment Services Project Summary
The City of San Bernardino seeks Proposition 47 funding to expand its PEACE Team. The expanded PEACE Team will serve adults arrested, charged, or convicted of criminal offenses and those with a history of substance use or mental health disorders; many also experience homelessness or chronic instability. In collaboration with a community- based organization, the expanded PEACE Team will deliver trauma- informed and inclusive services, including behavioral health treatment, substance use care, housing support, and peer navigation. The PEACE Team will reduce barriers to critical resources, reduce recidivism, and foster long-term participant stability. A Local Advisory Committee, which includes law enforcement, behavioral health providers, and individuals with lived experiences, will inform the services provided.
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PROJECT
NARRATIVE AND
BUDGET
Complete the following sections: Section 1.
Project Need Section 2.
Community Engagement
Including:
Proposition 47 Local Advisory
Committee Membership Roster (Attachment C) and
Proposition 47 Local
Advisory Committee Letter(s) of Agreement (Attachment D) Section 3.
Project Description
Including:
Proposition 47 Project Work Plan
(Attachment B) Section 4.
Data Collection and Project Evaluation Section
5:
Budget Attachment - Proposal Budget Table and Budget Narrative (Attachment A) The required attachments are stand-alone documents available on the BSCC Proposition 47 Homepage:
https://www.bscc.ca.gov/s_bsccprop47/ .
Download, complete, and upload
where prompted.
Section 1.
Project
Need
In San Bernardino, public safety challenges are compounded by persistent and interconnected issues of homelessness, substance use, and unmet mental health needs. While these challenges are not unique, their intensity in this city necessitates a targeted and coordinated response. In May 2024, the San Bernardino Police Department (SBPD) initiated its PEACE Team (Proactive Enforcement and Community Engagement Team), which collaborates with the community, leveraging both lived and learned expertise to develop innovative solutions that foster public safety while creating pathways to stability and well-being for vulnerable populations.
Working jointly with the San Bernardino County Department of Behavioral Health, the PEACE Team has been able to provide case management and direct assistance to over 2,800 individuals, reducing barriers to housing and promoting long-term personal stability through referrals to services. It has also distributed emergency shelter resources through motel voucher programs. Despite this impact, critical service gaps undermine the city’s ability to divert individuals away from the criminal justice system.
According to the 2024 San Bernardino County Homeless Point-in-Time Count, nearly one-third of all people experiencing homelessness in the county reside in the City of San Bernardino. SBPD 2024 arrest records show that about 20% of all arrests were drug or alcohol related, and about one-fifth of arrests are related to quality-of-life misdemeanors or felonies, the majority of which are related to homelessness. These and other offenses often included a need for mental health services. 25-38% of San Bernardino County residents with low income are unable to access the mental health care they need, according to the County wellness indicators.
Over the last 10 years, drug-induced and alcohol-related deaths in the County have increased by nearly 41% and 98%, respectively. As the most populous city in the County, these statistics profoundly impact residents.
Many individuals cycling through misdemeanor bookings or street-level interventions require services, not jail. Limited diversion options are embedded in first-response systems, and access to behavioral health support is often delayed or inconsistent. The existing PEACE Team program is primarily focused on homelessness. While it does prevent future crimes and arrests, it is not specifically designed to divert individuals from the justice system. Furthermore, the current staff can only respond to approximately half of the 100 calls for assistance received daily by the City. This project will build on the successes and partnerships created through the PEACE Team’s work to specifically develop trauma-informed,
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strength-based approaches for people arrested or at risk of arrest for criminal offenses, especially those experiencing homelessness.
The proposed project will serve adults who (1) have been arrested, charged with, or convicted of a criminal offense, and (2) have a history of substance use or mental health disorders. Many of these individuals are also unhoused or marginally housed and are frequently caught in a cycle of repeated misdemeanor offenses.
The San Bernardino Police Department is exploring the Proposition 47 funding opportunity to supplement and expand its PEACE Team. The PEACE team currently works with the homeless division and serves the population in San Bernardino experiencing chronic instability, such as those living in illegal encampments, those facing a lack of permanent housing, and those with limited access to critical resources. Much of the target population needs support navigating available resources, as they often wait extensively when trying to access assistance. The target population may also require intense case management to support housing navigation.
The proposed expansion will better equip the PEACE team to break the cycle of chronic issues, like illegal encampment and lack of permanent housing, and create pathways to housing stability for the target population.
The need for these services is strong; the City currently engages approximately 200 individuals a month seeking such services. The City will partner with the Salvation Army and another qualified CBO to assist with outreach and case management.
San Bernardino is one of California's most racially and ethnically diverse cities. According to the U.S. Census Bureau (2020 QuickFacts), 67.5% of residents identify as Hispanic or Latino, 12.3% as Black or African American, 13.3% as multiracial, and 4.2% as Asian. Only 13.8% of the population identifies as non-Hispanic white. These demographics underscore the need for culturally responsive and linguistically accessible services.
Compounding these dynamics is the city’s high poverty rate—20.2% of residents live below the federal poverty line, nearly double the national rate of 11.1%. Educational attainment is also significantly lower than state and national averages, with just 12.8% of adults over 25 holding a bachelor’s degree or higher, compared to 34.3% nationally. These disparities are reflected in health outcomes: 11.6% of residents under 65 are uninsured, and 9.2% under 65 live with a disability, both above national averages.
Additionally, nearly 53% of San Bernardino residents speak a language other than English at home, which makes field-based and multilingual service delivery essential for successful engagement. The services delivered recognize and respect the lived realities of this community. The project will reduce barriers, build trust, and improve long-term outcomes for residents often left behind by traditional systems.
The expanded PEACE Team will incorporate outreach workers with lived experience and culturally competent service providers, including those with
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lived experience, in all aspects of outreach, engagement, and care delivery. Community-based organizations will provide expertise and program infrastructure to reach and serve vulnerable populations, including justice-involved adults and those living in informal or unsheltered environments.
Importantly, the design and delivery of services will be informed by the Local Advisory Committee, which includes representatives from the community, behavioral health providers, law enforcement, and individuals with lived experience. This committee will identify gaps, review implementation strategies, and ensure that services align with community priorities and meet the diverse needs of residents. Services will provide wraparound supports that reflect participants' diverse cultural, linguistic, and social contexts.
The City of San Bernardino’s proposed expansion of its PEACE Team will reduce incarceration for people convicted of non-serious, nonviolent offenses by expanding access to community-based mental health treatment, substance use disorder services, and diversion opportunities, which directly aligns with the intent of Proposition 47. The target population —adults who have been arrested or charged with low-level offenses and who have a history of mental health or substance use disorders—mirrors the core demographic that Prop 47 funding seeks to support. In San Bernardino, this population is disproportionately represented in the criminal justice system, often due to chronic conditions like untreated mental illness, substance use, and housing instability. Local data shows that about 20% of arrests are substance-related, and an additional 20% stem from quality- of-life offenses frequently linked to poverty and homelessness. These individuals are often not a threat to public safety, yet they cycle repeatedly through jails and emergency systems because more appropriate community-based alternatives are limited in availability at the point of contact.
This project responds to that gap by expanding a multidisciplinary, field- based team that can engage individuals where they are—on the streets, in encampments, or during police encounters—and immediately connect them to supportive services. Rather than defaulting to arrest or citation, PEACE Team officers and outreach workers will offer direct pathways to case management, housing support, substance use treatment, and behavioral health care.
The proposed project also advances Prop 47 priorities by expanding diversion efforts through coordinated response and in-field engagement, reducing recidivism by providing trauma-informed care that addresses the root causes of justice involvement, partnering with community-based organizations that reflect the population served, including staff with lived experience, and embedding equity into service design through the guidance of the Local Advisory Committee. Ultimately, the goal of this program is to break the cycle of criminalization for vulnerable individuals and instead offer them access to care, stability, and dignity.
Section 2.
Community
Engagement
The City of San Bernardino formed its Local Advisory Committee (LAC) with intentional outreach and an inclusive mindset. Outreach invitations were extended to representatives from behavioral health, law enforcement,
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housing services, harm reduction organizations, faith-based groups, and individuals with lived experience in the justice system, homelessness, or behavioral health recovery.
Community-based organizations that have worked closely with the San Bernardino Police Department’s PEACE Team, such as the Salvation Army, were also included due to their existing community relationships and their direct service to vulnerable populations. Individuals and groups who have historically been underrepresented in policy and funding decisions were also engaged. The City's goal is to engage active participation in shaping the services delivered within the proposed project.
Committee members were selected based on their expertise, community trust, and ability to speak to the needs of the target population, specifically those at the intersection of homelessness, criminal justice involvement, and behavioral health needs.
The LAC meetings will be open, accessible, and community-facing, with meeting notices distributed in advance through multiple channels, including the City’s website, email lists, and social media, available in both English and Spanish. Meetings will be held in ADA-accessible locations and during hours that accommodate working community members. For those unable to attend in person, remote participation options such as Zoom are provided whenever possible.
Each meeting includes time for public comment and structured opportunities for feedback, so that residents may contribute their insights and experiences to the discussion. Materials presented during meetings—such as program updates, evaluation data, and draft plans—are archived on the City’s website for ongoing access and transparency. In addition, summaries and key takeaways from each meeting are shared with stakeholders to maintain an ongoing feedback loop.
As part of the City’s commitment to building a project that is community- driven at every level, a Request for Qualifications (RFQ) was issued in April 2025 to identify and partner with qualified community-based organizations (CBOs). This public solicitation invites organizations with experience in mental health, substance use disorder treatment, case management, housing support, and reentry services to join the effort as subcontractors.
The RFQ process is an extension of the City’s equity goals: rather than pre-selecting partners, the city has opened the opportunity to a broad pool of providers to ensure that smaller, grassroots, and culturally specific organizations have a seat at the table. Selected CBOs will receive subcontracted funding to deliver trauma-informed, evidence-based services directly to participants and will also participate in data reporting, cross- agency coordination, and continuous quality improvement efforts.
RFQ process linked to the Advisory Committee structure will create a feedback loop in which CBOs are not only service providers but also policy shapers and thought partners. This dual role ensures that services remain grounded in community need and responsive to real-time feedback.
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Proposition 47 Local Advisory Committee Membership Roster (Attachment C) Attachment-C-Prop-47-Advisory-Committee-Membership-Roster.docx Proposition 47 Local Advisory Committee Letter(s) of Agreement (Attachment D) Attachment_D_-_Prop-47-Advisory-Committee-Letter-of-Agreement_-_SIGNED..pdf Section 3.
Project
Description
The City of San Bernardino will expand its existing PEACE Team into a multi-disciplinary diversion and treatment program serving justice-involved individuals with mental health or substance use disorders. Initially launched in May 2024, the PEACE Team has already established a foundation of trust and impact through street-level outreach and community-centered enforcement. This project will deepen and formalize that work by embedding behavioral health professionals, substance use disorder specialists, and case managers within the team to offer immediate access to diversion, treatment, and wraparound care at the point of contact.
The expanded program will operate citywide in high-need areas where arrest data, homelessness indicators, and overdose risks are most concentrated. Participants will be engaged during encounters with law enforcement, through referrals from community partners, or via direct street outreach. Each individual will be assessed for risk, readiness, and needs and enrolled into a tailored case plan, which may include:
• Diversion from arrest through referral to treatment or housing in lieu of jail booking.
• Substance use disorder treatment (detox, outpatient, or Medication Assisted Treatment (MAT).
• Mental health services, including therapy, psychiatric care, and crisis stabilization.
• Housing navigation and short-term shelter placements (including motel vouchers).
• Workforce readiness training and life skills development. • Peer navigation and mentoring, including staff with lived experience in justice involvement and recovery.
The proposed model enables the provision of services in the field, meeting participants where they are and reducing barriers such as transportation, documentation, or service fatigue. The program incorporates trauma- informed, culturally competent, and adaptable elements tailored to each participant’s unique needs and readiness.
To implement this vision, the city has initiated a Request for Qualifications (RFQ) process to select qualified community-based organizations (CBOs) with expertise in behavioral health, reentry, housing, and culturally responsive services. The selected partner(s) will be subcontracted to deliver core program components, including outreach, treatment, and case management. The RFQ is intended to prioritize organizations that utilize evidence-informed practices and have a track record of service within neighborhoods similar to those of San Bernardino. All partners will participate in monthly coordination meetings, facilitated by the City, to review participant progress, align service strategies, and ensure quality control. A shared data platform and coordinated care model will enable real-
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time communication and collaborative case planning among partners.
To effectively deliver mobile outreach and community-based services across San Bernardino’s extensive and geographically diverse service area, the City is including the purchase of one SUV and two off-road vehicles in the project budget. These vehicles are needed to reach individuals in underserved areas, including encampments, parks, and remote locations where many unhoused or high-risk individuals reside.
Given the scale of the city and the PEACE Team’s outreach strategy, staff must frequently operate away from the office and travel across considerable distances to meet clients where they are. Currently, the City’s available fleet is insufficient to support these expanded field operations, and there are no dedicated vehicles assigned for use by this project.
Additionally, personal vehicle use is not a feasible or allowable option for program staff due to liability concerns and agency policy, which prohibits staff from using their own vehicles for field operations during working hours.
The city assessed and compared the proposed vehicle purchase with alternatives, such as leasing, and found that leasing vehicles over the four- year project period would exceed the cost of purchasing due to accumulated monthly fees and mileage limits, given the high usage demands of this program. The one-time purchase of vehicles ensures both cost efficiency and operational reliability over the grant term.
Additional resources requested in the proposed budget will be directly utilized by the project. These include computers, tablets, and cell phones, which the city will ensure are compliant with local, state, and federal requirements for data security, confidentiality, and accessibility. These technological tools are essential for staff to securely document services in the field, communicate in real time, and support data collection and performance tracking.
The proposed expansion of the PEACE Team is designed to meet people where they are—physically, emotionally, and culturally. San Bernardino is a diverse community with more than 50% of households speaking a language other than English. The project will be staffed with bilingual professionals, culturally grounded peer navigators, and community-based partners with deep ties to the neighborhoods they serve. Services will reflect participants’ cultural values and experiences with trauma-informed care as the foundation of every interaction. Staff will be trained in trauma-informed care to foster safety, trust, and empowerment environments. Participants will not be viewed solely through the lens of their criminal records, but rather through a holistic understanding of how past violence, abuse, mental illness, or substance dependency may have shaped their current circumstances. Services will be mobile, field-based, and not contingent upon prerequisites that may delay interventions, such as current drug use.
The program will offer low-barrier entry points, walk-up options, and multilingual staff across all touchpoints.
The program is structured with the acknowledgement of the systemic barriers that often exclude the most vulnerable from traditional services, such as a lack of government-issued ID or documentation, limited transportation, or stable communication access, past negative experiences
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with law enforcement or service providers, language or literacy, and stigma related to criminal records, homelessness, or substance use. Targeted strategies will address these barriers, including mobile engagement units, trauma-sensitive intake procedures, and flexible documentation protocols.
Participants will never be asked to navigate complex systems on their own.
Instead, they will be accompanied by people who understand their path and are trained to guide them through it.
The program is intended to repair harm through supportive alternatives and principles of restorative justice. Each participant will have the opportunity to rebuild their lives, with the tools and support to restore relationships with family, community, and themselves. Where possible, restorative circles, peer mentorship, and community healing practices will be integrated into care plans.
Through the competitive RFQ that has been issued by the city to select qualified CBO(s) to deliver services funded through Proposition 47, the city will identify providers with the cultural competence, service capacity, and community trust necessary to effectively engage the target population. The RFQ will aid the city in prioritizing organizations that have demonstrated experience working with individuals impacted by mental illness, substance use, homelessness, and the criminal justice system. Applicants are evaluated not only on programmatic qualifications, but also on their ability to provide low-barrier, trauma-informed, and equity-centered services that reflect the needs and lived realities of the individuals they serve.
One component of the RFQ evaluation includes assessing the extent to which providers incorporate lived experience into their staffing and leadership structures. Preference is given to organizations that meaningfully engage individuals who have been directly impacted by the justice system or behavioral health challenges—whether as peer support specialists, navigators, frontline staff, or in decision-making roles. The city recognizes that diverse life experiences, educational backgrounds, and perspectives strengthen service delivery and foster trust with participants.
By selecting providers through this inclusive lens, the city ensures that services are not only evidence-based but also community-rooted and grounded in empathy, accountability, and respect.
The City of San Bernardino will launch services with minimal delay due to its proactive planning and the operational foundation already established through the existing PEACE Team initiative. Rather than building a program from the ground up, this project will expand and enhance an already active multidisciplinary response team, allowing for rapid deployment of new resources and services. The City has also taken early action by issuing a Request for Qualifications (RFQ) to identify and prequalify CBOs for subcontracted service delivery. This advance planning will enable the expedited execution of partnership agreements, scopes of work, and MOUs immediately upon receipt of the award notice. Procurement of necessary equipment and supplies will be expedited through existing City channels to minimize unnecessary delays. With these structures in place, the program anticipates beginning service delivery in January 2026, following a short three-month mobilization period from October 2025 to December 2025, focused on hiring, training, and CBO integration. This plan will enable the
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City to minimize administrative delays, establish partnerships efficiently, and commence serving the target population without interruption.
This project reflects the spirit and intent of Proposition 47 by shifting the response to nonviolent offenses away from punishment and toward care, healing, and long-term stability. Rather than defaulting to incarceration for individuals experiencing mental illness, substance use disorders, or chronic homelessness, the expanded PEACE Team will provide community-based alternatives that address the underlying causes of system involvement.
The project reduces the justice system’s footprint for people charged with low-level offenses by partnering with a subcontractor to provide behavioral health clinicians, substance use counselors, peer navigators, and case managers in public safety responses. The City will expand its capacity to offer diversion options at the point of contact. These services will be focused on stabilizing individuals and improving health, housing, and quality of life outcomes—core values of the Prop 47 framework. The program delivery involves client-centered, personalized, and trauma-informed services based on an individual’s needs and readiness. Ultimately, the project carries forward the transformative intent of Proposition 47—not simply by reducing incarceration, but by investing in people, relationships, and systems of support that promote lasting safety and well-being.
Bibliography
(optional)
Proposition 47 Project Work Plan (Attachment B)
Attachment-B-Project-Work-Plan-FINAL.docx
Section 4.
Data
Collection and
Project Evaluation
The City of San Bernardino will contract a qualified evaluation partner to provide a high-quality and data-driven assessment of the proposed project.
This process will be launched during the project’s start-up phase and will prioritize organizations or individuals with demonstrated experience in evaluating cross-sector initiatives who can incorporate quantitative and qualitative data to provide a well-rounded understanding of project impact.
The selected evaluator will be expected to collaborate closely with City staff, community-based organizations, and the Local Advisory Committee throughout the project.
Monitoring and quality assurance activities will be integrated into each project phase to ensure that interventions are adjusted as needed based on real-time learning and feedback. The evaluator will assist in finalizing performance metrics, refining data collection tools, and conducting baseline analyses to inform implementation. As the project transitions into the implementation phase, the evaluator will support the development of data infrastructure and protocols across partners, providing guidance on standardized referral tracking, risk and needs assessments, and case management documentation. Regular training and technical assistance will be provided to frontline staff to enhance their capacity in consistent data entry and outcome monitoring.
During the service delivery period, monitoring will include both process and outcome evaluations, with data reviewed quarterly to assess service uptake, participant progress, and coordination among partners. Midpoint
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evaluation reports will be shared with the Advisory Committee and used to drive program improvements. In the later phases of the project, the evaluator will focus on outcomes such as recidivism, housing stability, treatment retention, and participant satisfaction.
The City of San Bernardino will use process and outcome measures that align with the project’s goals listed in the project Work Plan (Attachment B) to reduce justice involvement, improve service access and retention, and strengthen cross-sector partnerships. For Goal 1, measures will track the number of individuals diverted by the PEACE Team, the number of risk/needs assessments completed, and the number of referrals made, with outcomes including reductions in misdemeanor arrests and recidivism as defined by the BSCC as any new arrest, conviction, or incarceration within three years. Under Goal 2, the project will monitor case management assignments, emergency and interim housing placements, and mobile behavioral health contacts, with outcomes such as treatment completion and stable housing connections. For Goal 3, process measures include the number of partner coordination meetings and data-sharing protocols implemented, while outcome measures focus on enhanced partner collaboration and refined services. All measures will be supported by shared data systems and used to guide real-time improvements.
The City of San Bernardino will implement a structured research plan to collect and evaluate both baseline and outcome data aligned with the process and outcome indicators outlined in Section 4.2. During the project’s start-up phase, staff from all participating agencies will be trained on standardized intake procedures and data collection tools. In compliance with HIPAA requirements, baseline data will be collected from participants at the time of enrollment using standardized intake forms and entered into a centralized, secure data system managed by the City’s contracted evaluator. Outcome data will be collected on an ongoing basis and will include service engagement, treatment completion, housing placement, and recidivism rates.
To evaluate recidivism and other justice-related outcomes, the city will monitor relevant data obtained through the San Bernardino Police Department and the San Bernardino County Sheriff’s Department to obtain arrest and booking records. This data monitoring will follow all applicable privacy laws and data protection standards. The evaluator will work with City staff to ensure proper data matching and anonymization processes are in place. The data evaluation aims to provide a comprehensive view of the project’s impact, support continuous improvement, and ensure accountability to the project goals.
Section 5.
Budget Attachment- Proposal Budget Table and Budget Narrative (Attachment A) Attachment_A-Prop_47-Cohort-5-Budget.xlsx
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KEY PROJECT
CONTACTS
This sub-section requires information about the key project contact individuals that will be acting as the project administrators of the grant. This section requires names and contact information for the individuals identified as the Project Director, Financial Officer, Day-to-Day Project Contact, Day-to-Day Fiscal Contact, and the Authorized Officer with signing authority.
Project Director
Ernest
Luna
Project Director's
Title
Lieutenant
Project Director's
Physical Address
710 N D St
San Bernardino
California
92401
US
Project Director's
Email Address
[email protected]
Project Director's
Phone Number
+19093884977
Financial Officer
Mary
Alvarez-Gomez
Financial Officer's
Title
Grants Division & Purchasing Manager
Financial Officer's
Physical Address
290 N D St
San Bernardino
California
92401
US
Financial Officer's
Email Address
[email protected]
Financial Officer's
Phone Number
+19093845242
Day-To-Day Program
Contact
Cynthia
Bernal
Day-To-Day Program
Contact's Title and
Agency/Department/Organization
Management Analyst - Police Department
Packet Page. 812
Day-To-Day Program
Contact's Physical
Address
710 N D St
San Bernardino
California
92401
US
Day-To-Day Program
Contact's Email
Address
[email protected]
Day-To-Day Program
Contact's Phone
Number
+19093845612
Day-To-Day Fiscal
Contact
Cynthia
Bernal
Day-To-Day Fiscal
Contact's Title with
Agency/Department/Organization
Management Analyst - Police Department
Day-To-Day Fiscal
Contact's Physical
Address
710 N D St
San Bernardino
California
92401
US
Day-To-Day Fiscal
Contact's Email
Address
[email protected]
Day-To-Day Fiscal
Contact's Phone
Number
+19093845612
Name of Authorized
Officer*
Bill
Gallardo
I hereby certify I am
vested by the
Applicant with the
authority to enter into
contract with the
BSCC, and the
grantee and any
subcontractors will
abide by the laws,
policies, and
procedures
governing this
funding.
checked
Date of Assurance
6/23/2025
Packet Page. 813
Authorized Officer's
Title and
Agency/Department
City Manager - Office of City Manager
Authorized Officer's
Physical Address
290 N D St
San Bernardino
California
92401
US
Authorized Officer's
Email Address
[email protected]
Authorized Officer's
Phone Number
+19093845122
Packet Page. 814
Grant Funds Leveraged
Funds Total
$350,530 $65,000 $415,530
$210,995 $0 $210,995
$151,000 $100,000 $251,000
$1,694,702 $0 $1,694,702 51.44%
$300,000 $0 $300,000 9.11%
$120,000 $0 $120,000
$37,588 $0 $37,588
$429,722 $0 $429,722
$3,294,537 $165,000 $3,459,537
Grant Funds Leveraged
Funds Total
$171,250 $65,000 $236,250
$16,320 $0 $16,320
$24,360 $0 $24,360
$44,100 $0 $44,100
$94,500 $0 $94,500
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$350,530 $65,000 $415,530
Grant Funds Leveraged
Funds Total
$49,998 $0 $49,998
$99,998 $0 $99,998
$11,000 $0 $11,000
$49,999 $0 $49,999
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$210,995 $0 $210,995
$90/OT hour x 70 hours per year = $6,300/year x 5 Officers = $31,500/year x 3 service years = $ 94,500Officer Overtime
$16,666 per year x 3 years service
Outreach Supplies (ADA accommodation
equiopment, food, hyrdation, first aid,
hygiene, essentials
TOTAL
Services (cleaning) $26,666 per year x 3.75 years
Computer Equipment (computers, radios,
phones, etc)
Two Mobile data computers @ $4,500 each x 2 = $9,000 | iPad @$2,000 each x 1
Personal Protective Equipment (gloves,
disinfectant, glasses, sunscreen, unioforms
etc)
$13,333 per year x 3.75 years
A dedicated Management Analyst will oversee all aspects of Proposition 47 grant compliance, including expenditure tracking, performance reporting, subrecipient coordination, and alignment with BSCC grant requirements. It is anticipated that at least 50% of the analyst’s time will be committed to these responsibilities throughout the grant period. Additionally, some overtime may be required for activities occurring outside of standard business hours, such as program events, data entry, and coordination with partner agencies. A key operational element of this program is the PEACE Team, composed of dedicated sworn personnel who focus on quality-of-life operations that align with Proposition 47 goals. To support consistent availability and effectiveness of these operations, the budget includes overtime costs for sworn personnel participating in strategic enforcement, outreach, and follow-up efforts tied to program objectives.
2a. Services and Supplies
Description of Services or Supplies Calculation for Expenditure TOTAL
1b. Salaries and Benefits Narrative: Provide a brief description for each position that addresses their role on the grant project.
Sergeant Overtime $116/OT hour x 70 hours per year = $8,120/ year x 3 service years = $24,360 Two Detective/Corporal Overtime $105/OT hour x 70 hours per year = $7,350/year x 2 detective/corporals = 14,700/year x 3 service years = $44,100
1a. Salaries and Benefits
Name and Title (Show as either % FTE or Hourly Rate) & Benefits Management Analyst II 0.5 FTE @ $126,000 per year x 3 years and 9 months [3.75 years] / 50% = $236,250
Administrative overtime $68/hr * 240 hrs = $16,320
TOTAL
Budget Category
1. Salaries and Benefits
2. Services and Supplies
3. Professional Services or Public Agency Subcontracts
4. Non-Governmental Organization (NGO) Subcontracts
(In order to be eligible, a minimum of 50% of the total grant funds requested must be shown in the "Grant Funds" column)
5. Data Collection and Project Evaluation
2025 Proposition 47 Grant Program - Proposal Budget and Budget Narrative Name of Applicant: City of San Bernardino Police Department Contract Term: October 1, 2025 through June 30, 2029
Note: Budget Categories 1 - 8 will auto-populate based on the information entered in the sections below.
6. Equipment/Fixed Assets
7. Other (Travel, Training, etc.)
8. Indirect Cost
Packet Page. 815
Grant Funds Leveraged
Funds Total
$25,000 $0 $25,000
$126,000 $100,000 $226,000
$0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$151,000 $100,000 $251,000
Description of Subcontracts Grant Funds Leveraged
Funds Total
$1,694,702 $0 $1,694,702
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$1,694,702 $0 $1,694,702
A Request for Qualifications (RFQ) has been initiated to invite NGOs to submit proposals aligned with the goals of the Proposition 47 program. The SBPD will collaborate with community stakeholders to review submissions and select organizations that will provide services to individuals experiencing challenges related to mental health or substance use. These subcontracts are critical to expanding the reach and effectiveness of the program.
TOTAL
(a minimum of 50% of the total grant funds requested must be shown in the "Grant Funds" column) 4b. Non-Governmental Organization (NGO) Subcontracts Narrative: List each NGO subcontractor that will receive grant funds. Provide a brief description of the services that will be provided.
Non-Governmental Organization/ CBO $564,900 per year x 3 years = $1,694,702 TOTAL
3b. Professional Services or Public Agency Subcontracts Narrative: List each consultant and/or public agency that will receive grant funds. Provide a brief description of the services that will be provided.
The financial audit is a vital component of the project's financial management and oversight that will provide an independent assessment of the project's financial records, transactions, and compliance with applicable laws and regulations. The audit will examine the project's financial statements, internal controls, and financial management practices to ensure transparency, accuracy, and integrity in financial reporting. To ensure accountability, transparency, and compliance, the financial audit will be conducted by a Certified Public Accountant (CPA), County, or City independent auditor at an anticipated cost of $25,000.
Emergency Shelter Services – Motel Vouchers
The project includes providing temporary emergency shelter in the form of motel vouchers for unhoused program participants who are awaiting placement into transitional or permanent housing. Motel vouchers are a critical interim solution that ensures safety, stability, and immediate relief for individuals with behavioral health or substance use needs who are otherwise living in unsheltered conditions. The total estimated cost for motel vouchers over the three-year project period is $226,000, based on an average stay of 28 days per client at a nightly rate of $100, for a total of 50 clients. Of this total, the City is requesting $126,000 in Prop 47 grant funding to support 15 clients per year. To cover the remaining cost for 35 clients, the City will leverage $100,000 in non-Prop 47 funds.
4a. Non-Governmental Organization (NGO) Subcontracts
Calculation for Expenditure
3a. Professional Services or Public Agency Subcontracts Description of Professional
Service(s) Calculation for Expenditure
Financial final audit requirement by CPA Certified Public Accountant: County, or City independent auditor Emergency Shelter Services - Motel
Vouchers
Motel vouchers for 50 clients @$100 a room per night x average 28-day stay per client = $226,000 for 3 years
2b. Services and Supplies Narrative: Provide a brief description for each item that explains how it will be used toward fulfilling grant objectives.
This category covers essential services and supplies needed to support day-to-day operations. Personal protective equipment is vital for the health and safety of staff and program participants, and may include items such as sanitary wipes, disinfectants, gloves, uniform vests, and cleaning services. Additional supplies may include ADA assistive items to ensure program accessibility for all participants. Computer equipment such as computers, tablets, and phones will be procured to support field operations, allowing staff to collect participant information and coordinate with partner organizations. Technology will streamline data collection through the use of mobile software applications. A portion of this budget is reserved for miscellaneous service and supply needs, ensuring that the program remains operational in the face of unforeseen day-to-day challenges, such as costs related to outreach events or minor repairs.
Packet Page. 816
Grant Funds Leveraged
Funds Total
$300,000 $0 $300,000
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$300,000 $0 $300,000
Grant Funds Leveraged
Funds Total
$70,000 $0 $70,000
$50,000 $0 $50,000
$0 $0 $0
$0 $0 $0
$0 $0 $0
$0 $0 $0
$120,000 $0 $120,000
Grant Funds Leveraged
Funds Total
$10,500 $0 $10,500
$25,000 $0 $25,000
$2,088 $0 $2,088
$0 $0 $0
$0 $0 $0
$0 $0 $0
$37,588 $0 $37,588TOTAL
Training and Conferences Registration $350 each for 10 team members = $3,500 per year x 3 years = $10,500
Travel, Lodge, and Per Diem for Training
and Conferences
$2,500 for conference/training travel, lodge, per diem for 10 team members for 3 years = $25,000
2-day Grantee team meeting in
Sacramento for 3 key program staff
Lodging for 1 night @$ 124 per night x 3 = $372, Travel for 3 staff @$400 each = $1,200, M&IE for 2 days @$86 per day x 3 = $516.
TOTAL
6b. Equipment/Fixed Assets Narrative: List any equipment or fixed assets that will be purchased with grant funds and provide a brief description of each item that explains how it will be used toward fulfilling grant objectives.
The budget includes funding for a vehicle dedicated to outreach efforts, which will allow staff to engage directly with participants in the field and transport individuals to service locations, such as emergency shelters. In addition, an off-road vehicle such as a Can-Am or Polaris will be acquired for use by the PEACE Team. This vehicle will enhance the team’s ability to access remote or hard-to-reach areas, such as washes, mountains, and rural terrain where unhoused individuals often reside. It will also assist in the safe transport of individuals and their belongings out of these areas during outreach operations. 7a. Other (Travel, Training, etc.)
Description of Other (Travel,
Training, etc.) Calculation for Expense
PEACE Team Vehicle for outreach efforts
and particpant transportation One Truck or one SUV (chevy silverado or ford explorer) @ $70,000 PEACE Team Off-Road Vehicle to access
hard-to-reach areas Two off road vehicles (ca-am, polaris, etc) @ $25,000 each = $50,000 TOTAL
5b. Data Collection and Project Evaluation Narrative:
Accurate and comprehensive data collection and evaluation are essential components of the project. To ensure the effective monitoring, data collection, and evaluation efforts, this will include the development of the Local Evaluation Plan, completion of Quarterly Progress Reports and completion of Local Evaluation Report which will be completed by a procured qualified third-party contractor. The LEP will provide a structured framework for systematically collecting relevant data, tracking key metrics, and assessing the project's impact. 6a. Equipment/Fixed Assets
Description of Equipment/Fixed
Assets Calculation for Expense
5a. Data Collection and Project Evaluation [minimum 5% of requested grant funds (or $50,000, whichever is greater) but not more than 10%] Description of Data Collection and Project Evaluation
Local Evaluation Plan (LEP) development and implementation procurement for data collection and evaluation
Packet Page. 817
Grant Funds Leveraged
Funds Total
$429,722 $0 $429,722
$429,722
$0 $0 $0
$572,963
$0 $429,722
8b. Indirect Costs Narrative:
The City of San Bernardino does not have a federally approved indirect cost rate and is therefore applying the maximum allowable rate of 15 percent of the total grant award, as permitted under the Proposition 47 grant guidelines. Indirect costs encompass essential administrative expenses that support the overall implementation and management of the project, including fiscal oversight, grant reporting, legal compliance, human resources support, procurement, and IT infrastructure. These costs are necessary to ensure the effective operation, monitoring, and sustainability of all direct services funded under this grant. 1) Indirect costs not to exceed 15 percent (15%) of the total grant award. Applicable if the applicant does not have a federally approved indirect cost rate.
If using Option 1) grant funds allocated to Indirect Costs may not exceed:
2) Indirect costs not to exceed 20 percent (20%) of the total grant award. Applicable if the applicant has a federally approved indirect cost rate. Amount claimed may not exceed the applicant's federally approved indirect cost rate.
If using Option 2) grant funds allocated to Indirect Costs may not exceed:
Please see Instructions tab for additional information regarding Indirect Costs.
If the amount exceeds the maximum allowed and/or turns red , please adjust it to not exceed the line-item noted.
$429,722
7b. Other (Travel, Training, etc.) Narrative: Provide a brief explanation for how each item listed above will contribute toward fulfilling grant objectives. Please budget for at least one 2-day trip to Sacramento for 3-5 key grant team members.
Training and conference attendance for program personnel is included in the budget to ensure staff are well-equipped to serve participants and administer the grant effectively. Relevant topics may include homeless outreach strategies in coordination with law enforcement, field operations, partnership development, and program management best practices. Associated expenses include registration fees, travel, per diem, lodging, and other related costs. On-site lodging will be prioritized to avoid travel delays and reduce overtime expenses caused by long- distance commuting.
Grantee Team Meeting:
The budget includes provisions for one two-day trip to Sacramento for 3 key grant team members as specified in the RFP. The budget includes lodging, travel, and M&IE expenses for three staff members. The total budget allocation for this meeting is $2,088. 8a. Indirect Costs
For this grant program, indirect costs may be charged using only one of the two options below:
Packet Page. 818
Attachment B: Project Work Plan Page 1 of 5
Attachment B: Project Work Plan
Required Attachment: Applicants must upload a completed Work Plan to the BSCC Submittable Application Portal.
Instructions: Complete a Project Work Plan using the format below. Goals and objectives must have a clear relationship to the need and inte nt of the grant. A minimum of one goal and corresponding objectives must be identified. Completed plans should:
1. Identify the project’s top goals and objectives;
2. Identify how the goal(s) will be achieved in terms of process and outcome measures, project activities, responsible staff/par tners, and start and end dates; and
3. Provide a list of the data elements to be collected.
1 Goal Reduce justice system involvement for individuals with mental health and substance use disorders Objectives
A Implement diversion pathways at the point of contact through the expanded PEACE Team.
B Identify eligible participants using structured risk/needs assessments.
C Connect participants to treatment and supportive services within 7 days of engagement.
D Achieve a 25% reduction in repeat misdemeanor arrests among participants over three years.
Process and
Outcome
Measures
Process Measures:
- Number of individuals engaged by the PEACE Team
- Number of individuals screened using risk/needs assessments - Number of participants diverted from arrest
- Number of service referrals initiated
Outcome Measures:
- Percentage reduction in low-level bookings among participants - Recidivism rates at 6, 12, and 24 months
- Service engagement within 7 days of referral
Project activities and services
that support the identified goal and objectives Responsible staff/partners Timeline
Start Date End Date
1 Deploy PEACE Team with subcontractor partner staff to conduct in -field diversion and screening.
1 PEACE Team, Subcontractor
Partner behavioral health
clinicians
1 10/1/2025 1 6/30/2029
2 Complete standardized risk/needs assessments for all referred individuals. 2 Subcontractor Partner behavioral health clinicians and case
managers
2 1/1/2026 2 6/30/2029
3 Offer peer navigation to foster rapport and promote sustained participation. 3 Subcontractor Partner case managers, PEACE Team
3 1/1/2026 3 6/30/2029
4 Track diversion outcomes in a shared data system 4 PEACE Team Data Analyst/ External Evaluator
4 3/1/2026 4 6/30/2029
Packet Page. 819
Attachment B: Project Work Plan Page 2 of 5
List the data elements and sources that will be used to measure the outcomes Elements: Participant demographics, arrest history, referral date/type, assessment results, diversion decisions, service link age.
Sources: PEACE Team service logs, jail booking data (SBPD), case management database, risk/needs assessment tools.
2 Goal Improve access and retention in behavioral health, housing, and supportive services.
Objectives
A Provide case management to 100% of enrolled participants.
B Increase treatment engagement and completion by at least 30%.
C Ensure all unhoused participants are offered interim housing and navigation services.
D Enhance service accessibility through mobile outreach and low -barrier intake.
Process and
Outcome
Measures
Process Measures:
- Number of participants assigned a case manager
- Number receiving mobile behavioral health services
- Number receiving interim motel or shelter housing
Outcome Measures:
- Rate of successful service engagement within 7 days
- Treatment completion rate
Packet Page. 820
Attachment B: Project Work Plan Page 3 of 5
- Percent of unhoused participants linked to permanent housing - Participant satisfaction and service retention rates Project activities and services
that support the identified goal and objectives
Responsible staff/partners
Timeline
Start Date End Date
1 Assign case managers and conduct intake within 72 hours of referral. 1 Subcontractor Partner case managers
1 1/1/2026 1 6/30/2029
2 Offer short-term motel vouchers and coordinate housing navigation services.
2 PEACE Team, Subcontractor
Partner case managers
2 1/15/2026 2 6/30/2029
3 Track ongoing engagement and service utilization across systems. 3 PEACE Team Data Analyst/ External Evaluator
3 3/1/2026 3 6/30/2029
4 Use harm reduction and trauma-informed strategies to maintain contact. 4 PEACE Team, Subcontractor Partner behavioral health
clinicians, and case managers
4 1/1/2026 4 6/30/2029
List the data elements and sources that will be used to measure the outcomes Elements: Case notes, housing status, treatment episode data, engagement duration, contact logs.
Sources: CBO case management systems, Homeless Management Information System (HMIS), treatment provider records, peer navigator reports.
Packet Page. 821
Attachment B: Project Work Plan Page 4 of 5
3 Goal Strengthen cross-sector partnerships and ensure continuous improvement in service delivery.
Objectives
A Conduct monthly coordination meetings with all funded partners.
B Develop and implement HIPAA-compliant shared referral and data-sharing protocols.
C Convene quarterly Local Advisory Committee meetings.
D Adjust the service model based on performance and evaluation findings.
Process and
Outcome
Measures
Process Measures:
- Number of meetings held with funded partners and participants present - Number of protocols adopted and implemented
- Number of reports submitted to the Advisory Committee
Outcome Measures:
- Level of partner satisfaction with coordination and data access - Documented changes to service strategy based on evaluation data - Increase in interagency referrals and follow-through
Project activities and services
that support the identified goal and objectives
Responsible staff/partners
Timeline
Start Date End Date
1 Schedule and facilitate monthly partner meetings led by the City. 1 PEACE Team 1 10/1/2025 1 6/30/2029
Packet Page. 822
Attachment B: Project Work Plan Page 5 of 5
2 Develop and implement standardized referral forms and data -sharing protocols across partners.
2 PEACE Team, Local Advisory
Committee, Subcontractor
Partner
2 11/1/2025 2 6/30/2029
3 Use Advisory Committee sessions for public feedback and transparency. 3 PEACE Team, Local Advisory Committee, Subcontractor
Partner
3 10/1/2025 3 6/30/2029
4 Collaborate with an external evaluator to analyze results and guide program evolution.
4 PEACE Team Data Analyst/
External Evaluator
4 6/1/2026 4 6/30/2029
List the data elements and sources that will be used to measure the outcomes Elements: Meeting agendas and notes, survey results, evaluation reports, protocol versions, feedback forms Sources: City coordination logs, CBO feedback surveys, Advisory Committee documentation, evaluator reports
Packet Page. 823
Attachment C: Proposition 47 Local Advisory Committee Membership Roster Required Attachment: A complete Membership Roster must be uploaded to the BSCC Submittable Application Portal in order to be considered for funding.
Name of Applicant (Lead Public Agency): City of San Bernardino Police Department
Individual Name Job Title Agency/Organization
Ernest Luna Lieutenant San Bernardino Police
Department
Paul Spriggs Sergeant San Bernardino Police
Department
Cynthia Bernal Management Analyst San Bernardino Police Department
Rose Hoefer Social Worker County of San Bernardino
Behavioral Health
Gabriela Leon Homeless Solution
Manager
City of San Bernardino – Housing
Department
Audie Estrada Homeless Outreach
Coordinator
City of San Bernardino – Housing
Department
Devin Harmon Outreach Specialist Salvation Army
Cory Hall Outreach Specialist Salvation Army
Packet Page. 824
Packet Page. 825
Packet Page. 826
City of San Bernardino
BSCC 1423-25
APPENDIX A: PROPOSITION 47 GRANT PROGRAM SCORING PANEL ROSTER
Name Title/Organization
1 Jamie Achterberg Assistant to the City Manager, City of Bakersfield 2 Galit Lipa Agency Director, Office of the State Public Defender 3 Tracie Neal Chief Probation Officer, Shasta County Probation Department
4 Marcus Galeste Research Scientist III, Commission for Behavioral Health
5 Lisa Hooks Staff Services Manager II, Regional Manager, State Council on Developmental Disabilities
6 Nakea Blair Program Director, Bigger Than You Inc.
7 Melissa Chelius Associate Governmental Program Analyst, California Department of Corrections and Rehabilitation
8 Jose de Avila Probation Manager, Contra Costa County Probation Department
9 Deirdre Benedict Supervising Analyst, Judicial Council of California 10 Dallaery M. Limon WHO Case Manager, Family Assistance Next Step Reentry Housing Program
11 Deanna Adams Attorney II, Judicial Council of California 12 Sandy Bonilla Co-Founder/Director, Southern California Mountains Foundation Urban Conservation Corp
13 Miguel Santos Correctional Counselor II, California Department of Corrections and Rehabilitation
Packet Page. 827
City of San Bernardino
BSCC 1423-25
APPENDIX B: CRITERIA FOR NON-GOVERNMENTAL ORGANIZATIONS RECEIVING PROPOSITION 47 GRANT FUNDS
This RFP includes requirements that apply to non -governmental organizations that receive BSCC grant funds as a subcontractor. Grantees are responsible for ensuring that all subcontracted third parties continually meet these requirements as a condition of receiving any Prop 47 funds. The RFP describes these requirements as follows . Any non -governmental organization that receives Prop 47 funds must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the start date of the applicant’s Grant Agreement with BSCC.
Note: Non-governmental organizations that have recently reorganized or have merged with other qualified non-governmental organizations that were in existence prior to the six (6) month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the applicant’s Grant Agreement with BSCC.
• Be registered with the California Secretary of State’s Office, if applicable. • Have a valid Employer Identification Number (EIN), and/or Taxpayer ID (if sole proprietorship).
• Have a valid business license, if applicable.
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable.
In the table below, provide the name of the Grantee and list all subcontracted third parties.
Name of Grantee:
Refer to next page for signature block.
Name of Subcontracted Third
Party Address Email / Phone Meets All
Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Packet Page. 828
City of San Bernardino
BSCC 1423-25
APPENDIX B: CRITERIA FOR NON-GOVERNMENTAL ORGANIZATIONS RECEIVING PROPOSITION 47 GRANT FUNDS
Grantees are required to update this list and submit it to BSCC any time a new third -party subcontract is executed after the initial assurance date. Grantees shall retain (on -site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the Proposition 47 RFP. These records will be subject to the records and retention language found in Exhibits A and C of the Standard Agreement.
The BSCC will not reimburse for costs incurred by any third party that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.
A signature below is an assurance that all requirements listed above have been met.
AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)
NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER EMAIL ADDRESS
STREET ADDRESS CITY STATE ZIP CODE
APPLICANT’S SIGNATURE ( verified e-signature is acceptable) DATE x
Packet Page. 829
PART IV, Page 56
Appendix G: Certification of Compliance with BSCC Policies Regarding Debarment, Fraud, Theft and Embezzlement
FOR REFERENCE ONLY
Successful applicants will be required to submit this form prior to contract execution.
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:
1. debarred by any federal, state, or local government entities during the period of debarment; or
2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three (3) years following conviction.
Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.
BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.
By checking the following boxes and signing below, the applicant affirms that:
I/We are not currently debarred by any federal, state, or local entity from applying for or receiving federal, state, or local grant funds.
I/We have not been convicted of any crime involving theft, fraud, or embezzlement of federal, state, or local grant funds within the last three (3) years. We will notify the BSCC should such debarment or conviction occur during the term of the Grant contract.
I/We will hold subgrantees and subcontractors to these same requirements.
A grantee may make a request in writing to the Executive Director of the BSCC for an exception to the debarment policy. Any determination made by the Executive Director shall be made in writing.
AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)
NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER EMAIL ADDRESS
STREET ADDRESS CITY STATE ZIP CODE
APPLICANT’S SIGNATURE (e-signature is acceptable) DATE
X
Packet Page. 830
CITY OF SAN BERNARDINO
REQUEST FOR QUALIFICATIONS
RFQUAL F-25-6005
PROPOSITION 47 GRANT PROGRAM SERVICES
Published:
June 3, 2025
CITY OF SAN BERNARDINO
290 North D Street
San Bernardino, California 92401
Packet Page. 831
TABLE OF CONTENTS
TABLE OF CONTENTS .................................................................................................. 2 NOTICE INVITING VENDOR QUALIFICATIONS ........................................................... 4
1. INTRODUCTION ...................................................................................................... 6
2. BACKGROUND AND DESCRIPTION ..................................................................... 7
3. STATEMENT OF QUALIFICATIONS REQUIREMENTS ......................................... 8 i. Contact Information ........................................................................................ 8 ii. Content of SOQ.............................................................................................. 9 iii. Background and Experience .......................................................................... 9 iv. Fee Schedule ................................................................................................. 9 v. Exceptions Certification ................................................................................ 10 vi. Review and Selection Process ..................................................................... 10 vii. Date, Time, and Place of Submission .......................................................... 11
4. EVALUATION AND AWARD OF CONTRACT ....................................................... 11 i. Evaluation Criteria ........................................................................................ 11 ii. Oral Presentations/Interviews ...................................................................... 12
5. GENERAL PROVISIONS ....................................................................................... 13 i. Addenda ....................................................................................................... 13 ii. Alternative Responses ................................................................................. 13 iii. Withdrawal of Response .............................................................................. 13 iv. Reservations ................................................................................................ 13 v. Standard Contract ........................................................................................ 13 vi. Conflict Of Interest ....................................................................................... 14 vii. Non-Discrimination ....................................................................................... 14
Packet Page. 832
viii. Protest .......................................................................................................... 14 ix. Confidentiality of SOQ .................................................................................. 14 x. Prevailing Wage Requirements .................................................................... 15 EXHIBIT A ..................................................................................................................... 16 EXHIBIT B ..................................................................................................................... 21 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS ...................................... 40 REQUIRED BID SUBMITTALS CHECKLIST ................................................................ 41
Packet Page. 833
NOTICE INVITING VENDOR QUALIFICATIONS
PROJECT NO. RFQUAL F-25-6004
PROPOSITION 47 GRANT PROGRAM SERVICES
PUBLIC NOTICE IS HEREBY GIVEN that qualifications will be received by the City of San Bernardino (“City”) electronically through the City’s online bid management provider (“PlanetBids”) before 3:00 PM, June 22, 2025. Qualifications may NOT be submitted by fax, email, telephone, mail, hand delivery, or other means; any Qualifications received through any means other than PlanetBids, will be returned to the Vendor unopened.
The City of San Bernardino is issuing this Request for Qualifications (RFQUAL) to identify and pre-qualify community-based organizations (CBOs) with proven experience in delivering mental health or substance use disorder treatment services. Qualified organizations will be considered for subcontracting opportunities under the City's forthcoming application to the Proposition 47 Grant Program (Cohort 5), administered by the Board of State and Community Corrections (BSCC).
The City is seeking professional services to design, implement, and evaluate a comprehensive, evidence-based mental health and substance use treatment program. The program aims to reduce the address recidivism in relation to individuals experiencing challenges with mental health or substance use without contributing to mass incarceration. It will focus on identifying, engaging, and serving high -risk individuals through tailored interventions, including case management, conflict mediation, workforce readiness training, and reentry support.
Services will be delivered over a three-year period from January 1, 2026, to December 31, 2028.
Selected subcontractor will receive $ 1,500,000 to deliver key program components such as outreach, case management, trauma -informed services, and workforce development.
Subcontractors will also be required to report outcomes and actively participate in coordination and evaluation efforts as part of the Proposition 47 Grant Program funding requirements.
The award of contracts under this RFQUAL is contingent upon the availability of sufficient budget to support the proposed services. The City of San Bernardino reserves the right to reject any or all Statements of Qualifications if deemed not in the best in terest of the City. Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categorie s at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of Industrial Relations.
Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/.
In addition, a copy of the prevailing rate of per diem wages will be made available at the City Manager's Office upon request. The successful respondent shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the Respondent to whom the Contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the Contract, employment of apprentices, hours of labor and debarment of contracto rs and subcontractors. If the total compensation under the contract will exceed $25,000 and pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid Statement of Qualifications, or enter into a contract to perform public work must be registered with the Department of Industrial
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Relations (“DIR”). No bid shall be accepted nor any contract entered into without proof of the contractor’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the respondent and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. The contract awarded pursuant to this Statement of Qualifications may also be subject to compliance monitoring and enforcement by the Department of Industrial Relations.
Interested respondents may download copies of the Request for Qualifications (“ RFQUAL”) by visiting the City’s website, www.sbcity.org. All addenda will be published on the City’s website.
For more information regarding the RFQUAL, please contact:
The Project Manager for the City regarding this request will be Jennifer Broadnax, Procurement Contract Specialist, Finance Department, Purchasing Division, (909)384-7272, Ext. 3241, [email protected] or a designated representative, who will coordinate the assistance to be provided by the City to the Vendor.
[END OF NOTICE INVITING VENDOR QUALIFICATIONS]
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REQUEST FOR QUALIFICATIONS
FOR
PROPOSITION 47 GRANT PROGRAM SERVICES
1. INTRODUCTION
The City of San Bernardino (“City”) is seeking qualifications from community-based organizations (CBOs) (“Firm”) for professional PROPOSITION 47 GRANT PROGRAM SERVICES (“Services”) to be provided. The Services sought under this Request for Qualifications (“RFQUAL”) are set forth in more detail in Exhibit “A” attached hereto and incorporated herein by this reference. Notwithstanding the inclusion of such Services in Exhibit A, the final scope of Services negotiated between City and the successful Firm shall be set forth in the “Professional Services Agreement ” (“Agreement”) executed by and between City and the successful Firm. A copy of the Agreement is attached hereto as Exhibit “B” and incorporated herein by this reference.
This RFQUAL describes the Project, the required scope of Services, the consultant selection process, and the minimum information that must be included in the S tatement of Qualifications (“SOQ”). This RFQUAL will request each Firm to concisely state its qualifications and its concept for how the Firm and City will develop a construct ive and effective partnership.
The City is seeking a One-Million Five Hundred Thousand dollars ($1,500,000.00), three (3) calendar year agreement. The term of the agreement will be from January 1, 2026, to December 31, 2028, unless earlier terminated. The City reserves the right to review the successful Firm’s performance at the end of each year and cancel all or part of the agreement. With this funding, the Firm may only provide services to residents of the City of San Bernardino and must meet all of the following requirements both at the time of application and throughout the duration of the grant term, if awarded:
• Be duly organized, in existence, and in good standing* for at least twelve (12) months prior to the Statement of Qualifications submission deadline of August 18, 2025;
• Be recognized by the Internal Revenue Service as a 501(c)(3) nonprofit organization;
• Be registered with the California Secretary of State as a nonprofit organization, if applicable;
• Be registered with the California Attorney General’s Registry of Charitable Trusts, if applicable;
• Possess a valid Employer Identification Number (EIN); • Hold a valid business license;
• Have not filed for bankruptcy within the past seven years;
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• Possess any other state or local licenses or certifications required to provide the proposed services (e.g., facility licensing from the Department of Health Care Services), if applicable; and
• Maintain a physical address in California (P.O. Boxes are not accepted).
2. BACKGROUND AND DESCRIPTION
The City is a charter law city located in San Bernardino County, California.
The City is in need of Services for the following Project:
The City of San Bernardino, in collaboration with the Proposition 47 Grant Program, Cohort 5 , seeks qualified organizations to implement a comprehensive, multi -year strategy to support Mental Health Services, Substance Use Disorder Treatment and Diversion Programs for People in the Criminal Justice System.
This project will focus on stabilizing individuals through mental health and substance use disorder treatment opportunities while diverting them from the criminal justice system The project will prioritize:
• Mental health services
• Substance use disorder treatment services
• Diversion Programs
• Individualized case management for wraparound support • Supplemental housing -related services and other community -based supportive services (e.g. job skill training, etc.)
• Robust data collection, evaluation, and continuous performance improvement Program requirements
All funded services must align with the BSCC Proposition 47 Cohort 5 guidelines, including:
• The use of evidence-informed practices.
• Development and implementation aligned with a clear logic model. • Prioritization of equity and culturally appropriate strategies. • A strong commitment to meaningful performance measurement and continuous quality improvement.
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Applicants are strongly encouraged to review the BSCC Proposition 47 Grant Program Requirements for Cohort 5 prior to submission
Preferred Organizational Qualifications
The City is seeking organizations that demonstrate the following qualifications:
• A minimum of two (2) years of experience implementing established supplemental housing-related services and other community-based supportive services (e.g. job skill training, mental health services, substance use disorder treatment, case management etc.)
• Capacity to maintain a caseload of at least 25 high -risk individuals and 50 youth annually.
• A staffing model that includes outreach workers with lived experience, clinical support staff, and program coordinators.
• The organizational capacity to meet monthly and quarterly reporting requirements in a timely and accurate manner.
One (1) community-based subcontractors will be awarded $1,000,000 to deliver essential components of the intervention model, including a variation of mental health or substance use disorder treatment accompanied by a form of case management and support services. The City will oversee monthly service planning and data review meetings to ensure accountability, promote service integration, and track measurable progress.
Additionally, an external evaluator will work collaboratively with the City and subcontractors to assess program effectiveness and support continuous quality improvement efforts. Program success will be measured by treatment completions and reduction in recidivism , as well as improvements in community trust, individual life outcomes, and neighborhood safety. Additional indicators of success will include increased participant engagement and retention, improved employment and educational outcomes among participants, greater access to mental health and substance use disorder treatment services. Together, these measures will provide a comprehensive view of the program’s impact on individuals and community well-being.
The City invites experienced community-based organizations and collaborative teams to submit qualifications demonstrating their ability to lead, implement, and expand this vital initiative.
3. STATEMENT OF QUALIFICATIONS REQUIREMENTS
Each SOQ shall include the information described in this section. Additional information may be provided but should be brief and relevant to the goals of this RFQUAL. The maximum length of the SOQ is 10 pages and should be printed on 8 ½ X 11-inch paper, with standard size font. The SOQ should be submitted in PDF format. i. Contact Information
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a. Name of the Firm.
b. Firm contact information including e-mail address.
c. Name, title, contact information for person authorized to contractually obligate the Firm.
ii. Content of SOQ
a. A brief statement of the Firm’s understanding of the scope of Services. b. Length of time the Firm has been in business.
c. Any other information the Firm feels is appropriate in response to this RFQUAL.
d. The signature of the person called out in Item 1 .c above who is authorized to make offers of this nature in the name of the Firm submitting the SOQ. iii. Background and Experience
a. Describe the Firm’s background, business expertise/experiences, specialties, and capabilities to perform the scope of services described in this RFQUAL. Provide the name(s) of the key personnel who would be assigned to work on the Project and a summary of their education and experience to demonstrate their qualifications.
b. Describe any prior engagements in which the Firm assisted a public agency in services similar to those described in this RFQUAL. The City may request references prior to award.
c. Describe any characteristics of the Firm that would be uniquely relevant in evaluating the experience of the Firm to handle the proposed Project. d. As the City may need Services immediately upon the selection of a consultant, please describe how the Firm intends to prepare for and undertake the needed tasks. Explain any reasons that would prevent the Firm from undertaking this Project in short order. Provide information regarding the Firm’s current staffing, current workload, and availability to perform the Services.
iv. Fee Schedule
a. Provide a complete time and materials fee schedule for the S ervices provided by the Firm, including hourly rates for all proposed staff. Please include all costs that are typically billed separately as direct expenses (e.g. copy or document delivery fees). Prices provided by Firms in response to this RFQUAL are valid for 120 days from the SOQ due date. The City
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intends to award the contract within this time but may request an extension from the Firms to hold pricing, until negotiations are complete, and the contract is awarded.
v. Exceptions Certification
a. In submitting a SOQ in response to this RFQUAL, the Firm is certifying that it takes no exceptions to this RFQUAL including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted in the SOQ and may be reason for rejection of the SOQ. As such, each Firm is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein. vi. Review and Selection Process
The responses to the RFQUAL will be reviewed by a selection committee likely to be comprised of City staff and third-party participants. Following review of the responses, the committee may elect to interview some or all of the respondents.
The tentative schedule is as follows:
ACTION DATE
Release of Request for Qualifications June 3, 2025
Last Day to Submit Questions for
Clarification received by the City before
3:00 PM
June 10, 2025
Clarifications Issued by City by the end of
the day
June 17, 2025
Deadline for Receipt of Statement of
Qualifications Statements of
Qualifications (SOQs) submitted before
3:00 PM
June 22, 2025
Evaluations of Statement of Qualifications
(SOQs) Completed
July 2025
Vendor Selections (Notification of
Qualified Firms)
July 2025
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Notification of Intent to Award July 2025
City Council Approval of Award September 2025
Execution of Agreement September 2025
The above scheduled dates are tentative, and the City retains the sole discretion to adjust the above schedule. Nothing set forth herein shall be deemed to bind City to award a contract for the above-described professional Services and City retains the sole discretion to cancel or modify any part of or all of this RFQUAL at any time. vii. Date, Time, and Place of Submission
SOQs must be received via PlanetBids.com before 3:00 PM on June 22, 2025.
Submission of SOQs by facsimile or e -mail is not acceptable. LATE SUBMISSIONS WILL NOT BE ACCEPTED.
Modifications of SOQs received after the deadline specified in this section will not be considered.
4. EVALUATION AND AWARD OF CONTRACT
i. Evaluation Criteria
Evaluation of RFQUAL’s will be based on the competitive selection process, in which the evaluation of RFQUAL’s will not be limited to price alone. Technical merits and evaluation of how well the Firm understands the Project will be taken into consideration.
The following criteria will be considered in evaluating each SOQ:
1. Qualification, experience and technical competence of the Firm;
2. Qualification, experience and technical competence of key Firm personnel who will be responsible for overseeing and performing the work requested in the RFQUAL;
3. Familiarity with the type of issues, sensitivities, and challenges associated with the engagement;
4. Demonstrated ability to perform tasks timely and efficiently and to immediately undertake the Project;
5. Quality of written work; and
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6. Exceptions, if any, taken to the RFQUAL including, without limitation, the Agreement.
7. Cost of requested Services and willingness to work with City to minimize costs.
8. Experience with High -Risk Populations – Demonstrated success in engaging and supporting individuals with a criminal history, including those who are formerly incarcerated, experiencing challenges with mental health or substance use disorder or are unhoused.
9. Cultural Competency & Trauma -Informed Care – Proven ability to implement culturally responsive and trauma -informed practices that are tailored to the lived experiences of the target populations.
10. Data Collection & Reporting Capacity – Demonstrated experience utilizing data management systems (e.g., HMIS or equivalent platforms) and the ability to collect, track, and report outcome metrics required by BSCC Proposition 47 guidelines.
11. Evaluation Readiness – Commitment to participating in process and outcome evaluations, including timely data sharing, administration of staff surveys, collection of client feedback, and active coordination with external evaluators.
12. Case Management System – A robust and structured system for needs assessment, individualized service planning, progress tracking, and outcome documentation for program participants.
13. Community Trust & Partnerships – Evidence of established and trusted relationships within the community, particularly with key referral partners such as hospitals, schools, law enforcement, and social service agencies.
14. Staffing & Organizational Stability – Demonstrated staff qualifications, ongoing training protocols, strong management infrastructure, and low staff turnover rates to support program delivery in high-risk environments.
15. Budget & Cost Effectiveness – A clear, realistic, and performance -aligned budget directly tied to program activities, demonstrating efficient use of resources and flexibility to adjust based on client needs and performance outcomes.
16. Innovation and Adaptability (Bonus Criterion) - Demonstrated ability to innovate service delivery models, adapt strategies based on community needs and emerging best practices, and integrate new approaches that enhance violence prevention outcomes.
ii. Oral Presentations/Interviews
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The top 5 most qualified firms as evidenced by SOQ may be invited for an oral interview/presentation.
5. GENERAL PROVISIONS
i. Addenda
The City may modify this RFQUAL prior to the date fixed for SOQ submission by issuance of an addendum. All addenda shall be posted to www.PlanetBids.com. It shall be each Firm’s sole responsibility to ensure that they have received and/or reviewed all addenda prior to submission of their SOQ.
ii. Alternative Responses
Only one final SOQ is to be submitted by each Firm in response to this RFQUAL. Multiple SOQs will result in rejection of all SOQs submitted by the Firm. iii. Withdrawal of Response
The Firm may withdraw its SOQ in response to this RFQUAL by doing so at www.PlanetBids.com prior to the time and date specified for submission to the City at the web address listed above.
SOQs may be withdrawn and resubmitted in the same manner if done so before the SOQ submission deadline. Withdrawal or modification offered in any other manner will not be considered.
iv. Reservations
The City reserves the right to cancel this RFQUAL at any time prior to contract award without obligation in any manner for any Firm’s SOQ preparation, interview, fee negotiation or other marketing costs associated with this RFQUAL.
The City may reject any or all SOQs and may waive any immaterial deviation in a SOQ.
The City’s waiver of an immaterial defect shall in no way modify the RFQUAL or excuse the Firm from compliance with the other provisions of this RFQUAL.
The City reserves the right to contract for the Services in the manner that most benefits the City including awarding more than one contract if desired.
All costs incurred in the preparation of the SOQ, in the submissions of additional information and/or in any other aspect of a SOQ prior to the award of a written contract will be borne by the Firm.
All SOQs submitted to the City in response to this RFQUAL shall become the property of the City.
v. Standard Contract
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Prior to the performance of any Services, the City and the selected Firm shall enter into a written contract using the attached Agreement. If the Firm fails or refuses to enter into a written contract, the City may, in its sole discretion, proceed to enter into a written contract with the next highest ranked Firm(s) or may reject all SOQs and determine whether it is in the City’s best interests to reissue the RFQUAL. vi. Conflict Of Interest
As a City consultant, the Firm or its key personnel for this Project may be subject to the conflict of interest provisions of the Political Reform Act, Government Code section 1090, and other conflict of interest and public ethics laws.
vii. Non-Discrimination
The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract. viii. Protest
Should any Firm protest the award to the Firm offering the most advantageous Statement of Qualifications after consideration of all Evaluation Criteria, such protest must be made in writing to the Purchasing Agent. All protests must be filed and will be adjudicated in compliance with the City Municipal Code Section “I-2-3.19 –Bid Protest”. ix. Confidentiality of SOQ
Pursuant to Michaelis, Montanari, & Johnson v. Superior Court (2006) 38 Cal.4th 1065, SOQs submitted in response to this RFQUAL shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Firm have completed negotiations and entered into an Agreement or City has rejected all SOQs. All correspondence with the City including responses to this RFQUAL will become the exclusive property of the City and will become public records under the California Public Records Act. Furthermore, the City will have no liability to the Firm or other party as a result of any public disclosure of any SOQ or the Agreement.
If a Firm desires to exclude a portion of its SOQ from disclosure under the California Public Records Act, the Firm must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factu al basis for claiming the exemption – failure to include the legal basis for the exemption shall be deemed a waiver of the Firm’s right to preclude the City’s release of the requested SOQ in response to a Public Records Act request. For example, if a Firm submits trade secret information, the Firm must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City is not in a position to establish that the information that
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a Firm submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary”, the City will provide Firms who submitted the information with reasonable notice to seek protection from disclosure by a court o f competent jurisdiction.
x. Prevailing Wage Requirements
Firms shall take cognizance 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 work” and “maintenance” projects. The Firms must agree to fully comply with and to require its subcontractors/subconsultants to fully comply with such Prevailing Wage Laws to the extent applicable.
[END OF SECTION]
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EXHIBIT A
SCOPE OF SERVICES
Proposition 47 Program (BSCC Proposition 47 Grant Program Cohort 5) Project Overview
The Subcontractor shall implement services under the City of San Bernardino’s Proposition 47-funded initiative from January 1, 2026, through December 31, 2028. The program’s mission is to prevent retaliatory and network-based violence through trauma- informed, community-centered interventions delivered by culturally competent professionals. Services will focus on individuals most at risk of being victims or perpetrators of violence.
The City will monitor program implementation, receive regular data and progress updates, and coordinate across partners to ensure fidelity to the intervention model.
Services will be delivered in accordance with the BSCC Proposition 47 Cohort 5 funding priorities and performance metrics. Subcontractors are expected to maintain service fidelity, ensure quality assurance across activities, and adhere to BSCC Proposition 47 data collection standards. Funding is contingent upon meeting minimum service thresholds, data reporting compliance, and participation in coordinated planning and evaluation. Subcontractors that do not meet performance benchmarks may be subject to contract modification, reduction in scope, or termination.
Key Subcontractor Activities
1. Mental Health Services and/or Substance Use Disorder Treatment
• Conduct outreach and engagement with individuals in need of services or treatment relating to mental health or substance use disorders • Respond to referrals for individuals in need of services or treatment relating to mental health or substance use disorders
• Employ de-escalation strategies, mediation, and safe passage efforts. • Participate in City-led service coordination and performance management meetings.
• Engage individuals and families impacted by mental health or substance use disorders.
• Maintain documentation of patient assistance using City-approved templates or tools.
2. Case Management
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• Maintain a caseload of at least 25 high-risk participants per year • Conduct five high-quality client contacts per week (at least two in person). • Create and maintain “Service Plans” for clients addressing personal goals relating to their challenges.
• Provide support services including relocation, mentoring, and referrals for substance use, housing, and mental health.
• Ensure 75% of clients are referred through service coordination meetings or community engagement.
• Complete initial intake assessments within 7 business days of enrollment.
3. Diversion Programs
• Program to support alternatives to traditional criminal prosecution that aim to guide individuals into supportive services
• Provide or connect participants to vocational training, job placement assistance, and continuing education programs.
• Support rehabilitation and long-term stability
• Track program outcomes post-placement
4. Community Engagement
• Develop and implement localized engagement plans including cultural and wellness events.
• Promote participation of individuals at highest risk and trusted community leaders in public safety and healing strategies.
• Submit monthly engagement reports including activities and outreach strategies. • Include community feedback and suggestions from event participants in monthly reports.
5. Partnership and Coordination
• Collaborate with local stakeholders, including schools, hospitals, faith-based organizations, and law enforcement (as appropriate).
• Share promising practices and lessons learned.
6. Performance Monitoring & Data Reporting
• Track and report services, participant progress, and outcomes using City’s approved system.
• Contribute data on the following BSCC Prop 47 metrics:
o Individuals’ information that includes topics relating to demographics, education, employment, criminal history, and program participation
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o Reduction in victimization, recidivism, and justice system contact o Improvement in client life satisfaction and mental well-being • Submit monthly and quarterly reports with supporting documentation as outlined in the City’s invoicing and reimbursement guidelines.
• Data must be entered into the City's approved system within 3 business days of service delivery.
7. Evaluation Support
• Collaborate with an external evaluator to assess program effectiveness. • Participate in surveys, qualitative assessments, and interviews as part of a formal outcome and process evaluation.
• Subcontractors must:
o Support the collection of pre- and post-intervention surveys. o Participate in biannual fidelity assessments.
o Submit participant narratives or case studies upon request. o Use City-approved assessment tools (e.g., client risk/needs assessment, mental health/substance use history questionnaire)
o Support qualitative interviews with clients or staff to evaluate program impact and barriers.
• Address any corrective actions or evaluation findings within 30 days of notice.
8. Program Objectives (2025–2028)
• Enroll 75 high-risk individuals in case management and prevention services over the three-year grant period.
• Maintain a 70% participant retention rate annually across case management and prevention tracks.
All services must reflect a commitment to equity, cultural responsiveness, and trauma- informed care in alignment with BSCC Proposition 47 Cohort 5 guidance.
Schedule of Charges & Reimbursement
The Consultant shall submit complete and timely monthly invoices no later than the 10th calendar day of each month for services performed in the preceding month, along with supporting documentation for every project-related expense, in accordance with Section 4 of the Agreement.
All documentation must clearly identify the funding source (BSCC Proposition 47 Cohort 5) on invoices or attachments.
If the Consultant fails to provide complete supporting documentation for any project - related expense in a submitted invoice, the City reserves the right to withhold payment on the affected portions of the invoice until all required documentation is receive d and approved.
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Consultant invoices must include a detailed description of services performed and the associated time for completion.
The City shall remit payment for approved invoices within forty-five (45) days from receipt of a complete and acceptable invoice package.
Required Supporting Documentation by Expense Type:
Personnel Cost
(Documentation related to salaries, wages, and fringe benefits for staff assigned to the Proposition 47 project.)
• Staff allocation sheet reflecting project work.
• Timesheets showing percentages of time worked on the project, signed and dated by both employee and supervisor.
o Electronically submitted timesheets are acceptable if they include supervisor approval (wet signature or electronic).
• Payroll register or copies of processed paychecks.
• Invoices and proof of payment (e.g., canceled check, bank statement) for fringe benefits, if applicable.
Contractual Services
(Documentation related to consultants, vendors, and subcontracted services.) • Signed invoices indicating the service period, services provided, and number of hours billed (if applicable).
• Proof of payment (copy of canceled check and matching bank statement) for all consultants and vendors, including address and contact information. • For subcontractors: submit a copy of the subcontractor’s invoice, canceled check, and corresponding bank statement.
Participant-Related Costs
(Documentation related to expenses for program participants such as incentives, supplies, or transportation.)
• Invoices include date, company name, address, contact information, and itemized costs.
o All invoices and receipts must be dated within the month for which the expenditure report is submitted.
• Proof of payment (e.g., canceled check, bank statement, credit card receipt). • For gift cards, prizes, gifts, or other incentives:
o Submit a distribution form identifying recipients, item amounts, and signatures.
o Maintain proof of receipt signed by the client or family member, including the recipient's name, date, item source and amount, and relationship to the client (if applicable).
o Submit copies of the front and back of each distributed gift card showing serial numbers.
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• For program events and field trips:
o Submit sign-in sheets with event name, date, and location.
Other Costs
(Documentation for miscellaneous project expenses not covered under other categories.) • Invoices that include date, company name, and itemized costs. • Receipts for all purchased items, dated within the applicable month. • Proof of payment (copy of canceled check, bank statement, or credit card receipt).
Consultant shall submit complete and timely monthly invoices no later than the 10th calendar day of each month for services performed in the preceding month. Said invoice shall be based on the total of 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.
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EXHIBIT B
CITY OF SAN BERNARDINO
PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF SAN BERNARDINO
AND [***INSERT NAME***]
This Agreement is made and entered into as of [***INSERT MONTH***] [***INSERT DATE***], 2025 by and between the City of S an 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 9 2401 (“City”), and [***INSERT NAME***] , a [***INSERT TYPE OF
ENTITY AND STATE - CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP OR OTHER LEGAL ENTITY***] with its principal place of business at [***INSERT ADDRESS***] (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:
PROPOSITION 47 GRANT PROGRAM (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 Statement of Qualifications. 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
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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.” b. In no event shall the total amount paid for services rendered by Consultant under this Agreement exceed the sum of $[***INSERT NOT TO EXCEED AMOUNT***]. 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 Ag reement 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 amend ment 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. Annual increases shall not exceed the percentage chang e in the Consumer Price Index - All urban consumers, All Items - (Series ID# CUURS49CSA0) Riverside -San Bernardino – Ontario, CA areas for the twelve (12) month period January through January immediately preceding the adjustments and be subject to City’s sole discretion and approved (if needed) for budget funding by the City Council.
6. Term. This Agreement shall commence on the Effective Date and continue through the completion of services as set forth in Exhibit “A,” 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.
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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.
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 proclamatio ns 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.
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