Item 09 - Agreement for Administrative Hearing Officers Services

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EXHIBIT A SCOPE OF SERVICES Services performed by Contractor shall include, but are not limited to the following: A. GENERAL REQUIREMENTS 1. Prepare for hearings as scheduled by City staff, including notification of the hearing type, date, time, and location to appellant. 2. Review case documentation submitted with appeals, and identifying and communicating potential concerns to the parties. 3. Perform legal research, and interpret complex statutes, policies, and procedural guidelines. 4. Instruct participants in hearing of their rights and applicable hearing procedures. 5. Conduct hearings in a fair, impartial, courteous, and professional manner. 6. Hear testimony and evidence from parties regarding the issues. 7. Prepare written decisions, which set forth the legal and evidentiary basis for the decision, and adopt findings as required by the particular provisions of the Santa Ana Municipal Code (SAMC). 8. Perform all other services as outlined in the resulting agreement for services upon award. 9. Hearing Officers will confirm the absence of conflicts before undertaking any new matters for the City. 10. Hearing Officer will be required to provide Hearing Officer Services upon acceptance of assignments. 11. Hearing preparation could include, but is not limited to, reading the file materials and familiarization with SAMC provisions at issue, hearing materials, and rules of evidence. 12. Virtual Hearings: City will provide virtual meeting link to all parties. The dates and times of said hearings shall be designated by the City, but normally will be conducted during the City’s Regular Business Hours. a. The City’s Regular Business Hours, excluding City holidays, are: • Monday through Thursday from 7:30 AM to 5:30 PM; and • Alternate Fridays from 8:00 AM to 5:00 PM 13. In-Person Hearings: City will provide hearing rooms, use of copiers, documents, materials, and equipment necessary for carrying out hearings. Locations and times of said hearings shall be designated by the City, but normally will be conducted during Regular Business Hours of the City. a. Hearings held in person will be held at Santa Ana City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. 14. All hearings shall be conducted in English and, if necessary, with the assistance of foreign language translator as provided by applicants/contesting parties or the City. 15. City staff will coordinate the recording of hearings, if applicable. Assistance may be requested from the Hearing Officer during recording sessions. B. REPORTS AND DELIVERABLES 1. Hearing Officers shall be required to submit a typed Statement of Decision for each hearing conducted within the statutorily required time following the closing of the hearing record in a format approved by the City. The decision shall include findings, conclusions, and provide judicial review information. 2. Hearing Officers shall provide a detailed invoice for services rendered each month, including the