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FULL PACKET_2009-09-08
REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 s` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Approve the requests for the destruction of obsolete records from various City departments in accordance with the retention schedule outlined in City Council Resolution 2006 -045. DISCUSSION On July 3, 2006, the City Council approved a resolution outlining the records retention schedule for the agencies, departments, and offices of the City. City records are governed by the Public Records Act which provides the time in which records need to be kept. The Citywide Records Team compiled the Citywide Records Retention Schedule which sets forth the retention period for a particular record. The Municipal Code requires that the destruction of a City record be approved by the City Attorney. In accordance with Section 5B of the Citywide Records Retention Schedule Resolution, the City Attorney has approved the list of records proposed for destruction from the departments as outlined in the attached documents. FISCAL IMPACT There is no fiscal impact associated with this item. 19C -1 19C -2 MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Mark Lawrence, Executive Assistant to the City Manager Date: August 20, 2009 Re: REQUEST FOR DESTRUCTION OF RECORDS The City Manager's Office requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006 -045. Thank you. 19C -3 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CITY MANAGER'S OFFICE 2009 RECORD RECORD RECORD EXPIRATION CATEGORY SERIES DESCRIPTION DATES Chronological Files Staff Memoranda and Correspondence September 1, 2007 and prior Correspondence/ September 1, 2007 and prior Chronological Files Councilmember Self- explanatory Council Requests Mayor Inquiries processed for Mayor September 1; 2007 and prior Wards 1 through 6 Inquiries processed for Councilmembers September 1, 2007 and prior Correspondence General Correspondence Self- explanatory September 1, 2007 and prior Staff Inquiries processed for Staff September 1, 2007 and prior Monthly Status City Manager Self- explanatory September 1, Reports 2007 and prior Payroll Records Council /Staff Self- explanatory September 1, 2007 and prior September 1, Travel Folders Council /Staff Self- explanatory 2007 and prior APPROVE: David N. Ream Date City Manager RECORDS DESTROYED: Volume in Cubic Feet Weight in Pounds 19C -4 CONSENT: Jpseph W. Fletcher - Date City Attorney AUDITED BY: Mark Lawrence Date Assistant to the City Manager MEMORANDUM To: Laura Sheedy, Assistant City Attorney City Attorney's Office From: Maria D. Huizar, Clerk of the Council Date: September 2, 2009 Re: REQUEST FOR DESTRUCTION OF RECORDS The Clerk of the Council requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2006 -045. Thank you. 19C -5 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE CLERK OF THE COUNCIL SEPTEMBER 2009 RECORD RECORD RECORD RETENTION CATEGORY SERIES DESCRIPTION PERIOD AGREEMENT City Council- Approved Includes leases, equipment, services 2004 and Prior (Agmt) (N series) or supplies; may contain attachments such as deeds, insurance certificates, and RFCA's PREPARED BY: Kgj. Lb4ot4 21 �1 m Rita L Ga lardo bate Asst. Clerk of the Council RECORDS DESTROYED: 1 Number of Box CONSENT BY: Maria D. 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U 0 U) 0 Y Z Y O O U 0� UQ O Z U- � W F- Q F- z °a N nj Q F- Z Q z U �F_ 0 ZO O N W U W U U � W W CCU (� F- W U°�Q a > w 2 Q W Q W Q a cn �Z Z J Z Z Z W �U- z%, Iw W MW0 Y- -j Z Z° Z a ° Y} Q z Z z O 100 0 co LV I a. z °W( a_ a O Q cn Q cn Qz cn a cn (n 0 U) N � O � co N N 00 O O Nt M O O co O LO O N O W m M O O ' O O M O O M O O M O O O � O O M O O Nt O O co O O N O O M O O V O O O O � O O Z O N N Z N Z N Z N Z N Z N Z N Z N Z N Z N Z N Z N Z N Z Z i VU -1 'I 0 LO a) O (0 IL Z ca O O O m Z z �' rn C) O O rn o o 0 0 0 N N N N N N N E" L' UO U a_ 00 Z Z z O U W U) U 0 g O U w a p U F- U w C7 OU 06 W U' U W > r- p O d O � O z N Q N N N N N N Z,', U) J U J Q 2 2 Q F- Z � W LL O x W N CO O N O H Q W m W ql 2 w N O N O N O N 2' N N N > a oo O O O N O 00 W m O V C) °o ' C O F- w z z N O Q � _ Pw w O� O� of Z o U Q J Z W zQd z — F-� Q U W w U O J Q O YLL � C) C14 =Q CDd pU?O Z 04 } — z Y Qo O Z@ w Q � LLI U— Q LU � w�F- 2a �canZ :D ;= O ~z `� wzw —U Wz 0T — co �� a a� LU Z w00 J— 2LJJLU W F-� Q w Z z (Dw — �F-O_ J�i- WF- J Ww ��'afLL UWOWF- < E W <�o J J < a NF- 00 zw�wd0w�o — < >_ = O �y O — LL LLB Jdcnw� �I~-- cr- w wow O? wIL~n??6 F-U � VA c0 0 (0 a� O (B d ca O O m Z z z Zy O O F- } LLI U O Z UO U a_ 00 Z Z z O U w U) U 0 g O U w a p U F- U w C7 OU 06 W U' U z O -1 J LLI � O z > O Z O Q U) J U J Q 2 2 Q F- Z � W LL O V U Y~ H Q W m W J 2 w U J Q U 2 U F=-Q O O� �U > N? oo O O O N O 00 W m O V C) O C+9 p ' C O O O O N O Z Z Z Z Z Z Z z � VA c0 0 (0 a� O (B d REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE: QUARTERLY REPORT OF CONTRACTS ENTERED INTO BY THE CITY MANAGER ci- CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: 9---ol 9i ❑ As Recommended ❑ As Amended ❑ Ordinance on 15t Reading ❑ Ordinance on 2 d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Receive and file the Quarterly Report of Contracts entered into between April 1 and June 30, 2009, valued at $25,000 and less. DISCUSSION On November 7 2006 the voters approved a Charter Amendment increasing the authority of the City Manager to enter into contracts and agreements up to a value of $25,000. Section 421 of the Charter requires the City Manager to report to the City Council quarterly on the contracts entered into under his authority for informational purposes. The report is required to include the names of contractors and the amounts of each contract. Exhibit A is a listing of all purchase orders, agreements and change notices entered into between April 1 and June 30, 2009 valued at amounts between $500 and $25,000. Unless included under a blanket contract, the City as a general rule does not purchase goods or services valued at under $500 through either a purchase order or an agreement. Purchase orders and service agreements valued at greater than $25,000 require approval by the City Council. Fiscal Impact There is no fiscal impact associated with this action. 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N 7 N Q c H N C c U c m a m Q m E Y m¢° W m U O .N m E O -a D H N¢ �� m C0 >' t 7 0 o v c Y x °: E E U E¢ c N o t c o m> O N v� m Q >. c m> =1:0co� »�UU(DIipNC7UY2a(nQ¢ W QU2C.) 0 c WCnU W ti ti w COO ctoo C0O to w O r- I- r- r- r- r- r- r- I- w w ONO w w w w w w w m m 0 m m m m m m m OO O O O r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r r N N N N G l REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE LETTER OF RESPONSE TO THE ORANGE COUNTY GRAND JURY WATER SUPPLY RELIABILITY REPORT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 s` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the Mayor to sign a letter of response to the Orange County Grand Jury Report titled, "Paper Water - Does Orange County Have a Reliable Future ?" DISCUSSION The 2008 -09 Orange County Grand Jury has prepared an in -depth investigation targeting the reliability of Orange County's water supply. This study was initiated due to recent threats to Southern California's imported water supply. These threats include reduced water deliveries from the Sacramento River Delta due to court decisions and drought, the potential for delta levee failures during an earthquake, and the on- going drought in the Colorado River watershed. All of the cities and water agencies in Orange County are required to respond to some or all of the Grand Jury findings and recommendations. The City of Santa Ana is required to comment on all four findings and on recommendations R -1, R -2 and R -4 in the Grand Jury report. Santa Ana's response letter is attached for your review and approval (Exhibit 1). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. 19E -1 Response to Grand Jury Report September 8, 2009 Page 2 of 2 FISCAL IMPACT There is no fiscal impact associated with this action. George Alv rez Acting Executive Director Public Works Agency Jay M. Trevino Executive Director Planning and Building Agency 19E -2 September 8, 2009 Honorable Judge Kim Dunning Presiding Judge of Superior Court 700 Civic Center Drive West Santa Ana, CA 92701 Honorable Judge Dunning: The City of Santa Ana, which serves over 355,000 people, appreciates the opportunity to respond to your letter of June 15, 2009 on the issue of "Paper Water — Does Orange County Have a Reliable Future ?" The City is pleased to offer the following responses to the 2008 -2009 Orange County Grand Jury findings and recommendations: • F -1: There is inadequate coordination between local land -use planning agencies and local water supply agencies, resulting in a process that fails to fully engage issues. Disagree. The City of Santa Ana provides for a high level of coordination between its land -use planning function and its water supply agency through an internal development review process. Because the City of Santa Ana provides its own water utility, the employees representing the Water Division of the Public Works Department play an integral part in the City's Development Review Committee. The Water Division reviews and provides input on every development project proposed in the City of Santa Ana. (a). Water agencies have tended to avoid interfering with or participating in growth- management decisions. Disagree. The City of Santa Ana's General Plan, which provides a policy framework for growth- management in Santa Ana, provides the baseline data on which the City's Urban Water Management Plan (UWMP) relies for its projections of existing supply and future demand. The two planning documents are inextricably linked and provide crucial data that is used in the analysis of development projects. Through the California Environmental Quality Act (CEQA) review process project impacts related to public utilities, such as water provision, are analyzed, any impacts are identified and mandatory mitigation measures are implemented. These implementation measures can be quite costly which some might interpret as "interfering" with a project, though the City would characterize it as simply protecting the public interest. In addition, the City requires that developments EXHIBIT 1 19E -3 that have the potential to impact the water supply system pay a fair -share assessment of any needed improvements further ensuring that project impacts are accounted for in the project analysis. (b). Cities and the County have tended to not critically evaluate the limitations of the water agencies' supply projections. Disagree. The City of Santa Ana's Urban Water Management Plan, the document that provides the City's water projections, incorporates growth projection data from the City of Santa Ana General Plan, as well as supply projections from the Orange County Water District (OCWD) and the Metropolitan Water District (MWD). Each of these participating agencies provides a level of check - and - balance ensuring that an adequate review is provided. In addition, the CEQA review process for individual development projects includes an opportunity for comprehensive project review and comment by other government agencies, such as the State Water Resources Control Board and the Department of Fish and Game, to further ensure multiple oversight and analysis. The review and comments provided by these agencies can, in fact, create the need for significant modifications to development projects and the adoption of stringent mitigation measures in order to address potential impacts to water quality and provision. • F -2, California's looming water supply crisis receives very little, if any, expressed concern from the public in comparison to the numerous other environmental issues presented during development project reviews. Agree. Given that the City of Santa Ana is a built -out city with little potential for raw land development that would result in the addition of a significant number of new dwelling units or commercial /industrial square footage, competing environmental concerns, such as traffic or air quality, tend to garner more attention from the public than do concerns regarding long -term availability of water. (a). Orange County's citizens and interest groups do not appear to grasp the seriousness of the water supply situation or the complexity and urgency of the necessary solutions. Disagree. The City of Santa Ana, through a combination of water conservation programs and water rate structuring, has achieved a significant decrease in water consumption over the years. The City of Santa Ana has one of the most efficient water use rates in the State of California. This would indicate that Santa Ana residents and business owners do understand the need to conserve water in order to respond to current drought conditions and long -term projected water needs. 19E -4 (b). Several recent, substantial water supply awareness efforts are underway (e.g. the O.C. Water Summit) that show promise but appear targeted to audiences that are already informed. Agree. The City of Santa Ana, though not a member agency of MWDOC, does contract directly with MWDOC for conservation and school education program support. In addition, the City provides educational programs for its citizens to raise awareness regarding water conservation. As an original member agency of the Metropolitan Water District (MWD), the City of Santa Ana directly supports the ongoing public information programs provided by MWD. Each year, dozens of Santa Ana business leaders, elected representatives, teachers and residents attend a tour of the Colorado River aqueduct facilities as guests of MWD. During this three -day event, attendees are given an in -depth look at California's water supply challenges. These residents then are able to take this information back to the community and educate others. • F -3, LAFCo is the agency charged with facilitating constructive changes in governmental structure to promote efficient delivery of services. To this end, LAFCo is conducting a governance study of MWDOC which is the designated representative for nearly all the Orange County retail water agencies, acting on their behalf with their surface water supplier Metropolitan. (a). There are a number of points of governance disagreement between MWDOC and several of its member agencies. This is creating an impediment to the On -going effectiveness of these agencies in critical areas of Orange County's water supply management. (b). The current disagreement is a distraction from the greater good of the agencies working toward Orange County's water future. (c). The stakeholders in LAFCo's study failed to meet their March 11, 2009 deadline for LAFCo's public hearing on this matter. Continued delays are unacceptable. The City of Santa Ana is not a MWDOC member agency. • F -4, Orange County is uniquely fortunate to have a vast, high quality, well managed groundwater basin serving its north geographical area. However, in its south reaches, it has an equally large, high - growth area with virtually no available groundwater resources. Agree. 19E -5 (a), The difference in groundwater availability creates a "haves versus have - nots" situation that is conducive to inherent conflicts. Disagree. The City of Santa Ana provides its own water utility and does not experience any conflicts with cities outside of Santa Ana in this regard. (b), The difference in groundwater availability provides opportunities for responsible participants to develop and construct long -term solutions which will benefit the entire county. Disagree partially on finding 4.b. Use of storage in the OCWD basin is allowed by agreement with OCWD. OCWD has entered into storage arrangements that allow MWD to store up to 66,000 AF of imported water and to recall as much as 20,000 AF out of this same storage in any one year. This additional yield out of storage benefits everyone in Southern California. In addition, a February 2006 Emergency Services Program Agreement was developed with OCWD that allows emergency water supplies from the basin to be exchanged with south Orange County. This program is currently being used to allow conveyance of water to south Orange County during emergency situations. • R -1, Each Orange County municipal planning agency, in cooperation with its respective water supply agency, should prepare for adoption by its city council, a dedicated Water Element to its General Plan in conjunction with a future update, not to exceed June 30, 2010. This document should include detailed implementation measures based on objective -based policies that match realistic projections of the County's future water supplies. These objectives, policies and implementation measures should address imported supply constraints, including catastrophic outages and incorporate the realistic availability and timing of "new" water sources such as desalination, contaminated groundwater reclamation and surface water recycling. This recommendation will not be implemented. The City of Santa Ana adequately plans for its projected water needs through its General Plan and its Urban Water Management Plan (UWMP). The General Plan incorporates a significant amount of policy language through its Conservation and Land Use Elements. Requiring a separate Water Element would duplicate the goals and objectives already contained in the General Plan without providing any additional benefit to long -term water planning. The City's UWMP also serves a long -range planning function for water supply issues and is required to be updated every five years. In addition, MWD prepares an UWMP, an Integrated Resources Plan, and provides periodic water supply updates for use by the City. Collectively, these documents provide what has been suggested. 19E -6 • R -2, Each Orange County retail and wholesale water agency should affirm its responsibility to develop new, additional, innovative public outreach programs, beyond water conservation and rationing programs, to expose the larger issues surrounding water supply constraints facing Orange County. The objective should be to connect the public with the problem. The outreach effort should entail a water emergency exercise that simulates a complete, sudden break in imported water deliveries. The exercise should be aimed directly at the public and enlist widespread public participation on a recurring basis beginning by June 30, 2010. This recommendation may be satisfied by a multi- agency exercise but the inability to coordinate such an event should not preclude the individual agency's responsibility. This recommendation has already been implemented. "A complete sudden break in the imported supplies" was a component of the statewide Golden Guardian exercise in 2008 in which 20 of Orange County's water and wastewater utilities participated. The City of Santa Ana participated in the Golden Guardian exercise. This type of exercise, or variations of it, are repeated periodically. It should be noted here that, in the event of a sudden break in imported water deliveries, the City of Santa Ana has the capacity to supply 100% of the City's demands from local groundwater supplies for an extended period of time. • R -4, Each Orange County retail and wholesale water agency should affirm its commitment to a fair -share financial responsibility in completing the emergency water supply network for the entire County. The entire County should be prepared together for any conditions of drought, natural or human - caused disaster, or any other catastrophic disruption. WEROC should commence meetings of all parties, to facilitate consensus on an equitable funding/financing agreement. This recommendation is already being implemented through MWDOC. The Water Emergency Response Organization of Orange County ( WEROC) has been established to conduct emergency planning and preparedness at the regional level and response to disaster -type events that impact the water and wastewater agencies within the County. WEROC participates with Regional and statewide forums as well. The City of Santa Ana participates in WEROC. The City of Santa Ana also has an emergency plan and conducts activities to be in a state of emergency preparedness. The financial level of commitment and specific limits of emergency conditions would need to be further defined prior to the City of Santa Ana's involvement in the development of any funding /financing agreement. The timeframe for committing the City's financial participation in this effort will depend on the process coordinated by WEROC. 19E -7 The City of Santa Ana would like to thank the 2008 -2009 Orange County Grand Jury for the time and thought that went into the preparation of this report and its recommendations. We hope that these responses help to shed light on the City of Santa Ana's efforts in regards to responsible land use and water planning. Sincerely, Miguel A. Pulido Mayor Cc: James R. Perez, OC Grand Jury City Councilmembers i P-1 961 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize submittal of the Consolidated Annual Performance and Evaluation Report to the U. S. Department of Housing and Urban Development. COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION ACTION At its meeting on August 18, 2009, by a vote of 5:0, the Community Redevelopment and Housing Commission recommended: (1) to receive public comment on the Consolidated Annual Performance and Evaluation Report for fiscal year 2008 -09 and (2) that City Council authorize submittal of the Consolidated Annual Performance and Evaluation Report to the U. S. Department of Housing and Urban Development. DISCUSSION The Consolidated Five Year Plan is a comprehensive planning document that identifies a jurisdiction's overall need for affordable and supportive housing, community development programs, social services and economic opportunities. The Plan outlines a strategy for using four federal programs and other resources to meet those needs. Those programs are Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), HOME Investment Partnership (HOME), and Housing Opportunities for Persons with AIDS (HOPWA). The Plan also identifies five -year numeric goals for meeting the needs that the jurisdiction will seek to achieve during the period covered by the Plan. As part of the Consolidated Plan process, the City is required to submit annually a Consolidated Annual Performance and Evaluation Report (CAPER), Exhibit 1. The CAPER describes the activities and accomplishments for these federal programs during fiscal year 2008 -09, and the City's success in achieving the five -year objectives that were established in the Consolidated Five Year Plan. Fiscal year 2008 -09 is the fourth year covered by the Consolidated Five Year Plan for 2005 -09. The following 19F -1 CAPER September 8, 2009 Page 2 table summarizes in broad categories the accomplishments in meeting the identified objectives during the first four fiscal years. The details for each category can be found in Exhibit 4 of the CAPER. Objective 5 Yr Goal 4 Yr Total FY FY FY FY FY Percent 05 -09 05 -06 06 -07 07 -08 08 -09 Achieved Homeless 14,253 4,072 3,519 4,102 2,715 14,408 101% Objectives Special 1,310 386 232 214 325 1,157 88% Needs Objectives Rental 12,888 3,309 3,514 3,817 3,635 14,275 111% Housing Owner 13,068 3,074 3,618 3,338 5,020 15,050 115% Housing Infrastruc 10 6 0 0 3 9 90% ture Public 10 4 1 1 1 7 70% Facilities Public 354,601 301,422 300,395 294,769 296,554 366,712 103% Services The U.S. Department of Housing and Urban Development (HUD) regulations require that the CAPER be available for a 15 -day public review period prior to being submitted to HUD. On August 3, 2009, a public notice was published in the Orange County Register, La Opinion, and Nguoi Viet News indicating that the draft report would be available for review beginning August 3, 2009. In addition, the draft CAPER was also made available for public review on the City's website. The minimum 15 -day public comment period closed at noon on August 18, 2009. The Community Redevelopment and Housing Commission held a public hearing on August 18, 2009, and all comments received are included in the final document which will be submitted to HUD no later than September 30, 2009. FISCAL IMPACT There is no fiscal impact associated with this item. do�- Cynthia J. N lson Deputy City Manager for Development Services Community Development Agency CJN /SLB /mlr 19F -2 CITY OF SANTA ANA CONSOLIDATED ANNUAL PERFORMANCE [ :l EVALUATION REPORT JULY 1, 2008 THROUGH JUNE 30, 2009 PREPARED BY: COMMUNITY DEVELOPMENT AGENCY 20 CIVIC CENTER PLAZA SANTA ANA, CA 92702 8t Mike Linares, Inc. September 2009 EXHIBIT 1 19F -3 CITY OF SANTA ANA 2008-2009 CONSOLIDATED ANNUAL PERFORMANCE AND EVALUATION REPORT TABLE OF CONTENTS EXECUTIVESUMMARY ........................................................................................... ............................... 1 I. Summary of Resources & Distribution of Funds ................................ ............................... 9 II. General CAPER Narratives A. Assessment of 5 -Year Consolidated Plan Goals & Objectives ..... ............................... 10 B. Affirmatively Furthering Fair Housing ......................................... ............................... 14 C. Affordable Housing ...................................................................... ............................... 17 D. Continuum of Care Narrative ....................................................... ............................... 21 E. Other Actions ............................................................................... ............................... 24 F. Leveraging Resources .................................................................. ............................... 30 G. Citizen Comments ........................................................................ ............................... 31 H. Self - Evaluation ............................................................................. ............................... 32 I. Monitoring ................................................................................... ............................... 36 IV. HOME Narrative Statements A. Relationship of HOME Funds to Goals & Objectives ................... ............................... 44 B. Match Report ............................................................................... ............................... 45 C. Minority & women business contracts and subcontracts .......... ............................... 45 D. Additional Assessments ............................................................... ............................... 45 V. HOPWA Narrative Statements A. Relationship of HOPWA Funds to Goals & Objectives ................. ............................... 47 B. Part 1 -A: HOPWA Executive Summary ........................................ ............................... 48 C. Part 1 -B. Annual Performance under the Action Plan ................ ............................... 51 D. Part 1 -C: Barriers or Trends Overview ........................................ ............................... 54 E. Part II: Accomplishment Data - Chart 1 & Chart 2 ...................... ............................... 55 F. HOPWA CAPER Chart 3 Measuring Housing Stability Outcomes ............................... 56 G. HOPWA Outcomes on Access to Care and Support .................... ............................... 57 i Draft 8/10/2009 19F -4 VI. LTIII VIII. ESG Narrative Statements A. Assessment of Relationship of ESG Funds to Goals & Objectives .............................. 59 B. Matching Resources ..................................................................... ............................... 61 C. Activity and Beneficiary Data ....................................................... ............................... 61 D. Homeless Discharge Coordination ............................................... ............................... 61 Exhibits Exhibit 1 Map of City of Santa Ana CDBG Target Area & Listing of CDBG - Eligible Census Tracts & Block Groups Exhibit 2 Public Hearing /Comment Period Proof of Publication & Summary of Public Comments Exhibit 3 Consolidated Annual Performance & Evaluation Report (IDIS Report # C04PR06) Exhibit 4 Summary of Prior Year Accomplishments to Meet 5 -Year Goals Exhibit 5 HUD Outcome Measurement Tables (IDIS Reports #C04PR 80 — 85) Exhibit 6 2008 -2009 Planned versus Actual Accomplishments (By Grant Source) Exhibit 7 CDBG Activity Summary Report - GPR (IDIS Report # C04PR03) Exhibit 8 CDBG Financial Summary Report (IDIS Report # C04PR26) Exhibit 9 Summary of Accomplishments Report (IDIS Report # C04PR23) Exhibit 10 n ma Rep 07) Exhibit 11 ti jec po (I:IS� Rep # C04PR19) Exhibit 12 e S y IDIS eport # C04PR20) DA Pf Appendix City of Santa Ana Performance Outcome Measurements Tracking Report 19F -5 Draft 8/10/2009 Intentionally Blank Draft 8/10/2009 19F -6 EXECUTIVE SUMMARY The City of Santa Ana is the recipient of federal Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME), Emergency Shelter Grant (ESG), and Housing Opportunities for Persons With AIDS ( HOPWA) funds.' The U.S. Department of Housing and Urban Development (HUD) provides these funds to the City on a formula basis. As a recipient of these funds, the City is required to prepare a five -year strategic plan that identifies housing and community needs, prioritizes these needs, identifies resources to address needs, and establishes annual goals and objectives to meet needs. This five -year strategic plan is known as the Consolidated Plan. In addition to updating the Consolidated Plan on an annual basis, via an annual Action plan, the f Sa is re ired i T ublic and HUD with an assessment of its acco lish nt utiliz g t fun at th each fiscal year. This annual assessment is kn wn as h lid n o and Evaluation Report (CAPER). This document provides a review and evaluation of the City's performance for the 2008 -2009 Fiscal Year (or report period), and the five -year timeframe of the 2005 -2009 Consolidated Plan. The 2008 -2009 report period began July 1, 2008 and ended June 30, 2009. This report summarizes the City's accomplishments for the CDBG, HOME, ESG and HOPWA programs and includes a summary of the progress the City has made to meet the Consolidated Plan's five -year goals. The CAPER also incorporates a summary of public comments received by the City during a 15 -day comment period held from August 3, 2009 through August 18, 2009. Also included in this document are reports generated by HUD's Integrated Disbursement and Information System (IDIS). These HUD reports provide information that has been entered into the national database and summarize the City's accomplishments for the 2008 -2009 report period. During the 2008 -2009 report period, the City continued its efforts to address the priority housing and community needs identified in the 2005 -2009 Consolidated Plan. For example, the 1 As Orange County's most populous city, Santa Ana is the recipient of HOPWA funds on behalf of the entire Orange County region. 1 19F -7 Draft 8/26/2009 City's supply of affordable housing was expanded and upgraded during the report period. Funding from various federal, state and local sources were used to complete the rehabilitation of 60 owner - occupied housing units.2 During the report period, a Community Housing Development Organization (CHDO) also received public funding to assist with the rehabilitation of rental- housing units — ten units were completed during the 2008 -2009 report period . 3 Unfortunately, due in part to the sub -prime credit crisis and continued turmoil in the real estate market, no homebuyers accessed the American Dream Downpayment Initiative - funded homebuyer program. During 2008 -2009, the Housing Authority of the City of Santa Ana (SAHA) provided Rental Assistance to an estimated 2,539 Low - Income households. The needs of Santa Ana's homeless were addressed with the use of CDBG and ESG funds: ■ A total of 231 Santa Ana homeless individuals received assistance that prevented them from becoming homeless ■ 1,895 Santa Ana homeless individuals benefited from emergency shelter programs funded by the City ■ 63 individuals accessed transitional housing and services The housing needs of homeless persons with special needs (e.g., the elderly, disabled, victims of domestic violence, and persons with HIV /AIDS) were also met by activities funded by the City. On a regional basis, HOPWA funds were utilized to provide housing opportunities for 325 individuals — additionally, HOPWA- funded supportive services were provided to 517 individuals with HIV /AIDS. The community needs o ants so dr se g Tthe008-2009 report period: ■ The Planning and Bu in a re a appr i tely $0 for code enforcement activities - these efforts aim to ensure minimum health and safety standards for housing and non - housing properties in target neighborhoods • CDBG funds were available to purchase one piece of fire suppression equipment that will be placed at a fire station that serves CDBG - eligible neighborhoods. Fire suppression equipment is crucial to maintain the safety of households residing in predominately lower income neighborhoods. • The City's aerial surveillance program helped ensure a safe community. (The helicopter patrol program was partially funded with CDBG). • Funds were also allocated to undertake street and park improvement projects. Finally, the City continued to address the human service needs of the community with the assistance of an extensive list of public service providers. Many of the public services funded by 2 42 units rehabbed with CDBG, 8 units rehabbed with HOME, 10 assisted with CalHome funds. 3 Units were rehabbed with HOME funds - no local redevelopment tax increment and tax credit resources were used during 08 -09. 2 Draft 8/26/2009 ■_Ci ;ff9.J the City during the 2008 -2009 report period were programs aimed at assisting and reducing the number of families living at or below poverty. • During the report period over 7,900 youths were provided services that included gang diversion, counseling, education, art appreciation, and recreation programs. • Programs such as delivering meals to homebound seniors and referral services addressed the needs of 1,145 Santa Ana seniors. • Other public services provided during the report period included programs for the disabled, medical /dental care, substance abuse recovery assistance, and crisis intervention. As required by HUD, the amount of federal grant funds expended by the City during the 2008- 2009 report period are listed in Table 1:4 TABLE 1— FEDERAL HUD GRANTS 2008 -2009 GRANTAWARD FEDERAL AmoUNT EXPENDED Community Development Block Grant $6,818,885 $6,381,669' HOME Investment Partnership Grant $2,367,607 $2,419,666 2 HOME American Dream Downpayment Initiative $12,648 $0 Emergency Shelter Grant $304,972 $302,6702 Housing Opportunities For Persons With AIDS $1,402,000 $1,742,426 2 TOTAL $10,906,112 $10,846,431 1. Based on IDIS report PR03 dated 8/6/09 2. Based on IDIS report PR08 dated 8/10/09 These funds were exp ded activities aimed at me ing t many challenges face e City of Santa Ana; to preserve and create a quality living environment for all residents; and to address the City's community vision as delineated in the 2005 -2009 Consolidated Plan. This CAPER also evaluates the City's efforts to meet priority need goals identified in the Consolidated Plan - 2008 -2009 is the fourth year of the 2005 -2009 Consolidated Plan cycle. Table 2 provides a summary of key five -year accomplishments over a four -year period. 4 ADDI is identified as a separate federal grant; however, it is a "set- aside" program under the HOME program. 3 19F -9 Draft 8/26/2009 u; W m 0 LLS H � 2 i N Q ' I► 19F -10 0) O 00 m 0 Q1 N o 01 O1 c Q Q V e r-I M o N 00 o ri ri ai ao p z z ri O t6 oo O m v v m rn a m r, 00 N J J J S J J 2 J S J S J J N N N Q N N Q N Q N Q N N n � m m cn -4 M r M rl tD � O - o ao 0) Lr m r r^ i r-i N Diu' in to s > s > Ln Oo w+ Oo 0 O 0 O O 0 O mo v 0 c 'u� a o v a o y a 0o u p c •� 0o u p co •N ,-� O N = ^ M N C 7 L N j E 0 O 7* � N 7 M N N V n N 2 bp 2 N 2 O N c N= to to a - - 7 Z is O H Z O .w L) c y m (U C N C N N of O C O O ` U c c> 'm > 3 u 3 o `o m N m ^ p w m ar `- a ar a N a•> c v" E O O N 3 c u u c u 0 C = C of N N _U Z _u i' W v n n a+ m aL_+ o aL_+ a s N N cu 0 ++O C 0 v E v E ar E o n u m> n u_ �n O" ' O m LL O N LL of i nv� 0/ n m .0 oa 0a 'in v w m w ° o m n u m n u u O +o L u O n O CU a > N -1 c w O a — m O -O W o ` ar O E :3 E ° E iy > y > O E E '� E E E L E �, E ;, E z z o z z a Q n m Z Z o Z o Z L Z vii ■ ■ ■ ■ z z .� Z z w w Q a v N N o `n o p u O N p Q m Q ca co u w u w u w u O u w u= u u 2 > a W J y a F- > a_ > E > a> ^ o °J E bD > �.. > N 'C _ L a+ C O a L E N 3 = "- ° o `O m to Ou 0 +-' vi to 'o �n n O O m 7 o c Gl E y L v a y r o0 00 ° °° c No E > E v '� O C N E O �, > V, L o 0 N O v L O a+ 7 O 7 O a 7 o Q a+ 3 N N > � L N O n N ' o) o c L >? = m > O E m m m L p > a a L :L o nL i o .r Q3 > o 06 L '� N C c N m V N C N-2 O> � > C m co m (z L 66 N N oa O O O 7 0 m m u v a) v H u H u `n u u i v N -M off E oa a n a w C 2! r 001 c� m am°m°mN•� cu Ww+L: v v vy vm O v vy C N = a a am o 4 a N -0 'a of a y c a m E v ow o-0 0- 0 0 oa o o=o 0 0� o_ t o 06 a C a c� d ° vvi ' .1 N m V N N m V N w u u U u u Q o Q Q Q Q 19F -10 0) O 00 m 0 o 0 o m ° p o o m o0 m a rn Lr; O V1 ° O ° 01 M dl ° N 00 N 00 l0 N l0 n m Ol 00 a--i Z IZIZIZI(TA M DI DI DID Dlololol fN I � I V) I N I M O I O 1 M N O I I O M I O^ I I I O I� lO l U 00 I N N m l M I ) N U P I 19F -11 0, 0 ID 00 00 m 0 Ln O a-+ a+ E O O 3 0 O O O CU a, o ar Y 3 o E -0 C U c0 � 0) u u " v m O c ao O c o o o M o ° o Q O C O Z Z o m L � W 0 0 CL 0 L> 0 O :t2 O C O a 0 7 a) L— O C O c a u :3 v m E o o o O o m C L C O 7 C L Y L a E 'n L . .a E o o E -0 E F z E o Z u Z Z vOi F ■ ■ ■ Z O a m2o3 m m m m �a L m�as �a ;i m o D 0 w 0 0 0 p n 0°° o O 0 0 0 > U m o`o C •'= c v m .; N �. 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Income categories are based on the median income for Orange County, which equaled $86,100 for a family of four in 2009. • Extremely Low - Income: household income that ranges from 0% - 30% of the county median income. • Very Low - Income: household income that ranges from 30 +% - 50% of the county median income. • Low - income: household income that ranges from 50 +% - 80% of the county median income. (Note: some HUD reports refer to all households with incomes under 80% of the county median income as Low- and Moderate - income.) • Moderate - income: Some funding sources (i.e., local Redevelopment funds) allow the City to assist households with higher incomes. This income limit is typically up to 120% of the county median income. TABLE 3 - 2009 UNCAPPED HUD INCOME LIMITS 8 19F -14 Draft 8/26/2009 II. SUMMARY OF RESOURCES AND DISTRIBUTION OF FUNDS HUD requires that the City identify the federal funds that were made available during the report period that were used to further the objectives of the City's Consolidated Plan. The City must also outline how these funds were committed and expended (see Table 4). TABLE 4— USE OF HUD FUNDS 1. Includes ADD] resources of $12,648— none were committed or spent 2. May include program income. Additionally, the City must identify the geographic distribution of federal funds committed and expended during the report period. • CDBG program funds were expended based on program criteria. For example, public services were available on a citywide basis for qualified beneficiaries; fair housing and program administration activities were also carried out on a citywide basis. Special housing code enforcement and community development projects (i.e., street improvement projects) were carried out in the City's Low- and Moderate - Income Area - areas of the City where the majority of residents HUD' - and dera - JBCK ion - see ExHIBIT 1- MAP LOW�MOD AREA AND ING C G -EL BLE UST CTS ROUPS. ■ HOME funds were u ized s ou ha s for Very Low - Income homeowners and to nts o ali o hese s a of households income was undertaken. • ESG funding was used to support programs that helped prevent homelessness or that assisted those already homeless with emergency /transitional housing and related support services. To ensure only eligible households were assisted, each program participant was required to document their risk of homelessness or reason for homelessness. • HOPWA funding was limited to activities that assisted persons living with HIV /AIDS and immediate family (as applicable). 9 Draft 8/26/2009 19F -15 III. GENERAL CAPER NARRATIVE CDBG, HOME, HOPWA and ESG funds are provided to the City from HUD via its Community Planning and Development (CPD) division. As a recipient of these funds the City is required to prepare a CAPER at the end of each fiscal year. The City of Santa Ana has prepared this report for the recently completed 2008 -2009 Program Year, which started July 1, 2008 and ended on June 30, 2009. This report also highlights the City's efforts to fulfill its community vision /strategy: "The City's purpose is to provide quality service to enhance the safety, livability, and prosperity of the community. To this end, the City will implement programs and activities aimed at establishing a dynamic urban center acclaimed for its investment in its youth, neighborhoods, cultural diversity, economic climate, and quality government services." A. Assessment of 5 -Year Consolidated Plan Goals & Objectives EXHIBIT 4 also provides an overview of activities undertaken by the City during the 2005 -2009 Consolidated Plan timeframe, including accomplishment information for the recently concluded 2008 -2009 Program Year — the fourth year of this five -year cycle. In recent years HUD has implemented an outcomes performance management system that requires communities that receive HCD funds to link accomplishment data more directly to goals and objectives delineated in the Consolidated Plan. To this end, HUD has recommended that several tables be incorporated into the City's CAPER. These tables are incorporated into this performance report as EXHIBITS. Additionally, as part of implementing HUD's outcome measurements the City required HUD -fund recipients to identify additional program outcomes based on service and client type. These outcomes are summarized in Appendix A. 5 For 2009, Orange County's median income is set at $86,100 for a family of four — HUD's uncapped 80% income limit for a family of four is $68,900. 10 Draft 8/26/2009 19F -16 2. Use of CPD Grant Funds Table 4 lists the amount of CPD funds that were allocated to the City by HUD for the 2008 -2009 report period. Additionally, the City received $$117,858 in CDBG program income and $320,831 HOME program income was also received during the report period; no program income was generated by HOPWA or ESG funded activities. Table 4 also delineates the amount of HCD funds committed to eligible activities during the report period and the respective amounts of grant funds expended during the report period . 6 Table 5 provides a summary of "Resources" made available during the report period - including non -HUD funds. This table compares the source and amount of funds the City "Planned" to receive during the 2008 -2009 report period versus the amount actually received. TABLE 5 - 2008 -2009 PLANNED VERSUS ACTUAL RESOURCES RESOURCES HUD • AmoUNT ACTUAL RECEIVED Community Development Block Grant (CDBG) $6,818,885 $6,818,885 CDBG Program Income $0 $117,858 CDBG Prior Year Program Income $47,933 $47,933 CDBG Reprogrammed Funds $0 $0 HOME Investment Partnershi ( 2, $12, 8 $2,367,607 $12,648 American Dream Downpaym t Initia a jw% HOME Program Income $0 $320,831 Emergency Shelter Grant (ESG) $304,972 $304,972 ESG Prior Year $0 $0 Housing Opportunities for Persons With AIDS (HOPWA) $1,402,000 $1,402,000 HOPWA Prior Year Reprogrammed $105,000 $105,000 SUBTOTAL $11,059,045 $11,497,734 6 Other than the CDBG program, HUD's Integrated Disbursement and Information System (IDIS) does not allow the City to accrue HOME, HOPWA or ESG expenditures at year -end. IDIS is a national accomplishment and financial reporting system that the City must use to report planned /actual accomplishments and the expenditure of federal grant funds. IDIS expenditure reports for HOME, HOPWA and ESG funds may include expenses accrued from the prior report period and may exclude some 2008 -2009 expenses. 11 Draft 8/26/2009 19F -17 HUD . RESOURCES ANTICIPATED AmoUNT ACTUAL RECEIVED Santa Ana Redevelopment Agency Low - Income Housing Set - $15,000,000 $15,057,680 Aside Fund CalHome 1 $900,000 $0 Ryan White Title I (Countywide AIDS funding) $0 $? SUBTOTAL $15,600,000 $? TOTAL $26,659,045 $? 1. The City was awarded 59UU,000 by the State OT uautornia Tor the ua -uts report penoa; nowever aue w uie >ad.e > UUUr'M > I IUI L u> U I I I I l� has been placed on hold. 3. Progress Toward Meeting Goals and Obiectives EXHIBIT 4 provides a summary of the City's progress toward meeting five -year goals. Since 2008- 2009 is the City's fourth year in the current Consolidated Plan five -year cycle, it is reasonable to set a 80% goal attainment rate as a test for program progress (i.e., at the end of four years programs should have met at least 80% of five -year goals). With respect to ownership housing, after four years the City has only managed a 36.4% five - year goal attainment rate (assistance for 568 units planned — 207 assisted through the 2008- 2009 program year). Similar to rental housing accomplishment trends, the five -year goal for Extremely Low - Income homeowners has been exceeded after four years (assistance for 30 units planned — 102 completed to date — 340.0% accomplishment rate). Furthermore, the City is on track to meet the planned five -year goal for Very Low - Income homeowners (assistance for 90 units planned — 74 assisted to date — 82.2% goal attainment); however, the City has only met 28.9% of its five -year goal for Low - Income owners and 36.4% for Moderate - Income owners. The primary reason for these accomplishment trends is the fact that the City has focused its limited housing resources on assisting households at the lowest income levels, which often require a larger subsidy thus limiting resources to assist units for higher income households. Furthermore, the vast majority of resources committed for rental housing have been utilized in 12 Draft 8/26/2009 19F -18 partnership with CHDOs - it is the primary mission of such organizations to create affordable housing opportunities households with very low incomes. With respect to home ownership programs, even though the median home purchase prices has come down in recent months, for a household earning less than 80% of the County Median Income the cost of homeownership (i.e., mortgage, tax, insurance, maintenance) still remains high. As a result of the collapse of the sub -prime mortgage industry, even credit - worthy buyers are finding it difficult to obtain financing. An added result of the current credit crunch is a slow down in land development. Many homebuilders throughout Orange County have substantially reduced their activity. New housing units that the City anticipated would be constructed at the time the Consolidated Plan was prepared, may not come to fruition for several years. With respect to homeless programs, accomplishment rates for supportive services and emergency shelter are on track. Transitional housing and homelessness prevention accomplishments remain below expected accomplishment rates. Based on feedback from transitional housing operators, clients are not leaving the program as quickly as anticipated. Three to four years ago, transitional housing clients were finding employment opportunities at a much quicker rate. With the raise of the national unemployment rate to 10 %, in recent months it is taking more time for individuals with little or no work experience to obtain jobs that pay a livable wage. With respect to homelessness prevention, two agencies that had previously utilized ESG funding to prevent evictions and /or utility cut -off, have not applied in recent yeas — five -year goals were established in the Consolidated Plan with these two agencies in mind. The City is on track to Det - ar g Is f re e mprovem is (six projects planned — eight completed to dat gr imi ark i provement project are on course to meet five -yea t thre f plan d ur proje completed and additional projects under construction. No youth center, water or street light projects have been undertaken so far during the five -year Consolidated Plan cycle; none are presently slated for construction as funding has been focused on improving neighborhood streets and parks with limited CDBG funding. Finally, most categories of public services appear to be on track to meet five -year goals except for services for persons with disabled. Based on a review of program statistics it appears one agency that traditionally had applied for funding from the City has not applied for CDBG assistance in recent years, thus overall accomplishment goals for this population are not meeting planned levels. Regionally, goals for housing for persons living with HIV /AIDS remain on track. 13 Draft 8/26/2009 19F -19 B. AFFIRMATIVELY FURTHERING FAIR HOUSING Santa Ana participated in the preparation of a regional Analysis of Impediments (AI) to Fair Housing as the primary means to affirm fair housing opportunities in the community. The regional Al was a joint effort of the Fair Housing Council of Orange County (FHCOC), the County of Orange, and Orange County jurisdictions that receive funds from HUD. HUD regulations require that an Al be prepared in conjunction with the Consolidated Plan cycle (i.e., at least every five years). The current regional Al was prepared in 2005, and covers the time period of program years 2005 -2006 through 2009 -2010. The Al identified impediments to fair housing choice on a regional basis and outlines strategies regional partners can undertake to overcome identified impediments. In compliance with federal regulations the following information is provided with respect to actions taken during the report period to affirmatively further fair housing. 1. Actions to Affirmatively Further Fair Housing As a means to affirm fair housing opportunities, the Al identifies regional impediments and an action plan to address identified impediments. It is important to note that not all of the impediments delineated in the Al may be present in Santa Ana. • Local jurisdictions should enter into discussions with banking institutions located in Orange County to encourage the use of Community Reinvestment Act (CRA) funds in ways that will benefit minority and Low - Income neighborhoods. This can be accomplished by encouraging banks to support programs to increase financial literacy and to use mainstream banking services to promote saving for home ownership, higher education or micro - businesses. • Many local jurisdictions do not have a formal fair housing education system in place for employees who impact fair housing issues (e.g., planning /zoning staff and code enforcement staff). ■ Insurance companies may be targeting certain zip codes for higher denial rates or different terms and conditions. 14 Draft 8/26/2009 19F -20 ■ Some residents do not have adequate information regarding basic housing rights, which may lead to an increase in undetected discrimination. Local entitlement communities may have policies and programs that affect housing development, which may indirectly act as an impediment to fair housing choices. 2. Actions to Overcome Identified Impediments During the 2008 -2009 report period the City undertook the following actions (on its own or in cooperation with regional partners) to overcome the impediments to fair housing choice identified in the regional Al: ■ The City of Santa Ana contracted with FHCOC to provide comprehensive educational and enforcement programs to City residents. Actions taken during the 2008 -2009 report period included: Fair Housing Community Education – On a regional basis, FHCOC conducted over 70 fair housing community education presentations with an average of 100 individuals attending each presentation. FHCOC also spoke at numerous public meetings, and held training programs for consumers and housing industry professionals, such as real estate agents, property managers, owners, and lenders. Fair Housing Enfor Dn – regio I ba C onded to 59 housing discrimination com invo d City f Santa na. Responses to these complaints included o ve a n, g, "p tfolio testing" to evaluate the merits of a fair h' ai an ap ate, conci tion and /or prosecution of meritorious housing ation cases. Tenant Legal Assistance – FHCOC provided legal assistance in — housing court actions within the region. These actions involved important housing rights issues, such as eviction, housing discrimination, substandard conditions, or retaliation for exercising a lawful right. Housing Dispute Evaluation & Resolution – On a regional basis, FHCOC assisted more than 7,600 households by evaluating over 8,193 housing issues /complaints. Of these 1,275 households were in the City of Santa Ana. Mediation Program – Regional activities included resolving disputes, many of which involved housing related issues, through mediation or conciliation. Certified mediators assisted housing providers /consumers to reach agreements about their disputes without litigation. ■ FHCOC invited local banking and lending industry personnel to attend fair housing education programs that emphasized the impact of fair housing laws on home mortgage 15 Draft 8/26/2009 19F -21 activities. FHCOC continued to examine regional HMDA data to identify statistically significant indicators of discriminatory lending practices. FHCOC also continue to investigate complaints of apparent instances of differential treatment of protected classes and when possible informed local jurisdictions of these occurrences. Additionally, during the 2008 -2009 report period FHCOC stated they examined predatory and /or discriminatory practices that may be connected to an increase in mortgage defaults, especially those with "sub- prime" loans. ■ FHCOC developed, marketed and presented a financial literacy and banking education program. The program includes assisting participants create Individual Development Accounts (IDA's) that are intended as a savings account for housing opportunities. ■ Since many local jurisdictions do not have formal fair housing education systems in place for employees who impact fair housing issues (e.g., planning /zoning and code enforcement staff), FHCOC recommended that local jurisdictions implement a policy that requires all employees whose positions impact fair housing issues attend formal fair housing training on an annual basis. During the 2008 -2009 report period, FHCOC did not undertake any related actions; however, during 2009 -2010 FHCOC will provide fair housing training sessions open to all local government staff at a nonprofit rate. Flyers will be distributed to local government offices. FHCOC will send notices to appropriate City departments - City staff that attends the training will receive certification of attendance. ■ The required Al repOucted; s suranc comp T geting certain zip codes for higher rates of di eren er d c dition CO recommends that an audit of local insur ie and to to is is a problem and to isolate the basis foer eni a F 0 staff hved training to insure a valid audit can be c however, unding for t is project is needed. ■ Many residents do not have adequate information regarding basic housing rights. This may lead to an increase in undetected cases of housing discrimination. FHCOC recommended that local governments provide education and outreach to service organizations that specifically assist special need populations. This outreach should consist of educational opportunities as well as written information to educate staff members and materials that can be provided to their clients. During the report period, FHCOC made available written materials in three languages for use by local jurisdictions and other service providers. FHCOC estimates that more than 1,000 limited English proficiency households were served during the past 12 months, including those reached through regular participation in a Vietnamese language radio show. FHCOC continued to implement activities under its current Fair Housing Initiatives Program (FHIP) grant to specifically provide fair housing services geared toward individuals with limited English proficiency. ■ Santa Ana has distinct and independent policies and programs that affect housing development. The City has reviewed these policies and programs on a per project basis and 16 Draft 8/26/2009 19F -22 when appropriate mitigated the impacts of the policies through subsidies. Additionally, during the report period, the City required all recipients of funds for housing related programs to assist the jurisdiction to affirmatively further fair housing. z 17 19F -23 Draft 8/26/2009 C. AFFORDABLE HOUSING 1. PROGRESS IN MEETING SPECIFIC OBJECTIVES FOR PROVIDING AFFORDABLE HOUSING: Respectively, EXHIBIT 3 and EXHIBIT 5 provide overviews of the City's efforts to meet five -year and one -year affordable housing goals. Below, is a summary of specific housing accomplishments during 2008 -2009 report period utilizing all available funding sources (i.e., CDBG, HOME, Redevelopment and CalHome). Tables 6 through 9 also provided a comparison of planned five - year goals and actual five -year accomplishments. ■ Extremely Low - Income renters & owner households: TABLE 6 ■ Very Low - Income renters & owner households: TABLE 7 6 Units 15 Ufts M IN 0 Units Renter 246 Units 87 Units 35.4% Owner 90 Units 74 Units 82.2% The SAHA also assisted approximately 2,539 Very Low - Income tenant households during the report period. ■ Low - Income renters & owner households: TABLE 8 18 Draft 8/26/2009 19F -24 ■ Renter & owner households with incomes over 80% of area median income: TABLE 9 In addition to the housing accomplishments listed above, 55 Orange County households living with HIV /AIDS were assisted with HOPWA- funded tenant based rental assistance during the 2008 -2009 report period. 2. NUMBER OF HOUSEHOLDS ASSISTED THAT MEET SECTION 215 DEFINITION OF AFFORDABLE HOUSING FOR RENTAL AND HOME OWNERSHIP While HOME funds were available during the report period for homebuyer assistance no homebuyers accessed resources. If a homebuyer had been assisted, resale provisions that comply with these HOME program regulations would have been incorporated into the City's HOME - funded first -time homebuyer program documents and agreements. 3. SUMMARY OF EFFORTS TO ADDRESS "WORST -CASE HOUSING NEEDS" HUD has defined worst case housing need as Low - Income households who pay more than 50% of their income for housing, live in seriously substandard housing, are homeless, or have been involuntarily displaced. Santa Ana's 2005 -2009 Consolidated Plan identified 11,292 Santa Ana households that pay more than 50% of their income for housing. The 2005 -2009 Consolidated 19 Draft 8/26/2009 19F -25 Plan also estimates that 22,511 housing units in the City are in substandard condition (i.e., either overcrowded or have incomplete plumbing or plumbing facilities). To address these "worst -case housing" needs the City supported the following program activities: ■ The Housing Authority of the City of Santa Ana provided rental assistance to lower income households in the community. During the report period, approximately 2,540 households were assisted with housing vouchers, valued at approximately $24.4 million for the fiscal year. Between October 1, 2007 and November 30, 2007, the Authority accepted new applications. During this time 9,465 applications were received. ■ During the 2008 -2009 report period, the City utilized public resources to assist with the rehabilitation of ten rental- housing units. The rehab of these units was funded with HOME resources. All of these units have restricted rents that are affordable to lower income households. ■ During the report period, 45 households were displaced as a result of two City /Redevelopment- funded affordable housing projects. The City complied with all applicable federal and state relocation laws to ensure displaced households were properly compensated and housed. Additional relocation may be necessary next program year as a result of new projects funded during the 2009 -2010 report period. 4. SUMMARY OF EFFORTS TO ADDRESS HOUSING NEEDS OF PERSONS WITH DISABILITIES The housing needs of individuals with disabilities were also addressed through various means during the report period. 20 19F -26 Draft 8/26/2009 • The City's housing rehabilitation programs are designed to respond to the needs of individuals with disabilities and limited mobility needs. Wheelchair ramps, wider doors, grab bars, and lower counter tops are examples of eligible property improvements for persons with disabilities or with limited mobility. One unit was rehabilitated during the report period that included "accessibility" improvements. Additionally, at the close of the report period, the City entered into negotiations with a developer to construct a multi -unit housing project specifically targeted for persons with disabilities. While not directly related to the housing needs of persons with disabilities, the City completed a downtown sidewalk improvement project aimed at eliminating accessibility barriers in the project area. Similar work also continued at the City's transportation center. It is important to note that in addition to providing a transportation hub for bus and commuter /Amtrak train service, the City's WORK center is located at this facility. The WORK center housing the Workforce Investment Board of Santa Ana, the State Employment Development Department, Santa Ana College, and the Orange County Social Services Agency. This coalition of agencies provides free services to individuals seeking job search assistance, on- the -job training, and job skills training. • The Mental Health Association of Orange County assisted 780 chronically homeless individuals with outreach and treatment services. Outreach included referrals to appropriate housing. 21 Draft 8/26/2009 19F -27 D. CONTINUUM OF CARE NARRATIVE HUD has placed significant emphasis on meeting the needs of the homeless through a Continuum of Care system. A Continuum of Care (CoC) is a comprehensive and coordinated housing and service delivery strategy that responds to the different needs of homeless and at- risk individuals and families, and helps them attain self- sufficiency. As a recipient of CDBG, HOME, ESG and HOPWA funds, Santa Ana supported numerous public and nonprofit agencies that reach out to the homeless, brings them into the system of care, and facilitates their movement toward self- sufficiency. Actions undertaken during the 2008 -2009 report period are outlined below. Detailed summaries of HUD - funded activities are also found in IDIS reports incorporated into this performance report. 1. ACTIONS TAKEN TO ADDRESS THE NEEDS OF HOMELESS PERSONS & THE SPECIAL NEEDS OF PERSONS THAT ARE NOT HOMELESS BUT REQUIRE SUPPORTIVE HOUSING (INCLUDING PERSONS WITH HIV/AIDS) Santa Ana provided substantial CDBG, ESG and HOPWA resources to nonprofit agencies for homelessness prevention, emergency shelter, transitional housing, and supportive services as a means to implement the local and regional CDC. During the 2008 -2009 report period the City of Santa Ana provided financial support to the following agencies that provided supportive housing for homeless individuals and individuals with special needs: ■ Transitional Housing - Thomas House provided supportive services and transitional housing for homeless families. Additionally, Mercy House and Wise Place provided transitional housing and supportive services for single men, single women, women with children, and persons with HIV /AIDS ■ Permanent Supportive Housing — No new permanent housing opportunities were created for Santa Ana residents during the report period with CDBG, ESG or HOME funding; however, the SAHA provided ten housing assistance vouchers to a local shelter provider to assist clients graduating from transitional shelter access permanent housing. 22 Draft 8/26/2009 19F -28 ■ HIV /AIDS Housing — Fifty -five households living with HIV /AIDS were assisted with tenant based rental assistance funded with HOPWA resources. HOPWA funds were also utilized to assist 131 individuals with transitional housing, 16 individuals with emergency housing assistance, 123 with homelessness prevention assistance, and 517 with various supportive services (including housing coordination, life skills and detox services). 2. SUMMARY OF ACTIONS TAKEN DURING THE PROGRAM TO DEVELOP A COC STRATEGY: Specific actions undertaken during the report period to assist the homeless through a system of care included the following: a. Actions taken to prevent homelessness - Santa Ana provided nonprofit homeless service providers with ESG funds during the report period in order to help prevent 231 Santa Ana residents from becoming homelessness. On a countywide basis, HOPWA funds were utilized to assist 123 persons with HIV /AIDS from becoming homelessness. d. Actions taken to transition homeless into permanent housing: Providers of transitional housing are the key to preparing the homeless for self- sufficiency and movement into permanent housing. During the report period no CDBG or HOME funds were utilized to specifically provide permanent housing for the homeless; however, the SAHA allocated ten rental assistance vouchers to assist transitional shelter graduates attain permanent housing. On a regional basis, HOPWA resources were utilized to assist 55 households access and maintain permanent housing with tenant based rental assistance. The referenced CDBG and ESG accomplishments take into account an overlap of 35 individuals served with both funding sources - Wise Place received CDBG and ESG funding for the same program and reported the same annual accomplishments for both grants. 23 19F -29 Draft 8/26/2009 e. Actions taken to address the needs of sub- populations, e.g. those living on the streets, and new funds such as CoC Super NOFA: Several homeless programs supported by the City of Santa Ana have an outreach component for special needs homeless sub - populations and the chronically homeless. These programs provide access to resources by referral and /or direct contact. These programs include: ■ Women's Transitional Living Center, Interval House, Human Options and Laura's House - Program efforts on victims of domestic violence. ■ WISE Place — Served on the needs of homeless elderly and young emancipated women. ■ Mental Health Association of Orange County - worked with the City's chronic homeless population, providing services and access to housing from a number of "street" locations throughout the City. • Mercy House staffed the Winter Armory Shelter program, which provided night -time shelter, meals, and referral services to individuals living on streets, parks, cars, etc. • Orange County Health Care Agency - operated a proactive outreach program to assist homeless persons with HIV /AIDS living on the streets. A portion of this program was funded with HOPWA. 24 Draft 8/26/2009 19F -30 E. OTHER ACTIONS 1. ACTIONS TO ADDRESS OBSTACLES TO MEETING UNDERSERVED NEEDS According to the City's 2005 -2009 Consolidated Plan, Santa Ana's under - served include the elderly /frail elderly, individuals with HIV /AIDS, individuals with physical or mental disabilities, homeless, youth, and Extremely Low - Income households. During the report period, the City continued its efforts to address the needs of these populations. These efforts include the following: • The City continued support for housing for the elderly and frail elderly. The housing needs of seniors are met though various means: there are 745 senior only units in various senior housing projects throughout the City. Also, the SAHA reports it provided rental assistance to 532 elderly households during the report period (plus an additional 1,036 disabled households). The Council on Aging of Orange County's Linkages program ensured 47 seniors had access to much needed referral and socialization services. Additionally, the Community SeniorSery provided daily meals to 1,098 homebound seniors and seniors utilizing the City's senior citizen centers. • The 2005 - 2009 Consolidated Plan estimates there are 2,400 to 7,500 Santa Ana households with physical or mental disabilities who are in need of supportive housing. Building requirements for handicap - accessible units are costly. Due to these costs, developers have been reluctant to undertake the construction of new handicap - accessible units. Nonetheless, the City continued to encourage developers and property owners to build or modify units to meet accessibility needs. As noted earlier in this report, one housing unit rehabilitated during the report period included improvements to assist persons with limited mobility. Additionally, the City entered into negotiations with a developer to construct a multi -unit housing project for persons with disabilities. Based on 2005 - 2009 Consolidated Plan data it is estimated there are 1,804 homeless individuals in Santa Ana. Numerous programs were funded with CDBG, ESG and HOPWA 25 Draft 8/26/2009 19F -31 funds to assist these individuals. The number of persons assisted during the report period is highlighted throughout this report. ■ The City's housing and public service programs provided substantial resources to assist the community's Extremely Low - Income residents. Accomplishments are highlighted throughout this document. Examples include housing rehabilitation and rental assistance, public safety, medical /dental care, and family counseling. 2. ACTIONS TO FOSTER & MAINTAIN AFFORDABLE HOUSING By leveraging federal funds with private, local Redevelopment, State, tax credit and affordable housing bond funds, the City has been able to increase and preserve its supply of affordable rental housing during the Consolidated Plan cycle. Additionally, the City's owner - occupied rehabilitation program helped preserve housing units occupied by lower income households. Homeownership opportunities for low- and moderate - income first time buyers were available via the City's participation in the American Dream Downpayment Assistance grant. HOPWA funds helped foster and maintain housing for persons with HIV and AIDS via homelessness prevention, emergency /transitional housing, and tenant based rental assistance programs. Additionally, the Santa Ana Housing Authority provided rental assistance vouchers to very -low income households. Participants in the Authority's Family Self- Sufficiency program were provided classes on how to prepare for homeownership — some households began investment into an escrow accoun WA %a. ora own — ing the past year one participating family utili a 3;goiw ou pr imately $ ,00) to purchase a home. 3. ACTIONS TO ELIMINATE BARRIERS TO AFFORDABLE HOUSING The 2005 — 2009 Consolidated Plan identified several barriers to the development of affordable housing including the following: ■ Governmental constraints such as property taxing, land -use controls (e.g., density and zoning restrictions), building codes, building permit fees, on- site /off -site improvement, prevailing wage regulations, and ADA requirements. ■ Market constraints primarily involve the availability, cost, and competition for land. Other constraints include limited funding sources, finance costs, and the costs of construction. Available land in the City mostly consists of small parcels that must be assembled for significant new construction projects. Relocation costs and housing replacement requirements for redeveloping improved properties often presents barriers to the development of affordable housing. During the past year, the sub -prime mortgage market crisis has also made home buying more difficult especially for buyers with limited income and marginal credit histories. 26 Draft 8/26/2009 19F -32 ■ The region's rents have remained relatively high which has impacted the ability of lower income households to obtain decent and affordable housing. Households with no or poor credit history are severely impacted. In an effort to mitigate these barriers the City of Santa Ana undertook the following actions during the report period: ■ Utilized public resources to fund the rehabilitation of rental housing units with private property owners and CHDOs. This public assistance will result in lower rents for assisted units thus partially offsetting the impacts of some of the barriers listed above. Additionally, CHDO ownership ensures long -term affordability and maintenance of housing units. ■ The City's Housing Authority conducted outreach to rental property owners to encourage participation in the rental assistance program. The Authority's staff also provided counseling to new /prospective tenants on the importance of building good credit history. Credit counseling was provided by the Consumer Credit Counseling Center, a local nonprofit agency. 4. ACTIONS TO OVERCOME GAPS IN INSTITUTIONAL STRUCTURES & ENHANCE COORDINATION The City worked closely O'cal i ions to ' itiat nk economic incentives with neighborhood and i dev pm obj Ives. Th e efforts included building relationships with neigh a ons• o u sed I ding agencies, nonprofits, and educational instit e C o s p ted prog ms aimed at enhancing coordination among varepartments. Examples of actions undertaken during the report period to overcome gaps and enhance coordination included the following: The City's Workforce Investment Act (WIA) advisory board played a key role in developing employment opportunities for lower income Santa Ana residents. The WIA board is comprised of various community leaders representing private employment, education, social services and government. This diversity in the board's representation ensures that the community's workforce needs are identified and addressed through a variety of public and private resources. This advisory board also brings key community contacts together resulting in enhanced coordination of program delivery and resource utilization. ■ As a participant in the Continuum of Care Community Forum and the HIV Planning Council, the City can ensure barriers created by regional institutional structures that address the needs of the homeless and individuals with HIV /AIDS are identified and addressed through the coordinated use of limited funds. 27 Draft 8/26/2009 19F -33 • The City sought to encourage home ownership opportunities to promote neighborhood stability. Unfortunately, even with the median purchase price of homes dropping, homeownership still remains a challenge for households earning less than 80% of county median income .8 The sub -prime mortgage industry crisis has also made it more difficult for lower income buyers to qualify for a mortgage. ■ The City linked rehabilitation incentives with coordinated Code Enforcement efforts. The City made resources available to existing or prospective rental property owners to eliminate building code deficiencies. Once improved, these units will expand the supply of standard housing in the City. • Neighborhood residents were encouraged to participate in the preparation and implementation of neighborhood assessments and plans. Santa Ana's Neighborhood Improvement Program provided the means to facilitate this participation. Key City staff members (i.e., District Managers) are assigned to one of three geographic areas of the City. This staff is responsible for coordinating the implementation of housing and community projects within their district and interacting with the City's 60 neighborhood associations. This coordination includes working with other city departments, public utilities, property owners, tenants, nonprofit agencies and the school district. S. ACTIONS TO IMPROVE P OUSI ESIDEN INITIA There is no public housi in th i to a. 6. ACTIONS TAKEN TO EVALUATE AND REDUCE LEAD BASED PAINT HAZARDS Lead paint hazards are typically found in buildings constructed prior to 1978 - the year lead based paint was removed from the U.S. consumer market. Based on national trends, it is estimated that 11,251 Santa Ana housing units have some level of lead -based paint hazard — including 3,155 housing unit constructed prior to 1940. It is estimated that 4,380 Santa Ana households with children age zero to five, and 9,400 Low - Income families live in units with some form of lead -paint hazard. The County of Orange Health Care Agency collects statistics regarding the number of children age 16 and younger, with a blood lead level greater than or equal to 10 mcg /d L, i.e., the CDC "level of concern." Reports of elevated blood lead levels are obtained from the State, local 8 Median home price in Orange County fell 10.5% to $425,000 between July 2008 and July 2009. According to the Orange County Register, median home prices in Santa Ana ranged from $127,500 (zip code 92701) to $420,000 (zip code 92705). Note: zip code 92705 includes an area of neighborhoods outside of Santa Ana's City Limits. 28 Draft 8/26/2009 19F -34 laboratories and health care providers; however, the County stipulates that this is not an all - inclusive list. County data also does not identify the source of the lead poisoning (in addition to lead -based paint other sources of lead contamination may include clay pottery and candy). The County of Orange Health Care Agency provided the following information (see Table 10) regarding children with elevated blood lead levels living in Santa Ana: TABLE 10 - SANTA ANA CHILDREN WITH BLOOD LEAD LEVEL OF CONCERN YEAR CHILDREN 16 YRS. OR LESS w/ BLOOD LEAD LEVEL> 10 mcg /dL 00 0- , Source: Orange County Health Care Agency October 29, 2004 7. ACTIONS TAKEN TO ENSURE COMPLIANCE WITH PROGRAM Ht COMPREHENSIVE PLANNING REQUIREMENTS Ht MONITORING HUD has established specific requirements for implementation of the Consolidated Plan. Santa Ana has made every effort to ensure compliance with these comprehensive planning requirements. Requirements include holding public hearings, public comment periods, and ensuring adequate public notification of these and other actions. The City has also made every effort to comply with all regulations for respective HUD programs. As necessary, the assistance of HUD's Los Angeles office has been sought. 29 Draft 8/26/2009 19F -35 8. ACTIONS TO REDUCE THE NUMBER OF PERSONS LIVING BELOW THE POVERTY LEVEL Santa Ana's anti - poverty strategy includes expanding housing opportunities and support service for Low - Income residents, and coordinating public and private resources to address their specific needs. Services and activities that were supported by the City during the report period included: • Housing rehabilitation, rental assistance, and creation of new affordable housing opportunities via acquisition /rehabilitation activities. • Homeless assistance including prevention activities, emergency shelter, transitional housing, and access to permanent housing opportunities. Appropriate support services were blended with these activities. • Public safety activities to prevent criminals from victimizing the poor and ensuring adequate emergency response services are available for lower income residents. ■ Public facility improvements to improve the overall infrastructure of the City, but more specifically for older and /or lower income neighborhoods. • Job training, job- search skills and job placement to provide those living in poverty with new employment opportunities that pay higher wages. 30 Draft 8/26/2009 19F -36 F. LEVERAGING RESOURCES 1. OTHER PUBLIC & PRIVATE RESOURCES OBTAINED TO ADDRESS NEEDS IN THE PLAN During the report period, the City of Santa Ana leveraged federal funds with various private and public resources. These resources included the following: TABLE 11- 2008 -2009 LEVERAGING SOURCES i. Private represent the total "valuation" of property improvements undertaken as a result of Code Enforcement efforts. 2. The City was awarded $900,000 by the State of California for the 08 -09 report period; however due to the state's budget shortfalls funding has been placed on hold. 2. LEVERAGING OF FEDERAL RESOURCES WITH OTHER PUBLIC & PRIVATE RESOURCES As demonstrated by T le 1 H' D fu in Sa Ana re Ited in the investment of significant "other" priva and urc es rces'. ere made available to the City to assist with the im at n of i ies t t priority eds. 3. MATCHING REQUIREMENTS There is no match requirement for the CDBG or HOPWA program. HOME requires a 25% match for every dollar spent and ESG requires a dollar for dollar match. Specific information regarding HOME and ESG program matching funds is delineated in respective narratives later in this performance report. 31 Draft 8/26/2009 19F -37 G. CITIZEN COMMENTS The City of Santa Ana ensured it complied with its Citizen Participation Plan by providing the public an opportunity to review and comment on this annual performance report. A 15 -day comment period was held from August 3, 2009, through August 18, 2009. The Redevelopment and Housing Commission of the City of Santa Ana held the required public hearing to review this document on August 18, 2009. Notice of the comment period and public hearing was published on August 3, 2009, in the following newspapers: • English: Orange County Register • Spanish: La Opinon • Vietnamese: Nguoi Viet News The "Proof of Publication" (Orange County Register only) and a summary of public comments are provided in EXHIBIT 2. z 32 i m ajo.J Draft 8/26/2009 H. SELF- EVALUATION HUD requires that the City evaluate its annual accomplishments by comparing planned activities versus actual outcomes, and to also evaluate if progress was made toward meeting Consolidated Plan goals. To assist with this evaluation, HUD has suggested the City should consider the following questions: 1. Are activities and strategies making an impact on identified needs? Most activities funded with HUD and other public resources have made an impact during the report period, for example: ■ The use of public funds helped to expand and preserve the City's affordable housing stock by assisting 70 housing units during 2008 - 2009.9 The City's housing stock was also preserved via the inspection of 6,046 housing units for code violations. While the City made ADDI resources available to expand homeownership opportunities, no households accessed funds. ■ Various programs, including the Work Force Investment Act resources, addressed employment training and job placement needs. The State designated Enterprise Zone, and Redevelopment funded business attraction and retention programs also provided economic opportunities to City residents. Additionally, during the report period, the City continued implementation of its HUD - approved Empowerment Zone (EZ) strategy. ■ In order to meet the changing needs of the community, the City supported public services and public facility improvement projects. Public services for lower income youth and seniors help stabilize households by providing services such as medical /dental care, family counseling, recreation, and nutrition programs. 9 60 single - family owner occupied and 10 multi - family housing rehabilitation projects were completed during the report period — multi - family units. 33 19F -39 Draft 8/26/2009 2. What indicators would best describe the results? Comparing actual versus planned accomplishments is one of the best means available to measure results of program efforts. ■ As previously reported, housing goals for renter households are off track (62.7% goal attainment rate); however, owners housing goals have fallen even further behind (36.4% goal attainment rates) — overall the City has a 46.1% five -year housing goal attainment rate after four years. For 2008 -2009 the combined single - family and multi - family housing activities meet 72.9% of planned goals (assistance for 96 units planned versus 70 units completed) — renter housing programs only met 25% of planned goals. If not for owner housing programs exceeding planned goals (109% goal attainment rate), 2008 -2009 housing attainment rate would have been much lower. The primary reason for the weak showing of the City's housing programs in 2008 -2009 is low production numbers for the City's HOME- funded owner housing rehabilitation and CDBG- funded multi - family housing rehab programs. City staff has taken steps to analyze the reasons for this low performance. With respect to owner - occupied housing rehabilitation, only "complete" units are reported in the CAPER. Program staff reports several additional units were funded but not completed during the report period. With respect to CDBG- funded multi - family housing rehab, program guidelines continue to act as a disincentive to landlords. The City may consider revising these guidelines with the hope of attracting program p ants ialAOO rmonT r housing /building code violations. ■ In total, homeless rvi pr ide t si stance from the City exceeded planned goa s forte 200 ort period. All p rograms exceeded or substantially met goals except for three agencies: Human Options, Mercy House and Thomas House. Both Human Options and Thomas House met at least 70% of planned goals. Mercy House only reported an accomplishment rate of 44 %; however, during the fist part of the report period the agency was completing a major rehabilitation of its shelter which limited the number of individuals served. City staff closely monitored program progress and is satisfied that except for this delay, the agency is back on track. ■ With respect to public services, planned service goals for persons with special needs, seniors, homeless and Low - /Moderate- Income persons were exceeded during the 2008- 2009 report period. Youth services did not meet 100% of planned goals, an 83.0% goal attainment rate was achieved mainly due to poor performance from tow agencies — 2nd Baptist Church, which served 74% of the youth thy had planned to serve, and El Centro Cultural de Mexico, which did not submit any performance reports throughout the year. Program staff has continued to work with the latter agency to determine if any qualified clients were served which may merit payment of grant funds. 34 Draft 8/26/2009 19F -40 ■ As EXHIBITS 4 and 6 indicate, most planned community improvement activities will meet or exceeded planned five -year goals. Those activities that have not met five -year goals are typically a result of the lack of projects, i.e., no funding has been requested for an eligible - CDBG project. A handful of activities have become problematic and have required staff scrutiny and additional oversight. While several projects were evaluated for funding consideration, no Neighborhood Sponsored Projects were undertaken during the report period. 2008 -2009 funds will be combined with 2009 -2010 Neighborhood Sponsored projects with the hope of identifying one or more eligible projects. CDBG funding was also allocated to fund a portion of road improvements at Centennial Park. As previously discussed, the City's CDBG- funded Multi - Family Housing Rehabilitation program continues to struggle to fund participants. Program staff continues to evaluate the program in order to find participants. After two years of negotiation, it became apparent that the CDBG- funded Orange County Natural History Museum rehabilitation program would not come to fruition. These project funds have been recaptured and will be reprogrammed. ■ Finally, the Fair Housing Council of Orange County substantially exceeded its planned goal for 2008 -2009; however, for the past three years, the Fair Housing Council had significantly underperformed (33 %, 52% and 60% annual goal attainment in 2005 -2006, 2006 -2007 and 2007 -2008 respectively). Presently this agency has only met 65% of its planned five -year service goals. 3. Are malor goals on target? 4. Barriers that have a negative impact on fulfilling the strategies and overall vision? The City has encountered some barriers as it endeavored to implement its overall vision for community improvement; the most significant include the following: ■ Perhaps the greatest barrier or obstacle impacting the City's ability to implement its community vision has been housing costs. While the cost of home buying has dropped during past 12 months homeownership still remains a challenge for lower income households. During the report period the housing market in Orange County continued to experience high property values and rents. Regionally, the median home purchase prices dropped to $425,000 (10.5% lower than a year earlier) — Santa Ana's median home purchase price dropped to approximately $268,900, 21.6% lower that a year ago.10 Despite 10 O.C. Register, August 7, 2009. Home price data as of July 20, 2009. 35 19F -41 Draft 8/26/2009 lower home prices, buying a home for lower income buyers remains a challenge. Stricter underwriting standard by lenders has eliminated many buyers with lower income and marginal credit from obtaining a home purchase loan. As reported by the Orange County Register, during the 2nd quarter of 2009, average Orange County rents have decreased approximately 3.6% to $1,470 /month. This is consistent with the average rent of $1,400 /month reported by the Housing Authority of Santa Ana; however, even with declining rents, the County of Orange estimates that a household needs to earn over $25.50 to rent an average priced one - bedroom unit.11 Housing costs continue to pressure the City to identify resources to expand affordable rental and home ownership opportunities, especially for lower income households. ■ Increased labor and material costs have reduced the effective amount of money the City has to fund activities. The cost of raw materials and more recently the cost to transport materials have also had a significant impact on the cost of public facilities construction projects and housing rehabilitation. ■ Since 2001, HUD grants to the City have steadily decreased. In recent years the elimination of the CDBG program was proposed; in its place a new program was proposed that would have significantly reduced eligible uses of federal funds and the amount of funds that would be allocated to the City. IF 36 19F -42 Draft 8/26/2009 I. MONITORING 1. Monitoring Activities On -going evaluation of the housing and public service delivery system is perhaps the most effective tool in detecting service gaps, problems, and for making appropriate modifications to ensure project /program compliance. Santa Ana has established a comprehensive monitoring program for its federally funded programs. ■ CDBG - All CDBG funded activities are required to submit quarterly reports to the City. City staff also has an on -site monitoring program to review subgrantee performance, quality of services, and grant administration compliance. ■ HOME - A comprehensive HOME project monitoring plan has been developed and implemented by the City. For rental projects, this plan calls for a regular review of project finances, tenant eligibility and housing quality standards. An annual recertification of CHDOs has also been implemented. ■ ESG - The same standards and procedures utilized for CDBG funded subrecipients are utilized to monitor agencies funded with ESG. 2. Status of Grant Programs In addition to monitoring program performance, the City has been prudent at monitoring the status of federal grant funds to ensure timely expenditure. Overall, all grants are moving forward as anticipated. HOME funds have been committed and spent within statutory required timeframes. CDBG activities also have been implemented in a timely manner. Program staff has taken an aggressive position to ensure public service grant recipients are spending funding in a timely manner - similarly, ESG grantees are required to expend funds in a timely manner. If funds are not expended by the end of the report period, the City has recaptured and 37 Draft 8/26/2009 19F -43 reprogrammed these resources. 12 HOPWA funds have been committed in a timely manner for supportive services and tenant based rental assistance. Funds for development of a new HIV /AIDS housing have been allocated and made available to eligible project sponsors. ■ Are any activities or types of activities falling behind schedule? As previously discussed there are a handful of HUD - funded activities that have fallen behind schedule. As previously discussed some housing and public service program goals are behind schedule to meet five -year goals. Similarly discussed, the Orange County Natural History Museum project was cancelled due to several feasibility factors. Funds will be reprogrammed. ■ Are grant distributions timely? No major delays in distribution of funds have been encountered. ■ Do actual expenditures differ substantially from letter of credit distribution? 12 At the close of the 2008 -2009 report period, CDBG program staff evaluated over 10 activities that were stalled or had been completed without the use of full funding. Amendments to respective activities was undertaken to ensure funds are utilized in a timely manner. 38 Draft 8/26/2009 19F -44 III. CDBG NARRATIVE STATEMENTS A. ASSESSMENT OF RELATIONSHIP BETWEEN USE OF CDBG FUNDS AND PRIORITY NEEDS, GOALS AND SPECIFIC OBJECTIVES IDENTIFIED IN THE CONSOLIDATED PLAN The following narratives provide an overview of the City's actions during the report period demonstrating the relationship between the expenditure of CDBG funds and efforts to address priority needs, goals and objectives identified in the 2005 -2009 Consolidated Plan. 1. RELATIONSHIP BETWEEN CDBG EXPENDITURES & HIGHEST PRIORITY ACTIVITIES The City's 2005 - 2009 Consolidated Plan identified several high priority activities. During the report period, the City allocated substantial resources to meet these high priority needs (i.e., street and park improvements). Other high priority community needs undertaken during the report period included anti -crime programs, youth services, senior services, and code enforcement. CDBG funds also provided assistance for high priority homeless needs such as transitional housing and homelessness prevention. EXHIBIT 6 provides a summary of 2008 -2009 accomplishments that address high priority needs. EXHIBIT 7 CDBG ACTIVITY SUMMARY REPORT (GPR) provides detailed expenditure and accomplishment data. 2. CDBG FUNDS USED TO Pythesle BLE USI ALS Forty -two housing units litat w CD nds Burin he report period. Incomes of the households assist programs are listed In below: TART F 12 - 2008 -2009 CDBG HOUSING ACCOMPLISHMENTS CDBG funding was also expended during the report period for the reconstruction of streets, sidewalks and curbs in low- and moderate - income neighborhoods. These public facility improvements are an important element in the comprehensive revitalization of lower income areas and to enhance the housing resources of neighborhoods. As outlined above, CDBG funding was also used to support homeless programming and code enforcement services. 39 Draft 8/26/2009 19F -45 3. LOWER INCOME BENEFICIARIES CDBG funds may be utilized to meet one of three national objectives: 1) elimination of slums and blight; 2) urgent need, or; 3) benefit low- and moderate - income persons. Based on information reported in the CDBG FINANCIAL SUMMARY REPORT (EXHIBIT No. 7), 100% of Santa Ana's CDBG funds were spent to benefit Low- and Moderate - Income persons and households. ■ During the report period, the City funded several programs with CDBG funds that benefited HUD - defined presumed beneficiaries (i.e., elderly, disabled adults, victims of domestic violence, and the homeless). For these program clients, income documentation is not the basis for program eligibility but rather the fact that they meet HUD's definition of a presumed beneficiary. For programs not serving presumed beneficiary clientele, the City required providers to obtain and document household size and income data .13 The City conducted on -site monitoring of service providers to review the mechanism for determining program eligibility. The City also conducted a spot check of files during monitoring visits to verify correct data and information was utilized. ■ Public facility improvement projects were limited to HUD target neighborhoods. HUD target neighborhoods have been identified by the U.S. Census Bureau as having a majority of residents with incomes at 80% of median income or less. The map found in EXHIBIT 2 identifies the City's CDBG Target Areas utilized during the 2008 -2009 report period. ■ The Planning and Building Agency was allocated approximately $1.7 million for code enforcement activities. This program provided building and housing code inspections throughout the City's CDBG eligible areas to ensure compliance with the Santa Ana Municipal Code and also to ensure that health and safety standards were maintained in 13 The City requires that the validity of this information be confirmed by the service provider through an income verification process or through client self - certification. 40 19F -46 Draft 8/26/2009 deteriorating areas. CDBG funds are utilized to pay for a portion of staff costs to implement this program in target neighborhoods. ■ The City addressed the social service needs of the community. Many of the public services funded by the City are key elements to its strategy to reduce the number of families living at or below poverty. Services were provided to 7,900 youths during the report period. Youth services included education, after - school recreation /education, and various cultural arts programs. Programs such as home delivery /congregate site meals and referral services addressed the needs of 1,145 Santa Ana senior citizens. Other CDBG funded public services included public safety, mediation /restitution, counseling, drug diversion, and medical /dental care. B. CHANGES IN PROGRAM OBJECTIVES No changes in program objectives were entertained or implemented during the 2008 -2009 report period. The City made every effort to carry out the all program elements as delineated in the 2008 -2009 Action Plan including the following: RESOURCE PLANNED CDBG 76,818,885 ACTUAL $6,818,885 CDBG Program Income $0 $117,858 CDBG Prior Year Program Income $47,933 $0 CDBG Reprogrammed Funds $0 $0 HOME $2,367,607 $2,367,607 HOME Program Income $0 $320,831 HOME ADDI $12,648 $12,648 HOPWA $1,402,000 $1,402,000 HOPWA (Prior Year) $105,000 $105,000 ESG $304,972 $304,972 ESG (Prior Year) $0 $0 Empowerment Zone $0 W Section 8 $26,256,000 $24,374,400 41 19F -47 Draft 8/26/2009 RESOURCE PLANNED ACTUAL wlA $3,350,000 $3,620,126 Redevelopment $15,000,000 $15,057,680 CalHOME 1 $900,000 $0 Private 2 $0 $584,293 TOTAL $56,265,045 $55,086,300 1. The City was awaroeo ,,WU,000 oy the x or uaurornia Tor ine vo -uv It PUI. Nc[ ]Uu, I 1—vul uu= state's budget shortfalls funding has been placed on hold. 2. Actual represents value of owner -paid improvements to properties resulting from code enforcement program efforts. ■ Program Income: The City of Santa Ana received CDBG program income totaling $117,858 during the report period generated by housing and commercial rehab loan repayments. These funds were utilized to fund additional eligible CDBG activities. The City did not undertake any float funded activities. Additionally, the City did not receive income from the sale of real property and did not adjust or write -off any CDBG- funded loan. ■ Support Certifications of Consistency for HUD programs: In the 2008 -2009 Action Plan, the City certified that it would provide support for HUD program applicants in a fair and impartial manner. During the report period the City receive a request for certification for HUD programs from the Santa Ana Housing Authority for submission of its Annual PHA Plan, which was wholeheartedly supported by the City. The City did not receive requests for Certification of Con wRion: AEI applications for 2008 HUD homeless funds ■ Consolidated Plan I nt n ons that hindered the implementation of the approved Consolidated Plan or the 2008 -2009 Action Plan. Furthermore, the City of Santa Ana did not undertake activities that required the acquisition or demolition of real property. ■ Economic Development: The City did not undertake CDBG- funded economic development activities during the report period. If CDBG funds had been expended for such activities, additional reporting would be provided that outlines the actions taken to ensure jobs created by such activities were filled by Low- and Moderate - Income persons. The City did utilize other resources to expand economic opportunities. During the 2008 -2009 report period, the Rancho Santiago College District continued operation of the Digital Media Center (DMC), an incubator for start -up high -tech business. The land upon which the DMC was built was a remnant parcel purchased with CDBG 108 Loan proceeds for the expansion of Bristol Street. Even though the 108 loan has been repaid, the City ensured that 150 "livable- wage" scale jobs had to be created for eligible Santa Ana residents. During the report period the DMC reported that no livable -wage jobs 42 Draft 8/26/2009 lLi ;no.] were created for Santa Ana residents — the City continues to monitor this project to ensure the College District meets its contractual obligations. Other economic development activities undertaken by the City during the 2008 -2009 report period (non -HUD funded) include the following: ■ State Enterprise Zone: The Enterprise Zone is designed to promote business growth and job generation by offering tax credits. Qualified businesses reduce State income taxes by an amount equal to the amount of wages paid to qualified employees. These "hiring credits" are provided to employers who hire low -wage earners, target area residents, laid -off, or long -term unemployed persons. A business may earn up to $35,000 in tax credits per qualified employee. A total of 3914 individuals were assisted through these efforts during the 2008 — 2009 report period. Santa Ana's initial Enterprise Zone expired on June 7, 2008. During the report period, the City applied to the State of California and was awarded a new 15 -year Enterprise Zone designation effective June 8 2008. ■ Work/ Opportunities /Resources /Knowledge (WORK) Center: A coalition comprised of the City, the Workforce Investment Board of Santa Ana, the State Employment Development Department, Santa Ana College, and the Orange County Social Services Agency. This coalition provided free services to individuals seeking job search assistance, on- the -job training, and job skills training. Services include labor market information, resume /application writing assistance, job search workshops, job search assistance, and on- the -job training. Du ' e r eriod iffer r' rogram enrolment was utilized which ensur all s s uti ng 0 center al participated in the federal the Workforce Inve' ent , c pr a the port period approximately 6,500 job seekers in ed ra ing plo a services the WORK Center /WIA. ■ Business Attraction /Retention: The City also provided economic opportunities for residents through other programs including the Redevelopment Agency funded Business Retention /Attraction program. Program staff estimates that 558 jobs were added or preserved via program efforts during the 2008 -2009 report period. C. HUD APPROVED NEIGHBORHOOD REVITALIZATION STRATEGIES OR EZ/EC ANNUAL PROGRESS REPORT In January 1999, HUD designated the City of Santa Ana as a Federal Urban Empowerment Zone (FEZ). The mission of the Santa Ana Empowerment Corporation (SAEC) is to build a sustainable community that fosters economic opportunities for all Empowerment Zone residents and businesses. During the first three -years of designation, the SAEC's mission was supported by the key elements outlined in its implementation plans. These elements include education, job training, job placement, business development, safety, childcare, health, transportation, housing, youth 43 19F -49 Draft 8/26/2009 recreation, and arts /culture. Collectively, these strategies played a vital role in furthering the mission of the FEZ program within Santa Ana. In 2002, the SAEC approved a new four -year Business Plan that incorporated elements of the existing strategies, but placed an emphasis on program sustainability and economic development. 2008 -2009 accomplishments are detailed on HUD's website: www hud gov/ offices/ cpd/ economicdevelopment/programs/rc /tour /ca/santoana D. SECTION 108 LOAN GUARANTEE The City does not have an open Section 108 Loan nor did it apply for a 108 Loan Guarantee during the report period. 44 19F -50 Draft 8/26/2009 IV. HOME NARRATIVE STATEMENTS A. ASSESSMENT OF RELATIONSHIP OF HOME FUNDS & CONSOLIDATED PLAN GOALS & OBJECTIVES Assessment of HOME Funds to Meet Highest Priority Activities The City of Santa Ana has utilized its HOME funds to expand and preserve the City's supply of affordable housing — activities listed as a high priority in the Consolidated Plan. HOME resources were utilized to assist both rental and owner units Table 14 TABLE 14 - 2008 -2009 HOME - FUNDED HOUSING ACCOMPLISHMENTS • .. UNITS BY INCOME CA_ Extremely Low - Income OWNER OCCUPIED COMPLETED 1 Units RENTER . COMPLETED 3 Units Very Low - Income 7 Units 6 Units Low- Income 0 Units 1 Units TOTAL 8 Units 10 Units provides a summary of Santa Ana's distribution of HOME funds among different income categories of housing during the report period. The City vigorously sought to fund activities that addressed priority needs as established in the 2008 -2009 Annual Action Plan — these efforts are further summarized in EXHIBIT 6. Progress Toward Meeting Housing Needs of Lower Income Persons As demonstrated above, HOME funds were spent to assist eight homeowners rehabilitate their primary residence and also assisted a CHDO to rehab ten rental- housing units; no first -time homebuyers were assisted during 2008 -2009. During the report period, the bulk of owners assisted with HOME funds were Very Low - Income (seven of the eight assisted owners). The incomes of renter households benefiting from rehabbed units were also slightly skewed toward households with Very Low - Income (six of the 10 assisted units). EXHIBIT 9 provides additional data regarding Program Year 2008 -2009 housing accomplishments and efforts to meet the needs of Lower Income households. 45 Draft 8/26/2009 19F -51 B. MATCH REPORT Recipients of HOME funds are required to match each HOME dollar spent during the report period. Typically, a HOME Participating Jurisdiction (PJ) is required to match HOME funds at a ratio of one non - federal dollar for every four HOME dollars spent (i.e. 25 %). The City has been notified by HUD that for the 2008 -2009 report period, the HOME match requirement has been reduced to 0% because the City's "family poverty rate" was 125% or more of the average national poverty rate, and the City's per capita income was less than 75% of the national average. Even though the City does not have a match obligation, a record of eligible HOME match has been maintained — the City logged over $700,000 in HOME match for the 2008 -2009 report period (see FORM HUD- 4107A- EXHIBIT 10). C. MINORITY & WOMEN BUSINESS ENTERPRISES CONTRACTS & SUBCONTRACT The City is required to report HOME resources awarded to Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) via contracts and subcontracts. PART III of HUD FORM 4107 (EXHIBIT 10) provides this information. D. ADDITIONAL ASSESSMENTS Three hundred forty -nine HOME - assisted rental units (within 21 buildings) were inspected during the 2008 -2009 report period - the majority of units are owned and managed by CHDOs. While the vast majority of these units passed initial housing quality standards inspection some units required minor corrections. Typical required repairs included fixing leaky faucets, tightening loose toilets, replacing inoperable smoke detectors and cleaning floor coverings. Several more HOME- assisted rental projects are scheduled for inspection during 2009 -2010. Affirmative Marketing Actions to Minority & Women Owned Businesses As a participating jurisdiction in the HOME and CDBG programs, the City has adopted the following affirmative marketing policies for minority and women owned businesses: 46 Draft 8/26/2009 19F -52 ■ List of methods to inform the public about federal fair housing laws and the City's affirmative marketing policy. ■ Requirements and practices owners must adhere to in order to carry out this policy. ■ Procedures owners must use to inform and solicit applications from persons in the housing market area who are not likely to apply for the housing without special outreach. ■ Records that owners and the City will keep describing the actions they have taken to affirmatively market units and records to assess the results of these actions. ■ A description of how the City will annually assess the success of affirmative marketing actions and determine what corrective actions are needed. Outreach to Minority /Women Owned Businesses As a participating jurisdiction the City has adopted certain affirmative steps to insure maximum feasible participation in HOME- and CDBG- funded projects by minority business enterprises, women's business enterprises, labor surplus area firms and other small businesses. These affirmative steps are listed below, and constitute the City's Minority Outreach Procedures and Requirements Program for HOME and CDBG funded projects. ■ The City will divide total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises. ■ The City will use the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce. ■ Prime contractor will be required, if subcontracts are let, to take the above listed affirmative steps listed above. The City will annually review the results of these procedures to determine if additional steps should be taken. 47 Draft 8/26/2009 19F -53 V. HOPWA NARRATIVE STATEMENTS A. Relationship of HOPWA Funds to Goals & Objectives During the 2008 -2009 report period the City of Santa Ana continued its efforts to implement strategies to address the housing and supportive service needs of individuals living with HIV /AIDS on a regional basis. As outlined in the Consolidated Plan, goals and objectives for HOPWA resources are established via a countywide assessment process sustained by the Orange County HIV Planning Council and managed by the City. Each year a planning session is held by the City to prioritize the use of HOPWA funds and to provide the City direction and support. ExHiBiT4 provides summary goal attainment data. B. Progress Toward Meeting affordable housing goals using HOPWA funds Addressing the lack of housing for individuals with HIV /AIDS was identified as a primary goal for the use of HOPWA funding. During the 2008 -2009 report period the City continued to utilize these limited resources to provide both short -term and long -term rental assistance. Short -term assistance included one -time rent /utility payments and rent assistance for up to three months. This type of assistance is critical to help stabilize a household facing an emergency or crisis situations related to their HIV /AIDS. Longer -term rental assistance (i.e., Tenant Based Rental Assistance) was also pr to Rresi ivid Is an e ' ing with HIV /AIDS that were in a more stable s atio y fi al a istance t aintain housing. Housing placement services and ife sk s w a aila to the regions HIV /AIDS patients via HOPWA fu in F indi Is with HI AIDS, emergency shelter, transitional housing and etox cennces were a so made available. EXHIBIT provides a summary of the City's efforts to meet the permanent housing (i.e., Tenant Based Rental Assistance) and short- term /supportive housing service needs of the regions HIV /AIDS population. 48 Draft 8/26/2009 19F -54 HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS ( HOPWA): ANNUAL PROGRESS REPORT — MEASURING PROJECT PERFORMANCE PART 1-A: HOPWA EXECUTIVE SUMMARY A. GRANTEE AND COMMUNITY OVERVIEW 1. Descriptions of 2008 -2009 Activities: As the most populous city in Orange County, Santa Ana has administered the region's federal Housing Opportunities for Persons With AIDS ( HOPWA) funds since 1993. During the 2008 -2009 report period, HOPWA funds were utilized to support a variety of activities on a regional basis. These services including the following: ■ Supportive services and housing offered via contracts with the Orange County Health Care Agency including: • Short-term emergency housing and /or utility assistance • Transitional housing • Housing coordination services • Life skills training workshops and nutrition services • Medical detoxification -bed services ■ Program administration 2. Grant management oversight of project sponsor activities including how recipient was chosen: As the HUD - designated recipient of HOPWA funding for Orange County, the City of Santa Ana is primarily responsible for grant management and oversight. While HOPWA funds are critical to meeting the needs of persons with HIV /AIDS, it is not the only resource available - the County of Orange receives and manages additional resources for HIV /AIDS services. In order to ensure the full array of housing and supportive service needs of people living with HIV /AIDS is provided, a regional planning process has been designed and charged with prioritizing the housing /service needs of Orange County's HIV /AIDS population. The Orange County HIV Planning Council has been established to coordinate services provided by the Ryan White Care Act and the City of Santa Ana is a member of this council.14 The HIV Planning Council has a standing Housing Sub - committee that coordinates the utilization of HOPWA funds. 14 Ryan White Care Act has established medical care as its priority 49 Draft 8/26/2009 19F -55 It is the City of Santa Ana's practice to contract with the County of Orange Health Care Agency (OC HCA) for HIV /AIDS supportive services. (The OC HCA is the primary regional public health service agency.) In turn the OC HCA issues Request for Proposals (RFP) soliciting for program proposals to meet the needs of the County's HIV /AIDS population. While the RFP process is open to all service providers, there is a limited pool of qualified HIV /AIDS service providers in Orange County. During the 2008 -2009 report period the City awarded a contract for supportive services to the OC HCA. Since the OC HCA has access to additional HIV /AIDS resources it is positioned to not only leverage HOPWA funding but also to ensure a holistic approach to serving persons with HIV /AIDS. The OC HCA subcontracted with several agencies that provided specialized services to persons with HIV /AIDS. The City ensured oversight of the County's contracting efforts by serving on the Orange County HIV Planning Council (the latter approves programs that are awarded HOPWA funds). During the report period, the City's Housing Authority administered the Tenant Based Rental Assistance (TBRA) program. Authority staff regularly monitored both tenant files and Housing Quality Standards inspections. B. General Project Sponsor Information 1. Program: ..................... _ . Phone: Fax: Website: Total HOPWA Project $: Project ZIP Code: Non - profit? 2. Program: Contact Name: E -mail: Address: Phone: Fax: Website: Total HOPWA Project $: Rental Assistance Program Miriam Zepeda, Senior Housing Specialist mzepeda @santa - ana.org City of Santa Ana (M -27) 20 Civic Center Plaza Santa Ana, CA 92702 (714) 667 -2200 (714) 547 -5411 santa - ana.org $425,000 50 19F -56 Draft 8/26/2009 Project ZIP Code: Non - profit? 3. Program: Contact Name: E -mail: Address: Phone: Fax: Website: Total HOPWA Project $ Project ZIP Code: Non - profit? Countywide Yes HOPWA Administration John Maloney, Management Aide jmaloney @santa - ana.org City of Santa Ana 20 Civic Center Plaza (M -27) Santa Ana, CA 92702 (714) 667 -2200 (714) 547 -5411 santa - ana.org $42,060 92702 Yes 51 19F -57 Draft 8/26/2009 PART 1 -B. ANNUAL PERFORMANCE UNDER THE ACTION PLAN 1. Summary of Housing Activities: a. Supportive Housing Activities: During the 2008 -2009 reporting period the following supportive housing accomplishments were achieved through the expenditure of HOPWA funds: ■ 12 individuals received treatment via the Medical /Social model residential detoxification program. Program goal was 18. Accordingly, funding was adjusted during the final months of the reporting period. ■ 16 individuals received supportive housing through the residential treatment for substance abuse program, slightly more than the goal of 15 for the year (Gerry House). This program received HOPWA funds for approximately 69% of its operating costs; balance of funding is via Ryan White Care Act. The 16 HOPWA funded clients are in addition to the 7 funded by Ryan White; in total, Gerry House served 23 unduplicated clients. b. Housing Assistance for the Homeless ■ 159 homeless individuals received transitional housing services. These clients include those who were previously incarcerated, leaving substance abuse facilities, and those living in motels or other temporary housing. ■ 47 individuals were provided with supportive housing for substance abusers (Start House), 157% of initial goal of 30. 2. Progress Evaluation: Overall, the 2008 -2009 HOPWA projects met or exceeded identified goals. Need for Social or Medical Detox services did not meet the original goal (12 of 18, or 67 %). This may be viewed as success, as decreased need for these services among the HIV+ population is an overarching goal of both the HOPWA program and the County of Orange's Health Care Agency. Details on each projects goals and accomplishments follow: 52 19F -58 Draft 8/26/2009 Project Goal Actual % Emergency Financial Assistance 101 104 103% Short Term Rental Assistance 19 19 100% Transitional Housing General Population 73 84 115% Substance Users 30 47 157% Residential Substance Treatment 15 16 107% Housing Coordination Services 230 325 141% Life Skills Training 120 180 150% Medical /Social Detoxification 18 12 67% Tenant Based Rental Assistance 50 55 110% 3. Housing Stability and Homelessness Risk Reduction: Of the 47 clients who received supportive housing for substance abusers through the Start House program, 22 (47 %) successfully transitioned to permanent, independent housing solutions. 4. Leverage and Housing Units Developed: The County of Orange leveraged HOPWA funds by approximately $62,000 (Shelter + Care housing vouchers). AIDS Services Foundation, Orange County leveraged approximately $75,000 Stable Ground is a detached home in Westminster, California, with 8 single bed bedrooms. It was acquired in August 2007 and accepted its first residents in September. $535,000 in HOPWA development set -aside funds allowed the owner /property manager, Straight Talk, Inc., to 53 Draft 8/26/2009 19F -59 leverage an additional $ 65,000 in private and in -kind donations to create these new permanent housing units. Since 1993, the City has utilized HOPWA funds to develop 93 new housing units for persons with HIV /AIDS, including the 8 new permanent units created in August 2007 (Stable Ground). During the program year, 176 unduplicated households/ individuals utilized these units. PROJECT NAME Casa Alegre TRANSITIONAL HOUSING BEDS/CLIENTS PERMANENT HOUSING BEDS/CLIENTS 23/25 Emmanuel House 21/55 Gerry & Start House 12/54 Hagen Place 24/24 San Miguel 5/12 Stable Ground 8/7 5. Projects in Developmental Stage: 6. Distribution Analysis The longer -term transitional and permanent housing units funded by HOPWA are scattered across the County of Orange including cities in the north (Anaheim), central (Santa Ana), west (Westminster) and south (Laguna Beach) portions of the county. Those activities which are individual -based (as opposed to unit - based), such as rental assistance, life skills training, and housing coordination, are available to any qualified client regardless of location. 54 GL'1;ff%] Draft 8/26/2009 Part 1 -C: Barriers or Trends Overview: Even with the recent downturn from record prices, the Orange County housing market remains one of the least affordable in the United States, and costs are showing signs of growth again after peaking in 2007. Rental costs did not decline as housing prices did, and have held steady. As of June 2009, the median house price countywide was $424,000 and the average 2- bedroom apartment rent was $1590 per month. The amount of subsidy required to make housing affordable is very high. For example, the average housing assistance payment for the HOPWA rental assistance program was $910 per month. The cost of developing and /or acquiring and rehabilitating housing units to reserve for this population continues to climb. As Orange County nears complete build -out, vacant land is scarce and primarily located in foothill areas, commanding top prices. Special needs development, such as for the HIV+ community, is focused on rehabilitation of existing structures and in -fill housing. A trend identified through the City of Santa Ana's HOPWA strategic planning process, and through the HOPWA- funded HIV /AIDS housing study of 2006, is the lack of affordable housing for sub - populations such as the undocumented, ex- offenders, and the dually- diagnosed. Future acquisition and rehabilitation projects will target these populations, where feasible. Copies of the 2006 Ora ount . ousin Ian anta Ana Consolidated Plan are available for p Iic re t Sa A 'ty H I, 20 Civic enter Plaza, Santa Ana, CA 92702. 55 Draft 8/26/2009 19F -61 PART II: ACCOMPLISHMENT DATA - CHART 1 (PLANNED GOAL) AND CHART 2 (ACTUAL) Funding Total unduplicated number of households /units of housing assisted 8. HOPWA Performance 203 12081 0 0 1633,980 574,467 0 ii) Supportive Services NOT in co ' n with ho H using ac' ities a. c. e. b. d. 0 9. Charts 1 (planned goal) and 2 (actual) ca a 10. a 1 230 13251 0 0 90,000 O i.7 iO 2 m Q Q O 0 2Q > Z2 J 0 1 0 1 0 0 0 0 .7 Total Housing Placement Assistance 1. Tenant -based Rental Assistance 50 1 55 0 0 483,437 483,437 0 2. Units in facilities supported with operating costs: Number of households supported 0 0 0 0 0 0 0 3. Units in facilities developed with capital funds and placed in service during the program ear: Number of households supeorted 0 0 0 0 0 0 0 4. Short-term Rent, Mortgage and Utility payments 120 123 0 0 55,000 50,020 0 Total unduplicated number of households /units of housing assisted 8. i) Supportive Services in conjunction with HOPWA housing activities ' 203 12081 0 0 1633,980 574,467 0 ii) Supportive Services NOT in co ' n with ho H using ac' ities 0 0 0 0 0 0 0 9. Adjustment to eliminate duplication Total Supportive Services !"ing PEacem nt'asslatance " 10. Housing Information Services 1 230 13251 0 0 90,000 86,606 0 11. Permanent Housing Placement Services 0 1 0 1 0 0 0 0 0 Total Housing Placement Assistance 3.. 12. Resource Identification to establish, coordinate and develop housing assistance resources 13. Grantee Administration (maximum 3% of total) (i.e., costs for general management, versight, coordination, evaluation, and reporting) 42,060 42,060 14. Project Sponsor Administration (maximum 7% of total) (i.e., costs for general management, oversight, coordination, evaluation, and reporting) 54,226 54,226 Total costs for program year 1. Supportive Services in conjunction with HOPWA Housing Assistance: if money is spent on case management and employment training, outcomes must be reported in Access to Care and Support (See Chart 4 -a). 2. Supportive Services NOT in conjunction with HOPWA Housing Assistance: if money is spent on case management and employment training, outcomes must be reported in Access to Care and Support (See Chart 4 —c.). 3. Housing Placement Activities: if money is spent on housing placement activities in conjunction with HOPWA Housing Assistance, outcomes must be reported in Access to Care and Support (See Chart 4 -a); if not in conjunction with HOPWA Housing Assistance, outcomes must be reported in Access to Care and Support (See Chart 4 -c). 56 Draft 8/26/2009 19F -62 3. HOPWA CAPER Chart 3 on Measuring Housing Stability Outcomes: Please enter in column 1 the total number of eligible households that received the types of housing assistance specified. In column 2, enter the number of eligible households continuing to participate in each specified type of assistance (which might involve a temporary absence of not more than 90 days for treatment purposes, with an intent to return). In column 3, enter the number of households within each specified type of housing assistance who left the program during the program year by destination. If a household fractured during the program year, report only on the destination of the individual that made the household HOPWA eligible. Please refer to the destination codes that appear below this table for reviewing the stability housing outcomes. 57 19F -63 Draft 8/26/2009 4. HOPWA Outcomes on Access to Care and Support. (NOT UPDATED YET 080609) a. Support in conjunction with HOPWA- funded Housing Assistance. Please report on the access to care and support for households receiving case management, employment training, and /or housing placement assistance (ONLY) that is in conjunction with HOPWA- funded housing assistance only (See Part 2, item 8 -i, 10 and 11). Report on the household status at program entry (or beginning of operating year for households continuing from previous year) and program exit (or end of operating year for households continuing services in the following operating year), if eligible individual living with HIV /AIDS accessed services. L Has a housing plan for maintaining or establishing stable on -going ii. Had contact with a case manager /benefit counselor at least once in the last three months (or consistent with the schedule specified in their individualized service Dian) iii. Had contact with a primary health care provider at least once in the last three months (or consistent with the schedule specified in their individualized service Dian) or medical assistance v. Obtained an income - producing job created by this project sponsor durino the vear vi. Obtained an income -prod b. Income. Repo rt E*t `ho hol dV4ft nth lyl% me of Households receiving case management, employment training, and /or housing placement assistance (ONLY) that is in conjunction with HOPWA- funded housing assistance (See Chart 2, box 9 i). 4 Monthly Household Income at Entry Number of or Residents continuing from prior Year Household End s i. No income ii. $1 -150 iii. $151 -$250 iv. $251-$500 V. $501 - $1,000 vi. $1001-$1500 vii. $1501-$2000 viii. $2001 + 58 19F -64 Draft 8/26/2009 c. Support NOT in conjunction with HOPWA- funded Housing Assistance. Please report on the access to care and support only for households receiving case management, employment training, and /or housing placement assistance (ONLY) that is not in conjunction with HOPWA- funded housing assistance (See Part 2, item 8 -ii, 10 and 11). Report on the household status at program entry (or beginning of operating year for households continuing from previous year) and program exit (or end of operating year for households continuing services in the following operating year), if eligible individual living with HIV /AIDS accessed services. 59 19F -65 Draft 8/26/2009 VI. Emergency Shelter Grant Narrative Statements Santa Ana received $304,972 in ESG funds from HUD for the 2008 -2009 Program Year. During this report period, 13 homeless service programs received ESG funding. 15 A. Assessment of Relationship of ESG Funds to Goals & Objectives ■ Actions to address emergency shelter & transitional housing needs of homeless individuals & families During the report period, the City of Santa Ana continued to address the needs of the homeless with ESG funds. Individuals assisted with ESG included Extremely Low- and Very Low - Income people, small and large families, unaccompanied women, men, single - /two - parent families, and adult couples without children. Table 16 provides an overview of how 2008 -2009 ESG funds were utilized to meet the emergency and transitional housing needs of Santa Ana's homeless individuals and families. ■ Progress made using ESG funds to address Consolidated Plan homeless & homeless prevention needs, goals, and specific objectives Santa Ana's homeless strategy aims to provide a complete range of activities that keep individuals and families in their home during times of crisis, and also assists those already homeless to obtain the housing and services needed to achieve self sufficiency. As summarized in Table 16 and EXHIBIT 4, the City has made strides to provide this continuum of services for the City's homeless. is Unlike prior years, the City did not retain S% of ESG funds for program administration — all 08 -09 ESG funds were allocated to programs. 60 Draft 8/26/2009 i Lei ;ff-1-J q C C n Li e u izi r -vi m 0 0 0\0 la 0 v v c C C C a) V) N \ V) V) a) Vim) a) c U c a) (U a) N C C > C N a) L E O O O E O O 2 O E E V O > > > _ to w 06 c _ _ 3 > • U U U > > C 3 a) U 4, t�C/1 �VCf V�CC1 J U J U J @ C VI C aC) C O C 0 C 0 N O 00 O � C p p p t7 O t (D (D D -C U L U i7i U LL cn � o o n O r-I n N ri M O r- N N 't O O Ol O M ^ Q1 V1 I, N n N 00 r-I r-I ci N N ci r-I a--I ri a--I ei Vf N VI N VI V) VI V) VI V) VI V) VI fa d O (a 7 I� O f6 3 O fa 7 00 a fa N 7 N O Ca lD O (a 7 n O fa 7 C) O (a 7 i l O fa 7 It "0 m 7 � "O m 3 Ln 'a m O a _H m M 7 C 'O N '� '> N .� .; V1 .> 1 .� �") '� r, •) N '� N •> _F. •> c'A •> N > O •> "O - "O "O "6 Ln 'C C C C C C C C C C C C ♦r VI V1 VI V1 V1 N V1 V) VI V1 •. V1 N • 3 I� N 7 "O It d 3 "O 7 M "O O 7 r a Ln _N 7 � M O 7 Ln O O 7 N O N C N p O O "O � 3 M 'O Go > 00 _ > N > N "O 'd "a "O "6 "7 O "6 "✓C 3 'LC S "7 d '=O � C C C C C C C C C 00 00 J a) ±+ v ++ v ++ V) v Y 0 C •7 v) C _ N a a! Q) U N U O U C 3 O L H N cLn V)i 2 2 V) u u u u V) m V) = rm co to u C C C °c C t c O t > c O c c c a) aa)o a°'o lao ono a +� a � \ _ ..0 - - a) aCC) 4C) rL N aCC/ O_ V) O_ u, fCa V) (6 !a cu C C W G W C W G W V) (6 In W 7 N ! o f 2 O ! L L i a) a °) a) V) 0 > O cu 1 O U 1 on V) c o c 3 7 0 U o W i > -) CO C O a) C L O c c w ,, . v Q a) v a) z ra a) v c O a 7 o V) o Vf V) V) ; g L o a, L S O S O 2 O S a) Ln ut 2 2 U n C { of cu a; C :3 J tw J C cu vv acL) v O :3 0 a) o O S G G L I--' izi r -vi m 0 0 0\0 la 0 B. Matching Resources Program regulations require that the City match ESG expenditures dollar for dollar. Subrecipients receiving Santa Ana's ESG funds are informed of this match requirement during the application process and are required to identify the amount and sources of matching funds. During the course of the year, a certification and copies of checks, award letters, etc. that document match funds is required by the City. Table 17 summarizes the source and amount of ESG matching funds provided by Subrecipients during the 2008 -2009 report period. C. Activity and Beneficiary Data TABLE 17 — ESG MATCH 2008-2009 SOURCE OF ESG MATCH I Other Federal Funds MATCH AmoUNT $20,245 Local Government $0 Private Funds $211,825 Fees $0 State Government $74,500 Other $0 TOTAL $306,570 D. Homeless Discharge Coordination The City has certified to HUD that it will undertake efforts to develop and implement a homeless discharge plan. HUD has stated that as part of the City developing and implementing a homeless discharge coordination policy it may use ESG homeless prevention funds to assist Very Low - Income individuals and families at risk of becoming homeless after being released from publicly funded institutions such as health care facilities, foster care or other youth facilities, or corrections institutions or programs. On a regional basis, the County's Housing and Community Services Department has taken the lead in developing and implementing a discharge plan for the entire county and has solicited the assistance of cities such as Santa Ana. As this plan evolves, the City will explore various options in programming that ensures the needs of Santa Ana's residents are met while also addressing regional planning efforts. At the present time ESG homelessness prevention funds are not being utilized in support of a discharge plan. 62 Draft 8/10/2009 i Lei ;E-19.] VIII. EXHIBITS Exhibit 1 Map of City of Santa Ana CDBG Target Area and Listing of CDBG - Eligible Census Tracts and Block Groups Exhibit 2 Public Hearing /Comment Period Proof of Publication & Summary of Public Comments Exhibit 3 Consolidated Annual Performance and Evaluation Report (IDIS Report # C04PR06) Exhibit 4 Summary of Prior Year Accomplishments to Meet 5 -Year Goals Exhibit 5 HUD Outcome Measurement Tables (IDIS Reports #C04PR 80 — 85) Exhibit 6 2008 - 2009 Planned versus Actual Accomplishments (By Grant Source) Exhibit 7 CDBG Activity Summary Report - GPR (IDIS Report # C04PR03) Exhibit 8 CDBG Financial Summary Report (IDIS Report # C04PR26) 63 Draft 8/10/2009 19F -69 EXHIBIT 1 CITY OF SANTA ANA CDBG TARGET AREA MAP AND LISTING OF CDBG- ELIGIBLE CENSUS TRACTS AND BLOCK GROUPS Draft Exhibit 1 19F -70 EXHIBIT 2 PUBLIC HEARING/COMMENT PERIOD PROOF OF PUBLICATION SUMMARY OF PUBLIC COMMENTS Draft Exhibit 2 19F -71 EXHIBIT 3 CONSOLIDATED ANNUAL PERFORMANCE & EVALUATION REPORT IDIS REPORT # C04PR06 Draft Exhibit 3 19F -72 EXHIBIT 4 SUMMARY OF PRIOR YEAR ACCOMPLISHMENTS TO MEET 5 -YEAR GOALS Draft Exhibit 4 19F -73 EXHIBIT 5 HUD OUTCOME MEASUREMENTS TABLES (IDIS REPORTS #C04PR 80 - 85) Draft Exhibit 5 19F -74 EXHIBIT 6 2008-2009 PLANNED VERSUS ACTUAL ACCOMPLISHMENTS (BY HUD GRANT SOURCE) Draft Exhibit 6 19F -75 EXHIBIT 7 CDBG ACTIVITY SUMMARY REPORT GPR FOR PROGRAM YEAR 2008 IDIS REPORT # C04PR03 Draft Exhibit 7 19F -76 EXHIBIT 8 CDBG FINANCIAL SUMMARY REPORT IDIS REPORT # C04PR26 Draft Exhibit 8 19F -77 EXHIBIT 9 SUMMARY OF ACCOMPLISHMENTS REPORT IDIS REPORT # C04PR23 Draft Exhibit 9 19F -78 EXHIBIT 10 HOME ANNUAL PERFORMANCE REPORT HUD FORM 4107 Draft Exhibit 10 19F -79 EXHIBIT 11 ESG STATISTICS FOR PROJECTS REPORT IDIS REPORT # C04PR19 Draft exhibit 11 EXHIBIT 12 ESG GRANTEE ACTIVITY SUMMARY REPORT IDIS REPORT # C04PR20 Draft Exhibit 12 19F -81 APPENDIX CITY OF SANTA ANA PERFORMANCE OUTCOME MEASUREMENTS TRACKING REPORT Draft APPENDIX 19F -82 EXHIBIT 1 CITY OF SANTA ANA CDBG TARGET AREA MAP AND LISTING OF CDBG - ELIGIBLE CENSUS TRACTS AND BLOCK GROUPS Draft Exhibit 2 i Lei& * -j G •i ;ffO-V \iii`i�l'L\t] Im,M, l Lei 0-11J Listing of CDBG- Ellglble Census Tracts Block Groups 2 Exhibit 1 19F -87 LOW /MOD NUMBER LOW /MOD CENSUSTRACT BLOCK GROUP UNIVERSE LOW /MOD PERCENTAGE 074003 1 2253 1758 78.0 074004 1 2444 1550 63.4 074004 2 700 529 75.6 074004 3 1847 599 32.4 074004 4 2236 883 39.5 074005 1 1872 1247 66.6 074005 2 2442 1679 68.8 074005 3 1433 1075 75.0 074005 4 1480 557 37.6 074006 1 1248 867 69.5 074006 2 1501 825 55.0 074006 3 2773 1774 64.0 074102 1 1926 1317 68.4 074102 2 1965 1044 53.1 074102 3 951 649 68.2 074102 4 2508 1198 47.8 074103 1 1600 791 49.4 074103 2 1471 934 63.5 074103 3 2107 1582 75.1 074106 1 2197 1310 59.6 074106 2 1956 780 39.9 074106 3 1225 631 51.5 074107 1 845 375 44.4 074107 2 2516 1028 40.9 074107 3 1165 255 21.9 074108 1 1896 1462 77.1 074108 2 3369 1711 50.8 074109 1 2022 1262 62.4 074109 2 1998 1445 72.3 074110 1 2687 663 24.7 074110 2 1124 328 29.2 074111 1 1169 208 17.8 074111 2 1461 672 46.0 074111 3 3260 1827 56.0 074200 1 1192 849 71.2 074200 2 2026 1227 60.6 074200 3 3476 1980 57.0 074200 4 2898 1859 64.1 074300 1 2266 1696 74.8 074300 2 2143 1408 65.7 074403 1 3372 2857 84.7 074403 2 3002 2699 89.9 074405 1 1614 1517 94.0 074405 2 1973 1761 89.3 074405 3 1884 1636 86.8 074405 4 1295 1110 85.7 074406 1 929 713 76.7 074406 2 1108 879 79.3 074406 3 1669 1540 92.3 074407 1 3822 3442 90.1 2 Exhibit 1 19F -87 Listing of CDBG- Eligible Census Tracts Block Groups LOW /MOD NUMBER LOW /MOD CENSUS TRACT BLOCK GROUP UNIVERSE LOW /MOD PERCENTAGE 074501 1 2685 2257 84.1 074501 2 2679 2435 90.9 074501 3 1022 996 97.5 074501 4 1847 1067 57.8 074502 1 3055 1756 57.5 074502 2 3225 2546 78.9 074601 1 1740 1390 79.9 074601 2 1708 1668 97.7 074601 3 1492 1347 90.3 074601 4 1924 1281 66.6 074601 5 1917 1054 55.0 074602 1 1255 1055 84.1 074602 2 2320 1906 82.2 074602 3 2302 1948 84.6 074602 4 2287 1749 76.5 074602 5 1485 824 55.5 074701 1 2504 1989 79.4 074701 2 2966 2115 71.3 074701 3 3596 2539 70.6 074702 1 3600 2655 73.8 074702 2 3077 1865 60.6 074801 1 1711 1413 82.6 074801 2 1962 1625 82.8 074801 3 2474 1865 75.4 074802 1 1910 1396 73.1 074802 2 1270 987 77.7 074802 3 2703 2259 83.6 074803 1 4041 3064 75.8 074803 2 3003 2070 68.9 074803 3 2002 1341 67.0 074805 1 4670 4183 89.6 074805 2 2040 1394 68.3 074806 1 3288 2843 86.5 074806 2 2848 2237 78.5 074901 1 2225 2075 93.3 074901 2 1823 1284 70.4 074901 3 2107 1960 93.0 074901 4 1682 1430 85.0 074901 5 2265 1763 77.8 074902 1 2138 1662 77.7 074902 2 2122 1695 79.9 074902 3 2983 2765 92.7 075002 1 2567 2080 81.0 075002 2 2122 1749 82.4 075002 3 4777 4171 87.3 075003 1 2219 1800 81.1 075003 2 3569 3282 92.0 075003 3 2412 2116 87.7 075004 1 3110 2573 82,7 075004 2 2603 2292 88.1 3 Exhibit 1 19F -88 Listing of CDBG - Eligible Census Tracts Block Groups 4 Exhibit 1 19F -89 Low /MoD NUMBER LOW /MOD CENSUS TRACT BLOCK GROUP UNIVERSE LOW /MOD PERCENTAGE 075100 1 2825 2313 81.9 075100 2 1507 1107 73.5 075100 3 1657 445 26.9 075100 4 2086 1896 90.9 075201 1 3584 2328 65.0 075201 2 2364 1719 72.7 075202 1 2734 1893 69.2 075202 2 3291 2359 71.7 075301 1 1496 927 62.0 075301 2 1185 333 28.1 075301 3 1775 887 50.0 075301 4 674 385 57.1 075302 1 2013 1392 69.2 075302 2 1609 941 58.5 075302 3 942 635 67.4 075303 1 1031 180 17.5 075303 2 2326 908 39.0 075401 1 1722 547 31.8 075401 2 1816 505 27.8 075403 1 1040 357 34.3 075403 2 1241 855 68.9 075403 3 2192 1262 57.6 075403 4 1280 468 36.6 075404 1 2008 1045 52.0 075404 2 1707 812 47.6 075404 3 2409 1532 63.6 075405 1 1612 801 49.7 075405 2 927 404 43.6 075504 1 1035 583 56.3 075701 2 1749 1246 71.2 075701 3 988 566 57.3 075806 3 417 42 10.1 075902 4 543 202 37.2 076000 2 144 121 84.0 088903 3 1695 1156 68.2 089001 1 1514 682 45.0 089001 2 1413 953 67.4 089001 3 2309 1524 66.0 089001 4 2307 1355 58.7 089004 1 1852 1313 70.9 089004 2 3633 2767 76.2 089004 3 1938 1433 73.9 089102 2 2236 1079 48.3 089104 1 987 739 74.9 089104 3 1429 834 58.4 089105 1 1555 1314 84.5 089105 2 2488 2122 85.3 089105 3 2948 2499 84.8 089107 1 2568 1129 44.0 039202 1 2Q38 893 43.8 4 Exhibit 1 19F -89 Listing of CDBG - Eligible Census Tracts Block Groups Overall Santa Ana is 68.6% Low-/Moderate-income Source: U.S. Department of Housing and Urban Development 5 Exhibit 1 19F -90 LOW /MOD NUMBER LOW /MOD CENSUS TRACT BLOCK GROUP UNIVERSE LOW /MOD PERCENTAGE 099202 2 3783 2540 67.1 099202 3 1337 774 57.9 099203 1 1539 691 44.9 099203 2 1489 512 34.4 099247 1 1054 608 57.7 099247 2 2147 1442 67.2 099248 1 2557 2067 80.8 099248 2 3025 2091 69.1 099249 1 2539 2143 84.4 099249 2 1904 1289 67.7 Overall Santa Ana is 68.6% Low-/Moderate-income Source: U.S. Department of Housing and Urban Development 5 Exhibit 1 19F -90 EXHIBIT 2 PUBLIC HEARING/COMMENT PERIOD PROOF OF PUBLICATION SUMMARY OF PUBLIC COMMENTS Draft Exhibit 2 19F -91 I Exhibit 2 19F -92 1 .J • - :.1,,;i, .;.!!. -it , .'ti,;l••' -.':• ' :.ey .'311 i1,: -1`d 1'tll' It il' 1 , . - ..:., •1!l;I:: '.!'.•!!!r!S =�: i = "111 1' i = 1.,' {,...:: ;= _ ..:-:• • .I:,!:F i :i•,' { U!:'il�fl�lll.ff {,• =•..� , ' '1�:. ,: ::.: ':ii _ :!,.ill I.• ':i:i� .; is :l•liI•l;ill..�i•,iSlii =iI!'•- .• - 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O O lU Q d co 0 0 ON H O IL w O LL. Q w� o C G. R G. ca 0 cY a 19F -106 m A u5 0 g co EXHIBIT 4 SUMMARY OF PRIOR YEAR ACCOMPLISHMENTS TO MEET 5 -YEAR GOALS Draft Exhibit 4 19F -107 G Lei _=i_[il:] SUMMARY OF 5 -YEAR ACCOMPLISHMENTS 2005 -2009 ' Actual ' Actual ' Actual ! Actual ' Actual I ' I % 5 -Yr Objectives Five Year Rental Housing Extremely Low Income 62 4 34 3 34 30~9°!0 3 0% - 30% of median income Units Units Units Units Units �� 35% Very Low Income 51 3 27 6 24;6 a 31 % -50 %ofmedian income Units units Units units Units rs Low - Income 13 1 1 1 50 3?.t0 ox 3 51% - 80% of median income Units Units Units UnitsUnis xiz. Moderate Income 0 0 1 0 81% - 120 %ofmedian income units units Unit Units N�1 s Vin; 708 621 942 1085 10fQ00 s ' r Code Enforcement C t r3;Oa/0°t Units Units Units Units 2,558 99 3% 1 2,475 2,885 2,812 2,539 Section 8 Rental Assistance Hshlds Hshlds Hshlds Hshlds Owner Housing Extremely Low Income 42 8 15 37 30 , 34010% -i 0% - 30% of median income Units Units Units Units Very Low Income 26 14 19 15 x 9D 31% - 50% of median income Units Units Units Units ilriJts )i r, Low - income 4 5 9 8 9p 51% - 80% of median income Units units Units Units Utiiks i <ri`: w� ki Moderate Income 4 1 0 0 81% -120% of median Income Units Unit Units Units U ;4itts t '^ y Above Moderate Income 0 0 0 a 120 +% of median income Units Units Units units units a 119 1 %s 2,998 3,590 3,345 4960 12,500` ' Code Enforcement Urtilts Units Units Units Units Homeless z 1,959 2,311 2,707 516 x;500 t 9913 %� Supportive Services Individuals Individuals Individuals individuals' Entlh>idtralsr* ' ,� '+ z 1,544 979 1,099 1,895 4,Q00 MA Emergency Shelter Individuals individuals Individuals Individuals individuals,., �. „1 z 107 35 106 63 4y15 Transitional Shelter individuals individuals Individuals Individuals IndlvidU315> ,� } 453'3o��a 3 10 10 10 10 Permanent Supportive Housing Individuals Individuals i individuals Individuals a 362 194 190 231 Homelessness Prevention Individuals individuals Individuals Individuals ANN!dgals$�,. 8112109 19F -109 ExhibitA . SUMMARY OF 5-YEAR ACCOMPLISHMENTS 2005 -2009 Actual Actual Actual Actual Actual % 5-Yr Five Year Objectives Units Units Units Units Units Five Year Four Year Goal 06 t. t: 1: t Goal Total Attained Special Need Housing Elderly A 0 0 0 Q Individuals Individuals Individuals Individuals indEviduals, s •, a F Frail Elderly Individuals,;; K' Disabled duals 0/ {� Individuals Individuals Individuals Individuals tridi Substance Abuse r in`�ivEduals. s Ff Persons w/ HIV /AIDS 5 386 232 274 325 Individuals Individuals Individuals Individuals nityGN�ed� �Sotarees Ortl Fe!'eraliFtandin Public Facilities Senior Centers NQ` 0 0 0 0 Youth Centers Project Projects Projects Projects Neighborhood Facilities 1 1 Q 4 Park /Recreation Facilities - wS,Ooj Project Project Projects Project QrgJects _ 3 Other — Fire Equipment 3 0 1 0 x`:'300 ,io90 Projects Projects Project Projects Projects ? g ,. Infrastructure Flood Drain 0 0 Q 0 Projects Projects Projects Projects Rrojeois Water Improvements z U irVA Street Improvements 6 0 Q 2 Projects Projects Projects Projects 6 Sidewalk improvements Project ProJaets._ 1 ' Tree Planting aPrpjects '� 0 0 Q 0 Street , h tLights Projects Projects Projects Projects Projects .''.i. Neighborhood Traffic Light Q `. NAB Projects.. Sewer Improvements :Projects `? 8112109 19� -110 Exhibit SUMMARY OF 5 -YEAR ACCOMPLISHMENTS 2006.2009 Actual Actual Actual Actual Actual Vo 5-Tr Five Year Objectives Units Units Units Units Units Five Year Four Year Goal 1 1 05-06 06-07 07-08 08-09 09-10 Goal Total Attained Public Services 1,275 1,425 1,046 1,145 n5U0 � Senior Services individuals Individuals Individuals Individuals `s . 8.1 r dt�� i-NI 'Oy000 x r ; k� f< f 11,609 7,938 5,293 7,963 Youth Services Individuals Individuals Individuals Individuals IniiVJlUais.,j NMI' 3 Y `� ' - 0" W , Transportation Services tndivldttel�,1 ry � : ;� Abuse Treatment' 128 149 157 14915 � Substance Individuals Individuals individuals Individuals , litdivi�� -�e� A Employment Training 275 476 275,476 275,476 275,476 'r 27 4 1 z r10�1 Anti -Crime individuals Individuals Individuals Individuals tvidUal�.', ' Childcare } Healthccare +:Indiv`�,tl 2j90 ' kNA $ 349 430 440 684 4 3 F 76190 Other— HIV / AIDS Services Individuals Individuals Individuals Individuals Irdivduas ;, �:• 12,450 14,822 12,333 11,137 200058i79'a, Other— Low /Mod Persons Individuals Individuals Individuals Individuals ind(vlduals : _ Other — Persons w/ Mentally Illness 0 0 0 0 100 0 0.0% * ** Individuals Individuals Individuals Individuals Individuals Individuals 135 155 24 0 10130>> Other— Persons w/ Disabilities Individuals Individuals Ind(vldls_f z., fi Individuals Individuals Accessibility Needs 9 0 0 0 0 ADA Improvements Protects Projects Projects ProjectsH Historic Preservation 1 0 0 0 3� 39op l Residential Historic Preservation Unit Units Units Units 1001 Non - Residential Historic 0 0 2 0- Preservation Projects Projects Projects Units Projects z i+ 8112108 19F -111 Exhibit 4 SUMMARY OF 5 -YEAR ACCOMPLISHMENTS 2005 -2009 Actual Actual Actual Actual Actual % 5-Yr Five Year Objectives 1 05 -06 06-07 07-08 08-09 09-10 Goal Total Attained Economic Development 2 3 -j / Commercial Rehabilitation Businesses Businesses Businesses Businesses Bu�tnesse r ;_ Business Attraction /Retention 1,000 1,000 685 558 individuals Individuals Individuals Individuals Indrv(dtia(s: i Job Training 200 299 1,406 542 :2,000 ' Individuals Individuals Individuals Individuals ;Ln.div(dua.ls i 122 %: 4 . , ., , Planning & Administration Program Administration 80104v Year Year Year Year Fair Housing 1,433 902 $65 1,368 7;000 Hshlds Hshlds Hshlds Hshlds z %Hshlds :'. 65$90 Planning/Neighborhood Strategic 0 2 2 Plans Plans Plans Plans Plan , Other 108 Loan Repayment 1 N.A. N.A. 1 f:r 200 Q9'o Payment Payment l ;` I. Section 8 statistics for tracking purposes only. Section 8 Rental Assistance is not funded with HUD CPA funding. 2, "Actuate are Santa Ana residents only —does not include regional efforts supported with HOPWA funds. 3. Each yearSAHA allocates 10 rental assistance vouchers to assist transitional housing program graduates attain permanent housing. Since voucher recipients may remain In housing unit for multiple years, accomplishments are not tracked cumulatively. 4. Goals and accomplishments are included In housing goals /accomplishments. S. Includes Short -term Rent /Utility Assistance, Transitional Housing and Tenant Based Rental Assistance. 6. Sidewalk improvements are typically undertaken with street Improvement projects. 7. Accomplishment represents all Low /Mod residents residing in the City's CDBG - eligible area. 8. 167 SA residents assisted w/ CDBG. Balance services funded with HOPWA and are Countywide residents 9. See ADA Improvements under Public Facility Improvements. * ** Accomplishments Included in Homeless Supportive Services totals - Mental Health Association of OC treats mentally ill chrolnically homeless. * Exluces 2,284 calls to d/v hotline H Street work Included ada work 811120 1 OF -112 Exhibit 4 EXHIBIT 5 HUD OUTCOME MEASUREMENTS TABLES (IDIS REPORTS #C04PR 80- 85) Draft Exhibit 5 19F -113 19F -114 mrH o N O 1 o N a N # W w 1 O E PC4 O � o Ipy{ W 1 N E. ]1 1 y � � 0100 Ol oarzl i � � p� etl t� e no�noanotoM w vro0 �A c O 0 0 F 0 ko o zz x U B B fn H`j'a�' O S 1 r0O r o Z El W lk Sri H C4 0 W {µA+°Aµ�zOH AWE�OU xriHVi� e u) w H 0 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 0 8x�i N a N o p AU' HiS� 1 M FFii ! 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H 0 0 10 0 N A B H B B zHz B «7 W M z t9 oFG Q o Q � r a QU• t H to Ik B 'J e r7 p p Y A Q W PC U gQ N 1 O WW U " O " "`�fi&A37 Ln n xx w m [V O t0 00 19F -138 EXHIBIT 6 2008-2009 PLANNED VERSUS ACTUAL ACCOMPLISHMENTS (BY HUD GRANT SOURCE) Draft Exhibit 6 19F -139 19F -140 2008- 2009 PLANNED VERSUS ACTUAL ACCOMPLISHMENTS (BY HUD GRANT SOURCE) PRIORITY PLANNED I ACTUAL I %ACTUAL CDBG ADMINISTRATION • CDBG Program Administration High Y YEAR 100.0% • Fair Housing High 800 1,368 171% HSHLDS HSHLDS • Planning Documents High 1 1 100% PLAN PLANS PUBLIC FACILITIES ■ Park Facility Improvements Z High PROTECT PRO ECTS 100`%° ■ Street Improvements 3 High pROJECTS PROTECTS 200% ■ Neighborhood Sponsored Projects High 1 0 0.0% PROJECT PROJECT ■ ADA improvements ° High 1 PROJECT 1 PROJECTS 100% HOUSING • Code Enforcement High 4,500 UNITS • Multi- Family Rehabilitation High UNITS 0.0 % UN S • Single- Family Rehabilitation High 15 17 113% UNITS UNITS • Rebuilding Together High s 125% UNITS UNITS PUBLIC SERVICES Homeless Services • Wise Places High 22 35 159% INDIVIDUALS INDIVIDUALS • Women's Transitional Living Center (WTLC) High 481 160% 0uA1s INDIVIDUALS IN Low /Moderate - Income Services • 211 Orange County High 8,000 12,387 155% INDIVIDUALS INDIVIDUALS • Cambodian Family High 122 102% INDIVIDUALS INDIVIDUALS • Community Courts Foundation High 155 156 101% INDIVIDUALS INDIVIDUALS • El Puente Adult Works High 85 85 100% INDIVIDUALS INDIVIDUALS • Friends Outside — St Vincent de Paul 6 High 0 0 0% INDIVIDUALS INDIVIDUALS ■ Grace Family Resources Center High 60 16 27% INDIVIDUALS INIMIDUALS 8/10/09 19F -141 Exhibit 6 8 /10/09 2 Exhibit 6 19F -142 • Hotline Southern California High 3,310 3,391 ' 102% INDIVIDUALS INDIVIDUA[ • Hope Community Services High lOU% jND1VIWAts IND VDUALS • Human Options High 66% INDIVIDUALS DUAts INO416 vA�s • Latino Center for Preventive Health High 20 62 310% INDIVIDUALS INDIVIDUALS • Legal Aid Services High 0 107% DUALS INDIVIDUALS INO1v1ouAts • Mariposa Women's Center High 3 93% DUALS IN v5 INDIVIDUAt5 • OC Human Relations Commission (Common 44 158 High 359% Ground) INDIVIDUALS INDIVIDUALS • OC Human Relations Commission (Heart of High 15 25 167% Orange County) INDIVIDUALS INDIVIDUALS • Parent Institute for Quality Education High 467 419 90% INDIVIDUALS INDIVIDUALS • SAPD Helicopter 7 High 275,476 275,476 100.0% INDIVIDUALS INDIVIDUALS • Share Our Selves High 113% INDIVIDOU0ALS INDIVIDUALS • Southwest Minority Econ Dev Assoc. High 100% INDIVIDUALS jN3,654 LS • Taller San Jose High 291% INDIVIDUALS INDIVIDUALS • Vietnamese Community High 50% INDIVIDUALS INDIVIDUALS • Westend community Oriented Police High 151 257 170% INDIVIDUALS INDIVIDUALS • Women Helping Women High 151 257 170% INDIVIDUALS INDIVIDUALS Senior Services • Council on Aging — Linkages High 102% INDIVIDUALS INDIVIDUALS • Feedback Foundation (Meals on Wheels) High 107% IND255 INDIVIDUALS • Feedback Foundation (Congregate Meals) High 141% INDIVIDUALS INDIVIDUALS UAts Special Needs Services • AIDS Services Foundation High 1190% INDIVIDUALS INDIVIDUALS • Interval House - DV Hotline High 102% IND,V DUALS INDIVIDUALS • Laura's House — DV Hotline High 58 161 278% INDIVIDUALS I INDIVIDUALS • NCADD -Drug Court High 140 149 106910 INDIVIDUALS INDIVIDUALS Youth Services • Achievement Institute High 21 20 95% INDIVIDUALS INDIVIDUALS ■ Assistance League of Santa Ana High 1,300 1,537 118% INDIVIDUALS INDIVIDUALS 8 /10/09 2 Exhibit 6 19F -142 8/10/09 19F -143 Exhibit 6 PRIORITY PLANNED ACTUAL , ACTUAL • Blind Children's Learning Center High 123% INDIVIDUALS INDIVIDUALS • Bower's Kidseum High a 345% INDIVIDUALS iDUAtS ]ND]ViDUAlS • Boys and Girls Club of Santa Ana High 320 323 101% INDIVIDUALS INDIVIDUALS • Career Beginnings High 107% INDIVIDUALS INDIVIDUALS • City of Santa Ana — A & A League High 250 250 100 % DUAL5 INDIVIDUALS • City of Santa Ana — Pathways High 0 2 108% INO1v1DUAt5 INDIVIDUALS • City of Santa Ana - Project Pride High 832 1,231 148% INDIVIDUALS INDIVIDUALS • CSP Youth Shelter High 119% INDIVIDUALS INDIVIDUALS • El Centro Cultural de Mexico s High 3,150 0 0% INDIVIDUALS INDIVIDUALS • Kidsigers (Paul McNeff) High 3 97% (ND14 DUAL5 INDIVIDUALS • Latino Youth Leadership High 5 100% INDIVIDUALS INDIVIDUALS • OC Bar Foundation — Stop Short of Addiction High 3230% INDIVIDUALS INDIVIDUALS • OC Bar Foundation — Programa High 180 194 108% INDIVIDUALS INDIVIDUALS • O.C. Children's Therapeutic Arts Center High 100% INDIVIDUALS INDIVIDUALS • OC On Track High 120 154 128% INDIVIDUALS INDIVIDUALS • OC Teen Challenge High 275 310 113% INDIVIDUALS INDIVIDUALS • OC Youth Commission - SA Boxing Club High 131% IND300 IND39DnAt5 • OC Youth Commission — Wrestling Club High 8 114% INDIVIDUALS V INDIVIDUALS • Ruben Martinez Literacy Enrichment Program High 1,100 1,142 103% INDIVIDUALS INDIVIDUALS is Second Baptist Church High 40 9 74% IN DUALS INDIVIDUALS ■ TKO Boxing Club High 136% LNDIVODOuAes INDIVIDUALS ■ Think Together High 320 736 230% INDIVIDUALS INDIVIDUALS OTHER ■ N.A. - - - ESG ■ City of Santa Ana — ESG Admin 9 High 100.0% Y YEAR ■ Human Options High 27 24 89% INDIVIDUALS INDIVIDUALS ■ interval House High 44 47 107% INDIVIDUALS INDIVIDUALS 8/10/09 19F -143 Exhibit 6 PRIORITY PLANNED ACTUAL ACTUAL • Laura's House High 14 24 171% INDIVIDUALS INDIVIDUALS • Legal Aid Society High 43 48 112% INDIVIDUALS INDIVIDUALS • Mercy House –Armory Program High 750 1,552 203% INDIVIDUALS INDIVIDUALS • Mercy House Center High 875 1,986 227% INDIVIDUALS INDIVIDUALS • Mercy House Transitional Housing High 39 17 44% INDIVIDUALS INDIVIDUALS • Orange County Mental Health Association High 50 142% INDIVIDUALS INDIVIDUALS • SW Minority Econ. Dev. Agency High 230 231 100% INDIVIDUALS INDIVIDUALS • The Villas High 22 24 109% INDIVIDUALS INDIVIDUALS • Thomas House High 15 11 73% INDIVIDUALS INDIVIDUALS • WISE Places High 159% —INDIVIDUALS INDIVIDUALS • Women's Transitional living Center High 127% INDVI00 unls INDIVIDUALS HOME • CHDO Project(s) 10 High 67% u In UNITS • First Time Homebuyer (ADDI) High 1 0.0% UNITS u0 s • HOME Program Administration High 100.0% YrAx Y1 • Multi - Family Rehabilitation 10 High - - - UNITS UNITS • Single - Family Rehabilitation High 20 40% UNITS U8 s HOPWA • HOPWA Program Administration High 100.0% y1 y1�R • Housing & Supportive Services High 78D7 130% INDIVIDUALS IN uAts • Tenant Based Rental Assistance High 50 5 110% INDIVIDUALS INDIVIDUALS 1. Fire equipment utilizing 07 -08 funding was ordered during the 2008 -2009 report period but was not delivered. 2. 08 -09 Funding was allocated for Centennial Park, which was not initiated during the report period; however, Windsor Park (initially funded In 06.07) was completed during the 08 -09 report period. 3. 08 -09 Funding was allocated for Artisla Pilar Neighborhood streets, which was not initiated during the report period; however, Delhi and Willard Neighborhood street projects (initially funded in 06 -07) was completed during the 08-09 report period. 4. 08-09 Funding was allocated for additional ADA improvements at the Transportation Center, which was not undertaken during the report period; however, the 4'" Street Sidewalk projects was completed during the 08 -09 report period. S. CDBG and ESG funds used to serve the same Individuals. 6. Grant recipient cancelled grant. 7. Planned and Actual accomplishments represent all residents Irving in the CDBG Area per HUD. 8. Grant recipient has not submitted quarterly reports for the entire 08 -09 report period. 9. The city is allowed to use up to 5% of grant funds for program adman— for 08 -09 these funds were not used, but admin was still provided. 10. The City typically combines CHDO and MF Rehab resources. Total "Planned" for 08.09 =15 & "Actual" is 10 for an "Actual % of 67 %). 8/10/09 19F -144 Exhibit 6 EXHIBIT 7 CDBG ACTIVITY SUMMARY REPORT GPR FOR PROGRAM YEAR 2008 IDIS REPORT # C04PR03 Draft Exhibit 7 19F -145 19F -146 P C I l0 O o N I o QEH4w CE) 0 �W N y fu (a.70N f+7 O PPPC'444 AAEaoI 0 z O O N P r$ Z I zAZHa1+fQ sC Hz A f:J O ,Ct7d�i� Na�FHE4 0 a3 M M (4 S7; p 0 T�rIN (Q O U � o H0A VI to 4u ° wH rn0 0 .a U A U m O a O U 1 N A H x a F� 1ao H a �HH 2Q� Hzz wF' ww H H U Lv W H aU N ck O N z� W O O H UW Ut�. v in O O A 0 U H H m N w� H E H A H � a. 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" dr N V .1 0ai0 N 000 0m0 N moo Ho co wm0 Ho N m 0 m U A q bt W a U 0 14 003 [Csga7� V oho Lo 000 w Oro m NOO r N N1�0 r- N N U) i�-t O U r 0 � U UU O m n !1t �7' O U 1 in W H 2 H U H L4 W WLO O "I a U)W 0 r1 U N O 41 1 a.aCL O v U) C9 U1 :1 z is ',l 4J H W O O 0thwz °x �l d F NW PP444i .-t U UI O N f a•aa O N to f, ap to z N 0 V H w O O wNxz °m Z3 ��a NW H 14 U Lo O 41 i 010 04 O N V) S`J to U) x u O a) H N O O EnNxz °x O NW 0 '1 U z N O 0 HaAa fR O N U) D V! 0 O H:1 v m dl O O zt Otxz z O NW I U U) O 0 a[P, O G1 U) M M $4 0 V N O O H!>axz O C7 N cd W13 O W x O r a U-f O H V o., z U 19F -287 Ch P L x Lit C-S rn co 01 N O OO.i to IA C) H 0 0 AFa 1 + N F H W O rn A En W W O H W EA O owFt AU1.4146 x'�7gH0O W q W E4 >4 Vi H W W FT 0 -1 C4 d O W C4 41 v,oZa H D In O H H a 0 U H W M P' FJ p� a r U m 1 A N 0 N W I �ro C3 .r1ko I N H W I 1 I O 1 I I W A I r o o k r 0 .-t -i N z k] I I I I U I I 7H. a I o 0 0 0 o O I o G I I 0 1 N O O C N r I to I I r r r l r I .-1 In .--+ N I r 1 1 W 1�o M N N I f/I t N N I M DD i H I 1 ql 1 i�7• f' I t 'q-W 1 0 z 1 m 1 1 r i x k m yy W F a O 1 M A i 'r bi 71 I o In F I W7e It °x [. 1 » ^✓ ( Q�acp�C4vF��F Rt In rlr7 z (n H N 0 U i d 1 G4H1u ra-r x W 0 H a H I O O O O 0 0 1 0 O 1 t 1 dP 1 rooe 'q-W 1 0 ri r-I N m 1 1 H 1 i i O f H M O 1 m O 1 3 O O 1 ,-1 O t0 � 1 1 H oP I E 0 I E dP 1 0000 00 I O O 1 t co I I capI f t i 1 t0 I 1 dP 'r U) 1 dl I � i I tO0 1 I M I , W O I 0000 M O 1 m dp —1-1 1 1 to 1 1 dP 1 d' OOM O I 'r U) 1 dl I � i I v M I I W O I 0000 M O 1 m a dp 1 W O 1 I I I 1 O l F I W7e It m i z W In t mm 0 OX E. C14 Rt In w i FA (n H N FF-1 1 L�•`cF�H aray tHi H 1 H lL HF (2�Pi u I W cn H N OFH 19F -288 rn x w 0 H C1 co CA N .--1 O O .. { w ; i O O O O O O O O O N -q q) [0 O rl N V] 1 I W 1 ro I 0 OE W ►H 4 1 'D o 0 0 0 0 0 0 0 N p p p i H i E E 1 0 0 0 0 0 0 0 0 0 0 O ; 1 0 0 0 0 0 0 0 0 0 ei rl I ro t 1 ro I W I Val I gfl: 1 aal i H =' i 04' � 0000000000 O E 0A1 t [000000000.-[ %D 4.) 4-) 0 1 l O N I E } N U t O O O O O 7 0 0 0 O O U O O O O O O O O O M M 0 EA W W ] O H E 1 qp t Ft 1 1 A �j MAN�N W I O; 0 0 0 d 0 0 0 0 0 0 d EvE �� I O fGU E 1 E 1 pt7H0 �r�z-1A � Zu 1 0 0 0 0 0 0 0 0 0 m .M-i U 1 O O 0 0 0 0 0 O O l4 '4 parE N 1 P. 90 1 H 1 41. 1 E En Nf�y 1 qp 1 .f 000000 OOM v .i. 1 4C 1 [000000000.1 lO UpsC O 1 H W O 4J I I GW] E 1 E I 000W� vI O Z '2 �ar.� • • • • sad rt O O U 7. E Z E tzU1 W H U W H H W >U� EI !V H H H H IQ H H H H 00 L5 �� Viz z .. a ono QH 0 "0N � aW, U Zr>: 'jyH H z4 zH N U H 3 to w EUP41�t oGQUH W EU+t 14C>: r>:U H(� 1A-t w 3 fQ 4 `F -289 rn :o r-1 r4 Ql co 19F -290 EXHIBIT 10 HOME ANNUAL PERFORMANCE REPORT HUD FORM 4107 Draft Exhibit 10 19F -291 19F -292 Annual Performance Report U.S. Department of Housing OMB Approval No. 2WB-0171 and Urban Development (exp. 8t31/200) HOME Program Office of Community Planning and Development Public reporting burdenfor this coliociton of information is estimated to average 2.5 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of Information. This agency may not conduct or sponsor, and a porson is not required to respond to, a collection of lnformatiotn unless that collection displays a valid OMB control number. The HOME statute imposas a significant number of data collection and reporting requirements. This includes information on assisted propeities, on the owners or tenants of the propertles, and on other progrommalfo areas. The information will be used: 1) to assist HOME parifcipanis In managing their programs; 2) to track performance of participants In meeting fund commitment and expenditure deadlines; 3) to permit HUD to determine whether each participant meats the HOME statutory Income targeting and atfordablIn requirements; and 4) to permit HUD to determine compliance with other statutory and regulatory program requirements, Thla data collection Is attthorized uncle rTtdb II of the Cranston - Gonzalez National Affordable Housing Actor related authorities. Access to Federal grant funds is contingent on the reporting of certain project- spccifio data elements. Records of Information collected will be maintained by the recipients al the assistance. Information on activities and expenditures of grant funds Is public Information and Is gonerally available for disclosure. Recipients are responsible for ensuring confidentiality when public disclosure Is not required. This form Is Intondod to colloct numeric data to be aggregated natlonally as a complement to data collected through the Cash and Management Information (C/MI)Systom. Participants should enter the reporting porlodin the firsfblock. The reporting period isOctoborItoftlomber80. Instructions are Included for each section if further explanation Is needed. Submit this form on or boforo Decombor 31. This report is for period (mrWdd/yyyy) Date Submitted (rnwdd W4 Band one copy to the appropdals HUD Piefd Office and one copy to: Starting Ending 1-101011 Program, Rm 7176, 451 71h Street, S.W., Washington D.C. 20410 07101/2008 06/30/2009 09/30/2009 Part I Participant Identification 1. Panidpant Number 2 PartfcipaRt Name MC 06 0530 — - _ City of Santa Ana 3. NamoofPomonoompletingthtsroporl - 4. Phw*Number(IndudeAmaCode) Terry Gilbreth 714 667-2221 5. Address 0, City 17. State Is. Zip Code Part 11 Program income Enter thoioltowing program Income amounts for the reportng period: In black 1, enter the balance an hand at the beginning; in block 2, enter the amount generated; in block 3, enter the amount expended; and in block 4, enter the amount for Tenant -Based rental Assistance. t. Balanceon?wwdst -r otRepo►tktg Period �m� 2 RMetountracehaaddudng 3. TWalsmouatexpended t 4. AmouMexpendadfor7enant -Ib. tiaWnceonharxiatandot port' ng Period during Reporting Partod I Based Rental Assistance Rsporting Period (1 + 2.3) = ti 108,165.38 320,830.1/9 86,618.56 0 332.379.52 Part IiI Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) In the table below, indicate the number and dollar valuo of contracts for HOME nrntncta rmmntntMt [iurFn thn ., n^rn..., —IM 8/6/09 page I of 2 form HUD -40107 (11192) 19F -293 _ no. b Ataaken N8tNo or O. Asian or d Black e- tf9ap fio Total :� Amedoar)TWian PecittCletmWar NowHispanto Non•H$yrrni¢ A. ContractFW�3 1. Ntxnber 12 3 12 2. Dollar Amount $384,510.00 $31,570.00 $352,940.00 B. Sub - Contracts 1. Nun*or 2. Dollar Amount ?msµ ME 107-11.1 o. Total b. WMm Business Ertiarpdsea(4YBE) a Msla , ._. ._�_ --- -•--- ----- -----� C. Contracts 1. Number 12 0 12 2. Dollar Amount $384,510.00 $384,510.00 D. Sub - Contracts 1. Number 2. Dollar Amounts 8/6/09 page I of 2 form HUD -40107 (11192) 19F -293 Part IV Minority Owners of Rental Property In the table below, Indicate the numborot HOME assisted rental proporty0wroem and The total dollar amount of HOME funds in these rental properties assisted during the reporting period. sio,v�.uuw■ w,w nval rl wFul LY mutfultirn0n Indicate the number of persons displaced, the coal of relocation payments, the number of parcels ecquirod, and the cost of acduisitinn. Tha data Ivr/ueu onvuiu renacr only ors iacements and ac a Taal MfnoFhyPL(!p?rV Ownare — f. VIhAa Non-I'llwanla b. Alaskan Native or Amarkan lndlen c. AJan or plidw ISUA der d. Black NowHispsrnic e. Hispanic 1. Number 1 2. Businesses Displaced t 2. Dollar Amount 545,712 4. Households Temporarily Flelocated, not'Displacod Households Displaced 545,712 sio,v�.uuw■ w,w nval rl wFul LY mutfultirn0n Indicate the number of persons displaced, the coal of relocation payments, the number of parcels ecquirod, and the cost of acduisitinn. Tha data Ivr/ueu onvuiu renacr only ors iacements and ac uisittons occurring during the reporting period. a. Number b. Cost 1. Parcels Acquired 2. Businesses Displaced & Nonprofit Organizaltoos Displaced 4. Households Temporarily Flelocated, not'Displacod Households Displaced a. Total Mkwtl Buslaosa Emor rises WIN)_ — 1. WhYA � •H &pa,yo b. Alaskan R NaUvaot AmfrkxnhWiarr 0. Aslanor PacHiclsfender d t11eCk NonHbpanic – a. Hispanic - 6. Households Displaced - Number 6. Households Displaced -Cost page 2 of 2 form HU0 40107 (11/92) 19F -294 M E �a c� xa O a v U4 0 Z F ti e3 i e N . r � v r t N N C,3 iv N OR t3 +�- c g M CO Y �s r' o O - o n QO 19F -295 r 4 s N a r W m m W N 9� W 1£ LL a � z U 19F -296 MA 1 rl Al- N r- v 0 o� i ► S n � JR� �a ti � f i O ! C P O v O q Z � i ! 1 19F -296 MA 1 rl Al- N r- v 0 EXHIBIT 11 ESG STATISTICS FOR PROJECTS REPORT IDIS REPORT # C04PR19 Draft exhibit 11 19F -297 G •l k19] # U V• O O O O O p O O p C O O O O o 0 0 0 O m.-) 14 # # H N N OO O .• # i# N K) # # Pt l0 7' .-I 1p # # H 0 # # x # # o # to # -k E Fy ak 7 # 000000000 N o a a U)# to # to # # N # H . z❑ # H N fA # A•i U # Pt -W W H # O>x H R axo 1mH-w od Oo # ai W N O O # £ # H a # o a # U # # N .i # # # O W W H O # H # p A H Iv # E # Hk] U •• � W , UN z w zz H A O U EM U' H H cW+ + xxtn wpowtw a Ht�F�WaN � w U N F4 F4 co aWIH -il a tol� aW OW H W WH0 4. 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C4 0Ex2P9Hx W W� 19F'0AxAWo Wm0��xo # PO FC rtQ a - m H H X W [.l rp 19F -324 EXHIBIT 12 ESG GRANTEE ACTIVITY SUMMARY REPORT IDIS REPORT # C04PR20 Draft Exhibit 12 19F -325 19F -326 01 N W 0 0 0 W W t+7 A H W O O O yzzy17 i I o U U I 0 I o • I k a It O It 0 0 l o O O O A 1 00 1 0 W W W w i o o i o O O o H 0 0 1 0 0 0 0 1 1 0 t 0 1 U 1 z I H I � 1 t I 1 O v01 W I to W HW A U 0 t x W U H,'7. v]H>IZA It I I I 1 O O O 1 0 99 0 0 1 0 0 0 1 O / n O p 1 0 • I k 0 O O o 0 1 0 0 0 l o O O O 0 0 1 0 00 1 0 W W W .-q W I W W rl I W O O o o O 1 0 0 0 1 0 0 0 0 ooio ooio W O O 1 0 0 1 0 O O O p 0 0 1 0 O O I O H zfEn 1 1 O 0 0 1 O / n O p 1 0 H 1 00 I O O O O 00 1 0 O �, z 1 0 0 I O O O O 0 0 I O N Nr f 0 1 ID 0) 1 O to NZ H L(14 G� U uerF�:C' E-/i� ]w 4� [[k4JJ77 ,$,74� x H W t� R� W R O N 1]o a H to C9 WAt7 w wa AHD F-4 1 F 1 E-� 1 7. 1 O I 1 A i W I H I U i 1 0 O i O O O F O 0 0 1 0 0 o I o ko a i o rl I N I i O O O O 0 N co W O O 1 0 0 1 0 O O O 0 0 1 0 Ch EO W 1 to i) to w O U xn W U H �HC4 O v01 W I to W HW A U 0 t x W U H,'7. v]H>IZA 00 1 0 O p O 00 1 0 Q Q E- F TA HQO 0 0 I 0 O O O O O 0 y x ; 1 N (o W o O x h n, 1 to r W o o O Ux U w I to oo W 0 0 Ell U n, I N m W p tUx h n, i W In 1 C i 0 W N O N O .-i O +-1 W O I W N N 1 V' r 1 1 O 0 0 1 O / n O p 1 0 OW O O O N 1 Ln U' 0 0 1 0 O O O Vr 1" W 00 1 0 to O y oo A(9Hy,(3 I 1 1 I W W Nr f 0 1 ID 0) 1 O to NZ H L(14 G� U uerF�:C' E-/i� ]w 4� [[k4JJ77 ,$,74� x H W t� R� W R O N 1]o a H to C9 WAt7 w wa AHD F-4 1 F 1 E-� 1 7. 1 O I 1 A i W I H I U i 1 0 O i O O O F O 0 0 1 0 0 o I o ko a i o rl I N I i O O O O 0 N co O O O O 0 •--, O O O O a .-! co (J cn W O O O O 0 0 O O T N N to O H D O y W 1 W to U (n U MO H tn 5 a H H W W o W HtnZHZ OE FF-I Ch EO W 1 to i) to w O U xn W U H �HC4 O v01 W I to W HW A U 0 t x W U H,'7. v]H>IZA oo I0'J N U I W > tn A a Htn f"4 E 1 a W El z U tntna D W OW xH m to U y U > W U' tnz eZ" t i O H FUp�iw 14 co0 E- F TA HQO bF W QO E U� A4t01f UE Rt,,� Mono W N •r 1 to v1 W C 0 0 EUM W n, 1 N (o W o O x h n, 1 to r W o o O Ux U w I to oo W 0 0 Ell U n, I N m W p tUx h n, H 0 U W E 2 T H cn x (n � $ U(EO H ° H O H O x 19F -327 I 0 o I o O O I O Co to 1 to O Q 1 w r1 rn 1 N 1 N r 1 0 O O 1 O O O 1 0 00 1 O W H 1 W O O ' O 0 O O O In O O o 1 0 00 i O 00 la C) O I o I- M I O o rn I o W N I v O 00 1 O O O 1 O O 0 0 1 O / n O p 1 0 O O O N 1 Ln U' 0 0 1 0 O O O Vr 1" W 00 1 0 to O M (11 I N W W Nr f 0 1 ID 0) 1 O to N W N 1 R W O a 1 H 1 t i O rot4 i x H O W W E 2 $ H cn x � $ U(EO UtA H O H O x 94 u w0 (Atawca �a p14 El xE-RNH xHNH z H E-, Fl 11 t7 V PV4H� W �f.�HU� 1 W 1 V1 I W to C) U W W N r r a r 0 0 0 0 0� o x U U WUW Uro U 0 aOG a06 N e-I ! xX ilJ •-1 tT Q ILD 6l N N O O w Ln O 11 94 W 1 OQ O E' r! 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(0 (OMMIrjOM •MMrr�errMNMN'�i pep} W�MtOO t� tr) Op hgNr�e- z d M(W WWCD OM__M ONl��f Oro N r �- a v c « o c c � 0 c 5 c .+ C « E d O m (ojU O ��Cl fl U a E d E w W o E c c trl 'N O ll. �•�0 0 y r ° $ ° U E o ro EdvOiW = _yy c7 o G 0 0= LL 4) d 23)3oc���0E�cco 4)r a v'c -3 CY a 3 y d C O d Y i •tai �y C: o C �, 0 (n C 2 C Vi c v= U) U) 7 J2 C �9 N .c C d d N E E —no- E. A A_ 0.0w A 0 m 0 Ol 13: I REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE, APPROPRIATION ADJUSTMENT RECOGNIZING CRIMINAL ACTIVITY REVENUE FUNDS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2 "" Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Approve an Appropriation Adjustment recognizing $1,345,597.74 in Criminal Activity Revenue Funds (account 026 -01- various) and appropriate same into the Criminal Activity Expenditure Accounts (26- various - various). DISCUSSION The Police Department participates in Equitable Sharing Programs (asset forfeiture) through various Federal, State and local agencies. Each agency requires segregation of funds for auditing purposes. The City has set these segregated funds in Fund 26, Criminal Activities, in which there are five separate activities (26 -340, 26 -342, 26 -343, 26 -344, and 26 -345). Federal guidelines for forfeitures forbid a local agency to appropriate anticipated funds. This requires the Police Department to recognize and appropriate revenues received during a fiscal year, independently of the annual budget process. FISCAL IMPACT Approval of the appropriation adjustment will increase revenues in the Criminal Activities Revenue Accounts (26 -01- various) and Criminal Expenditure Accounts (26- various - various) by $1,345,597.74 6LOt'a- Paul M. Walters Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 20A -1 ` ll" REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE APPROPRIATION ADJUSTMENT ACCEPTING THE 2009 RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2"d Reading • Implementing Resolution • Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Approve an appropriation adjustment recognizing the 2009 Recovery Act Edward Byrne Memorial Justice Assistance Grant in the amount of $743,274 into the revenue account (no. 12814002- 52001) and appropriate same into the 2009 Recovery Act Edward Byrne Memorial Justice Assistance Grant Expenditure account (no. 12814411- various). 2. Authorize the City Manager, Chief of Police, and the Clerk of the Council to execute an agreement with the County of Orange, Sheriff's Department to transfer the 2009 Recovery Act Edward Byrne Memorial Justice Assistance Grant Program funds in the amount of $743,274. DISCUSSION The 2009 Recovery Act Edward Byrne Memorial Justice Assistance Grant (JAG) program is the primary provider of federal criminal justice funding to state and local jurisdictions. It is a formula grant that blends the previous Byrne Formula and Local Law Enforcement Block Grant (LLEBG) programs. JAG requires a single unit of county government to function as the applicant/ fiscal agent to apply for, receive, and administer the funds on behalf of the entire county. A memorandum of understanding designated the County of Orange, Sheriff - Coroner Department as the lead agency for this program. For FY 2009, $917,620 has been allocated for Santa Ana. The City agreed to allocate 10 percent of the total funding, or $91,760, to the Orange County Pro- Active Methamphetamine Laboratory Investigative Team to supplement their resources. JAG also allows the fiscal agent for each county to use a portion of the award for costs associated with administering the funds. The Orange County Sheriff - Coroner Department will retain $82,586 (9.0 percent) for administrative fees. The remainder of the funds in the amount of $743,274 will be utilized by the Police Department to hire two sworn officers for direct deployment to front line enforcement positions. 41 2009 JAG Grant September 7, 2009 Page 2 FISCAL IMPACT The appropriation adjustment will enhance the Recovery Act 2009 JAG revenue account (no. 12814002- 52001) by an amount of $743,274 and increase the same into the Recovery Act 2009 JAG Expenditure account (no. 12814411- various). Paul M. Walters Chief of Police Police Department 41 = APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 1 2 3 4 5 _ 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 AGREEMENT TO TRANSFER FUNDS FOR FY 2009 RECOVERY ACT EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM THIS AGREEMENT is entered into this day of 2009, which date is enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political subdivision of the State of California, hereinafter referred to as "COUNTY ", and a municipal corporation, hereinafter referred to as " SUBGRANTEE." WHEREAS, COUNTY, acting through its Sheriff - Coroner Department, hereinafter referred to as SHERIFF, in its capacity as the lead agency on behalf of 33 local government agencies, including SHERIFF and SUBGRANTEE, has applied for, received and accepted the FY 2009 Recovery Act Edward Byrne Memorial Justice Assistance Grant from the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance (hereinafter referred to as "the grant "). WHEREAS, the purpose of the grant is to supplement the resources available to the multi agency Orange County Pro - Active Methamphetamine Laboratory Investigative Team (PROACT), and to various programs designated to prevent and control crime within the County of Orange that are operated by 33 local government agencies, as set forth in Attachment A (Program Narrative), which is attached hereto and incorporated herein by reference. WHEREAS, the terms of the grant require that certain grant funds be transferred to i SUBGRANTEE to be used for the grant purposes, which may include local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for law enforcement, as more particularly described in Attachment A hereto. NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 1. COUNTY shall transfer to SUBGRANTEE grant funds, in arrears, as necessary to reimburse SUBGRANTEE for reasonable and permissible expenditures for the grant purposes. In order to obtain grant funds, SUBGRANTEE shall comply with the instructions and submit to SHERIFF all CFDA 16.804 FY2009 Recovery Act JAG Program U.S. Department of Justice Page I of 5 20B -3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 required information and documentation, as set forth in Attachment B hereto ( "How to Apply for FY 2009 Recovery Act JAG Grant Reimbursements "), which is attached hereto and incorporated herein by reference. In no event will the total amount of the grant funds transferred by COUNTY to SUBGRANTEE hereunder exceed SUBGRANTEE's allocation, as set forth in Attachment C hereto ( "FY09 Recovery Act Justice Assistance Grant Funding OC Allocation "), which is attached hereto and incorporated herein by reference. 2. SUB - GRANTEE shall be reimbursed with said grant funds only for expenditures necessary to acquire personal property or equipment as set forth in Attachment A hereto [herinafter called "grant property and equipment "] or to perform such other grant functions, if any, for which Attachment A specifies that SUBGRANTEE may utilize grant funds. 3. Throughout their useful life, SUBGRANTEE shall use grant property and equipment only for grant purposes in accordance with Attachment A hereto. 4. SUBGRANTEE shall exercise due care to preserve and safeguard grant property and equipment from damage or destruction and shall provide regular maintenance and such repairs for grant property and equipment as are necessary, in order to keep said grant property and equipment continually in good working order. 5. If grant property or equipment becomes obsolete, SUBGRANTEE shall dispose of it only in accordance with the instructions of COUNTY or the agency from which COUNTY received the grant funds. 6. SUBGRANTEE shall submit to the COUNTY grant program reporting documents and information in accordance with requirements set out in FY2009 Recovery Act Edward Byrne Memorial Justice Assistance Grant Program Reporting Requirements and as outlined in the Office of Management and Budget Memorandum M -09 -21 which are attached hereto as Attachment D and incorporated herein by reference. 7. SUBGRANTEE shall comply with all applicable terms of the certifications and special conditions that are attached hereto as Attachment E and incorporated herein by reference. 8. By executing this Agreement, SUBGRANTEE agrees to comply with and be fully CFDA 16.804 FY2009 Recovery Act JAG Program U.S. Department of Justice Nee 2 of 5 20B -4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 bound by this Agreement and all applicable provisions of Attachments A, B, C, D and E hereto. SUBGRANTEE shall notify COUNTY immediately upon discovery that it has not abided or no longer will abide by any applicable provision of this Agreement or Attachments A, B, C, D or E hereto. 9. SUBGRANTEE and COUNTY shall be subject to examination and audit by the State Auditor General with respect to this Agreement for a period of three years after final payment hereunder. 10. SUBGRANTEE agrees to indemnify, defend and save harmless COUNTY and the agency from which COUNTY received grant funds, and their elected and appointed officials, officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, laborers, and any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with SUBGRANTEE's performance of this Agreement, including Attachments A, B, C, D and E hereto, and from any and all claims and losses accruing or resulting to any person, firm, or corporation who may be injured or damaged by SUBGRANTEE in the performance of this Agreement, including Attachments A, B, C, D and E hereto. 11. No alteration or variation of the terms of this Agreement shall be valid unless made in writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or agreement not incorporated herein shall be binding on any of the parties hereto. 12. SUBGRANTEE may not assign this Agreement in whole or in part without the express written consent of COUNTY. 13. For a period of three years after final payment hereunder or until all claims related to this Agreement are finally settled, whichever is later, SUBGRANTEE shall preserve and maintain all documents, papers and records relevant to the work performed or property or equipment acquired in accordance with this Agreement, including Attachments A, B, C, D and E hereto. For the same time period, SUBGRANTEE shall make said documents, papers and records available to COUNTY and the agency from which COUNTY received the grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of SUBGRANTEE, upon request, during usual working hours. CFDA 16.804 FY2009 Recovery Act JAG Program U.S. Department of Justice Nee 3 of 5 41 1 2 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 14. SUBGRANTEE shall provide to COUNTY all records and information requested by COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be required to provide to the agency from which COUNTY received grant funds or other persons or agencies. 15. COUNTY may terminate this Agreement and be relieved of the payment of any consideration to SUBGRANTEE if a) SUBGRANTEE fails to perform any of the covenants contained in this Agreement, including the applicable terms of Attachments A, B, C, D and E hereto, at the time and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY. 16. SUBGRANTEE and its agents and employees shall act in an independent capacity in the performance of this Agreement, including Attachments A, B, C, D and E hereto, and shall not be considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which COUNTY received grant funds. // // CFDA 16.804 FY2009 Recovery Act JAG Program U.S. Department of Justice Page 4 of 5 20B -6 1 2 3 4 5 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange, State of California. DATED: , 2009 APPROVED AS TO FORM: COUNTY COUNSEL By ` Nicole Sims, Sims, Deputy DATED: �� , 2009 DATED: 2009 1 ATTEST: City Clerk DATED: 2009 COUNTY OF ORANGE, a political subdivision of the State of California BY' Shoff- -Coro er "COUNTY" SUBGRANTEE CFDA 16.804 FY2009 Recovery Act JAG Program U.S. Department of Justice Page 5 of 5 206'7 all: :� REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: APPROPRIATION ADJUSTMENT AND ALLOCATION OF HOMELESSNESS PREVENTION AND RAPID RE- HOUSING PROGRAM FUNDS CITY MANAGER RECOMMENDED ACTION Recommend that the City Council: CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 sc Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Approve an appropriation adjustment recognizing American Recovery and Reinvestment Act Homelessness Prevention and Rapid Re- Housing funds (HPRP) in the amount of $2,831,989 awarded to the City of Santa Ana. 2. Authorize the City Manager and the Clerk of the Council to execute agreements with the following HPRP sub - recipients, subject to non - substantive changes approved by the City Manager and City Attorney: a. Mercy House to provide Homeless Prevention in the amount of $399,135 and Rapid Re- Housing in the amount of $398,910; b. Interval House to provide Homeless Prevention in the amount of $300,000 and Rapid Re- Housing in the amount of $300,000; c. Olive Crest to provide Homeless Prevention in the amount of $250,000 and Rapid Re- Housing in the amount of $218,444; d. Public Law Center to provide Homeless Prevention in the amount of $105,000; e. AIDS Services Foundation to provide Homeless Prevention in the amount of $170,000; f. Volunteer Center of Orange County /Illumination Foundation to provide Homeless Prevention in the amount of $115,000 and Rapid Re- Housing in the amount of $200,000; 20C -1 AA & Allocation of HPRP Funds September 8, 2009 Page 2 g. WISE Place to provide Rapid Re- Housing in the amount of $145,000; h. Share Our Selves to provide Homeless Prevention in the amount of $110,000; i. Orange County Partnership to provide Data Collection in the amount of $50,000. COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION RECOMMENDATION At its Regular Meeting of August 18, 2009, by a vote of 5:0, the Community Redevelopment and Housing Commission recommended that the City Council: 1. Approve an appropriation adjustment recognizing American Recovery and Reinvestment Act Homelessness Prevention and Rapid Re- Housing funds (HPRP) in the amount of $2,831,989 awarded to the City of Santa Ana. 2. Authorize the City Manager and the Clerk of the Council to execute agreements with the following HPRP sub - recipients, subject to non - substantive changes approved by the City Manager and City Attorney: Mercy House; Interval House; Olive Crest; Public Law Center; AIDS Services Foundation; Volunteer Center of Orange County/ Illumination Foundation; WISE Place; Share Our Selves; and Orange County Partnership. DISCUSSION The American Recovery and Reinvestment Act of 2009 (`Recovery Act ") appropriated $1.5 billion for communities to provide financial assistance and services to either prevent individuals and families from becoming homeless or to help those who are experiencing homelessness to be quickly re- housed and stabilized. The Homelessness Prevention and Rapid Re- Housing Program (HPRP) is the new grant program funded through this appropriation. Santa Ana has been allocated $2,831,989 under the terms of the funding distribution formula established by the U. S. Department of Housing and Urban Development (HUD). A Request for Proposals (RFP) seeking non - profit providers for Homelessness Prevention and Rapid Re- Housing Program services was released on June 15, 2009. Nineteen responses with funding requests totaling $5,103,710 were received and were considered for funding. On August 4 and 5, 2009, an evaluation panel met to review the proposals, conduct interviews and to make funding recommendations. The panel consisted of representatives from the Community Development Agency and 20C -2 AA & Allocation of HPRP Funds September 8, 2009 Page 3 the County of Orange Community Services - Homeless Prevention Division. Proposals were rated and ranked using the following criteria: 1) organizational experience and capacity, 2) statement of need, 3) project design, 4) financial and grant management capacity, and 5) budget /proposed use of funds. A list of the agencies submitting proposals, the evaluation panel rating, the requested amount of funding, and the recommended funding is provided in Exhibit 1. Thirteen proposals are being recommended for funding as follows: Homelessness Prevention Mercy House $399,135 Interval House 300,000 Olive Crest 250,000 Public Law Center 105,000 AIDS Services Foundation 170,000 Volunteer Center /Illumination 115,000 Share Our Selves 110,000 Data Collection Orange County Partnership $50,000 Rapid Re- Housin Mercy House 398,910 Interval House 300,000 Olive Crest 218,444 Volunteer Center /Illumination 200,000 WISEPlace 145,321 Allocation for Administration $70,500 TOTAL $2,831,989 One organization withdrew its two applications (one for Homelessness Prevention and one for Rapid Re- Housing) and four applications were rated below the funding threshold of 75 points. Therefore, the evaluation panel did not recommend funding. Each recommendation has taken into account organizational and financial capacity, and HPRP requirement of utilizing 60 percent of two years and 100 percent of grant Additionally, these recommendations reflect resources to those that are most in need of most likely to achieve stable housing after of the funds will be dedicated to Santa Ana 20C -3 the proposed use of funds, the ability to fulfill the grant funds within the first funds within three years. the HPRP purpose of providing temporary assistance and are the funding concludes. All residents. AA & Allocation of HPRP Funds September 8, 2009 Page 4 FISCAL IMPACT The appropriation adjustment will recognize $2,831,989 in the HPRP Federal Aid Program revenue account (no. 135 -01 -5350) and appropriate same to the HPRP expenditure accounts (nos. 135 -155- various). Funds will be utilized for eligible HPRP activities on a reimbursement basis by non- profit agencies and for City administration charges. Funds for sub - recipients will be available in the HPRP account (no. 135- 155 - 6931). APPROVED AS TO FUNDS AND ACCOUNTS: 1 � ' Cynth�,8 J. Nelson Francisco Gutierrez GAS Deputy City Manager for Executive Director Development Services Finance & Management Services Agency Community Development Agency CJN /NTE /TE /mlr 20C -4 Homelessness Prevention and Rapid Re- Housing Program FY 2009 -10 Ratings and Recommendations Categories SCORE REQUESTED GRANT AMOUNT RECOMMENDED GRANT Data Collection $ 80,000 $ 50,000 Homelessness Prevention HOMELESS PREVENTION 3,381,002 $ 1,449,135 Rapid Re- Housing $ 1,487,498 $ 1,262,354 City Admin $ 70,500 Mercy House 89 $ 399,135 $ 399,135 Interval House 88 $ 300,000 $ 300,000 Public Law Center 80 $ 105, 000 $ 105,000 Olive Crest 79 $ 500, 808 $ 250,000 AIDS Services Foundation 78 $ 180, 000 $ 170,000 Volunteer Cntr / Illumination 76 $ 117,535 $ 115,000 Share Our Selves 75 $ 343,043 $ 110,000 Legal Aid Society of OC 69 $ 54,672 $ _ CHCADA 50 $ 1,380,809 $ DATA COLLECTION 211 Orange County 73 $ 30,000 $ _ Orange County Partnership 90 $ 50,000 $ 50,000 RAPID RE-HOUSING Mercy House 93 $ 398,910 $ 398,910 Interval House 91 $ 300,000 $ 300,000 Olive Crest 83 $ 258'522 $ 218,444 Volunteer Cntr / Illumination 81 $ 208,095 $ 200,000 WISE Place 76 $ 145,321 $ 145,000 Casa Teresa 69 $ 176,650 $ Categories Requested Amount Recommended Amount Data Collection $ 80,000 $ 50,000 Homelessness Prevention $ 3,381,002 $ 1,449,135 Rapid Re- Housing $ 1,487,498 $ 1,262,354 City Admin $ 70,500 $ 70,500 Total $ 5,019,000 $ 2,831,989 2831989 Colette's Children's Home withdrew applications for both Homelessness Prevention and Rapid Re- Housing. 'Amounts shown for Data Collection, Homelessness Prevention and Rapid Re- Housing include $70,500 of the $141,000 allowed for Administration that is to be shared with Sub - Grantees. 20C_5 Exhibit 1 THIS AGREEMENT SERVES AS A SPECIMEN FOR ALL AGREEMENTS REFERENCED IN THE ACTION TO BE PREPARED AND EXECUTED. AGREEMENT BETWEEN THE CITY OF SANTA ANA AND FOR THE USE OF HOMELESSNESS PREVENTION AND RAPID REHOUSING GRANT FUNDS (Program Year 2009 -10) THIS AGREEMENT, is hereby made and entered into this day of 2009, by and between the City of Santa Ana, a charter city and municipal corporation of the State of California ( "CITY ") and NAME OF SUBRECIPIENT, a California nonprofit organization ( "SUBRECIPIENT "). WITNESSETH RECITALS: This AGREEMENT is made with reference to the following facts, among others: 1. The CITY has applied for and anticipates receiving funds from the United States Department of Housing and Urban Development ( "HUD ") from the Homelessness Prevention Fund, hereafter referred to as the Homelessness Prevention and Rapid Re- Housing Program ( "HPRP ")," under Title XII of the American Recovery and Reinvestment Act of 2009 ( "Recovery Act "), to provide financial assistance and services to either prevent individuals and families from becoming homeless or help those who are experiencing homelessness to be quickly re- housed and stabilized. 2. SUBRECIPIENT has submitted to CITY an application for funding of a housing and community development activity. 3. CITY adopted its FY 2008 -09 Annual Action Plan, (hereinafter referred to as "ANNUAL ACTION PLAN "), including any substantial amendments, which sets forth the PROJECT described herein. 4. HUD will annually review the performance of CITY to determine whether CITY has carried out its Homelessness Prevention and Rapid Re- Housing Program ( "HPRP ") assisted activities in a timely manner and has significantly disbursed HPRP funds. 5. HUD has accepted and certified the aforementioned ANNUAL ACTION PLAN. 6. CITY approved an allocation of $ in PROJECT funding to SUBRECIPIENT for the Fiscal Years 2009 -2012. 7. The CITY and SUBRECIPIENT have duly executed this AGREEMENT for the Page 1 of 26 20C -6 expenditure and utilization of said funds. NOW, THEREFORE, it is agreed by and between the parties that the foregoing Recitals are a substantive part of this AGREEMENT and the following terms and conditions are approved and together with all exhibits and attachments hereto, shall constitute the entire Agreement between the CITY and SUBRECEPIENT: I. AGREEMENT FORM This AGREEMENT consists of- The following provisions; A. All applicable Federal Regulations and any future regulations that may be promulgated by HUD; including 24 CFR 576; and B. Appropriate State and CITY laws and regulations; and C. The SUBRECIPIENT SCOPE OF SERVICES is incorporated by reference and attached as Exhibit A, and further referenced in Section IX.D of this AGREEMENT; and D. The SUBRECIPIENT BUDGET is incorporated by reference and attached as Exhibit B, and further referenced in Section VI.E. of this AGREEMENT; and E. The SUBRECIPIENT Request for Proposal ( "RFP ") application, is incorporated by reference, and further referenced in Section IX.E of this AGREEMENT; and F. The United States Department of Housing and Urban Development [Docket No. FR- 5307 -N -01] Notice of Allocations, Application Procedures, and Requirements for Homelessness Prevention and Rapid Re- Housing Program Grantees under the American Recovery and Reinvestment Act of 2009 is incorporated by reference and attached as Exhibit C. G. Grant Agreement No [XXX] between the United States Department of Housing and Urban Development and the CITY. II. DEFINITIONS For the purposes of this AGREEMENT the following definitions shall apply: A. HUD: United States Department of Housing and Urban Development. B. CITY MANAGER: Representative on behalf of the City - City Manager or his/her designee. C. EQUIPMENT: Tangible, non - expendable, personal property having a useful life of more than one year. D. MONTHLY, QUARTERLY and ANNUAL PERFORMANCE REPORTS ( "MPR "), ( "QPR ") AND ( "APR "), respectively: A PROJECT activity data document provided by Page 2 of 26 20C -7 CITY to SUBRECIPIENT used to monitor and track the performance of SUBRECIPIENT. E. PROJECT: Any site or sites, including buildings, and /or activities assisted with federal program funds. F. OMB: Federal Office of Management and Budget. G. CAPER: Consolidated Annual Performance and Evaluation Report; an annual report to HUD on all CITY housing and community development activities. H. SUBSTANTIAL AMENDMENT: The CITY will consider a change in project scope as a "substantial amendment" under the following circumstances: 1. CITY or SUBRECIPIENT decides not to carry out an activity previously described in the Annual Action Plan; 2. CITY or SUBRECIPIENT carries out an activity not previously described in the Annual Action Plan; 3. CITY or SUBRECIPIENT changes the purpose, scope, location or beneficiaries of an activity; 4. CITY or SUBRECIPIENT changes the use of HPRP funds from one eligible activity to another; and 5. CITY or SUBRECIPIENT changes of 30% or more in one program activity. I. Integrated Disbursement and Information System (IDIS) is utilized to draw down HPRP funding and report on grant expenditures. J. DUNS Number: SUBRECIPIENT is required to register with Dun and Bradstreet to obtain a DUNS number www.dnd.com. A DUNS number is a unique 9 (nine) digit number provided to SUBRECIPIENT who are receiving Federal AGREEMENTS and /or grants. K. Homeless Management Information System/Client Management Information System ( "HMIS /CMIS ") is a system for tracking the use of homeless programs and producing an unduplicated count of the people using those services. L. Homelessness Prevention and Rapid Re- Housing Program ( "HPRP ") DESCRIPTION: The purpose of the HPRP is to provide homelessness prevention assistance to households who would otherwise become homeless —many due to the economic crisis —and to provide assistance to rapidly re -house persons who are homeless as defined by section 103 of the McKinney -Vento Homeless Assistance Act (42 U.S.C. 11302). III. CONDITIONS OF FUNDING A. CITY advises SUBRECIPIENT that a significant change in entitlement funding Page 3 of 26 20C -8 may result in a change in the current process utilized by CITY to determine funding allocations. SUBRECIPIENT acknowledges that the obligation of the CITY is contingent upon the availability of Federal, State or local Government funds, which are appropriated or allocated for the payment of such an obligation. If funding levels are significantly affected by Federal budgeting or if funds are not allocated and available for the continuance of the function performed by SUBRECIPIENT, this AGREEMENT may be terminated by the CITY at the end of the period for which funds are available. The CITY shall notify SUBRECIPIENT at the earliest possible time of any service, which may be affected by a shortage of funds. No penalty shall accrue to the CITY in the event this provision is exercised and the CITY shall not be liable for any damages as a result of termination under this provision of this AGREEMENT. Nothing herein shall be construed as obligating the CITY to expend funds in excess of appropriations authorized by law. B. SUBRECIPIENT shall allow representatives of the CITY of SANTA ANA or HUD to inspect facilities, which are used in connection with the AGREEMENT, made to implement programs funded under this AGREEMENT. C. SUBRECIPIENT shall maintain any applicable licenses or permits, and meet any facility code regulations required for the program(s) funded under the AGREEMENT. IV. TERM A. Eligible costs related to services provided by SUBRECIPIENT must be incurred during the period beginning September 30, 2009. The PROJECT shall be completed and all funds provided through this AGREEMENT shall be expended on eligible project activities prior to June 30, 2012. CITY will reclaim any unused balance of funds for reallocation to other CITY approved projects. B. SUBRECIPIENT shall limit its use of HPRP program funds as defined in the attached and incorporated SUBRECIPIENT SCOPE OF SERVICES to one or more of the following: 1. Homelessness prevention activities. 2. Rapid Re- Housing program activities. 3. Data Collection. No other use of these funds will be permissible. C. The use of funds as defined in the attached SUBRECIPIENT SCOPE OF SER VICES. V. AMENDMENTS Page 4 of 26 20C -9 A. CITY, through the City Manager, without further action by the City Council (hereinafter referred to as "Council ") and SUBRECIPIENT may by mutual agreement amend this AGREEMENT and /or incorporated SUBRECIPIENT SCOPE OF SERVICES, at any time, up to 45 (forty -five) days prior to AGREEMENT expiration, provided that the proposed action is (1) not a Substantial Amendment as defined by Section II.H of this AGREEMENT (2) makes specific reference to this AGREEMENT, (3) is executed in writing and signed by a duly authorized representative of the SUBRECIPIENT's organization. SUBRECIPIENT's written request to amend must include a revised budget for funds being extended, if that scope of work is different in scope from the originally agreed upon SUBRECIPIENT SCOPE OF SERVICES. SUBRECIPIENT must also comply with the original thresholds and milestones outlined in Section VIII.C. herein. Any proposed amendment to this AGREEMENT shall be submitted to the City Manager, and approved by the City Manager prior to commencement of any activity covered by said amendment. B. SUBRECIPIENT agrees that CITY may, at its sole discretion, amend this AGREEMENT to conform with federal, state or local governmental guidelines, policies and available funding amounts. C. If any amendment results in a change in the funding amount, SUBRECIPIENT SCOPE OF SERVICES, threshold and milestone dates or schedule of activities to be undertaken as part of this AGREEMENT, such modifications will be incorporated only by written amendment executed by City Manager and SUBRECIPIENT. VI. PAYMENTS A. AGREEMENT Amount It is expressly agreed and understood that the total amount to be paid by CITY under this AGREEMENT shall not exceed $ Funding Amount specified in SUBRECIPIENT's BUDGET (Exhibit B). Reimbursement for the payment of eligible project expenses shall be made in accordance with the line items specified in Exhibit B of SUBRECIPIENT's BUDGET. B. Funds from CITY to SUBRECIPIENT shall be disbursed subsequent to availability of funds from HUD to CITY. SUBRECIPIENT acknowledges that HUD funds are not meant to replace or supplant other sources of funding. C. Funds shall not be disbursed for any costs incurred prior to the certification by CITY and/or HUD of Certificate(s) of Insurance, as further defined in Section VII and Section XII of this AGREEMENT. Page 5 of 26 20C -10 D. Payment of Project Activities 1. CITY will reimburse SUBRECIPIENT for eligible project - related costs only. SUBRECIPIENT shall submit requests for reimbursement to CITY on a monthly basis beginning on October 20, 2009, and must provide adequate documentation as required by CITY. In addition, SUBRECIPIENT will provide a progress performance report (i.e., Monthly Performance Report, hereinafter referred to as "MPR" Information Form, Quarterly Performance Report, hereinafter referred to as "QPR" Information Form, and Annual Performance Report, hereinafter referred to as "APR" Information Form) for the time period covered, as prescribed by CITY. Failure to provide any of the required documentation and reporting will cause CITY to withhold all or a portion of a request for reimbursement, or return the entire reimbursement package to SUBRECIPIENT, until such documentation and reporting has been received and approved by CITY. 2. If SUBRECIPIENT has no request for reimbursement during any month during the term of this AGREEMENT, a MPR or QPR, including an explanation as to why no invoices were being processed, shall be required in lieu of a request for reimbursement. 3. The following "Required Expenditure Threshold" criteria have been established to guide the SUBRECIPIENT in structuring and scheduling their expenditure of funds received through this AGREEMENT. The criteria thresholds below are consistent with the criteria used by CITY to determine performance including, but not limited to, determinations of future award of funds, additional funding requests and /or determinations for the recapture of funding. 4. The breakdown below represents AGREEMENT end date of June 30, 2012. Milestone Dates September 20, 2010 June 20, 2011 September 20, 2011 February 20, 2012 June 20, 2012 Minimum Required Expenditure Threshold 30 -35% of contracted Amount Expended 50 -55% of contracted Amount Expended 60% of contracted Amount Expended 85 -90% of contracted Amount Expended 100% of contracted Amount Expended 5. SUBRECIPIENT will have thirty (30) days following the expiration of the AGREEMENT to submit outstanding invoices for reimbursement of eligible costs incurred during the AGREEMENT period or on an annual basis as determined by CITY. After the thirty (30) day Page 6 of 26 20C -11 period for submitting invoices has expired, CITY shall reallocate the remaining balance under this AGREEMENT for other program purposes and HPRP activities to another program and SUBRECIPIENT shall be ineligible for any further reimbursement. 6. SUBRECIPIENT shall further be responsible for SUBRECIPIENT's BUDGET which is incorporated by reference, and attached as Exhibit B. 7. CITY may, in its absolute discretion, withhold payment of a request submitted by SUBRECIPIENT if the costs requested are disproportionate to the number of persons served. 8. Requests for administrative costs shall not exceed .025% of the total payment request. VII. GENERAL ADMINISTRATION A. SUBRECIPIENT shall provide the oversight, administration and project management necessary to accomplish all contracted activities in a timely manner. SUBRECIPIENT also agrees to comply with all applicable federal, state and local laws and regulations governing the funds provided under this AGREEMENT. B. Independent Contractor Nothing contained in this AGREEMENT is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer /employee between the parties. SUBRECIPIENT and its subcontractors shall at all times remain independent contractors with respect to the services to be performed under this AGREEMENT. CITY shall be exempt from payment of any Unemployment Compensation, FICA, retirement, life and /or medical insurance and Workers' Compensation Insurance as SUBRECIPIENT is an independent contractor. C. Hold Harmless SUBRECIPIENT shall hold harmless, defend with counsel approved in writing by CITY and indemnify CITY, its officials, officers, employees, and agents from any and all claims, actions, suits, charges and judgments whatsoever including but not limited to personal injury or property damage that arise out of SUBRECIPIENT's and/or its subcontractor's use of funds, performance or nonperformance of the project and /or scope of work called for in this AGREEMENT. D. Assignability SUBRECIPIENT shall not assign or transfer any interest in this AGREEMENT without the prior written consent of CITY. Page 7 of 26 20C -12 E. Subcontracts 1. SUBRECIPIENT shall submit all subcontract agreements to CITY for review and consent prior to entering into such subcontracts. 2. SUBRECIPIENT shall assume responsibility for all subcontracted services to assure AGREEMENT compliance. 3. SUBRECIPIENT shall cause this AGREEMENT, in its entirety, to be included in and made a part of any subcontract executed in the performance of this AGREEMENT. 4. SUBRECIPIENT shall monitor all subcontracted services on a quarterly basis to assure AGREEMENT compliance. Results of said monitoring efforts shall be summarized in written form, and supported with documented evidence of follow -up action(s) to correct any area(s) of AGREEMENT non - compliance. Documentation shall be made available for periodic monitoring by representatives of CITY and /or HUD. F. Fair Housiny, SUBRECIPIENT shall affirmatively further fair housing in accordance with 24 CFR 5.105(a). G. Insurance No costs shall be incurred and no funds shall be disbursed prior to written approval by CITY of insurance fulfillment. 1. SUBRECIPIENT, at its own expense, agrees to deposit with CITY prior to the execution and provision of services under this AGREEMENT, Certificates of Insurance, including all endorsements required herein, necessary to satisfy CITY that the insurance provisions of this AGREEMENT have been complied with, and to keep such insurance and the certificates therefore on deposit with CITY during the entire term of this AGREEMENT. In addition, all contractors and subcontractors performing work on behalf of SUBRECIPIENT pursuant to this AGREEMENT shall be covered under SUBRECIPIENT's insurance or shall obtain insurance subject to the same terms and conditions as set forth herein for SUBRECIPIENT. SUBRECIPIENT shall require that any contractor or subcontractor working for SUBRECIPIENT have the insurance required by this section and not allow contractors or subcontractors to work if the contractors or subcontractors have less than the level of coverage required by the CITY under this AGREEMENT. SUBRECIPIENT shall provide notice of the insurance requirements to every contractor or subcontractor, and to receive proof of insurance prior to allowing any contractor or Page 8 of 26 20C -13 subcontractor to begin work. Such proof of insurance must be maintained by SUBRECIPIENT through the entirety of this AGREEMENT for inspection by CITY representative at any reasonable time. SUBRECIPIENT shall be responsible for reimbursement of any deductible to the insurer. Any self - insured retentions (SIRS) or deductibles shall be clearly stated on the Certificate of Insurance. 2. SUBRECIPIENT shall maintain insurance acceptable to CITY in full force and effect throughout the term of this AGREEMENT. If SUBRECIPIENT fails to maintain insurance acceptable to CITY for the full term of this AGREEMENT, CITY may terminate this AGREEMENT. 3. The policy or policies of insurance must be issued by an insurer licensed to do business in the State of California (California Admitted Carrier). 4. SUBRECIPIENT will file with CITY, prior to the commencement of performance of services under this AGREEMENT, an original Certificate of Insurance and all required endorsements evidencing that coverage required by this AGREEMENT is in effect. 5. If the carrier is a non - admitted carrier in the State of California, the CITY Attorney retains the right to approve or reject carrier after a review of the company's performance and financial ratings. 6. The policy or policies of insurance maintained by SUBRECIPIENT shall provide the minimum limits and coverage as set forth herein below: Coverayze Commercial General Liability to include a Broad Form Property Damage Endorsement and Contractual Liability Automobile Liability including coverage for all owned, non -owned and hired vehicles Workers' Compensation Employer's Liability Sexual Misconduct Liability Minimum Limits $1,000,000 combined single limit per occurrence $2,000,000 Aggregate $1,000,000 combined single limit per occurrence Statutory $1,000,000 per occurrence $1,000,000 per occurrence 7. Each insurance policy required by this AGREEMENT shall be endorsed to contain the following provisions: Page 9 of 26 20C -14 a. This insurance shall not be changed, cancelled, limited in scope of coverage or non - renewed until after 30 days written notice has been given to CITY (Endorsement must be attached to Certificate of Insurance). If a 30 -day notice of cancellation endorsement is not received, the cancellation clause must include language as follows which edits the pre - printed ACORD certificate: SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. BUT FAILURE TO MAIL I S G14 NOTICE SHALL L !NIPOSE NO OBLIGATION 0 �=c LMOSIV b. All rights of subrogation are hereby waived against CITY, its officials, officers, agents and employees when acting within the scope of their employment or appointment. (Endorsement must be attached to Certificate of Insurance). C. With respect to the operations of the named insured, operations performed on behalf of CITY, CITY shall be added as an additional insured on all insurance policies required by this AGREEMENT except for Workers' Compensation/Employers' Liability. (Endorsement must be attached to Certificate of Insurance). d. SUBRECIPIENT is aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for Worker's Compensation or be self - insured in accordance with the provisions of that code. The SUBRECIPIENT will comply with such provisions and shall furnish the CITY satisfactory evidence of such compliance for the period of this AGREEMENT, statutory Worker's Compensation Insurance and Employer's Liability Insurance with minimum limits of $1,000,000 per occurrences. e. It is agreed that any insurance maintained by CITY will apply in excess of, and not contribute with, insurance provided by these policies. (Endorsement must be attached to Certificate of Insurance for the General Liability policy and Sexual Misconduct Liability policy). f. Commercial General Liability policy shall contain a severability of interests clause. 8. Insurance information shall be submitted to: City of Santa Ana Community Development Agency Page 10 of 26 20C -15 20 Civic Center Plaza (M -25) Santa Ana, California 92702 9. CITY expressly retains the right to require SUBRECIPIENT to increase or decrease insurance of any of the above insurance types throughout the term of this AGREEMENT. Any increase or decrease in insurance will be deemed by CITY Attorney as appropriate to adequately protect the CITY. In addition, CITY Attorney retains the right to require additional insurance coverage as may be deemed appropriate to adequately protect CITY. CITY's requirements shall be reasonable and shall be designed to assure protection from and against the kind and extent of risks which exist at the time a change in insurance is required. 10. CITY shall notify SUBRECIPIENT in writing of changes in the insurance requirements. If SUBRECIPIENT does not deposit copies of acceptable certificates of insurance and endorsements with CITY incorporating such changes within thirty (30) days of receipt of such notice, this AGREEMENT may be in default without further notice to SUBRECIPIENT, and CITY shall be entitled to all legal remedies. The procuring of such required policy or policies of insurance shall not be construed to limit SUBRECIPIENT's liability hereunder nor to fulfill the indemnification provisions and requirements of this AGREEMENT. 11. INDEMNIFICATION PROVISIONS SUBRECIPIENT agrees to indemnify, defend with counsel approved in writing by CITY, and hold CITY, its officials, officers, employees, and agents harmless from any claims, demands or liability of any kind or nature, including but not limited to personal injury or property damage, arising from or related to the services, products or other performance provided by SUBRECIPIENT pursuant to this AGREEMENT. If judgment is entered against SUBRECIPIENT and CITY by a court of competent jurisdiction because of the concurrent active negligence of CITY or CITY INDEMNITEES, SUBRECIPIENT and CITY agree that liability will be apportioned as determined by the court. 12. If an applicant knowingly and willfully submits false performance or other data, the CITY reserves the right to reject that proposal. If it is determined that a AGREEMENT was awarded as a result of false performance or other data submitted in response to this application, the CITY reserves the right to terminate that AGREEMENT. 13. SUBRECIPIENT shall be required to submit to the CITY, or its designee, periodic status reports, including program expenditures and recipient information. Failure to do so may result in termination of the AGREEMENT. Page 11 of 26 20C -16 14. SUBRECIPIENT acknowledges that, as recipients of Federal Funds they will be required to comply with Federal regulations pertaining to the use of such funds. All regulations will be enumerated in the AGREEMENT and will be incorporated by reference. It will be the SUBRECIPIENT's responsibility to assure compliance with applicable regulations. 15. The Grant Agreement between HUD and the CITY shall be incorporated by reference into all agreements between the CITY and the SUBRECIPIENT. 16. SUBRECIPIENT will ensure an annual financial audit is performed in compliance with the Federal Single Audit Act and will submit a copy of the audit report to the CITY within six months of the end of the SUBRECIPIENT's fiscal year. 17. LICENSING. SUBRECIPIENT shall obtain and maintain all required licenses, registrations, accreditation or permits, and meet all code regulations required for the program(s) funded under the AGREEMENT. Such licensing requirements include obtaining a City business license, as applicable. 18. SUBRECIPIENT shall use reporting software as specified by the CITY. 19. SUBRECIPIENT shall participate in information networking, training, and coordination meetings as may be provided by the CITY. 20. SUBRECIPIENT shall cooperate with related research and evaluation activities as may be required by the CITY. 21. SUBRECIPIENT shall comply with all AGREEMENT conditions and with any future regulations that may be promulgated by HUD. Failure to comply with any and all of HUD regulations may result in termination of this AGREEMENT. 22. ZONING. SUBRECIPIENT agrees that any facility /property used in furtherance of said program /project shall be specifically zoned and permitted for such use(s) and activity(ies). Should SUBRECIPIENT fail to have the required land entitlement and /or permits, thus violating any local or state or federal rules and regulations relating thereto, SUBRECIPIENT shall immediately make good -faith efforts to gain compliance with local, state or federal rules and regulations following written notification of said violation(s) from the CITY or other authorized citing agency. SUBRECIPIENT shall notify CITY immediately of any pending violations. Failure to notify CITY of pending violations, or to remedy such known violation(s) shall result in termination of grant funding hereunder. SUBRECIPIENT must make all corrections required to bring the facility /property into compliance with the law within sixty (60) days of notification of the violation(s); failure to gain compliance within such time shall result in termination of grant Page 12 of 26 20C -17 funding hereunder. H. Grantor Recognition SUBRECIPIENT shall insure recognition of the role of the CITY in providing services through this AGREEMENT. All activities, facilities and items utilized pursuant to this AGREEMENT shall be prominently labeled as to funding source. In addition, SUBRECIPIENT will include a reference to the support provided herein in all publications made possible with funds made available under this AGREEMENT. SUBRECIPIENT will retain documentation of such recognition, which shall be available for periodic monitoring by representatives of CITY or HUD. I. Records to be Maintained SUBRECIPIENT shall maintain all records that are pertinent to the activities to be funded under this AGREEMENT. CITY shall have access for purposes of monitoring, auditing, and examining SUBRECIPIENT's activities and performance, to books, documents and papers, and the right to examine records of SUBRECIPIENT's subcontractors, bookkeepers and accountants, employees and participants with regard to said program. In the event SUBRECIPIENT does not make such records available within the City of Santa Ana, SUBRECIPIENT agrees to pay all necessary and reasonable expenses incurred by CITY in conducting any audit at the location where such records are maintained. Such records shall include, but not be limited to: 1. Records providing a full description of each activity undertaken; 2. Financial records; 3. Records providing income and ethnicity of each beneficiary of the activity being undertaken; 4. Records and reports (including those pertaining to race, ethnicity, gender, and disability status data) that HUD may require within the timeframe required. J. Retention SUBRECIPIENT shall retain all records pertinent to expenditures incurred under this AGREEMENT for a period of five (5) years after the termination of all activities funded under this AGREEMENT, or after the resolution of all Federal audit findings, which ever occurs later. Records for non - expendable property acquired with funds under this AGREEMENT shall be retained for five (5) years after final disposition of such property. Records for any displaced person must be kept for five (5) years after s/he has received final payment. K. Client Data Page 13 of 26 20C -18 1. SUBRECIPIENT shall maintain client data demonstrating client eligibility for services provided for a period of five (5) years after the termination of all activities funded under this AGREEMENT, or after the resolution of all Federal audit findings, whichever occurs later. Such data shall include, but not be limited to, client name, address, verifiable income level (as documented by income tax returns, employee payroll records, retirement statements, etc., or other third party documentation acceptable to CITY, for determining eligibility), and description of service provided. Such information shall be made available to HUD representatives, CITY monitors, or their designees, for review upon request. 2. SUBRECIPIENT shall develop and implement procedures to ensure the confidentiality of records pertaining to any individual provided family violence prevention or treatment services under any PROJECT assisted under the subject program, including protection against the release of the address or location of any family violence shelter project, except with the written authorization of the person responsible for the operation of the shelter. 3. SUBRECIPIENT is required to actively participate and enter into the CITY's local Homeless Management Information System/Client Management Information System (HMIS /CMIS) all required client data on a monthly basis. The HMIS /CMIS is a system for tracking the use of homeless programs and related activities producing an unduplicated count of the people using those services. L. Property Records SUBRECIPIENT shall maintain real property inventory records which clearly identify properties improved. Properties retained shall continue to meet eligibility criteria, rental limitations, health, safety and building codes according to federal, state and local requirements. M. Close -Out SUBRECIPIENT's obligation to CITY shall not end until all close -out requirements are completed. Activities during this close -out period shall include, but are not limited to: making final payments; submitting final invoice(s), report(s), in accordance with the requirements of paragraph VI.D.5 above, and documentation; disposing of program assets (including the return to CITY of all unused materials and equipment); remitting any receivable accounts to CITY, and determining the custodianship of records. N. Equipment 1. SUBRECIPIENT shall use, manage and dispose of equipment in accordance with 24 CFR 85.32. Page 14 of 26 20C -19 VIII. PERFORMANCE A. SUBRECIPIENT shall comply with all applicable HUD regulations, as described in Section VII of this AGREEMENT, concerning administrative requirements and maintain records as to services provided and total number of persons served through the PROJECT, including but not limited to, population - served analysis (i.e. extremely -low income persons, very -low income persons, and low- income persons as defined by HUD). Such information shall be available for periodic monitoring by representatives of CITY or HUD and shall be submitted by SUBRECIPIENT in report form to CITY by dates specified by CITY and specified in section VI. C.1 &2 of the attached Exhibit C. B. SUBRECIPIENT shall submit quarterly reports to CITY within ten (10) days prior to the end of quarter. Failure to receive reports in a timely manner will result in non - compliance of the AGREEMENT. C. The following "Performance Threshold" criteria shall be used to assess the level of performance of the SUBRECIPIENT. Furthermore, the criteria will be considered by the CITY when determining continued and future funding. In order to be considered in compliance with the following performance criteria, the SUBRECIPIENT must, on or before the required milestone date, submit to CITY a request for reimbursement which demonstrates that SUBRECIPIENT has expended funds and met their proposed accomplishment goals at the required levels, unless exempted in at the CITY'S discretion. SUBRECIPIENT is required to submit to CITY the Quarterly Performance Report (QPR), within ten (10) days prior to the end of quarter. In addition SUBRECIPIENT is required to accomplish the minimum expenditure and accomplishment thresholds. Milestone Dates September 20, 2010 June 20, 2011 September 20, 2011 February 20, 2012 Page 15 of 26 20C -20 Minimum Required Expenditure Threshold 30 -35% of contracted Amount Expended 30 -35% of Proposed Accomplishments Met 50 -55% of contracted Amount Expended 50 -55% of Proposed Accomplishments Met 60% of contracted Amount Expended 60% of Proposed Accomplishments Met 85 -90% of contracted Amount Expended 85 -90% of Proposed Accomplishments Met June 30, 2012 100% of contracted Amount Expended 100% of Proposed Accomplishments Met Failure to achieve at least the aforementioned 30 -35% drawdown, without written exception approved by the CITY, may cause any remaining balance in this AGREEMENT to be reclaimed by CITY, and will negatively affect future funding to SUBRECIPIENT. Failure to achieve any of the aforementioned goals, without written exception of the CITY, may cause any remaining balance in this AGREEMENT to be reclaimed and re- allocated by CITY, and will negatively affect continued and future funding to SUBRECIPIENT. D. Should the activity being funded through this AGREEMENT be completed, canceled or terminated prior to the termination date set forth herein in Section IV. A., SUBRECIPIENT shall complete and submit Monthly Performance Reports (MPR), Quarterly Performance Report (QPR) and /or an Annual Performance Report (APR) at the time of the completion, cancellation or termination. Said MPR, QPR and APR Information Form shall consist of a cumulative reporting of project - related expenditure and accomplishments relative to the attached. If activity funded through this AGREEMENT is completed, or if funds allocated through this AGREEMENT are fully expended, prior to end of AGREEMENT term, SUBRECIPIENT shall continue to serve its clients for the entire term of this AGREEMENT. E. SUBRECIPIENT shall complete and submit a MPR or QPR in support of all requests for reimbursement. Said QPR shall consist of a cumulative report of project - related accomplishments relative to attached SUBRECIPIENT SCOPE OF SERVICES for the subject quarter. SUBRECIPIENT shall prepare and submit to CITY a monthly MPR, regardless of actual activity. F SUBRECIPIENT acknowledges that the MPR and /or QPR Forms are monitoring tools that will be reviewed and evaluated to determine SUBRECIPIENT's level of performance relative to this AGREEMENT. G. SUBRECIPIENT shall complete and submit an Annual Performance Report (APR) Information Form by September 20, following each fiscal year in which this AGREEMENT is in force, or as designated by CITY. H. SUBRECIPIENT shall submit all requested data necessary to complete the Consolidated Annual Performance and Evaluation Report (CAPER), and monitor program accountability and progress in accordance with HUD requirements, in the format and at the time Page 16 of 26 20C -21 designated by CITY. I. SUBRECIPIENT shall submit all requested data necessary to complete 1). The Integrated Disbursement and Information System (IDIS) to draw down HPRP funding and report on grant expenditures, as specified by CITY; 2). Report client -level data, such as the number of persons served and their demographic information, in the Homeless Management Information System /Client Management Information System (HMIS /CMIS). The HMIS /CMIS is an electronic data collection system that facilitates the collection of information on persons who are homeless or at risk of becoming homeless, that is managed and operated locally; and 3). Monthly, Quarterly and Annual Performance Reports submittals, as specified by CITY. The data collection submittals ensure timely client information and monitor program accountability and progress in accordance with HUD requirements, in the format and at the time designated by CITY. IX. PERFORMANCE MONITORING A. Performance monitoring of SUBRECIPIENT by CITY and /or HUD shall consist of requested and /or required written reporting, as well as onsite monitoring by CITY or HUD representatives. B. CITY shall periodically evaluate SUBRECIPIENT's progress in complying with the terms of this AGREEMENT. SUBRECIPIENT shall cooperate fully during such monitoring. CITY shall report the findings of each monitoring to SUBRECIPIENT. C. CITY shall monitor the performance of SUBRECIPIENT against the goals, outcomes, milestones and performance standards required herein. Substandard performance, as determined by CITY, will constitute non - compliance with this AGREEMENT for which CITY may immediately terminate the AGREEMENT. If action to correct such substandard performance is not taken by SUBRECIPIENT within the time period specified by CITY, payment(s) will be denied in accordance with the provisions contained in Section VI of this AGREEMENT. D. SUBRECIPIENT performance shall be monitored as specified in SUBRECIPIENT's Request for Proposal (RFP) application, which is incorporated by reference. E. SUBRECIPIENT shall perform its services in accordance with SUBRECIPIENT SCOPE OF SERVICES, attached hereto as Exhibit A. CITY shall monitor the performance of the SUBRECIPIENT against goals and performance standards required herein. Substandard performance as determined by the CITY will constitute non - compliance with this Agreement. If action to correct such substandard performance is not taken by the SUBRECIPIENT within a reasonable period of time after Page 17 of 26 20C -22 being notified by the CITY, contract suspension or termination procedures will be initiated. X. AUDITS If SUBRECIPIENT expends Federal funds in a fiscal year which equal or exceed Five Hundred Thousand Dollars ($500,000) as specified in OMB Circular A -133- Revised, SUBRECIPIENT shall cause an audit to be prepared at SUBRECIPIENT's expense by a Certified Public Accountant (CPA) who is a member in good standing with the American Institute of Certified Public Accountants ( AICPA) of the California Society of CPA's. The audit must be performed in accordance with Generally Accepted Auditing Standards (GAAS) authorized by the AICPA and Federal laws and regulations governing the programs in which it participates. Furthermore, CITY retains the authority to require SUBRECIPIENT to submit a similarly prepared audit at SUBRECIPIENT's expense even in instances when SUBRECIPIENT's expenditure is less than $500,000. SUBRECIPIENT will be required to identify corrective action taken in response to any findings identified by CPA related to their funded activity or program. SUBRECIPIENT shall submit two (2) copies of such audit report, including a copy of the management letter, to CITY within six (6) months of the end of each AGREEMENT year in which SUBRECIPIENT has received federal funding (i.e. July 1 — June 30). Failure to meet this requirement may result in CITY denying reimbursement of funds to SUBRECIPIENT, as well as future funding qualification. SUBRECIPIENTS which are exempt from statutory audit requirements shall maintain records which are available for review by CITY or Federal officials. SUBRECIPIENT acknowledges that any and all "Financial Statements" submitted to CITY pursuant to this AGREEMENT become Public Records and are subject to public inspection pursuant to Sec.6250 et seq. of the California Government Code. XI. FEDERAL ADMINISTRATIVE REQUIREMENTS A. Financial Management 1. Accounting Standards SUBRECIPIENT agrees to comply with Office of Management and Budget (hereinafter referred to as "OMB ") Circular A -110 and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. 2. Cost Principles SUBRECIPIENT shall administer its program in conformance with OMB Page 18 of 26 20C -23 Circular A -122, "Cost Principles for Non - Profit Organizations ". These principles shall be applied for all costs incurred whether charged on a direct or indirect basis. B. Civil Rights 1. Compliance SUBRECIPIENT agrees to comply with Title VI of the Civil Rights Act of 1964, as amended, Title VIII of the Civil Rights Act of 1968, as amended, Section 109 of the Title I of the Housing and Community Development Act of 1974, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Age Discrimination Act of 1975, 41 CFR Chapter 60, Executive Order 11063, and with Executive Order 11246, as amended by Executive Orders 11375 and 12086. 2. Nondiscrimination SUBRECIPIENT shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, disability or other handicap, age, marital status, or status with regard to public assistance. SUBRECIPIENT will take affirmative action to insure that all employment practices are free from hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, and termination discrimination. Such employment practices include, but are not limited to, the following: rates of pay or other forms of compensation, and selection for training, including apprenticeship. SUBRECIPIENT agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the CITY setting forth the provisions of this nondiscrimination clause. a. As stated in section IV.E.9 and section VILD &E of the attached Exhibit C, SUBRECIPIENTS must comply with all applicable fair housing and civil rights requirements in 24 CFR 5.105(a). In addition, SUBRECIPIENT must make known that HPRP rental assistance and services are available to all on a nondiscriminatory basis and ensure that all citizens have equal access to information about HPRP and equal access to the financial assistance and services provided under this program. C. Drug -Free Workplace The Drug -Free Workplace Act of 1988 (41 U.S.C. 701, seq.) and HUD's implementing regulations at 24 CFR part 21 apply to HPRP. D. Affirmative Action SUBRECIPIENT agrees that it shall be committed to carry out an Affirmative Action Program that encompasses the principles provided in President's Executive Order 11246, as Page 19 of 26 20C -24 revised on January 4, 2002. E. Americans with Disabilities Act SUBRECIPIENT agrees to comply with any federal regulations issued pursuant to compliance with the Americans with Disabilities Act which prohibits discrimination and ensures equal opportunity for persons with disabilities in employment, State and local government services and public accommodations. F. Employment Restrictions 1. Prohibited Activity SUBRECIPIENT is prohibited from using funds provided herein, or personnel employed in the administration of the program, for: political, activities, sectarian or religious activities, lobbying, political patronage, and nepotism activities. 2. OSHA Where employees are engaged in activities not covered under the Occupational Safety and Health Act of 1970, they shall not be required or permitted to work, be trained, or receive services in buildings or surroundings or under working conditions which are unsanitary, hazardous or dangerous to the participants' health or safety. 3. Hatch Act SUBRECIPIENT agrees that no funds provided, nor personnel employed under this AGREEMENT, shall be in any way or to any extent engaged in the conduct of political activities in violation of the Hatch Act, 5 U.S.C. Section 1501 et seq. 4. Conflict of Interest SUBRECIPIENT agrees to abide with 24 CFR 85.36(b)(3), and non - profit SUBRECIPIENT shall comply withy 24 CFR 84.42, and OMB Circular 110 with respect to conflicts of interest, and agrees that it presently has no financial interest and shall not acquire any financial interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this AGREEMENT. SUBRECIPIENT further agrees that in the performance of this AGREEMENT no person having such a financial interest shall be employed or retained by SUBRECIPIENT hereunder. These conflict of interest provisions apply to any person who is an employee, agent, consultant, officer, or elected official or appointed official of SUBRECIPIENT or any designated public agencies which are receiving funds under the HPRP Entitlement Program, as further referenced in attached Exhibit C. G. Copyright Page 20 of 26 20C -25 If this AGREEMENT results in any copyrightable material, CITY and /or grantor agency reserves the right to royalty -free, non - exclusive, and irrevocable license to reproduce, public or otherwise use and to authorize others to use, the work (i.e., photographs and the like) for government purposes. H. Religious Organization Equal participation of religious organizations: Organizations that are religious or faith -based are eligible, on the same basis as any other organization, to participate in HPRP. Neither the federal government nor a grantee shall discriminate against an organization on the basis of the organization's religious character or affiliation. Further guidance on religious organizations is referenced in section VII.H of the attached Exhibit C. I. Anti-Lobbying The disclosure requirements and prohibitions of section 319 of the Department of the Interior and Related Agencies Appropriations Act for Fiscal Year 1990 (31 U.S.C. 1352) (the Byrd Amendment), and implementing regulations at 24 CFR part 87, apply to HPRP. Applicants must disclose, using Standard Form LLL (SF -LLL), "Disclosure of Lobbying Activities," any funds, other than federally appropriated funds, that will be or have been used to influence federal employees, members of Congress, or congressional staff regarding specific grants or contracts. XII. ENVIRONMENTAL CONDITIONS A. This AGREEMENT does not direct, provide for assistance or loan and mortgage insurance for, or otherwise govern or regulate, real property acquisition, disposition, leasing (other than tenant -based rental assistance), rehabilitation, alternation, demolition, or new construction, or establish, revise or provide for standards for construction or construction materials, manufacturing housing, or occupancy. Accordingly, under 24 CFR 50.19(c)(1), this AGREEMENT is categorically excluded from environmental review under the National Environmental Policy Act of 1969 (42 U.S.C. 4321). Moreover, consistent with the provisions for administrative and management expenses, tenant -based rental assistance, and supportive services in 24 CFR 50.19(b)(3),(11), and (12), the eligible activities to be assisted under this AGREEMENT are categorically excluded from the requirements of the National Environmental Policy Act of 1969 (42 U.S.C. 4321) and are not subject to environmental review under the related laws and authorities. B. SUBRECIPIENT shall incur no costs for any project - related activity defined in SUBRECIPIENT SCOPE OF SERVICES and CITY shall not disburse funds prior to certification Page 21 of 26 20C -26 by CITY and /or HUD for environmental compliance. C. SUBRECIPIENT shall provide requested materials to CITY for the Environmental Review process required by applicable regulations. D. Habitability Standards: SUBRECIPIENT providing rental assistance with HPRP funds will be required to conduct initial and any appropriate follow -up inspections of housing units into which a program participant will be moving. Units should be inspected on an annual basis and upon a change of tenancy. The minimum habitability standards are listed in Appendix C of the attached Exhibit C. SUBRECIPIENT may require more stringent standards. E. Lead -Based Paint The Lead -Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.), as amended by the Residential Lead -Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851 et seq.) and implementing regulations at 24 CFR part 35, subparts A, B, M, and R shall apply to housing occupied by families receiving assistance through HPRP. F. Historic Preservation SUBRECIPIENT agrees to comply with the Historic Preservation requirements set forth in the National Historic Preservation Act of 1966, as amended (16 U.S.C. 470) and the procedures set forth in 36 CFR 800, Protection of Historic Properties, insofar as they apply to the performance of this AGREEMENT. In general, this requires concurrence from the State Historic Preservation Officer for all rehabilitation and demolition of historic properties that are fifty years old or older or that are included on a Federal, State, or local historic property list. G. Energy Efficiency Standards SUBRECIPIENT agrees to comply with the California Energy Commission Assembly Bill 970, Title 24, Part I of the California Code of Regulations (AB970: Building Efficiency Energy Standards), in regard to construction and property development, when applicable. H. Non - Profit Status SUBRECIPIENT certifies that: 1. SUBRECIPIENT hereby attests that as of the date of the execution of this AGREEMENT and throughout the AGREEMENT term, the SUBRECIPIENT is a non - profit organization in good standing and in possession of required non - profit status under the United States Internal Revenue Code (for example, 26 U.S.C. Section 501 (c)(3)). Page 22 of 26 20C -27 2. SUBRECIPIENT hereby agrees to advise the CITY within 15 days of any change to AGREEMENTOR's non - profit status if such occurs at anytime during this AGREEMENT. 3. If SUBRECIPIENT is a private nonprofit, SUBRECIPIENT hereby agrees that members of its Board of Directors will serve in a voluntary capacity and receive no compensation, other than reimbursement for expenses, for their services. XIII. NOTICES Any communication with CITY and SUBRECIPIENT concerning this AGREEMENT shall be directed as follows: CITY: City of Santa Ana Community Development Agency Deputy City Manager for Development Services 20 Civic Center Plaza (M -25) Santa Ana, California 92702 SUBRECIPIENT: Organization Name Address City, State, Zip Code Attention: XIV. VALIDITY The invalidity in whole or in part of any provision of this AGREEMENT shall not void or affect the validity of any other provision in this AGREEMENT. XV. LAWS GOVERNING THIS AGREEMENT This AGREEMENT shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal laws and regulations. XVI. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature below has the power, authority and right to bind their respective parties to each of the terms of this AGREEMENT, and Page 23 of 26 20C -28 shall indemnify CITY fully, including reasonable costs and attorney's fees, for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All exhibits and attachments referenced herein and attached hereto shall be incorporated as if fully set forth in the body of the Agreement. Page 24 of 26 20C -29 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. ATTEST: CITY OF SANTA ANA a municipal corporation MARIA D. HUIZAR DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: LISA E. STORCK Assistant City Attorney DATED: Page 25 of 26 20C -30 SUBRECIPIENT: Name: Title: Tax ID# Page 26 of 26 20C -31 20C -32 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: APPROPRIATION ADJUSTMENT ACCEPTING FY 2009 COPS HIRING RECOVERY PROGRAM GRANT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s` Reading ❑ Ordinance on 2" `i Reading ❑ Implementing Resolution ❑ Set Public Hearing For! CONTINUED TO FILE NUMBER Approve an Appropriation Adjustment recognizing the FY 2009 COPS Hiring Recovery Program Grant in the amount of $6,739,542 in revenue account (account no. 12714002- 52000) and appropriate same in the FY 2009 COPS Hiring Recovery Program Grant expenditure accounts (account nos. 12714407 - various). DISCUSSION In March of this year the Police Department applied for a competitive grant made possible by the President's American Recovery and Reinvestment Act. This grant was designed to assist state and local law enforcement hire and retain police officers. The federal government was to award approximately $1 billion nationwide in Recovery Act grants through the Community Oriented Policing Services - or COPS - Hiring Recovery Program. The Police Department has received a grant award from the COPS Hiring Recovery Program for 18 officers' positions, 11 new hire and 7 unfunded officer positions in the amount of $6,739,542 in federal funds over a three -year grant period. This grant funding requires that at the end of the three -year grant period the City must retain these 18 positions for a minimum of 12 months, over and above the number of locally- funded positions that would have existed in the absence of the grant. The City cannot satisfy the retention requirement by using these grant funded positions to fill any vacancies from attrition. 20D -1 FY 2009 COPS Hiring Grant September 8, 2009 Page 2 FISCAL IMPACT Approval of the Appropriation Adjustment will increase revenues in the FY 2009 COPS Hiring Recovery Program Grant account (account no. 12714002- 52000) by $6,739,542 and appropriate same in the FY 2009 COPS Hiring Recovery Program Grant expenditure accounts (account nos. 12714407 - various). < kl"�-- Paul M. Walters Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgt. Services Agency 4119W, REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONTRACT RENEWAL FOR ELECTRICAL SERVICE (SPEC. NO. 06 -064) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contract with Williams & Maher, Inc. for electrical services for a one -year period in an annual amount not to exceed $190,000. DISCUSSION The City maintains in excess of 50 buildings including Fire stations, recreation and senior centers, park restrooms, libraries, as well as City Hall, the Police facility and the Corporate Yard. All City departments require electrical services for rewiring, relamping, installation of outlets, and general electrical maintenance. Occasionally, critical electrical failures require an immediate response to maintain safety or vital operations. The contract for electrical service provides for maintenance, emergency service and identified projects requiring electrical services. On June 5, 2006, the City Council awarded a Inc. for a two -year period with provision for vendor has performed satisfactorily during th agreed to renew the contract without an recommends the second renewal of the contract FISCAL IMPACT contract to Williams & Maher, three, one -year renewals. The e past contract period and has increase in pricing. Staff Funds are available in the various departmental Maintenance & Repair of Buildings & Grounds (account 62320). �,kFrancisco Gutierrez fid Executive Director Finance and Management Services Agency FG /KM /06 -064R 22A -1 22A -2 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONTRACT RENEWAL FOR CHEMICALS — SOIL, PLANT, AND WATER TREATMENT (SPEC. NO. 07 -069) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contracts for chemicals for a one -year period in the annual amounts as follows: Vendor: Crop Production Services, Inc. Waterline Technologies, Inc. DISCUSSION Location: Amount: Santa Ana $45,000 Santa Ana $30,000 Both the Parks, Recreation and Community Services Agency and The Public Works Agency require herbicides, pesticides and fertilizers to control and eradicate weeds and insects, to sustain abundant plant growth, and to maintain healthy trees. Chemicals such as hydrochloric acid and sodium hypochlorite are required to disinfect public swimming pools, water fountains, sewer system, and water wells throughout the City. The chemicals are purchased through the Central Stores warehouse for distribution to the agencies. The contracts for chemicals are designed to provide quality products at significant savings based on quantity pricing. On September 4, 2007, the City Council awarded contracts to Crop Production Services, Inc., formerly Western Farm Service and Waterline Technologies, Inc., both Santa Ana vendors, for a one -year period with provision for three, one -year renewals. The vendors have performed satisfactorily during the past contact period and have agreed to renew the contracts without an increase in pricing. Staff recommends the second renewal of the contract. Annual amounts are based upon past usage and staff's projection for the next year. 22B -1 Contract Renewal for Chemicals September 8, 2009 Page 2 FISCAL IMPACT Funds are available in the various departmental Operating Materials & Supplies (account 63001). ,\(Francisco Gutierrez Executive Director Finance and Management Services Agency FG/WO/07- 069R2.2: REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONTRACT RENEWAL FOR TRAFFIC LINE PAINTING AND TRAFFIC SIGN MAINTENANCE (SPEC. NO. 08 -060) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Renew the contract with Orange County Striping Service, Inc., for roadway striping and markings and traffic sign maintenance for a one -year period in an annual amount not to exceed $490,275. DISCUSSION The Public Works Agency's Roadway Marking and Signs Section manages approximately 400 miles of streets within the city of Santa Ana. Contracts are required for the installation and removal of traffic stripes, pavement markings, curb markings and raised pavement markers, as well as the installation, removal or relocation of traffic signs. To minimize impact on traffic flow, roadway striping and sign maintenance is conducted at night. On November 17, 2008 the City Council awarded a contract to Orange County Striping Service, Inc., for a one -year period, with provision for three one -year renewals. In the last year, crews have restriped 2,550,000 linear feet of roadway, repainted 264,000 linear feet of crosswalks and 19,000 legends /markings, and installed or replaced 1,000 signs and signposts. The vendor has performed satisfactorily during the past contract period and has agreed to renew the contract without an increase in pricing. Staff recommends the first renewal of the contract. FISCAL IMPACT Funds are available in the Public Works Roadway Markings and Signs account (no. 01117625- 62300). APPROVED AS TO FUNDS AND ACCOUNTS: George Alvarez ,(Francisco Gutierrez Acting Executive Director � Executive Director Public Works Agency 22 C_1 Finance & Mgmt. Services Agency 22C -2 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE: CONTRACT RENEWAL FOR FIRE HOSE (SPEC. NO. 08 -023) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1st Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contract with L.N. Curtis & Sons for the purchase of fire hose for a one -year period in the annual amount not to exceed $28,700; and increase the aggregate limit for miscellaneous supplies for the Fire Department in an amount not to exceed $25,000 annually. DISCUSSION The Fire Department has established an ongoing replacement program for fire hose at a rate of one engine load per year, eliminating the need for mass purchases. The replaced fire hose is used on reserve fire apparatus or stored for unexpected emergencies. On April 7, 2008, the City Council awarded a contract to L.N. Curtis & Sons for a one -year period with provision for three one -year renewals. The vendor has performed satisfactorily during the past contract period. Staff recommends the first renewal of the contract. Additionally, L.N. Curtis & Sons provides miscellaneous equipment, supplies, and turnout garments for the Fire Department. The purchase of the fire hose, when combined with previous purchases by the Fire Department during the current fiscal year, will exceed the $25,000 aggregate limit. In order to facilitate future purchases, staff recommends an increase to the aggregate limit. 22D -1 Contract Renewal for Fire Hose September 8, 2009 Page 2 FISCAL IMPACT Funds are available in the Fire Department account (no. 01115360- 63001). APPROVED AS TO FUNDS AND ACCOUNTS: Marc E. Martin ,(Francisco Gutierrezuj Fire Chief Executive Director Finance & Mgmt. Services Agency Fire:EG 22D -2 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE: CONTRACT AWARD FOR PANASONIC TOUGHBOOK -19 NOTEBOOKS (SPEC. NO. 09 -040) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Reject the bids from Pinnacle Contracting, Impex Technologies, Inc. and G2 Digital Solutions, as nonresponsive. 2. Award a contract for the purchase of Panasonic Toughbook -19 to En Pointe Technologies for a total aggregate amount not to exceed $39,174.00 DISCUSSION The Water Resources Division of the Public Works Agency (PWA) has undertaken the task to digitally map the City's water system. Data provided includes asset locations for all water system improvements; including valves, fire hydrants, pipelines and water meters. This data is incorporated into the PWA GIS Mapping System and made available to all users. Notebooks are used for digital data collection, to research asset maintenance records, and to provide updated maps to the water and sewer maintenance crews in the field. Currently, the Water Resource Division has ten notebooks. The newly acquired notebooks will be issued to the remaining maintenance crew, completing the second and final phase of issuance. In addition, this purchase will eliminate the mass volume of paper data collection, processing, and vault record research. Finally, these additional notebooks will allow City crews to locate assets, research inquiries and respond to problems quickly and efficiently saving time during research, and providing more adequate updated maps. 22E -1 Contract Award for September 8, 2009 Page 2 Panasonic Toughbook -19 Notebooks The notice inviting bids was advertised on July 8, 2009 and bids were solicited. A summary of the bid invitations and bids received is as follows: 3 Invitations For Bid mailed 14 Bids received Bids were received and opened July 22, 2009 (Exhibit 1) . The bids from Impex Technologies, Inc. and Pinnacle Contracting did not follow the bid instructions, therefore they are non - responsive to the bid requirements. The bids received from G2 Digital Solutions were alternative products offered. The bid from En Pointe Technologies is the most responsive to the specifications and meets the Public Works Agency's requirements. FISCAL IMPACT Funds are available in the Water Quality & Measurement account (no. 6017644 - 66400) George Alvarez Acting Executive Director Public Works Agency PW /EG /09 -040 APPROVED AS TO FUNDS AND ACCOUNTS: i� A Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 22E -2 CITY OF SANTA ANA PURCHASING DIVISION ABSTRACT OF BIDS Panasonic Toughbook -19 (SPEC. NO. 09-040) Bidder Location Terms Delivery Total Model Bidder Location Terms Delivery Total Model Bidder Location Terms Delivery Total Model Bidder Location Terms Delivery Total Model Cyber Computers Inc Irvine, CA Net 30 10 days $42,765.93 CF- 19KDRCX6M SIGMAnet. Inc Ontario, CA Net 30 7 -14 da s $45,087.46 CF- 19KDRCX6M Impex Tech. Torrance, CA Net 30 14 days $43,583.65 NON Responsive SR Systems, Inc Boise, ID Net 30 3 -5 da s $39,631.76 CF- 19KDRCX6M CDW Gov't Inc Vernon Hills, IL Net 30 2 -10 days $43,695.58 CF- 19KDRCX6M TRG Oncall Inc Minneapolis, MN Net 30 6 weeks ARO $49,892.26 CF- 19KDRCX6M Pinnacle Contracting Naples, FL Net 30 7 -10 da s $32,298.75 NON Responsive Exhibit 1 22E -3 Paradigm System Solutions Burnsville, MN Net 30 28 days $41,509.87 CF- 19KDRCX6M _Portable Computer Systems Denver, CO Net 30 45 days $43,971.76 CF- 19KDRCX6M G2 Digital Solutions Xenia, OH Net 30 30 days $37,753.65 *GammaTech R13S NON Responsive Multiwave Walnut, CA Net 30 14 -30 days ARO $42,682.20 CF- 19KDRCX6M CDCE Inc Yorba Linda, CA $44,289.44 CF- 19KDRCX6M G2 Digital Solutions Xenia, OH Net 30 30 days $37, 766.00 *GETAC V100 NON Responsive 22E -4 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE: CONTRACT AWARD FOR AUTOMATED SECURITY SYSTEM (SPEC. NO. 09 -041) , I 6L � � CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1S` Reading ❑ Ordinance on 2" ° Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Award a contract to Gexpro for the purchase of an automated security system for the Santa Ana Jail in the amount of $59,290.00. DISCUSSION The Police Administration and Jail Facility was completed in 1996. To ensure the safety and security of both staff and inmates, the jail includes an automated security door control system that utilizes a programmed logistic controller. This system consists of hardware and software that interfaces the touch screen control panels with the doors, intercoms and security sensors. The current system is 13 years old, is DOS based and no longer supported by the vendor. Therefore, it is no longer cost effective to maintain. In replacing the system, the City gains administrative control over upgrades, system enhancements and increased operating capacity. The notice inviting bids was advertised on July 8, 2009 and bids were solicited. A summary of the bid invitations and bids received is as follows: 2 Invitations For Bid mailed 1 Bids received The bid was received and opened July 22, 2009. The bid from Gexpro is responsive to the specifications and meets the City's requirements. 22F -1 Contract Award for An Automated Security System September 8, 2009 Page 2 FISCAL IMPACT Funds are available in the Inmate Welfare Fund (no. 02314475- 66400). Paul M. Walters Chief of Police PD /EG /09 -041 APPROVED AS TO FUNDS AND ACCOUNTS: `q� Francisco Gutierrez fu/ Executive Director Finance & Mgmt. Services Agency 22F -2 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONTRACT AWARD FOR LITERACY SYSTEM (SPEC. NO. 09 -045) CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ENGLISH ❑ As Amended ❑ Ordinance on 1s` Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Award a contract to Retention Education, Inc. for the purchase of English Literacy materials in the amount of $83,402.34. DISCUSSION The Santa Ana W /O /R /K Center has been providing work force development programs to the community for over 20 years. In May 2009, the Department of Labor (DOL) awarded the W /O /R /K Center a $728,055 grant to serve 125 Santa Ana residents with work experience training, financial literacy, and /or English literacy. The English literacy program portion of the grant will serve Santa Ana residents whose language skills do not currently meet the requirement for entry level employment. At this time 470 of Santa Ana residents are considered limited English proficient. Retention Education, Inc. is a leading provider of English language training solutions for limited English proficient adults in the workforce and education system. They will provide the Sed de Saber language training kit for use by participants in the DOL grant. This system is a customized home -based portable device similar to a "Leap Frog" system. The platform's record - playback- and - compare feature provides the learner with immediate feedback needed to perfect word pronunciation. In addition to the Sed de Saber program, participants will also receive training support and implementation tools as well as personalized tutoring. Retention Education, Inc. is providing similar services to the Greater Santa Ana Business Alliance and to the Santa Ana Unified School District. The Sed de Saber program is an integral part of the grant's scope of work as approved by DOL. 22G -1 Contract Award for English Literacy System (Spec. No. 09 -045) September 8, 2009 Page 2 FISCAL IMPACT Funds are available in the DOL Earmark Program account (no. 13218742- 63001) . Cynthia J. Nelson Deputy City Manager for Development Services Community Development Agency 09 -045 CDA /EG APPROVED AS TO FUNDS AND ACCOUNTS: It Francisco Gutierrez Executive Director Finance & Management Services Agency 22G -2 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE: CONTRACT RENEWAL FOR COMMUNICATION SYSTEM COMPONENTS (SPEC. NO. 08 -005) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contract with Merjan Enterprises Inc., dba /Save On Video for the purchase of communication system components for a one -year period in the annual amount not to exceed $75,000. DISCUSSION To ensure the safety and security of both staff and inmates, the Santa Ana jail utilizes an automated video and audio surveillance system. In the maximum - security areas of the jail, the system allows staff to monitor and record incidents. The State of California requires that surveillance video recordings undertaken in a public facility be stored on -site for one year. Therefore, $40,000 of this year's renewal is to purchase enhanced storage capacity. The remaining amount is for maintenance parts and materials. On March 3, 2008, the City Council awarded a contract to Merjan Enterprises In., dba /Save On Video for a one -year period with provision for two, one - year renewals. The vendor has agreed to renew the contract. The vendor has performed satisfactorily during the past contract period and staff recommends the first renewal of the contract. 22H -1 CONTRACT RENEWAL FOR COMMUNICATION SYSTEM September 8, 2009 Page 2 FISCAL IMPACT COMPONENETS Funds in the amount of $40,000 are available in the Inmate Welfare account for Machinery and Equipment (no. 02314475 - 66400) and funds in the amount of $35,000 are available in the Inmate Welfare account for Operating Materials and Supplies (no. 02314475 - 63001). Paul M. Walters Chief of Police PD /EG /09 -041 APPROVED AS TO FUNDS AND ACCOUNTS: &Francisco Gutierrez Executiae Director Finance & Mgmt. Services Agency 22H -2 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONTRACT AWARD FOR CARR INTERMEDIATE SCHOOL SEVER LATERAL IMPROVEMENTS (PROJECT NO.106400) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Award a contract to Newtech Engineering and Construction, the lowest responsible bidder, in accordance with unit bid prices in the estimated amount of $64,920 for construction of Carr Intermediate School Sewer Lateral Improvements. 2. Approve a Funding Analysis with a total estimated construction cost of $87,800. DISCUSSION The City has a sewer main in Edinger Avenue that serves only the Carr Intermediate School site (Exhibit 1). The existing sewer main is deficient and requires frequent maintenance by City forces to prevent sewer spills. The Santa Ana Unified School District ( SAUSD) is adding new classrooms to the school site. These new classrooms will place an additional load on the already deficient sewer main. During the planning phase of the school expansion project, SAUSD agreed to construct a new on -site sewer line. In exchange, the City agreed to extend the new on -site sewer line into the public right -of -way and connect to a trunk sewer in Raitt Street. The proposed project is necessary to complete this installation and connect the line directly to the trunk sewer in Raitt Street. The Notice Inviting Bids was advertised on July 10 and 13, 2009, and bids were opened on July 23, 2009. A summary of the bid invitations mailed, the bids received, and the bid results follows. 23A -1 Contract Award For Carr Intermediate Sewer Lateral September 8, 2009 Page 2 Santa Ana Contractors receiving notices: 7 Contractors requesting bidding documents: 11 Bids received: 6 Bids received from Santa Ana Contractors: 0 NAME OF RESPONSIVE BIDDER CITY BID AMOUNT 1. Newtech Engr. & Construction Glendale $64,920 2. Valverde Construction, Inc. Santa Fe Springs $72,660 3. Dominguez General Engr., Inc. Rosemead $81,420 4. Atlas - Allied, Inc. Anaheim $100,800 S. Vasilj, Inc. Irwindale $173,100 6. Ramona, Inc. Arcadia $280,100 A total of six bids were received and all were responsive. The lowest bid was submitted by Newtech Engineering and Construction, for $64,920, which is above the Engineer's estimate of $51,740. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended action is exempt from further review. Categorical Exemption, ER #2009 -96 has been filed. FISCAL IMPACT The funding analysis shows a total estimated construction cost of $87,800 for the project (Exhibit 2.) Funds are available in the Sewer Utility Capital Projects Fund (account no. 05617640- 66220). APPROVED AS TO FUNDS AND ACCOUNTS: G� George A varez Francisco Gutierrez Acting Executive Director Executive Director Public Works Agency Finance & Mgmt. Services Agency K: \Construction \RFCA - draft \09 -08 -09 CarrSewer 10 -6400 WA 10 WD .docx 23A -2 FUNDING ANALYSIS PROJECT NO. 106400 CARR INTERMEDIATE SCHOOL SEWER LATERAL IMPROVEMENTS Construction Contract $64,920 Contract Administration $2,896 Inspection and Testing $4,000 Survey Staking $3,000 Contingencies $12,984 TOTAL ESTIMATED CONSTRUCTION COSTS $87,800 Exhibit 2 23A -4 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: CONTRACT AWARD FOR SEGERSTROM AVENUE REHABILITATION FROM HARBOR BOULEVARD TO BRISTOL STREET (PROJECT NO.09- 1028 -C) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Award a contract to All American Asphalt, the lowest responsible bidder, in accordance with unit 'bid prices in the estimated amount of $2,094,618 for construction of Segerstrom Avenue Rehabilitation from Harbor Boulevard to Bristol Street. 2. Approve a Funding Analysis with a total estimated construction cost of $2,617,234. DISCUSSION This segment of Segerstrom Avenue from Harbor Boulevard to Bristol Street has been identified as a high priority on the City's Pavement Management System (Exhibit 1). The pavement is deteriorating due to weather, age and heavy usage. Some of the adjacent curbs, gutters, sidewalks and driveway approaches are also in various states of disrepair and require replacement. This project provides for construction of new street pavement, replacement, of damaged concrete curbs, gutters, sidewalks, cross gutters, driveway approaches and wheelchair ramps. Once completed, these improvements will enhance the ride quality, surface drainage and visual appearance of the street. The Notice Inviting Bids was advertised on July 15 and 17, 2009, and bids were opened on August 5, 2009. A summary of the bid invitations mailed, the bids received, and the bid results follows. 23B -1 Contract Award For Segerstrom Rehabilitation September 8, 2009 Page 2 Santa Ana Contractors receiving notices: 15 Contractors requesting bidding documents: 12 Bids received: 8 Bids received from Santa Ana Contractors: 0 NAME OF RESPONSIVE BIDDER CITY BID AMOUNT 1. All American Asphalt Corona $2,094,618.00 2. Elite Bobcat Service Corona $2,152,521.90 3. Excel Paving Company Long Beach $2,256,913.00 4. R. J. Noble Company Orange $2,258,215.40 5. Sequel Contractors Santa Fe Springs $2,353,280.50 6. Shawan Downey $2,489,915.00 7. Sully Miller Contracting Anaheim $2,520,171.10 8. USS CAL Builders, Inc. Stanton $2,689,676.00 A total of eight bids were received and all were responsive. The lowest bid was submitted by All American Asphalt, for $2,094,618, which is below the Engineer's estimate of $2,200,000. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended action is exempt from further review. Categorical Exemption ER No. 2009 -111 was filed for this project. FISCAL IMPACT The funding analysis shows a total estimated construction cost of $2,617,234 for the project (Exhibit 2.) Funds are available in the Proposition 42 City Fund (accounting unit 02817660- 66220) and Proposition County Fund (accounting unit 02817660- 66220). George Al arez Acting Executive Director Public Works Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency K: \Construction \RFCA - draft \09 -08 -09 SegRehab 09 -1028 ET 80 WD.docx S : A i QO °�I w �I a W Ir LL SEGERSTROM AV I� co cn w cc w a J SEGERSTROM AV a a- m m a EMBIT 1 SANTA ANA P�� �°�� 11as= BEC�ERB?ROM AVER ►BL.ITATION `� IMTB yyy� HAR�9O� ELVVD. TO BR�IS/TpOL ST. vuaIC \pMS MENCY BUT 7. �+ (PROJECT 1 NO. 09—IM —C) FUNDING ANALYSIS PROJECT NO. 09- 1028 -C SEGERSTROM AVENUE REHABILITATION FROM HARBOR BOULEVARD TO BRISTOL STREET Construction Contract $2,094,618 Contract Administration $69,923 Inspection and Testing $86,400 Survey Staking $52,100 Contingencies $314,193 TOTAL ESTIMATED CONSTRUCTION COSTS $2,617,234 Exhibit 2 W : i REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AGREEMENT WITH HOUSTON HARRIS PCS, INC. FOR SEWER VIDEO INSPECTION SERVICES ,� C/ CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended • Ordinance on 1st Reading • Ordinance on 2 n Reading ❑ Implementing Resolution ❑ Set Public Hearing For! CONTINUED TO FILE NUMBER Direct the City Attorney to prepare and authorize the City Manager and the Clerk of the Council to execute an agreement with Houston Harris PCS, Inc. for television inspection of sanitary sewers for a not -to- exceed amount of $300,000. DISCUSSION The City owns and maintains a sanitary sewer collection system consisting of 390 miles of pipelines and 7,600 manholes. Closed circuit television (CCTV) technology is utilized to assess the condition of sewer mains and identify system deficiencies. The City has historically utilized consulting firms to provide CCTV inspection services. To date, approximately 366 miles (94 %) of the sewer system have been inspected using CCTV technology. The proposed contract for sewer CCTV inspection is intended to provide for inspection of approximately 71 miles of pipeline. The project budget is set at $300,000. Requests for Proposals were sent to seven firms. Five responses were received and evaluated by a five - member selection committee. Only two firms scored above the minimum acceptable score of 70. Sealed fee envelopes were then opened and the fee proposals were analyzed. Listed below are the ratings and proposed fees of the two top -rated firms. 25A -1 Agreement with Houston Harris PCS, Inc. September 8, 2009 Page 2 Rating Fee Houston Harris PCS, Inc. 89 $0.80 per linear foot Downstream Services, Inc. 84 $1.70 per linear foot Innerline Engineering 68 Not Opened Empire Pipe Cleaning and 60 Not Opened Equipment, Inc. Advanced Sewer Technologies 38 Not Opened Houston Harris PCS, Inc. was selected as the top rated firm. Their proposal was superior and they have extensive experience providing sewer CCTV services. Their proposed fee of $0.80 per linear foot of sewer inspection includes all of the work required to clean and inspect the sewer mains including traffic control, diverting sewage flow where needed, root cutting where required, disposal of sewer cleaning wastes, and data processing to provide a finished product that meets the City's requirements. Staff recommends that Houston Harris PCS, Inc. be retained for this project. They are a well - qualified and reputable firm with experience in similar type of projects. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the Sanitary Sewer Service Fund (account no. 05617640- 62300.) APPROVED AS TO FUNDS AND ACCOUNTS: George Alva fez Francisco Gutierrez r p Acting Executive Director Executive Director Public Works Agency Finance & Mgmt. Services Agency 25A -2 CONSULTANT AGREEMENT THIS AGREEMENT made and entered into this 81h day of September, 2009 by and between Houston - Harris PCS, Inc., a California corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of cleaning, inspecting and video taping sanitary sewer mains. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as set forth in City's Request for Proposal For Television Inspection of Sanitary Sewers, incorporated by reference to this Agreement, and Consultant's Proposal, attached hereto as Exhibit A, and incorporated by this reference. 3. DELIVERY OF WORK PRODUCT - OWNERSHIP Consultant warrants and represents that it has the absolute right to enter into and perform this Agreement and will perform its obligations hereunder in accordance with standards and practices prevailing in the industry. Consultant's contribution to the Project, including works to be produced by Consultant hereunder, will not infringe or misappropriate the proprietary or personal rights of any third person or party. Consultant shall deliver to City any work product which results from the services provided. Said work product shall be submitted in hard copy and produced in a form compatible with City's information systems, 1 agreed between the Project Manager and Consultant. In regard to all material produced as a deliverable under this Agreement, including but not limited to records, papers, drawings, specifications, programs, systems and other materials prepared by Consultant, Consultant agrees, for itself and its affected officers, employees, agents, contractors, and volunteer workers, that (a) other such material shall be the property of the City, and may not be copyrighted without prior review from the City, and (b) the authors of all such 25A -3 material, whether copyrighted or not, award to the City, and to its officers, agents and employees acting within the scope of their official duties, as a condition of payment to the Consultant, a royalty -free, nonexclusive, irrevocable license throughout the world for governmental purposes to disclose, publish, translate, reproduce, and use such materials. 3. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed $300,000.00 during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 4. TERM This Agreement shall commence on the date first written above and terminate on June 30, 2010, unless terminated earlier in accordance with Section 14, below. This Agreement may be renewed for up to three additional one -year periods upon the written agreement of the parties. The term of this Agreement may be extended upon a writing executed by the Executive Director of Public Works and the City Attorney. 5. CITY OBLIGATIONS City shall provide Consultant with all records in the possession of City which will be of assistance to Consultant in the performance of this Agreement. 6. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 7. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: 25A-4 a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self - insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. e. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims 25A -5 for personal injury, including health, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 9• CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 10. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 11. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: 25A -6 To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 telefacsimile (714) 647 -6956 With courtesy copies to: Public Works Agency City of Santa Ana 220 S. Daisy Avenue, Bldg A (M -85) Santa Ana, California 92703 telefacsimile (714) 647 -3345 Attn: Water Resources Manager and City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Houston - Harris PCS, Inc. 21831 Barton Road Grand Terrace, California 92313 Attn: Pam Houston A party may change its address by giving notice in writing to the other party. Thereafter, any notice, tender, demand, delivery, or other communication shall be addressed and transmitted to the new address. If sent by mail, any notice, tender, demand, delivery, or other communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, any notice, tender, demand, delivery, or other communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 12. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent 25A -7 with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 13. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 14. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 15. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry , or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity and shall comply with all applicable federal, state and local laws and regulat regulations. employer 16. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 25A -8 17. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, Permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 18• MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager CONSULTANT HOUSTON - HARRIS P.C.S., INC. PAMELA D. HOUSTON President Tax ID# 25A -9 EXHIBIT A 25A -10 Work Plan Cleaning Operation Houston & Harris utilizes Vactor Combination Cleaning trucks. In addition to one Vactor unit assigned to this project on a daily basis, five additional Vactor units are available. Being thoroughly familiar with the area, city procedures and protocol required, reduces lost production. Might work has been factored into the proposal to account for both high traffic and flow. i The following procedures will be followed on a daily basis: After reviewing the maps to determine the start location, the operator will fill the Vactor tank with water from a hydrant utilizing the city supplied water meter, for hydro - flushing Purposes. This Procedure will occur throughout the day. The operator then assesses manhole locations ensuring the safest Position of the vehicle prior to setting up to begin the washing process. Included in this set -up procedure are assurances of traffic cones around work area and equipment as well as the use. of gas detector meter readings indicating safe removal of manhole lids. Traffic control will be provided when necessary. Once the location is deemed safe, the manhole lid is removed. The appropriate cleaning nozzle for the task is chosen and attached to the Vactor hose. The operator starts on the downstream manhole and runs the nozzle to the upstrmm as the hose is pulled back. When necessary, anhole to hydro -flush the line sary in addition to Process is applied to the line. the hydro-flushing, a vacuum After the hydro - flushing process is complete, the operator replaces the manhole cover back on the manhole and safely moves to the next location. Documentation is validated by the operator utilizing a city supplied dated scantron sheet that includes details such li li material particular in line segment, the line, type of nozzle used, and how many passes were needed on a This Process's repeated for each line segment. Video Inspection Operations Houston & Harris utilizes RST video inspection equipment. In addition to one Video Inspection unit assigned to this project on a daily basis, three additional Video Inspection units are available. The following procedures will be followed on a daily basis: After reviewing the maps to determine the start location, the operator assesses manhole locations to ensure the safest positioning of the vehicle, and sets -up to begin the video Process. Traffic control will be Provided when necessary. Included in set -up procedures are assurances of traffic cones around work area and equipment and use of gas detector 25A -11 Work Plan meter readings indicating safe removal of manhole lids. Once the location is deemed safe, the manhole lid is removed. The operator enters necessary line identification information including, manhole number, line ID number, and pipe material & size into data base. The camera is then placed on the ground next to the open manhole. Using the camera view, the operator records the visual inspection of the rungs, the cone and shaft, in- coming and out going lines to assess condition. The operator lowers the camera into the channel to record and view the invert of the pipe. Once the invert view is recorded, the video equipment is set -up for inspection of the line. The operator's voice is recorded reading the video overlay. The operator controls the / camera in the line to video all views and is responsible for proper camera height and ✓ lighting. Pipe defects such as, breaks, cracks, off -set joints, roots, grease, infiltration and ex- filtration are noted in audio and through data entry. Defects are archived as Jpeg files. Other observations such as service connections, break -in connections and protruding taps are also noted. This process is repeated for each line segment. Quality Contro]V%ta Conversion All recordings are stored on a removable, digital hard drive which consists of videos, / Jpegs and a Microsoft Access database for the inspected work and are delivered to the V Houston & Harris Quality Control Department daily. Every line inspected is checked for quality, accuracy and confirms all contract requirements are met. Data inserted in the database is checked for accuracy, compared to the City's Map an an Excel Spreadsheet, supplied by the City, which includes all line segments for the entire sewer system. During this process we check the wash logs ensuring they match thq� sewer lines inspected that particular day. Once all data is verified to be correct the QC ✓/ process begins. Our QC tech views each video in its entirety first checking for proper lighting and centering of the camera. The video must have a clear picture, free of any kind of distortion or interferences and the audio must be clear and concise. Every Iine must als?, begin with a view of the open manhole proceeding uninterrupted in the downstream direction with the insertion of the camera into the manhole. All sewer lines are inspected using NASSCO's standard coding system During the QC process all lines are checked for the proper logging of each defect. All defects must be accurately coded using the proper NASSCO code, o -clock position(s) and footage. The inspection shall include location of all laterals, cracks, roots, filtration and other conditions pertaining to the sewer line. If during thenfilt prose ex, g QC process the 10 25A -12 Work Plan j line is deemed to be unsatisfactory, the line is rejected and re, inspected. After the lines have passed the QC process they are saved on multiple hard drives ensuring nothing is lost if the working hard drive should fail. Once this step is complete all line segments are logged on an Excel Spreadsheet. This spreadsheet shows progress of our current task and includes important information we feel the City should be aware of including RVP information, Red Flags, etc. Any lines having major defects or need immediate a proper personnel as a Redd 'L7 t�ention from the City will be forwarded to the . The deliverables process consists of four steps. The first step requires breaking down the current task into folders with unique database numbers provided by the City. Each folder will contain videos, Jpegs, and MS Database & PDF reports. The second step involves checking the database for blank gaps or unnecessary information. This ensures a smooth transition when merging the data into the City's system. The third step consists of Printing the hard copy report along with a summary report for each line segment. This summary report includes the operator, date, from and to manhole numbers, pipe size, material and length inspected. During this process the PDF reports are generated using Adobe Acrobat. The final step entails converting the original Mpeg1 videos into the City's standard WMV video. The video size will be reduced to about 15% of the original size while still providing a high quality video. After the completion of this step all da will be put on a standard USB 2.0 hard drive and delivered to the City for review. V 25A -13 City of Santa Ana, PWA RFP — Professional Services for CCTV Inspection of Sanitary Sewer Mains CITY OF SANTA ANA Professional Services for CCTV Inspection of Sanitary Sewer Mains FEE SCHEDULE TO: CITY COUNCIL OF THE CITY OF SANTA ANA FROM: Houston 6 Harris PCs, Inc REQUIREMENT: The undersigned declares that he /she has carefully examined the request for proposal, that he/she has examined the Proposed Scope of Services, and hereby proposes to furnish all material and do all the work required to complete the said work in accordance with said Proposed Scope of Services, for the unit price(s) set forth in the following schedule: Item # Bid Item Unit uanti Unit Price Amount 1. Sewer Main Hydro Washing LF 300,000 $ 0.235 $ 70,500. 0 (Cleaning) 2. Sewer Main CCTV Inspection LF 300,000 $_2.485 $145.500. 0 3. Data Processing LF 300,000 $1.08 $ 24, 000.00 Total $ 240.000.00 BIDDER Firm Houston & Ha rte ➢ .0 n Address 21831 Barton Road Grand Terrace, CA 92313 Phone(s) 909 -422 -8990 Bidder Signature 30 12 25A -14 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AGREEMENT WITH DR. SCOTT WELDY TO PROVIDE VETERINARY SERVICES FOR THE SANTA ANA ZOO AT PRENTICE PARK ,-�ZAI 7, CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on I" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For` CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached agreement with Dr. Scott Weldy for the provision of veterinary services at the Santa Ana Zoo at Prentice Park in the amount of $75,000 for a one -year term, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Santa Ana Zoo at Prentice Park is required by the United States Department of Agriculture and the Association of Zoos and Aquariums (AZA) to provide veterinary services for the collection of animals maintained at the Zoo. Dr. Scott Weldy was selected through an interview process in 2008, and has completed the first year as the Zoo's veterinarian. Dr. Weldy has more than 20 years of zoo experience with exotic animal veterinarian medicine and has extensive knowledge of the Santa Ana Zoo's animal collection. Prior to his selection last year, Dr. Weldy performed satisfactorily as backup veterinarian for ten years. Dr. Weldy will provide a comprehensive program of preventative and curative medical care for the entire Zoo collection, including the exotic animals. Dr. Weldy will visit Zoo facilities a minimum of 12 hours per week to examine the animals' health and sanitation, and assist with maintaining complete medical history records for each animal in the animal collection. 25B -1 Agreement with Dr. Weldy September 8, 2009 Page 2 FISCAL IMPACT Funds are available in the Santa Ana Zoo at Prentice Park, Other Contractual Services expenditure account (no. 11- 247 - 6291). Gerardo Mouet, Executive Director Parks, Recreation and Community Services Agency G I Approved as to Funds and Account: mku'�'- N - Francisco u ierrez, Executive Director Finance and Management Services Agency CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this day of July, 2009 by and between Scott Weldy DVM, DBA Serrano Animal & Bird Hospital, an individual, (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of veterinary services. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents-that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform those services as set forth in Exhibit A to this Agreement. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. Maximum amount for reimbursable expenses shall be $10,000. Provided however, the total sums to be expended under this Agreement, shall not exceed $75, 000. during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on June 30, _ 2010, unless terminated earlier in accordance with Section 12, below. The term of this Agreement may be extended upon a writing executed by the Executive Director of the Parks, Recreation and Community Services Agency and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general Iiability insurance naming the City, its officers, agents, volunteers, and employees as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting there from and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting there from, and property damage, in the total amount of $1,000,000 per occurrence. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit B upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, if consultant has any employees, consultant is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim. 25B -4 e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 6. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 7. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written 25B -5 information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and /or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 8. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 9. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Phone (714) 647 -6956 With courtesy copies to: Executive Director of the Parks, Recreation and Community Services Agency Parks, Recreation and Community Services 26 Civic Center Drive P.O. Box 1988, M -75 Santa Ana, CA 92702 and, City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Phone (714) 647 -6515 Scott Weldy, DVM DBA Serrano Animal & Bird Hospital 21771 Lake Forest Dr. # 111 Lake Forest, CA 92630 (949) 855 -9744 I M. I A party may change its address by giving notice in writing to the other party. Thereafter, any notice, tender, demand, delivery, or other communication shall be addressed and transmitted to the new address. If sent by mail, any notice, tender, demand, delivery, or other communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, any notice, tender, demand, delivery, or other communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 11. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 12. TERMINATION This Agreement may be terminated by the City upon sixty (60) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof _ for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 25B -7 13. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. JURISDICTION - VENUE This Agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be government and construed in accordance with the laws of the State. of California. This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 15. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of his inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 16. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. 96� IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney Assistant City Attorney RECOMMENDED FOR APPROVAL. Gerardo Mouet Executive Director of the Parks, Recreations and Community Services Agency CITY OF SANTA ANA DAVID N. REAM City Manager CONSULTANT G��=o -.- 7 tt Weldy, D 0? 4 (a:; Individual SS # W. .-1 "EXHIBIT A" I. CONTRACTOR'S OBLIGATIONS CONTRACTOR agrees to render veterinary services to the CITY at the Santa Ana Zoo and in the home practice /place of business on a continuing basis for the duration of this Agreement, including, but not limited to the following: A. Serve as a medical officer for the Santa Ana Zoo's animal collection. B. Serve as caretaker of drugs, narcotics, and pharmaceutical equipment. CONTRACTOR also will administer or supervise, including verbal and written communications on the administration of narcotics, pharmaceuticals, and pharmaceutical equipment for the animals in the collection. C. Provide a comprehensive program of preventative and curative medical care for the animal collection; including annual and routine exams, annual review of the nutritional needs of all species and recommendations for any dietary changes, and a comprehensive parasite treatment plan for all species. D. Consult with appropriate zoological and/or human experts and zoo staff to make recommendations regarding the nutritional and medical needs of the collection. E. Visit the Zoo facilities and examine the animal's health on average 12 hours per week. The Zoo Curator and the CONTRACTOR will decides on the hours on an as needs basis. F. Assist the Zoo Curator in establishing and maintaining complete medical history records for each animal in the collection. G. Approve the detailed report of medical treatment administered and other services performed at each visit as prepared by Zoo staff (or by the veterinarian) and sign the zoo vet visit log (time sheet) for the Zoo files. H. Exercise his/her best professional judgment and practice and make his/her best efforts to maintain the animals. Advise Zoo staff on maintenance of same so as to insure the best medical, husbandry, enrichment and living conditions possible for the animal collection. I. Provide telephone consultation, advice and instructions of prescriptions on a reasonably unlimited basis, either with staff or other consulting veterinarians. J. Provide a signature as our consulting/attending veterinarian, for necessary and required certificates, documents, licenses or permits K. Advise on and ordering of medicine, supplies or instruments. L. Obtain at his/her cost, medical malpractice insurance. II CITY OBLIGATIONS In order to assist CONTRACTOR in execution of his/her responsibilities under this agreement and to enhance the care of the animals in the collection, the CITY agrees to do the following: A. Maintain a pharmaceutical safe for the storage of all controlled drugs and narcotics. B. Maintain a facility for the use in the surgery and/or treatment of the collection with recovery and holding cages and related equipment as necessary at the zoo. C. Provide CONTRACTOR with staff support from Zoo personnel. D. Purchase equipment, biological, drugs, narcotics, pharmaceuticals and /or other medical supplies upon request of CONTRACTOR. - E. Provide staff assistance for the capture and treatment of animals. F. Provide staff treatment of specimens on telephone or written instructions from CONTRACTOR. G. Provide additional veterinarians, where advisable for emergencies and for these services. H. Maintain diagnostic or treatment notes filed in our records by backup veterinarians we may employ, for the CONTRACTOR'S review or use. I. Pay for all outside laboratory expenses incurred as a result of CONTRACTOR'S supervision of animals in the collection. Pay all other expenses necessary for the care of the collection when recommended by CONTRACTOR and approved by the Executive Director of the Parks, Recreation and Community Services Agency or his designated representative. III. COMPENSATION CONTRACTOR agrees to perform the professional services as set forth herein and CITY agrees to pay CONTRACTOR for all such services at the rate of $65,000 for twelve months for 12 hours per week at the Zoo. There will be additional charges at the normal clinic rate for animals taken to Dr. Weldy's place of business and for emergency calls to the zoo after Zoo hours. Contract amount not to exceed $75,000.00. Said fees shall be paid not later than 30 days after receipt of invoice from CONTRACTOR. CITY agrees to pay cost of materials, supplies and laboratory fees incurred for treatment of Zoo specimens taken to CONTRACTOR'S home hospital for treatment. 25B -11 EXHIBIT B ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701; its officers, employees, agents, volunteers and representatives are named as additional insured's ( "additional insured's") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insured's. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insured's, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the Clerk of the Council, City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92701. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective , this endorsement form as a part of Policy # Issued to Named Insured Countersigned by Authorized Representative 25B -12 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: PURCHASE AGREEMENT FOR WIDENING AT 3025 and 3019 W. EDINGER AVENUE (PROJECT NO. 077577) LA), 2,_ CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the attached acquisition agreement, subject to approved by the City Manager and City Attorney, Nguyen, Tu Van Nguyen and Huyen Thi Nguyen properties located at 3025 and 3019 W. Edinger $72,000. DISCUSSION Council to execute the non - substantive changes with Tung Nguyen, Vu Do for the purchase of the Avenue in the amount of Edinger Avenue is classified as an east -west major arterial street per the City's General Plan Circulation Element and the County of Orange's Master Plan of Arterial Highways (MPAH). Between Mohawk Drive and Fairview Street, Edinger consists of four - lanes. To meet MPAH requirements for a six -lane major arterial and to match the width of adjacent roadway segments, widening is required at 3025 and 3109 W. Edinger Avenue (Exhibit 1). Improvements include the construction of new curb, gutter, and sidewalk, as well as new pavement. To accommodate the widening, partial acquisitions of the subject properties are required. The purchase amounts are the appraised values prepared by an appraiser licensed in the State of California. ENVIRONMENTAL IMPACT In accordance with the National Environmental Policy Act (NEPA), the proposed project has been reviewed and determined to be exempt from any further environmental review. 25C -1 Purchase Agreement for Widening at 3025 and 3019 W. Edinger Avenue September 8, 2009 Page 2 FISCAL IMPACT Funds are available in the Community Development Block Grant Fund (account no. 135- 8783 - 66220, project 077577). George Al arez Acting Executive Director Public Works Agency Cynthia Nelso Deputy City Manager Community Development Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 25C -2 PURCHASE AND SALE AGREEMENT FOR ACQUISITIONOF REAL PROPERTY AND BILATERAL ESCROW INSTRUCTIONS (Commercial) THIS AGREEMENT, entered into this day of , 2009, by and between the CITY OF SANTA ANA, a charter city and municipal corporation duly organized under the Constitution and laws of the State of California (hereinafter referred to as the "City" or "Buyer "), and Tung Thanh Pham and Thu Hai Lam Pham; Khanh Tuan Cung and Lang Ngoc Cung; Diana Vui Nguyen and Vu Do Nguyen; and Tu Van Nguyen and Huyen Thi Nguyen (hereinafter called "Seller "), regardless of number or gender; WITNESSETH For and in consideration of their promises, covenants and agreements hereinafter set forth, and subject to the terms, conditions and provisions hereinafter set forth, Seller agrees to sell to City, and City agrees to purchase from Seller, all that certain real property (hereinafter referred to as "said real property") described as follows: All that certain real property located in the State of California, County of Orange, City of Santa Ana, described as follows: SEE EXHIBIT "A" ATTACHED HERETO AND BY THIS REFERENCE MADE A PART HEREOF (Commonly known as a portion 3025 and 3019 W. Edinger Avenue, Santa Ana, CA) Said purchase and sale of said real property shall be in accordance with and subject to all of the following terms, conditions, promises, covenants, agreements and provisions, to wit: 1. Conveyance by Seller. Seller agrees to convey said real property to City, by Grant Deed, at the office of First American Title Insurance Company, 2 First American Way, Santa Ana, California, within thirty (30) days from and after the date on which the City has approved this Agreement. 2. Title to be Conveyed. (a) Seller agrees that, except as may hereinafter be otherwise expressly provided, said real property shall be conveyed by Seller to City, as aforesaid, free and clear of any and all conditions, restrictions, reservations, exceptions, easements, assessments, profits, limitations, encumbrances (whether monetary or non - monetary, general or specific, including any and all leasehold interests), liens, clouds or defects in title except those exceptions shown in Paragraph 15 below. Seller hereby warrants that the title to said real property to be conveyed by Seller to City shall be free and clear as provided above. Seller further agrees that acceptance by City of any deed to said real property, with or without knowledge of any condition, restriction, reservation, exception, easement, assessment, profit, limitation, encumbrance (whether monetary or non - monetary, general or specific, and including any and all leasehold interests), lien, cloud or defect in title, shall not constitute a waiver by City of its right to the full and clear title hereinabove agreed to be conveyed by Seller to City, nor of any right which might accrue to City because of the failure of Seller to convey title as hereinabove provided. 3. Title Insurance. Seller agrees to deliver to City, concurrently with the conveyance of said real property to City, within the time and at the place hereinabove specified for said conveyance of said real property, a policy of title insurance to be issued by the above 25C -4 mentioned title company, with the City therein named as the insured, in the amount of SEVENTY TWO THOUSAND AND NO /100 Dollars ($72,000) insuring the title of the City to said real property is free and clear of any and all conditions, restrictions, reservations, exceptions, easements, assessments, profits, limitations, encumbrances (whether monetary or non - monetary, general or specific, and including any and all leasehold interests), liens, clouds or defects in title, excepting such specific ones as city may hereinafter expressly agree to take subject to. Acceptance by City of any such policy of insurance, whether such insurance complies with the requirements of this paragraph or not, shall not constitute a waiver by City of its right to such insurance as is herein required of Seller, nor a waiver by the City of any rights of action for damages or any other rights which may accrue to City by reason of the failure of Seller to convey title or to provide title insurance as required in this Agreement. 4. Escrow. City agrees to open an escrow at the office of First American Title Insurance Company, 2 First American Way, Santa Ana, California, (the Escrow Agent) within five (5) days from and after the date on which the City has approved this Agreement. This Agreement constitutes the joint escrow instructions of the City and the Seller and a duplicate original of this Agreement shall be delivered to the Escrow Agent upon the opening of the escrow. Escrow to close within 90 days of the City's execution of this Agreement. The Escrow Agent hereby is empowered to act under this Agreement, and upon indicating its acceptance of this Section 4 and of the General Provisions described in Exhibit "B" attached hereto and incorporated herein by this reference, in writing, delivered to the City and to the Seller within five (5) days after delivery of this Agreement, shall carry out its duties as Escrow Agent hereunder. City agrees to bear and Escrow Agent is hereby authorized to charge to the City the cost of any transfer taxes, recording fees, cost of title insurance, reconveyance fees, document preparation fees, escrow fees and any other closing costs incidental to the conveying of said real property to City. Penalties for prepayment of bona fide obligations secured by any existing deed of trust or mortgage shall be waived pursuant to Civil Code Procedures Section 1265.240. The liability to the Escrow Agent under this Agreement is limited to performance of the obligations imposed upon it under Section 4, Section 6, Section 11 and Exhibit "B" of the General Provisions of this Agreement. 5. Property Taxes. Such real property taxes, if any, on said real property for the fiscal year within which said real property is conveyed to City as are unpaid at the time of said conveyance shall be cleared and paid in accordance with the provisions of Section 4986 of the Revenue and Taxation Code of the State of California. Seller shall be eligible for a refund under Section 5096.7 of the Revenue and Taxation Code of the State of California for that portion of property taxes on said real property for said fiscal year which have been paid prior to the date the deed conveying said real property to City is recorded which is allocable to that portion of the fiscal year which begins on the date the deed conveying said real property to City is recorded and made uncollectible if unpaid by reason of Section 4986 of the Revenue and Taxation Code of the State of California. All unpaid taxes on said real property for any and all years prior to the fiscal year within which said conveyance is made shall be paid by Seller before conveyance of said real property to City. 6. Payment of Purchase Price. City agrees to pay to Seller, and Seller agrees to accept from City, as and for the full purchase price for said real property, fixtures & equipment (improvements pertaining to the realty), goodwill (if any), and severance damages, the total sum of SEVENTY TWO THOUSAND AND NO /100 Dollars ($72,000). City agrees to deposit said purchase price in escrow with the Escrow Agent within THIRTY (30) days from and after the 2 25C -5 date on which the City has approved this Agreement, and the Escrow Agent is hereby authorized to pay the same to Seller upon and after: (a) Conveyance of said real property by Seller to City as hereinabove provided; (b) Acceptance by City of a Grant Deed conveying said real property to City; (c) Delivery to City of the policy of title insurance as hereinabove provided; (d) Recordation of the Deed conveying said real property to City. 7. Possession. Seller agrees to deliver to City, on the date the Deed conveying said real property to City is recorded, quiet and peaceful possession of said real property, which shall be made free by Seller of all personal property. 8. Rental and Occupancy By Seller. Seller agrees to execute a complete, current and correct statement of rentals (Seller Estoppel) on a form furnished to Seller by Buyer and deliver same to Buyer within fifteen (15) days hereof with copies of any written leases or rental agreements attached. All rents will be prorated as of the close of escrow on the basis of a 30- day month /360 -day year consistent with that statement, subject to approval of Buyer. Seller hereby agrees not to rent any units on the premises which are now vacant, or which may be vacated by present occupants prior to close of escrow. Seller agrees that any and all Tenant Security Deposits pertaining to the subject property collected by or in the possession of Seller prior to the close of escrow shall be transferred to and become the property of Buyer during escrow. Seller hereby warrants that the rental statement referred to shall include the terms of all rental agreements, tenancies, and leases (written, unwritten, recorded, or unrecorded) and Seller agrees to hold Buyer harmless from all liability from any such leases or agreements. Seller also warrants that there are no oral or written leases on all or any portion of the subject property exceeding a period of one month. 9. Waivers. The waiver by City of any breach of any covenant or agreement herein contained on the part of Seller shall not be deemed or held to be a waiver of any subsequent or other breach of said covenant or agreement nor a waiver of any breach of any other covenants or agreements contained herein. 10. Heirs, Assigns, Successors in Interest. This Agreement, and all the terms, covenants and conditions hereof, shall apply to and bind the heirs, executors, administrators, successors and assigns of the respective parties hereto. 11. Time is of the Essence. In all matters and things hereunder to be done and in all payments hereunder to be made, time is and shall be of the essence. 12. Permission to Enter on Premises. Seller hereby grants City, and its authorized agents, permission to enter upon said real property at all reasonable times prior to close of escrow for the purpose of making necessary inspections. 13. Just Compensation. Seller acknowledges and agrees that said purchase price is just compensation at fair market value for said real property and includes payment for fixtures & equipment (improvements pertaining to the realty), goodwill (if any), and severance damages 25C -6 14. Notices. The mailing address of the City of Santa Ana is 20 Civic Center Plaza, M -36, P.O. Box 1988, in the City of Santa Ana 92702, County of Orange, State of California. The mailing address of the Seller is: Khanh Cung 9971 W. Thistle Fountain Valley, CA 92708 -2043 15. Exceptions. City agrees to accept title to said real property subject to the following: NONE. 16. Entire Agreement. It is mutually agreed that the parties hereto have herein set forth the whole of their Agreement. Performance of this Agreement by City shall lay at rest, each, every, and all issue(s) that were raised or could have been raised in connection with the acquisition of said real property by City. 17. Hazardous Waste. Neither Seller nor, to the best of Seller's knowledge, any previous owner, tenant, occupant, or user of the Property used, generated, released, discharged, stored, or disposed of any hazardous waste, toxic substances, or related materials ( "Hazardous Materials ") on, under, in, or about the Property, or transported any Hazardous Materials to or from the Property. Seller shall not cause or permit the presence, use, generation, release, discharge, storage, or disposal of any Hazardous Materials on, under, in, or about, or the transportation of any Hazardous Materials to or from, the Property. The term "Hazardous Material" shall mean any substance, material, or waste which is or becomes regulated by any local governmental authority, the State of California, or the United States Government, including, but not limited to, any material or substance which is (i) defined as a "hazardous waste ", "extremely hazardous waste ", or "restricted hazardous waste" under Section 25115, 25117 or 25122.7, or listed pursuant to Section 25140 of the California Health and Safety Code, Division 20, Chapter 6.5 (Hazardous Waste Control Law), (ii) defined as "hazardous substance" under Section 25316 of the California Health and Safety Code, Division 20, Chapter 6.8 (Carpenter - Presley- Tanner Hazardous Substance Account Act), (iii) defined as a "hazardous material ", "hazardous substance ", or "hazardous waste" under Section 25501 of the California Health and Safety Code, Division 20, Chapter 6.95 (Hazardous Materials Release Response Plans and Inventory), (iv) defined as a "hazardous substance" under Section 25281 of the California Health and Safety Code, Division 20, Chapter 6.7 (Underground Storage of Hazardous Substances), (v) petroleum, (vi) asbestos, (vii) polychlorinated biphenyls, (viii) listed under Article 9 or defined as "hazardous" or "extremely hazardous" pursuant to Article 11 of Title 22 of the California Administrative Code, Division 4, Chapter 20, (ix) designated as a "hazardous substances" pursuant to Section 311 of the Clean Water Act, (33 U.S.C. S1317), (x) defined as a "hazardous waste" pursuant to Section 1004 of the Resource Conservation and Recovery Act, 42 U.S.C. S6901 et seg. (42 U.S.C. S6903) or (xi) defined as a "hazardous substances" pursuant to Section 101 of the Comprehensive Environmental Response, Compensation, as amended by Liability Act, 42. U.S.C. S9601 et seg. (42 U.S.C. S9601). 18. Compliance With Environmental Laws. To the best of Seller's knowledge the Property complies with all applicable laws and governmental regulations including, without limitation, all applicable federal, state, and local laws pertaining to air and water quality, hazardous waste, waste disposal, and other environmental matters, including, but not limited to, the Clean Water, Clean Air, Federal Water Pollution Control, Solid Waste Disposal, Resource Conservation Recovery and Comprehensive Environmental Response Compensation and Liability Acts, and the California Environment Quality Act, and the rules, regulations, and ordinances of the city within which the subject property is located, the California Department of Health Services, the Regional Water Quality Control Board, the State Water Resources Control Board, the Environmental Protection Agency, and all applicable federal, state, and local agencies and bureaus. 25C -7 19. Indemnity. Seller agrees to indemnify, defend and hold the City harmless from and against any claim, action, suit, proceeding, loss, cost, damage, liability, deficiency, fine, penalty, punitive damage, or expense (including, without limitation, attorneys' fees), resulting from, arising out of, or based upon (i) the presence, release, use, generation, discharge, storage, or disposal of any Hazardous Material on, under, in or about, or the transportation of any such materials to or from, the Property, or (ii) the violation, or alleged violation, of any statute, ordinance, order, rule, regulation, permit, judgment, or license relating to the use, generation, release, discharge, storage, disposal, or transportation of Hazardous Materials on, under, in, or about, to or from, the Property. This indemnity shall include, without limitation, any damage, liability, fine, penalty, punitive damage, cost, or expense arising from or out of any claim, action, suit or proceeding for personal injury (including sickness, disease, or death, tangible or intangible property damage, compensation for lost wages, business income, profits or other economic loss, damage to the natural resource or the environment, nuisance, pollution, contamination, leak, spill, release, or other adverse effect on the environment). This indemnity extends only to liability created prior to or up to the date this escrow shall close. Seller shall not be responsible for acts or omissions to act post close of this escrow. 20. Contingency. It is understood and agreed between the parties hereto that the completion of this transaction, and the escrow created hereby, is contingent upon the specific acceptance and approval of the City herein. The execution of these documents and the delivery of same to Escrow Agent constitutes said acceptance and approval. 21. Modification and Amendment. This Agreement may not be modified or amended except in writing signed by the Seller and City. 22. Partial Invalidity. Any provision of this Agreement that is unenforceable or invalid or the conclusion of which would adversely affect the validity, legality, or enforcement of this Agreement shall have no effect, but all the remaining provisions of this Agreement shall remain in full force. 23. Captions. Captions and headings in this Agreement, including the title of this Agreement, are for convenience only and are not to be considered in construing this Agreement. 24. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. 25. No Reliance By One Party On The Other., Each party has received independent legal advice from its attorneys with respect to the divisibility of executing this Agreement and the meaning of the provisions hereof. The provisions of this Agreement shall be construed as to their fair meaning, and not for or against any party based upon any attribution to such party as the source of the language in question. 26. No Third Party Beneficiary. This Agreement is intended to benefit only the parties hereto and no other person or entity has or shall acquire any rights hereunder. 27. Duty To Cooperate Further. Each party hereby agrees that it shall, upon request of the other, execute and deliver such further documents (in form and substance reasonably acceptable to the party to be charged) and do such other acts and things as are reasonably necessary and appropriate to effectuate the terms and conditions of this Agreement, without cost. 25C -8 28. Applicability of Agreement To Assignees. This Agreement shall be binding upon and shall inure to the benefit of the successors and assigns of the parties to this Agreement. 29. Authority to Execute Agreement. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 30. Incorporation of Exhibits. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. The parties have executed this Agreement as of the date written below. SELLER: By: —T'c) N or ??1111 Tung Than& P am Khanh T n Cung By: Dl A to ck U L � Diana Vui Nguyen BY. I 1A \hA P �- Tu Van Nguyen V el CITY /BUYER: CITY OF SANTA ANA BY: David N. Ream City Manager ATTEST: BY: Patricia E. Healy Clerk of the Council APPROVED AS TO FORM: Joseph W. Fletcher City Attorney BY �V. /—X� CeTI imse Sa6dKval 0 ief Assistant City - By: 1 hill ftgt 11hom Thu Hai Lam Pham By: Lang Ngo C ng By: yln DO IJgy!je'kj Vu Do Nguyen By: uy n Thi N uyen Dated 25C -9 EXHIBIT A LEGAL DESCRIPTION That portion of the Northwest quarter of the Northeast quarter of Section 22, Township 5 South, Range 10 West, in the Rancho Las Bolsas, City of Santa Ana, County of Orange, State of Califomia, as shown on a map thereof recorded in Book 51, Page 12 of M'iseellaneous Maps, records of said county, described as follows: The Northerly 12.00 feet of the Southerly 52.00 feet of the West 80.00 feet of the East 159.00 feet of the following described property: Beginning at the Southwest comer of said Northwest quarter, thence North 88 °50'00' East 315.62 feet along the South line of said Northwest quarter, thence North 0 °2040' West 27424 feet, parallel with the West line of said Northwest quarter; thence South 89030'00 ' West 315.59 feet to a point on said West line, distant North 0 02040" West 277.91 feet along said West line from said Southwest comer; thence South 0020`40' East 277.91 feet along said West line to the Point of Beginning. CONTAINING AN AREA OF 960 SQUARE FEET. MORE OR LESS. ALL AS SHOWN ON EXHIBIT B ATTACHED HERETO AND MADE A PART HEREOF. PREPARED UNDER THE SUPERVISION OF: L �• 7 bATE LS 5683 NO. 5683 Exa. 9/30/09 25C -10 EXHIBIT "B„ APN 407-107-23 3025 W. EDINGER AVENUE BCRCHARD AVENUE r h8543b'QO "c ?� 30, ZZ t 4 91 i car Y ; Qa�ca ?2T j N r 8{1 79' o - ... _ — - rT _2� e 315.82' N88 °50'00 "f EDINGER I AVENUE 8 . 22. T. 5 S.. R. 10 W. 25C -11 EXHIBIT A LEGAL DESCRIPTION That portion of the Northwest quarter of the Northeast quarter of Section 22, Township 5 South. Range 10 West in the Rancho Las Bolsas, City of Santa Ana, County of Orange, State of California:, as shown on a map thereof recorded in Book 51, Page 12 of Miscellaneous Maps, records of said county, described as follows: The Northerly 12.00 feet of the Southerly 52.00 feet of the following described property: Beginning at the Southwest corner of said Northwest quarter; thence North 88 °50'00' East 315,82 feet along the South line of said Northwest quarter, thence North 0 020'40" West 274.24 feet, parallel with the West fine of said Northwest quarter; thence South 89 °30'00" West 315.59 feet to a point on said West line, distant North 0 0204W West 277.91 feet along said West line from said Southwest comer; thence South 0 020'40° East 277.91 feet along said West line to the Point of Beginning. EXCEPT the East 159.00 feet thereof.. CONTAMING AN AREA OF 1879 SQUARE FEET, MORE OR LESS. ALL AS SHOWN ON EXHIBIT B ATTACHED HERETO} AND MADE A PART HEREOF. PREPARED UNDER THE SUPERVISION OF: J. 46AT IN ATE LS r V 1� NO, 5683 EXP. 4/30/0 25C -12 EXHIBIT 1113" APN 407- 107 -,24 3109 W. EOINGER AVENUE BORCHARD AVENUE 315.59' NBS' 36' 00 "F I I 30 I i I i j y I ! g N ' a Er ( o+� i tON 22 • � • I I N I 79' ! ' - - - - --I Zzi1%_z1__ Ln V' R — - — 315.62' N88' 50' 00 `"E EDINGER I AVENUE 10 CORNIER OF N.W. 1/4. N.E. 1 . 22. T. 5 5.. R. 10 W. 25C -13 EXHIBIT "B" GENERAL ESCROW PROVISIONS All disbursements shall be made by Escrow's check. All funds received in this escrow shall be deposited in one or more of your general escrow accounts with any bank doing business in the State of California and may be transferred to any other general escrow account or accounts. The expression "close of escrow" means the date on which instruments referred to herein are filed for record. All adjustments are to be made on the basis of a 30 -day month. Recordation of any instruments delivered through this escrow, if necessary or proper in the issuance of a policy of title insurance called for, is hereby authorized. There shall be no prorations of any existing insurance policies in this escrow. You are to furnish a copy of these instructions, amendments thereto, closing statements and/or any other documents deposited in this escrow to the lender or lenders, the real estate broker or brokers and /or the attorney or attorneys involved in this transaction upon request of such lenders, brokers or attorneys. Should you before or after close of escrow receive or become aware of any conflicting demands or claims with respect to this escrow or the rights of any of the parties hereto, or any money or property deposited herein affected hereby, you shall have the right to discontinue any or all further acts on your part until such conflict is resolved to your satisfaction, and you shall have the further right to commence or defend any action or proceedings for the determination of such conflict. The parties hereto jointly and severally agree to pay all costs, damages, judgments and expenses, including reasonable attorney's fees, suffered or incurred by you in connection with, or arising out of this escrow, including, but without limiting the generality of the foregoing, a suit in interpleader brought by you. In the event you file a suit in interpleader, you shall ipso facto be fully released and discharged from all obligations imposed upon you in this escrow. If for any reason funds are retained or remain in escrow, you are to deduct therefrom a reasonable monthly charge as custodian thereof of not less than $10.00 per month. Time is declared to be the essence of these instructions. If you are unable to comply within the time specified herein and such additional time as is required to make an examination of the official records, you will return all documents, money or property to the party entitled thereto upon satisfactory written demand and authorization. Any amendment of and /or supplement to any instructions must be in writing. The seller agrees to sell and the buyer agrees to buy the property herein described upon the terms hereof. These escrow instructions, and amendments hereto, may be executed in one or more counterparts, each of which independently shall have the same effect as if it were the original, and all of which taken together shall constitute one and the same instruction. 25C -14 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AGREEMENT AUTHORIZING ENERGY EFFICIENCY IMPROVEMENTS FUNDED BY THE FEDERAL AMERICAN RECOVERY AND REINVESTMENT ACT CIT MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15f Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manager and Clerk of the Council to execute the attached agreement, subject to non - substantive changes approved by the City Manager and City Attorney, with Siemens Building Technologies in an amount not to exceed $3,267,500 to implement energy efficiency improvements to City buildings and parks. 2. Authorize funding of the improvements from the City's Energy Efficiency and Conservation Block Grant monies made available through the Federal American Recovery and Reinvestment Act of 2009. DISCUSSION The City continues to focus on energy efficiency and conservation. In 2003 the City completed a comprehensive project that included lighting retrofits, heating, ventilation and air (HVAC) improvements, window replacements, digital control systems, boiler replacements, installation of variable speed drives, and a pool cover. Guaranteed savings for the last five years were $1,728,672. Actual results were even better than originally estimated. The City has saved an additional $362,251 during the past five years and a total of 9,101,804 kilowatt hours of electricity. There are a number of additional improvements that could be completed to have city systems running at increased levels of energy efficiency. A listing of the proposed projects is attached and includes energy improvements at City Hall, Corporation Yard, Southwest Senior Center, Regional Transportation Center, the fire stations, Bowers Museum, and the City's parks (Exhibit 1). 25D -1 Agreement Authorizing Energy Efficiency Improvements Funded by the ARRA September 8, 2009 Page 2 In 2008 the City Council authorized Siemens to proceed to the final engineering phase of this project. The final project design has been completed and modified to fit within the financial limits of the stimulus funding availability. This project includes exterior and interior lighting retrofits, HVAC improvements, implementation of automated control systems, and ball field submetering. These improvements, once implemented, will save energy and reduce the City's cost of electricity. Also, these modifications will allow the City to modernize and upgrade its current buildings and equipment. Proposed solar systems at City Hall and at the Corporation Yard are currently being evaluated and are not part of this agreement. A separate recommendation will be submitted to the Council once a proposed agreement is completed. The cost of the improvements is $3,267,500. The City does not have available funds in this amount. However, the City has applied for and has received preliminary approval to use Energy Efficiency and Conservation Block Grant monies in the amount of $3,267,500 to fund the improvements. This money was made available through the American Recovery and Reinvestment Act of 2009. In addition, we will apply for rebates available from Southern California Edison. Based on the final project engineering, the City is expected to realize a savings from reduced energy consumption, reduced operating expenses and rebates of $548,115 in the first three years and $2,050,671 over 10 years, mostly in the General Fund. In addition, we can expect to reduce our carbon footprint by 1,022,592 pounds of carbon dioxide (CO2), 354 pounds of nitrogen oxide (NOx) and 53 pounds of sulfur dioxide (SO2). At this time it is recommended that the City authorize an agreement with Siemens Building Technologies. Siemens and City staff will coordinate and manage the implementation of the improvements, which will begin this month and will take approximately nine months to complete. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. 25D -2 Agreement Authorizing Energy Efficiency Improvements Funded by the ARRA September 8, 2009 Page 3 FISCAL IMPACT The cost of the improvements will be $3,267,500. These improvements will be paid by the Energy Efficiency and Conservation Block Grant Funds. With the completion of this project, the City can expect to generate $2,050,671 in savings and rebates over the next 10 years. George Alvarez Acting Executive Director Public Works Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 25D -3 ENERGY RETROFITS/FACILITIES AND PARKS Exhibit 1 25D -4 South West Senior Center Replace 6 package units $153,561 7,247 Bowers Museum Lighting Retrofit - Convert T -12 and 1st generation T -8 to 3`d generation T -8 HVAC Upgrade — Replace 2 pac ag Units $74,277 $69,193 36,296 7,685 Trans ortation Center Install controls for the fan coil units and integrate with Siemens control system Lighting etro i - onver - an magnetic ballasts to 3rd generation T -8 wlelectronic ballasts. Retrofit T-8 lamps to 3rd generation T -8. Change incandescent to CFL. Install motion sensors $ $23,985 36 410 ' 501245 Fire Stations 1 -10 Lighting Retrofit — Convert T -12 and 151 generation T -8 to 3`d generation T -8 Replacel l packaged units $199,862 $273,861 116,148 14,580 Parks and i n InteriodExterior Lighting Retrofit Ball Field Sub - Metering Musco Lighti Controls =$723,074 218,610 NIA 165,420 T $3,267,500 781,423 Exhibit 1 25D -4 AGREEMENT FOR THE PURCHASE AND INSTALLATION OF ENERGY CONSERVATION MEASURES This Performance Service Agreement (the "Agreement ") is made and entered into on this, the _ of , 2009, by and between Siemens Building Technologies, Inc., a Delaware Corporation, with offices at 10775 Business Center Drive, Cypress, CA 90630 (herein "Contractor "), and City of Santa Ana a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California, 20 Civic Center Plaza, Santa Ana, CA 92702 (herein "Customer" or "City "), collectively, ( "Parties "). RECITALS A. The City council declares its intention of reducing energy consumption within the City. B. The City desires to retain a Contractor having special skill and knowledge in the field of furnishing, installing and maintaining energy conservation measures to minimize energy consumption in City buildings. C. Contractor represents that Contractor is able and willing to provide such services to the City. D. The American Recovery and Reinvestment Act of 2009 (ARRA) appropriates funding for the Department of Energy (DOE) to award grants to local government under the Energy Efficiency and Conservation Block Grant (EECBG) Program. E. Contractor represents that it has conducted energy efficiency test of City facilities, utilizing best practice techniques available for verifying the results of energy efficiency, to determine the energy savings that City will recognize as a result of implementing recommended energy efficiency measures. F. Contractor represents that it has complied with all applicable City and State laws and regulations including but not limited to all applicable City contract bid requirements and prevailing wage requirements. G. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from an Energy Services Contractor. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 25D -5 Section 1. DEFINITIONS The following definitions shall apply to this Agreement unless otherwise defined herein: Acceptance means the City has signed the Certificate of Substantial Completion. Acceptance Date means the date on which the City signs the Certificate of Substantial Completion. Commencement Date means the effective date of this Agreement. Construction Period means the period from the Commencement Date of this Agreement to the Acceptance Date. Facilities means those buildings as set forth in Exhibit A, Scope of Services, attached hereto and incorporated herein by reference. Facility Improvement Measures ( "FIM ") means various items of equipment, devices, materials and/or software as installed by Contractor at the Facilities, or as repaired or replaced by City hereunder, for the purpose of improving the efficiency of utility consumption, or otherwise to reduce utility costs of the Facilities as fully set forth in Exhibit A. Scope of Work means the installation of the equipment and the labor utilized to install such equipment including any necessary services required to be provided thereafter as is more fully described in Exhibit A. Substantial Completion or substantially complete means the first to occur of the following: (i) the Work, or any identifiable portion thereof, is sufficiently complete, in accordance with the provisions of the Agreement relating to the Scope of the Work, Exhibit A, or (ii) temporary, qualified or final certificates of occupancy, if required, have been issued with respect to such portions of the Work by the appropriate public authority. Section 2. Responsibilities of the Parties A. Contractor's Responsibilities: 1. Contractor agrees to install certain energy efficiency Facility Improvement Measures ( "FIM's ") as fully set forth in Exhibit A, Scope of Work, attached hereto and incorporated herein by reference. 2. Contractor shall designate a person to be known as the Contractor Representative to act as a single point of contact on behalf of Contractor with respect to all matters under this Agreement. Contractor Representative will become familiar with the progress and quality of the completed work as set forth in this Agreement. w 1 Contractor Representative shall provide weekly progress reports to City Representative. 3. Contractor shall comply with all applicable City, State and Federal laws related to waste disposal, including disposal of used oil, filters, contaminated absorbents, contaminated refrigerants, fluorescent lights, ballast with PCB and regular ballast, except for Asbestos, if any, which shall be the sole responsibility of the City to remove or abate. Contractor shall provide disposal manifests as required to be executed by the City. The City shall, at all times be identified as the originator of such waste on such manifests. 4. Contractor shall obtain and maintain all permits and licenses necessary to Contractor's performance hereunder and shall pay any fees required therefore and has included the costs for the same, if any, in the price to be paid by the City. Contractor shall immediately notify City of any suspension, termination, lapses, non - renewals or restrictions of licenses, certificates or documents required to perform services pursuant to this Agreement. B. City Responsibilities: 1. City shall designate a City Representative as the point of contact to interact with Contractor regarding to the Scope of Work. 2. City shall furnish Contractor with blueprints, surveys, legal descriptions of the site, and other information regarding the Facilities as Contractor may reasonably request in order to complete Scope of Work. These shall not become the property of Contractor and shall be returned to City, unless otherwise requested by Contractor, in which case Contractor shall bear the cost of all blueprints and copies necessary to perform the Scope of Work in this Agreement. 3. City shall within ten (10) business days, respond to samples or documents submitted by Contractor to the City for review and approval under this Agreement. 4. City shall allow reasonable access to City facilities in order to accomplish the Scope of Work. 5. City shall operate equipment according to the manufacturer's recommendations. 6. City shall notify Contractor in writing of any City policies that may affect the Scope of Work. 7. City shall notify Contractor of any unusual operating conditions. 8. City shall remove, replace or refinish building structures if required by Contractor to gain access to equipment or to perform the work. 9. City shall properly abate or remove any asbestos that may be encountered by the Contractor during the course of the Contractor performing the work. 25D -7 10. City shall provide and maintain a voice grade dial -up phone line for the purpose of remote access and install a terminal block in a mutually agreed upon location. Section 3. TERM This Agreement shall commence on the date first written above and terminate upon Completion of all FIM's and final acceptance by the City, unless terminated earlier in accordance with the provisions as set forth below. Section 4. PAYMENT 4.1 The aggregate amount paid by City provides for and is solely in consideration of the Scope of Work described in Exhibit A, and is detailed in Exhibit B. 4.2 Contractor will invoice the City in accordance with the schedules set forth in Exhibit B. Unless otherwise agreed in writing, invoices are due and payable thirty days after receipt by the City, subject to City accounting procedures. If the City disagrees with any portion of an invoice, it shall notify Contractor in writing of the amount in dispute and the reason for its disagreement within 30 days of receipt of the invoice, and shall pay the portion not in dispute. 4.3 Contractor may suspend or terminate the Work at any time if payment is not received when due. In such event, Contractor shall be entitled to compensation for the Work previously performed and for costs reasonably incurred in connection with the suspension or termination. 4.4 Except to the extent expressly agreed herein, Contractor' fees include any taxes, excises, fees, duties or other government charges related to the Work. The City shall pay such amounts or reimburse Contractor for any such amounts Contractor pays to the extent such charges are lawfully due and payable by City and have been paid or incurred by Contractor in furtherance thereof. If the City claims that the Work is subject to a tax exemption or direct payment permit, it shall provide Contractor with a valid exemption certificate or permit and, unless specifically prohibited by law, shall indemnify, defend and hold Contractor harmless from any taxes, costs and penalties arising out of the use or acceptance of same. 4.5 All other work or services requested by the City, including but not limited to the following, shall be separately billed or surcharged on a time and materials basis: (a) Emergency services, if inspection does not reveal any deficiency covered by the Scope of Work, Exhibit A; (b) Work and /or services performed at times other than during Contractor' normal working hours, unless otherwise agreed to in Exhibit A; or (c) Work and /or services performed on equipment not covered by the Scope of Work, Exhibit A. ee� Section 5. GRANT FINANCING AND ASSURANCES A. This Agreement is contingent upon City's receipt of Energy Efficiency and Conservation Block Grant Funding ( EECBG) in an amount equal to or greater than the Scope of Work. If the City has not received the initial deposit of EECBG funds within forty -five (45) days from the execution of this Agreement, this Agreement shall be null and void. This forty -five (45) day period may be extended as mutually agreed upon in writing by both parties. In the event that the Agreement becomes null and void as described in the preceding paragraph and City authorized Contractor to proceed with Scope of Work, City shall be obligated to reimburse Contractor for the Work performed up to and including the date that the Work is terminated. The Contractor is not required to proceed with any of the Work until such authorization to proceed is provided to the Contractor by the City. B. Contractor shall comply with all applicable requirements of state and federal laws, executive orders, regulations, program and administrative requirements, policies and any other requirements governing the EECBG program, including the following: 1. Registration Requirements Contractor shall maintain current registration in the Center Contractor Registration (http / /www.ccr.gov) at all times during which it is contracting to provide services funded with ARRA funds. 2. Nondiscrimination and Affirmative Action Contractor shall comply with the applicable nondiscrimination and affirmative action provisions of the laws of the United States of America and the State of California, as set forth in the Contractor Certifications, attached hereto as Exhibit D. In performing this Agreement, Contractor shall not discriminate in its employment practices against any employee or applicant for employment because of such person's race, religion, national origin, ancestry, sex, sexual orientation, age, physical handicap, mental disability, marital status, domestic partner status or medical condition. 3. Contractor shall comply with the Buy American provisions (Sec. 1605), of the ARRA, by requiring that all iron, steel and manufactured goods used in the Scope of Work are produced in the United States, except as provided therein. 4. DAVIS -BACON ACT. All laborers and mechanics employed by contractors or subcontractors in the performance of construction work, including alterations and repairs, in excess of $2,000.00, financed in whole or in part with federal funds shall be paid wages at rates not less than those prevailing on similar construction in the locality as determined in accordance with the Davis -Bacon Act (40 U.S.C. § 3141 et seq.). Any such construction contract shall include and comply with the required contract provisions and rules set forth in 29 C.F.R. §5.5. Further, the payroll ul reports (along with the "Statement of Compliance ") and basic records are required to be maintained and submitted, or made available, pursuant to 29 C.F.R. §5.5(a)(3). No payment, advance, grant, loan or guarantee of funds shall be approved by the federal agency unless there is on file with the agency a certification by the contractor that the contractor and its subcontractors have complied with the provisions of 29 C.F.R. §5.5. A breach of the contract clauses in 29 C.F.R. §5.5 may be grounds for termination of the contract, and for debarment as a contractor /subcontractor, as provided in 29 C.F.R. §5.12. Labor standards interviews /investigations shall be made as necessary to assure compliance [29 C.F.R. §5.6(a)(3)]. Reporting Requirement: CONTRACTOR shall furnish City with all records indicating whether contractors and subcontractors employed on this project are in compliance with the Davis -Bacon Act. Such records shall include without limitation: Federal and State wage determinations, documentation of state contractor license status, documentation of federal debarment status, and certified payroll records. Such records shall be furnished to the City not less than fifteen (15) days following the period to which such records are applicable. 5. Site Visits City and Contractor shall provide reasonable access to facilities at reasonable times, to allow Department of Energy personnel to make site visits to review project accomplishments and management control systems and to provide technical assistance, if required. C. Estimate of Savings to be Achieved by FIM's The contractor has estimated energy savings for the various measures included in this project using industry standard engineering analysis tools. The results of these analyses are provided in Exhibits C and E, summarized in Table 1, below. The City acknowledges that the savings calculations are estimates and Contractor does not guarantee the savings. However, Contractor acknowledges that City has relied on Contractor's engineering analysis and Contractor warrants that the equipment is properly engineered, sized and installed for the City facilities. TABLE 1: Estimated F,neruv Rav;nac FIM City Facilities — Lighting Upgrades Energy Savings (kWh/yr) 245,781 Parks & Rec — Lighting Upgrades 218,610 HVAC Upgrades 95 202 Controls 36,410 Musco Lighting Controls 165,420 Rate Schedule Changes _ 25D -10 Section 6. CERTIFICATE OF SUBSTANTIAL COMPLETION, ACCEPTANCE When Contractor believes that all, or an independent, definable phase, of the Scope of Work has been completed in accordance with the terms of this Agreement, Contractor will submit a Certificate of Substantial Completion to the City. If the completed Work substantially conforms to the description of said Scope of Work, the City will sign the Certificate of Substantial Completion and return it to Contractor. If the Work does not substantially conform, then the City Representative shall so notify Contractor within thirty (30) calendar days of receipt of the aforementioned certificate describing such non- conformance with specificity. Upon notification of the discrepancies, the Contractor shall correct the discrepancies to conform with the Scope of Work and resubmit the Certificate of Substantial Completion to the City. To the extent that the Contractor submits a Certificate of Substantial Completion to the City and the City fails to either notify the Contractor of any discrepancies in the Work within such aforementioned thirty (30) calendar day period or fails to execute the Certificate of Substantial Completion, then the Certificate of Substantial Completion will be deemed executed on the first business day following the aforementioned thirty (30) calendar day period. Section 7. AUTHORITY AND AUTHORIZATION City and Contractor each represent, warrant and covenant that each has done all things necessary to preserve and keep this Agreement in full force and effect; all requirements have been met and procedures have been followed to ensure the enforceability of the Agreement and there is not any pending, or to the best of each party's knowledge, threatened, suits or actions, litigation or proceedings against or affecting that party that affects the validity or enforceability of this Agreement. Section 8. WARRANTY A (i) Contractor expressly warrants that all electronic ballasts provided by Contractor are free from defect and will operate for five years without failure; provided that said equipment is operated according to Contractor and manufacturer specifications. (ii)Contractor expressly warrants that all T 8 Ultra Fluorescent Lights provided by Contractor are free from defects and will operate for three years without failure; provided that said equipment is operated according to Contractor and manufacturer specifications. (iii)Contractor expressly warrants that all air conditioning compressors provided by Contractor are free from defects and will operate for five years without failure; provided said equipment is operated according to Contractor and manufacturer specifications. If any equipment should prove defective during the referenced warranty periods, Contractor will at Contractor's option, repair, replace, or issue a credit to the City for any such item. 25D -11 B. Contractor warrants that for one year from Acceptance Date, that all equipment manufactured by Contractor or nameplate shall be free from defects in material and workmanship which arise from normal use or service; provided the equipment is properly operated in accordance with Contractor's instructions. If any equipment should prove defective in this warranty period, Contractor will at Contractor's option, repair, replace, or issue the City a credit for any such item. For materials furnished but not manufactured by Contractor nor bearing the Contractor's nameplate, Contractor assigns any manufacturer's warranty to the City. C. Contractor warrants the labor provided by the Contractor pursuant to this Agreement for ninety (90) days. D. This express warranty is in lieu of and excludes all other warranties, guarantees, or representations, expressed, or implied including warranties of merchantability or of fitness for a particular purpose. E. City's remedies with respect to express warranties shall be limited exclusively to the right of repair, replacement or issuance of a credit to the City for the cost of such equipment. Section 9. LIMITATION OF WARRANTIES Contractor has provided City with certain written limited warranties with respect to the FIM's. Except for such limited warranties in this Agreement, Contractor makes no warranty of any kind or nature, express or implied, relating to the FIM's or its performance or the installation and service thereof. No assignee(s) of the Contractor to this Agreement shall make warranties of any kind or nature, express or implied, relating to the FIM's or the performance or the installation and service thereof. THE FOREGOING IS THE SOLE AND EXCLUSIVE WARRANTY PROVIDED BY CONTRACTOR. CONTRACTOR EXPRESSLY DISCLAIMS THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE IN RELATION TO THIS AGREEMENT. Section 10. INDEMNITY & LIMITATION OF LIABILITY Contractor shall indemnify and save harmless and defend the City, its employees or agents from any and all losses, claims and expenses for injury to persons or damage to property to the extent arising out of activities of Contractor while present upon the property of the City or otherwise to the extent arising from Contractor's performance of the Work, except for such injury or damage as is caused by active negligence or willful misconduct by the City, its employees or agents. Section 11. FORCE MAJEURE Except for the City's obligation to pay the Contractor for the Work performed, if either party shall be delayed in or prevented from the performance of any of the terms, 25D -12 covenants and /or conditions of this Agreement, by reason of restrictive governmental laws or regulations, riots, insurrections, war, sabotage, act of nature, or any other reason of a similar or dissimilar nature not the fault of the party delayed in or prevented from performance, then performance shall be excused for the period of the delay or prevention of performance and the time for performance shall be extended for an equivalent period not to exceed Six (6) months . If such delay exceeds such Six (6) month period, the Contractor shall have the right, upon 5 days prior written notice, to terminate this Agreement. If so terminated, the City shall, within thirty (30) days following the termination date, pay the Contractor for the yet unpaid Work performed by the Contractor prior to the termination date. Section 12. TITLE Title to the FIM's implemented at City's facilities is deemed to be free and clear of any liens created by Contractor and title to all equipment and materials provided by the Contractor for the Work shall transfer to the City upon delivery to the City. Should it become necessary, at the reasonable request of the City, Contractor or its Assignee agrees to execute any appropriate documents submitted by the City to the Contractor or its Assignee evidencing such right, title and interest in the FIM's. Section 13. USE, REPAIRS City, at its sole cost and expense, shall maintain the FIM's according to the manufacturers' recommended guidelines or the equivalent and meet any and all re- certification requirements and shall furnish proof of such maintenance, if requested by Contractor. City shall furnish all needed servicing and parts, which parts shall become part of the FIM's. This section refers to standard manufacturers recommended mechanical equipment maintenance as is normally performed by City personnel on existing mechanical equipment, during regular business operations. Section 14. INSURANCE Prior to undertaking performance of Work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: A. Commercial General Liability Insurance: Contractor shall maintain commercial general liability insurance naming the City, its officer, agents, volunteers, and employees as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor 's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $5,000,000 per occurrence. Such insurance shall (a) add the City, its officers, employees, agents, volunteers and representatives as additional 25D -13 insured(s); (b) be primary with respect to insurance or self - insurance programs maintained by the City; and (c) contain standard "separation of insureds" provisions. B. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired, and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. D. Professional liability (errors and omissions) insurance, with a combined single limit of not less than $2,000,000 per claim (such coverage may be provided as part of the General Liability coverage provided hereunder). E. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: 1. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. 2. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. 3. Certificates and policies shall state that the City shall receive no less than thirty (30) days prior to written notice before such coverage shall be canceled, materially reduced, or materially changed. F. If Contractor fails or refuses to produce or maintain the insurance required by this Section, or fails or refuses to furnish the City with required proof that insurance has been procured and is in full force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Section 15. EVENTS OF DEFAULT AND TERMINATION A. By City. The term "Event of Default ", as used in this Agreement, means the occurrence of any one or more of the following events: 1. City fails to make any Contract Payment, or other related payment, as it becomes due in accordance with the terms of this Agreement. City's normal billing cycle provides for payment within 30 calendar days of receipt of invoice and any such 25D -14 failure to pay that continues for thirty (30) business days after the due date thereof shall be considered a default; 2. The discovery by Contractor that any statement, representation or warranty made by the City, legal, financial or otherwise, in this Agreement or in any document ever delivered by City pursuant hereto or in connection herewith is false, misleading or erroneous in any material respect; 3. City becomes insolvent, is unable to pay its debts as they become due, makes an assignment for the benefit of creditors, applies or consents to the appointment of a receiver, trustee, conservator or liquidator of City or of all or a substantial part of its assets, petition for relief is filed by City under federal bankruptcy, insolvency or similar laws, or a petition in a proceeding under any bankruptcy, insolvency or similar law is filed against City and is not dismissed within thirty (30) calendar days thereafter. B. By Contractor. The term "Event of Default ", as used in this Agreement, means the occurrence of any one or more of the following events: 1. The discovery by City that any statement, representation or warranty made by Contractor, legal, financial or otherwise, in this Agreement or in any document ever delivered by Contractor pursuant hereto or in connection herewith is false, misleading or erroneous in any material respect; or 2. Contractor becomes insolvent, is unable to pay its debts as they become due, makes an assignment for the benefit of creditors, applies or consents to the appointment of a receiver, trustee, conservator or liquidator of Contractor or of all or a substantial part of its assets, petition for relief is filed by Contractor under federal bankruptcy, insolvency or similar laws, or a petition in a proceeding under any bankruptcy, insolvency or similar laws is filed against Contractor and is not dismissed within thirty (30) calendar days thereafter. Section 16. REMEDIES Upon the occurrence of an Event of Default, either party may, at its option, exercise any right, remedy, or privilege which may be available to it under applicable law except as may otherwise be limited herein, including the right to (i) proceed by appropriate court action to enforce the terms of this Agreement, or (ii) recover damages for the breach of this Agreement. In addition, the parties shall remain liable for all covenants and indemnities under this Agreement. Section 17. INTELLECTUAL PROPERTY No right, title or interest in or license to, any patents, trade secrets, copyrights, trademarks or other intellectual property of a party is granted or conveyed by either of the Parties to the other. Contractor agrees to defend, indemnify and hold harmless City from and against any claim, suit, demand or action alleging that the use or sale of the goods or services furnished by Contractor infringes a U.S. patent or copyright or trademarks or misappropriates any trade secret or violates any other intellectual property rights of any third party; provided however, that (i) City shall give Contractor immediate written 25D -15 notice of such action and all prior claims relating thereto; (ii) City shall fully cooperate with Contractor in the defense of such action and all negotiations for its settlement or compromise. If a temporary or final injunction is obtained against City's use of the System or any component thereof by reason of an infringement of a U.S. patent, copyright, trademark, trade secret or other intellectual property rights, Contractor will, at its option and expense, either (i) procure for City the right to continue to use the goods or services; or (ii) replace or modify for City the good(s) or service(s) so it no longer infringes such patent, copyright, trademark or trade secret and the goods or services continues to conform to the Agreement specifications in all material respects. Contractor shall have no liability to City for any infringement action that is based upon or arises out of the use of goods or services or any component thereof in combination with any other system, equipment or software that is: (i) not otherwise supplied by Contractor; or (ii) inconsistent with the intended use of goods and services or any component thereof. THIS SECTION SETS FORTH THE EXCLUSIVE REMEDY OF CITY AGAINST CONTRACTOR WITH RESPECT TO ANY ACTION OR CLAIM FOR ALLEGED INFRINGEMENT OF ANY PATENT, COPYRIGHT, TRADEMARK, TRADE SECRET OR OTHER INTELLECTUAL PROPERTY RIGHT INVOLVING THE GOODS AND SERVICES OR ANY COMPONENT THEREOF. Section 18. ASSIGNMENT City shall not: assign, transfer, pledge, hypothecate or grant any security interest in, or otherwise dispose of, this Agreement or any interest in this Agreement or the FIM's, sublet or lend the FIM's or permit the FIM's to be used by anyone other than City or City's employees. Inasmuch as this Agreement is intended to secure the specialized services of Contractor, except as indicated herein, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of City, which consent shall not be unreasonably withheld, and any such assignment, transfer, delegation or subcontract without City's prior written consent shall be considered null and void. In the event that the Contractor is part of a consolidation, merger, or acquisition, or changes its name, this Agreement may be assigned to the surviving company or the newly named company upon notice to the City containing an affirmative statement that such surviving or newly named company shall undertake all of the obligations of the Contractor hereunder. Section 19. AMENDMENTS This Agreement represents the complete and exclusive statement between City and Contractor regarding the FIM's which are the subject of this Agreement. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may only be amended or any of its terms modified for the purpose of adding or deleting FIM's, with the written consent of both parties hereto. 25D -16 Section 20. NOTICES All notices to be given under this, Agreement shall be made in writing and mailed by first class mail to the other party at its address set forth herein or at such address as the party may provide in writing from time to time. Any such notice shall be deemed to have been received five (5) business days subsequent to mailing. Section 21. GOVERNING LAW This Agreement shall be governed by the provisions hereof and by the laws of the State of California. Section 22. INDEPENDENT PARTIES Contractor is acting hereunder as an independent party and not as an agent or employee of City. No employee of Contractor is, or shall be an employee of the City by virtue of this Agreement, and Contractor shall so inform each of its employees hired or retained to provide services pursuant this Agreement. Nothing contained in this Agreement will be deemed or construed for any purpose, to establish, between the parties, a partnership or joint venture, a principal -agent relationship, employee - employer relationship or any relationship other than City and supplier. Section 23. ENTIRE AGREEMENT (MERGER CLAUSE) This Agreement, together with the attachments and exhibits attached hereto and made a part hereof, constitute the entire Agreement between the parties with respect to the purchase of the FIM's. All previous proposals, oral or written communication, engineering information or written communication regarding the FIM's included within the Scope of Work of this Agreement, or any other matter occurring prior to this Agreement, are superseded by this Agreement. Section 24. SEVERABILITY Any provision of this Agreement found to be prohibited by law or court order, shall be ineffective to the extent of such prohibition without invalidating the remainder of this Agreement and all other provisions shall remain in full force and effect. Section 25. WAIVER The waiver by a Party of any breach by the other Party of any term, covenant or condition hereof shall not operate as a waiver of any subsequent breach hereof. Section 26. EMPLOYEE HIRING RESTRICTION If during the term of this Agreement, or 90 days after its expiration, City hires or in any way engages any Contractor's employees who is presently performing energy 25D -17 conservation related services, City shall pay Contractor compensation equal to the current annual salary of said employee for one year after separation from employment from Contractor. Section 27. SAFETY AND HAZARDOUS MATERIALS It is Contractor's intent to perform all work in a clean, safe professional manner, causing no hazards to City's staff, facility, the environment or City's service personnel. Contractor shall not be required to make safety tests, install new devices or make modifications to any equipment beyond the scope of the original Agreement in order to comply with recommendations or directives of insurance companies, governmental bodies, or for other reasons. However, this provision shall not relieve Contractor from its responsibly to install all equipment in compliance with any and all applicable, City, County, State and Federal laws, regulations, and guidelines, including but not limited to building code requirements, in effect at the time of the installation of said equipment. This Agreement pre- supposes hazardous materials are not present at the jobsite, including but not limited to asbestos. If in providing service, Contractor discovers or suspects the presence of hazardous material, Contractor will notify City. City will be responsible for the cost and performance of testing, abating, encapsulating, cleaning up, removing, or rendering such materials non - hazardous. Contractor shall have the right to stop work until the jobsite is free from hazardous materials. City agrees to notify Contractor in writing of any hazardous materials on the jobsite and any jobsite safety policies including but not limited to lock -out and tag procedures, laboratory procedures, biological hazards and other items covered by right to know regulations or which may pose a hazard to our employee's and equipment. Section 28. WAIVER OF CONSEQUENTIAL DAMAGES In no event shall Contractor be liable for business interruption losses or consequential or speculative damages, but this sentence shall not relieve Contractor of liability for damage to property or injury to persons resulting from accidents caused directly by its negligence in performance or failure to perform its obligations under this Agreement. 29. MISCELLANEOUS PROVISIONS A. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement. B. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. For clarification, the Exhibits that are attached hereto are: 1. Exhibit A -Scope of Work; 2. Exhibit B- Payment Schedules 3. Exhibit C- Lighting Savings W 9 -9 Feee 4. Exhibit D- AMERICAN RECOVERY AND REINVESTMENT ACT GRANT ASSURANCES 5. Exhibit E- HVAC Savings Calculations IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney go Laura Sheedy Assistant City Attorney 25D -19 CITY OF SANTA ANA DAVID N. REAM City Manager SIEMENS BUILDING TECHNOLOGIES, INC. (NAME) (Title)_ Tax ID # Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. REVISED 8/27/09 ARTICLE 1 SCOPE OF WORK Contents Article1 Scope of Work ........................................................... ..............................1 1.Scope of Work 2 1.1. Construction 2 1.2. Rebate Administration 20 1.3. Start -up, Testing and Commissioning 20 1.4. Completion 20 1.5. Deliverables 20 2. Installed Products 22 2.1. Lighting 22 2.2. Mechanical Equipment 22 2.3. Parks Lighting Control 22 25D -20 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. 1. SCOPE OF WORK 1.1. CONSTRUCTION • Contractor to provide construction management for the Work described in this section • Contractor shall co- ordinate with the City's personnel on construction activities, lay - down areas, schedules and phasing of Work • Contractor shall prepare a detailed project schedule with start and estimated comple- tion date for each project included in the Scope of Work. Project schedules shall be presented in Microsoft Project format • Contractor shall provide weekly Progress Reports to the Facilities Maintenance Super- visor or his designee • Installation and modification of equipment shall conform with 2007 California Uniform Building Code, 2007 California Mechanical Code, 2007 Plumbing Code, 2007 Electrical Code, 2007 Fire Code. • Projects included within this Scope of Work shall be inspected by the Facilities Main- tenance Superintendent, or his designated representative, for final acceptance of func- tionality and quality of work • Contractor shall provide a 24 hour fire watch while fire systems are impaired due to Contractor's provision of services • Contractor shall use the Lock -Out Tagout procedure during the performance of any electrical work, and in relation to any source of energy • Materials used to complete the Scope of Work shall be free of asbestos, lead, PCB and other hazardous materials • Contractor is responsible for engineering of systems and related components. • Contractor is responsible for the accuracy of measurements, estimates or materials, quantities, sizes and site conditions that will affect the Scope of Work • Contractor will patch paint to match existing finishes as required due to Contractor's work. • Contractor shall protect and restore penetrations of firewalls and fire - protections • Contractor shall provide adequate dust management to protect furniture, flooring, com- puters, books, etc 25D -21 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • Contractor shall store materials, tools and equipment in designated storage containers during the duration of the project. • Contractor employees and sub - contractors shall wear identification tags or company uniforms 1.1.1. Lighting Upgrades Total Price for this portion of the Work: $1,195,625 Scope of Work • Provide lighting upgrades as listed in Exhibit C- Lighting Savings Description of Work • Convert existing T -8 lamps to 3rd generation T -8 lamps • Retrofit fixtures with T -12 lamps and magnetic ballasts with 3rd generation T -8 lamps and electronic ballasts • Convert incandescent lamps to compact fluorescent lamps • Retrofit/replace Mercury vapor and quartz fixtures as appropriate with Induction lighting and pulse start metal halides Areas with low Light levels Contractor's work is based on the lighting retrofits described above for the parks, as shown in Exhibit C. All lighting and electronic ballasts in the Ross Annex will be re- placed as set forth in Exhibit C. At City Hall Lighting and electronic ballasts will be replaced only for the first floor. Following construction, post lighting levels will be documented Assumptions • Work will be done at such times that it will not materially disrupt City services. Con- tractor and City will mutually determine which Work will be completed during the day (8am -4pm) and which will be done during the second shift (4pm- 12pm). Exclusions • Design of lighting fixture lay -outs, lighting distribution or electrical as Lighting Work is limited to lamp /ballast replacement only. • Pole replacement of damaged poles • Battery back -up ballast replacement • Lighting retrofits in areas not covered in Exhibit C and all floors at City Hall except Floor 1. 2501-22 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. 1.1.2. HVAC Equipment Replacement Total price for this portion of the Work: $697,065 Buildings Included. City Facilities: • Bowers Museum • City Hall — Ross Annex • Corporate Yard • Fire Stations 4,6,9 • SW Senior Center Scope of Work ■ Contractor's Work is limited to work above the roofline for rooftop except for items specifically stated below Roof Mounted Package Unit Replacements (a Fire Stations Bowers Museum Corporate Yard and SW Senior Center • Contractor to remove the existing rooftop unit(s) and provide for disposal, including refrigerant. • Remove existing units, listed below in Table 1, and install new replacement HVAC unit(s) as set forth in Table 2, below. Unit will be fit to the existing curb and the ex- isting zone head. Replace or repair defective roof curbs. Provide start-up of new unit. • New units to be high efficiency (11.3 EER minimum) units of same capacity and configuration complete with economizer. • Unit will be of equal or lesser weight than existing units. • Provide and wire smoke detectors for applicable new units. • Provide seismic attachment to meet existing applicable codes. • Following installation, Contractor shall perform a certified Air Balance of the System (sample attached as Attachment 1). Contractor shall not be responsible for correc- tive measures • Provide new ductwork above roofline and connect to ductwork below. • Provide for connection and termination of new condensate drain lines (copper) to meet existing applicable building codes. 25D -23 4 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • Provide engineering as needed for the installation of these units. Roof Mounted Ice Bear System Installation at the Corporate Yard Total price for this portion of the Work is $50,800 Provide and install an Ice Bear System at the Corporate Yard • Contractor shall certify that new ICEBEAR air conditioner shall meet structural en- gineering earthquake requirements to install the ICEBEAR water /ice storage unit on the roof of the Fleet Building at the Corporation Yard. TABLE 1: CURRENT EQUIPMENT LIST (UNITS WILL BE REPLACED WITH CARRIER R- 410A MODEL) Location Model # Type Tonnage Qty Fire Station # 4 Carrier 48TJD008 -511 GA Gas - Electric 7.5 1 Fire Station # 4 Carrier 48SS- 030040311 Gas - Electric 2.5 1 Fire Station # 4 Carrier 48SS- 042060xxx Gas - Electric 3.5 1 Fire Station # 4 Carrier 48SS -0420 00521AA Gas - Electric 3.5 1 Fire Station # 6 Lennox GCS3- 411 -120 Gas - Electric 4 2 Fire Station # 9 Carrier 48NLT036 Gas - Electric 3 4 Fire Station # 9 Carrier 48NLT048 Gas - Electric 4 1 Corporate Yard/ Fleet Lennox GCS16- 1353 - 270 -7G Gas - Electric 10 1 Corporate Yard/ Fleet Lennox GCS 1 6-413-75-5G Gas - Electric 5 2 Corporate Yard/ Warehouse Lennox GCS16- 1603 - 270 -4G Gas - Electric 10 1 Corporate Yard/ Warehouse Lennox GCS 1 6-953-200-6G Gas - Electric 7.5 1 25D -24 Exhibit A Scope of Work Siemens Building Technologies, Inc. City of Santa Ana Phase II SW Senior Center York (model # not available) Gas - Electric 7.5 4 SW Senior Center York (model # not available) Gas - Electric 5 2 Bowers Museum Carrier 48HJL0056 Gas - Electric 4 1 Bowers Museum Carrier 48HJD0086 Gas - Electric 7.5 1 TABLE 2: PROPOSED EQUIPMENT LIST Location Model # Type Tonnago Qty Fire Station # 4 Carrier 48TCDA08A1A6 -0A0A0 Gas - Electric 7.5 1 Fire Station # 4 Carrier 48XPN0300403 Gas - Electric 2.5 1 Fire Station # 4 Carrier 48XPN0420603 Gas - Electric 3.5 1 Fire Station # 4 Carrier 48XPN0420603 Gas - Electric 3.5 1 Fire Station # 6 Carrier 48XPN0480903 Gas - Electric 4 2 Fire Station # 9 Carrier 48XPN0360603 Gas - Electric 3 4 Fire Station # 9 Carrier 48XPN0480903 Gas - Electric 4 1 Corporate Yard/ Fleet Ice Energy Ice Bear 30 #IB30- 343 Gas - Electric 10 1 Corporate Yard/ Fleet Carrier 48TCLA06A1A6 -0A0A0 Gas - Electric 5 2 Corporate Yard/ Warehouse Carrier 48TCDAl 2A1 A6-OAOAO Gas- Electric 10 1 Corporate Yard/ Warehouse Carrier 48TCDA08A1A6 -0A0A0 Gas - Electric 7.5 1 SW Senior Cen- ter Carrier 48TCDA08A 1 A6-OAOAO Gas - Electric 7.5 4 SW Senior Cen- ter Carrier 48TCLA06A1A6 -0A0A0 Gas - Electric 5 2 25D -25 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Bowers Museum Carrier 48TCLA05A1A6 -OAOAO Gas - Electric 4 1 Bowers Museum Carrier 48TCDA08A1A6 -OAOAO Gas - Electric 7.5 1 Assumptions for work listed above • . Asbestos abatement to be done by the City in advance of the Work proceeding. • Work to be done during normal hours. • Installation work to be in accordance with Prevailing Wage requirements for area. Exclusions The items listed below are not included in the Work and have not been included in the price. As the Work advances, Contractor and the City may agree to expand the Work and increase the price to include the items listed below (except for the abatement and removal of hazardous materials). • There is no provision to modify the existing housekeeping pads unless specifically outlined in this scope of work • There is no hazardous material (asbestos, lead paint, mold etc.) material abatement or removal included in the Work. City is responsible for abatement. Hazardous areas are assumed to have been tagged. • Contractor will not provide painting and patching beyond what is specifically de- scribed in this scope of work. • Contractor is not responsible for temporary cooling. • Contractor is not responsible for repair of any faulty or non -code wiring. • Contractor is not responsible for repair or replacement of existing duct work. • The Scope of Work assumes strengthening of the existing roof structure will not be required. Strengthening of the roof structural members, if required, is considered an additional service. • Contractor is not responsible for repair of any damaged structural members caused by water, termites or any other unknown damage to existing members. 1,1.3. Mechanical Upgrades Total price for this portion of the Work is $155,837 Ross Annex — Convert Inlet Guide Vanes Control to Variable Frequency Drives Control 25D -26 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. ■ Field supply and install VFD's on supply and exhaust fans for Trane Intellipak units AC -1, 2, and 3 ■ Field supply and install new main processor board, control cards, static pressure sensors and communication cable in units ■ The units will be UL recertified after the modifications are completed. ■ Following installation, Contractor shall perform a certified Air Balance of the Sys- tem. Contractor shall not be responsible for corrective measures. Assumptions for Work listed above • Asbestos abatement to be done by the City. • Work to be done during 2nd shift, or weekends if necessary. • Do not include provisions for temporary cooling • Installation work to be in accordance with Prevailing Wage requirements for area. Exclusions The items listed below are not included in the Work and have not been included in the price. As the Work advances, Contractor and the City may agree to expand the Work and increase the price to include the items listed below (except for the abatement and removal of hazardous materials). • There is no provision to modify the existing housekeeping pads unless specifically outlined in this scope of work • There are no hazardous materials (asbestos, lead paint, mold etc.) addressed with- in the Work. City is responsible for abatement work. Hazardous areas are assumed to have been tagged. • Contractor will not provide painting and patching beyond what is specifically de- scribed in this scope of work. • Contractor is not responsible for repair of any faulty or non -code wiring • Contractor is not responsible for repair or replacement of existing duct work. • This proposal assumes strengthening of the existing roof structure will not be re- quired. Strengthening of the roof structural members, if required, is considered an additional service along with any costs incurred for approval. • Contractor is not responsible for repair of any damaged structural members caused by water, termites or any other unknown damage to existing members. 25D -27 g Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. 1.9.4. Controls Upgrades Total price for this portion of the Work is $98,229 City Facilities City Hall- Ross Annex Corporate Yard Transportation Center Scope of Work: City Hall - Ross Annex • The building currently has three (3) Trane rooftop package units • Sub - contract to Trane for installing Intellipak into each rooftop unit • Provide conduit & wire connecting the three rooftop units to a Building Control Unit (BCU) panel furnished by Trane • Mount BCU panel for communication to the Rooftop units • BCU to be mounted on roof in weather -proof enclosure • Mount a Mechanical Equipment Controller (MEC) in weather -proof enclosure next to BCU and nipple conduit and wire for communications • Run communication line & Floor Level Network (FLN) from MEC on roof down to ground floor Terminal Equipment Controller (TEC). • Use FLN line from TEC to workstation in City hall as a pull string to install new Area Level Network (ALN) communication line Corporate Yard • There are 3 package units on the roof of the Fleet Building • Provide TEC control & new t stats for each unit. • Run communication line from units to existing TEC in electric room # 217 • TEC is connected to warehouse control system Transportation Center • There are 76 standalone package fan coil units in the building • Some of the units are on time clocks, the balance have no control • Provide start/stop /status of each fan coil unit • Control of unit to be at the beaker panels • Panels are located as follows, 1st floor (28 units), 2nd east (16 units), 2nd west (16 units), 3rd (16 units). • Communication line to be run from first floor to 3rd • First floor communication room has phone line and breaker panel • MEC with relays to be located at each breaker panel • First floor panel to have modem for connection to central workstation �r��!b;� Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Assumptions for work listed above • Controls submittals are to be provided in advance of work for City review and ap- proval. • Controls as- builts and M & O manuals to be provided upon completion of Work. • Standard graphics for controlled mechanical systems on the Apogee workstation. Custom graphics can be provided if backgrounds are provided. If backgrounds can not be provided then floor plans will be limited to detail. • Provide formal classes at branch for 5 people. • Provide 40 hours on site training. Any schedule compression or acceleration charges, or trade stacking costs that may result because of schedule slips will result in additional charges. • Contractor will use existing conduits & wire if possible. • Power to Siemens panel is available from existing breaker panels. • Control wiring will be protected in rigid and /or flexible conduit. Exclusions • Contractor not responsible for control of any interior or exterior lighting. • Contractor not responsible for new panels or circuit - breakers. • Contractor not responsible for upgrades to the existing Fire Alarm /Life Safety sys- tem, or interconnections or tie in of the smoke detectors to it. • Contractor is not providing or installing smoke detectors or fire dampers. • Contractor is not supplying any Mechanical Equipment other than items specified. • The City is to provide up to six (6) replacement ceiling tiles. Additional replacement tiles will be provided at Contractor expense. 1.1.5. Musco Lighting Controls Total price for this portion of the Work is $397,670 Provide and Install Musco lighting controls for the following parks • Monroe Elementary School • Cabrillo Tennis Center • Rosita Park • Jerome Park • Heritage Park • Santiago Park 25D -29 10 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • Riverview Park • Santa Anita Park • Thornton Park • Valley High School • Memorial Park • Stadium Park • El Salvador Park • Madison Park Equipment • (22) Remote Equipment Controllers (REC's) • (116) Remote Off /On Auto Switches (Units are capable of up to 8 per unit) • (22) Remote Switch Box Equipment Installation • Manufacturer warranty on all equipment • Activation and testing of systems to ensure all units are fully functional and opera- tional 10 Years Control Link Central Service (CLC) • 24/7 toll free access to CLC customer scheduling operators • Access to Musco Control Link Scheduling Website • REC operations and Website Training for scheduling staff Monroe Elementary School • Unit #1: BB, SO, and Sec o (1) Security Enclosure • REC Zones Zone 1: Baseball Zone 3: Security Zone 5: Spare Zone 7: Spare Cabrillo Tennis Center • Unit #1: Tennis Courts • REC Zones Zone 2: Soccer Zone 4: Spare Zone 6: Spare Zone 8: Spare 25D -30 11 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Zone 1: Court #1 Zone 2: Court #2 Zone 3: Court #3 Zone 4: Court #4 Zone 5: Court #5 Zone 6: Court #6 Zone 7: Court #7 Zone 8: Court # 8 and 9 Rosita Park Maintenance Building and Restroom interior, Exterior Stage • REC Zones • Unit #1: BB, SO, HB and Sec Zone 1: Building Exte- Zone 2: Restroom • REC Zones and Exterior lights Zone 3: Walkway and Zone 1: Baseball Zone 2: Soccer Zone 3: Handball Zone 4: Security Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare • Unit #2: Building Exterior, Restroom and Exterior Lights, Walkway and Parking, Maintenance Building and Restroom interior, Exterior Stage • REC Zones Zone 1: Building Exte- Zone 2: Restroom riors and Exterior lights Zone 3: Walkway and Zone 4: Maint. Build - Parking ing and Restroom int. Zone 5: Ext Stage Zone 6: Spare Lights Zone 7: Spare Zone 8: Spare Jerome Park • Unit #1: BBNE, BBSE, SEC, RR Int, RR Ext • REC Zones Zone 1: Baseball NE Zone 2: Baseball SE Zone 3: Security Zone 4: Restroom I nt. 25D -31 12 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Zone 5: Restroom Ext. Zone 6: Spare Zone 7: Spare Zone 8: Spare Heritage Park • Unit #1: BB o (11) 30 Amp Contactors o (1) 18" X 18" Contactor enclosure • REC Zones Zone 1: Baseball 1St Zone 2: Baseball 3ra base Side Base Side Zone 3: Restroom Zone 4: Park Light- ing Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare Santiago Park • Unit #1: BB o (1) Security Enclosure 72" o (11) 30 Amp Contactors o (1) 18" X 18" Contactor Enclosure o (3) Manual Time Clock • REC Zones Zone 1: Baseball Zone 2: Tennis East Side Zone 3: Tennis West Zone 4: Restroom Side Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare • Unit #2: Gas House /Play Area, Sec, Halophane Light o (4) 30 Amp Contactors o (1) 16'X 16" Contactor Enclosure o (5) Manual Time Clocks 25D -32 13 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • REC Zones Zone 1: Gas Zone 2: Security So- House /Play area dium West Zone 3: Security So- Zone 4: Halophane dium East Light Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare Riverview Park • Unit #1: BB 2 Fields o (1) Security Enclosure o (10) 30 Amp Contactors • REC Zones Zone 1: Baseball # 1 Zone 2: Baseball # 2 Zone 3: Parking Lot Zone 4: Security Zone 5: Score Board Zone 6: Spare Zone 7: Spare Zone 8: Spare • Unit #2: Restroom, Parking Lot o (2) 30 Amp Contactors • REC Zones Zone 1: Restroom Zone 2: Parking Lot Zone 3: Spare Zone 4: Spare Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare Santa Anita Park • Unit #1: SO, BA, HB, Restroom, Walkway /Sec o (1) 30 Amp Contactor • REC Zones Zone 1: Soccer Zone 2: Basket- 25D -33 14 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. ball /Handball Zone 3: Restroom Zone 4: Walk- way /Sec. Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare Thornton Park • Unit #1: BB, Restroom, Sec. 2 Fields • REC Zones Zone 1: Baseball # 1 Zone 2: Baseball # 2 Zone 3: Restroom Ext. Zone 4: Restroom I nt. Zone 5: Security Zone 6: Spare Zone 7: Spare Zone 8: Spare • Unit # 2: Security and Park lights o (1) 30 Amp Contactor • REC Zones Zone 1: Sec /Park Zone 2: Spare Lights Zone 3: Spare Zone 4: Spare Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare Valley High School • Unit #1: BB o (1) Security Enclosure o (9) 30 Amp Contactors o (2) Manual Time Clocks • REC Zones Zone 1: Baseball Zone 2: Tennis 2501-34 15 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Zone 3: Spare Zone 4: Spare Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare Memorial Park • Unit # 1: BB, Sec, Building Ext 4 Fields o (1) 30 Amp Contactor Zone 2: Security o (3) Manual Time Clocks Zone 4: Spare • REC Zones Zone 6: Spare Zone 1: Baseball # 1 Zone 2: Baseball # 2 Zone 3: Baseball # 3 Zone 4: Baseball # 4 Zone 5: Back Stop Zone 6: Security Cleanup Lights all 4 Zone 2: Spare fields Zone 4: Spare Zone 7: Building Ext. Zone 8: Spare • Unit # 2: HB, Security o (1) Security Enclosure • REC Zones Zone 1: Handball Zone 2: Security Zone 3: Spare Zone 4: Spare Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare • Unit # 3: BB • REC Zones Zone 1: Basketball Zone 2: Spare Zone 3: Spare Zone 4: Spare Zone 5: Spare Zone 6: Spare 25D -35 16 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Zone 7: Spare Zone 8: Spare Stadium Security • Unit #1: West Side FB o (8) Manual Time Clocks D Breaker o (2) 30 Amp Contactors • REC Zones Zone 2: Security Zone 1: West 50% Zone 2: West 100% Zone 3: West Incan- Zone 4: West 3 Sec descent Lights A Spare Zone 5: West Sec Zone 6: East 50% Lights B Zone 7: East 100% Zone 8: East Incan- descent • Unit #2: East Side Rear Area lights, Security o (2) 30 Amp Contactors o (1) Single pole 20 Amp Square D Breaker • REC Zones Zone 1: Rear Area Zone 2: Security Lights Lights Zone 3: Spare Zone 4: Spare Zone 5: Spare Zone 6: Spare Zone 7: Spare Zone 8: Spare El Salvador Park • Unit # 1: BB, SO • REC Zones Zone 1: Baseball Zone 3: Security Zone 5: Spare Zone 2: Soccer Zone 4: Spare Zone 6: Spare 25D -36 17 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. Zone 7: Spare Zone 8: Spare • Unit # 2: Parking Lot, Restroom Int and Ext, Restroom Fan, HB, Sec, BA o (5) 30 Amp Contactors o (1) 16" X 16" Contactor Enclosure • REC Zones Zone 1: Parking Lot Zone 2: Restroom Int Zone 3: Restroom Ext Zone 4: Restroom Fan Zone 5: Hand Ball Zone 7: Basketball Zone 6: Security Zone 8: Spare Madison Park • Unit #1: BB, Scoreboard, basketball, Park Lights, Restroom o (5) 30 Amp Contactors o (1) 12" X 16" X 6" Contactor Enclosure • REC Zones Zone 1: Baseball #1 Zone 2: Baseball #2 Zone 3: Baseball Clean Zone 4: Scoreboard up Lights both fields Zone 5: Basketball Zone 6: Park Lights Zone 7: Restroom Int. Zone 8: Restroom Ext. 1.1.6. Rate Schedule Change Total Cost: $723,074 Sites Included. Parks & Recreation • Memorial Park • Valley High School • Santiago Park 25D -37 18 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • Stadium Scope of Work: Memorial Park • Furnish and install new 480 volt, Nema 3R, free standing meter /main section. • Install new feeder to area of MSB -1 to re -feed lighting loads for TOU service. • New lighting feeder on TOU rate to be time clock controlled. TOU loads to be opened by time clock during daylight hours and closed to allow power at dusk to dawn hours. • TOU metered loads must originate in Equipment room containing MSB -1. • Removal and Patch of existing asphalt areas is included. Assumptions • Work to be done during regular hours • Assumes Edison approves design to add raceway and tap feed from existing Edi- son transformer vault. • Feeder conductors type is at discretion of Briggs Electric, Inc. and will be code compliant. Gear type and brand is assumed at discretion of Briggs Electric, Inc. • Assumes new section can be installed adjacent to existing service. • Assumes new gear as required in existing Equipment room containing MSB -1, may be installed on exterior or equipment room if space and clearance is an issue. Exclusions • Temporary power and lighting. • Utility company charges. • Low voltage systems of any kind. • Repair or modification to existing equipment or wiring except as specifically noted as included above. Repair to existing wiring or distribution. • Permit fees • Damage to existing utilities, damaged during excavation, not previously disclosed in writing prior to excavation. • Potholing or tracing of existing utilities. • Removal or replacement of landscape, trees or softscape. Valley High School /Santiago Park/Stadium • Install time - clocks to control ball -field lighting and ensure that lights cannot come on during day -time 25D -38 19 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • Contractor will work with SCE to convert existing rate schedule to AL -2 rate sche- dule 1.2. REBATE ADMINISTRATION • Provide labor, paperwork and documentation to reserve, administer and as applicable, assist in securing applicable incentives for measures listed in this Scope of Work . • Since the incentive is actually paid for by a third party (Southern California Edison), Contractor cannot guarantee that the City will receive the incentive. Contractor will as- sist in providing the documentation needed for incentive application. • Participate in meetings, inspections and site walkthroughs to satisfy incentive require- ments 1.3. START -UP, TESTING AND COMMISSIONING • Provide start -up and testing for new installed equipment based on manufacturer's spe- cifications • Provide commissioning to ensure proper functioning of new installed equipment and adherence to contracted operating parameters and sequences. 1.4. COMPLETION • Participate in punch -list walkthroughs with Building Superintendent and Park Superin- tendent and ensure completion of punch -list items to satisfaction of Building/ Park Su- perintendent, as applicable. • Contractor will be responsible for final job site clean -up as it relates to Contractor Scope of Work. • Generate as -built plans and provide to City. 1.5. DELIVERABLES • A detailed project schedule shall be submitted within 30 days after the NTP • A safety plan and submittal package shall be submitted within 30 days after the NTP • Copies of rebate paperwork 25D -39 20 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. • Operation and Maintenance (O &M) manuals for new installed equipment • A final drawing package corrected to as -built conditions on CD and 3 paper copies will be submitted when field conditions and changes are incorporated prior to project close- out • Warranties and guarantees provided by Siemens, sub - contractors and manufacturers • Contractor will provide two -hour training sessions for up to two (2) Building Mainten- ance employees on operation and maintenance of each of the following systems: Musco Controls Siemens Controls; and Ice Bear. 25D -40 21 Exhibit A City of Santa Ana Scope of Work Phase II Siemens Building Technologies, Inc. 2. INSTALLED PRODUCTS 2.9. LIGHTING Lamps shall be GE Starcoat T8 Watt -Miser (F32T8 XL) lamps having a medium bi- pin base with a minimum life of 20,000 hours (XL) at 3 hours per start on T8 instant start ballasts, color temperature 4100K, with a color rendering index of at least 81, or equivalent. • Ballasts shall be GE ULTRA -MAX L with a ballast factor of .77, or equivalent. IF THE ABOVE SPECIFIED LAMP AND BALLAST ARE NOT MANUFACTURED IN THE UNITED STATES OF AMERICA THE CONTRACTOR SHALL PRESENT DETAILED SPECIFICATION OF AN EQUIVALENT LAMP AND BALLAST MADE IN THE UNITED STATES TO COMPLY WITH THE "MADE IN AMERICA" CLAUSE. 2.2. MECHANICAL EQUIPMENT • Roof mounted units: Carrier (R41 0 -A), as set forth in Table 2, above. 2.3. PARKS LIGHTING CONTROL • Musco Control Link This Exhibit is attached to and made a part of the Agreement between Contractor and the City. City: City of Santa Ana Contractor: Signature: Printed Name: Title: Date: Signature: Printed Name: Title: Date: Siemens Building Technologies, Inc. 25D -41 22 25D -42 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE, AGREEMENT FOR POLICE SERVICE DOG TRAINING SERVICES WITH ADLERHORST INTERNATIONAL, INC. L.S.-4& C TY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: I_T'J,d9M01 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Adlerhorst International, Inc. subject to non - substantive changes approved by the City Manager and City Attorney, to provide police service dog training services in an annual amount not to exceed $50,000. DISCUSSION Adlerhorst International, Inc. has been the City's exclusive provider and trainer of police service dogs since 1982. Adlerhorst International, Inc. is a nationally recognized company known for its experience and expertise in the selection, testing, and training of police service dogs. The Police Department currently has six police service dogs that were purchased from and trained by Adlerhorst. Staff recommends the execution of this agreement for consistency and efficiency in the operations of the canine unit. FISCAL IMPACT Funds are available in the Police Department's Animal Services fund account (no. 011 - 339 - 6291). ICJ Paul M. Walters Chief of Police Police Department 25E -1 APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 25E -2 FIRST AMENDMENT TO CONSULTANT AGREEMENT THIS FIRST AMENDMENT TO CONSULTANT AGREEMENT, is entered into on September 8, 2009, by and between Adlerhorst International, Inc., a California corporation ( "Consultant ") and the City of Santa Ana, a charter city and municipal corporation of the State of California ( "City "). Recitals: A. The parties entered into Consultant Agreement A- 2008 -257, dated September 2, 2008 (hereinafter "said Agreement ") by which Consultant has provided police canine training services. B. In accordance with the terms and conditions of said Agreement, the parties wish to extend the term of said Agreement for an additional one year period, and to increase the compensation to pay for services during the extended term. Wherefore, in consideration of the mutual and respective covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Consultant Agreement, the parties agree as follows: 1. Section 2.a., COMPENSATION, shall be amended to add increased compensation not to exceed $50,000.00 to pay for services during the extended term. 2. Section 3, TERM, shall be amended to extend the term of said Agreement through September 30, 2010. 3. Except as amended hereinabove, all terms and conditions of said Agreement shall remain in full force and effect. 25E -3 IN WITNESS WHEREOF, City and Consultant have executed this First Amendment to Consultant Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Teresa Judd Deputy City Attorney CITY OF SANTA ANA PAUL M. WALTERS Chief of Police CITY OF SANTA ANA DAVID N. REAM City Manager INTERNATIONAL ADLERHORST, INC. DAVID REAVER (Title) 25E -4 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE AGREEMENT WITH CORRECTIONAL MANAGED CARE MEDICAL CORPORATION FOR INMATE MEDICAL SERVICES CITY MANAGER RECOMMENDED ACTION 1 CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2 I Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached amendment to the agreement with Correctional Managed Care Medical Corporation to provide inmate medical services in an annual amount not to exceed $1,255,985, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION On June 20, 2007, the City issued a Request for Proposals (RFP) for inmate medical services at the Santa Ana Jail. These medical services are required and governed by State law, under the California Department of Corrections Title 15 requirements. The RFP specified on -site medical services 24 hours a day, in addition to a doctor on call, for the Santa Ana inmates. Medical staff is required to conduct daily sick calls, dispense medication, as well as to assist in the intake of incoming inmates to assess for entrance acceptability. Additional services such as dental care, radiology, ophthalmology, OB /Gyn, psychiatric crisis intervention and emergency medical billing services are also required. Correctional Managed Care Medical Corporation (CMCMC) continues to be responsive to the specifications and City's requirements. On August 20, 2007, Council approved entering into a three -year agreement with two one - year renewal options with CMCMC. This would be the third year of the new contract. 25F -1 Agreement for Police Department Inmate Medical Services September 7, 2009 Page 2 FISCAL IMPACT Funds in the amount of $1,046,655 are available in the Police Department, Detention Services fund (account no. 011- 349 - 6291). Funds in the amount of $209,330 will be included in the FY 10 -11 budget. Paul M. Walters Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 25F -2 1P SECOND AMENDMENT TO AGREEMENT FOR THE PROVISION OF INMATE MEDICAL SERVICES BETWEEN CITY OF SANTA ANA AND CORRECTIONAL MANAGED CARE MEDICAL CORPORATION THIS SECOND AMENDMENT TO AGREEMENT, is entered into this 8th day of September, 2009, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City "), and Correctional Managed Care Medical Corporation ( "Contractor ") RECITALS: A. City and Contractor entered into Agreement #A- 2007 -193, dated August 20, 2007, for the Provision of Inmate Medical Services, hereinafter referred to as "said Agreement ". B. The Parties desire to renew the term of said Agreement for an additional one -year period and approve the maximum obligation to be expended for services during the extended term. NOW, THEREFORE, in consideration of the mutual and respective promises, and subject to all the terms and conditions of said Agreement, except as herein modified, the parties agree as follows: Section 1, TERM, shall be extended for an additional one -year period to August 31, 2010. 2. Section 3.a., COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. The Total Annual Sum to be expended under this Agreement for staffing, pharmaceuticals, supplies and other services shall not exceed $1,255,985.00, during the initial one -year term of said Agreement. During the renewal term, from September 1, 2009 through August 31, 2010 (hereinafter "09/10 Renewal Term "), the total payments for inmate medical services shall not exceed $1,155,985.00. An additional amount up to $100,000.00, shall be available for Additional Services as listed in Section 13 of the RFP, during the Renewal Term. The total sum to be expended under this Agreement shall not exceed $1,255,985.00 during the 09/10 Renewal Term." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. 25F -3 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement the day and year first above written, ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Ryan O. Hodge Deputy City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager CORRECTIONAL MANAGED CARE MEDICAL CORPORATION (Name) (Title) 25F -4 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: LEASE AGREEMENT WITH OMNIPOINT COMMUNICATIONS INC FOR CELLULAR ANTENNA AT ROSITA PARK mss...- �.- ---- -- CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED As Recommended As Amended Ordinance on 1St Reading Ordinance on 2nd Reading Implementing Resolution Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Direct the City Attorney to prepare and authorize the City Manager and Clerk of the Council to execute the attached lease agreement with Omnipoint Communications Inc (T- Mobile) for the installation of a stealth monopole sports lighting antenna and equipment building at Rosita Park, subject to non - substantive changes approved by the City Manager and the City Attorney. 2. Approve an appropriation adjustment recognizing $23,040 in the Capital Outlay Fund revenue account (no. 51 -01 -5799) and appropriate same to the Capital Outlay Fund expenditure account (no. 51- 250 - 6631). 3. Receive and file Categorical Exemption for Environmental Review No. 2008 -241 ( Rosita Park). DISCUSSION Omnipoint Communications Inc (T- Mobile) is proposing the installation of a stealth monopole sports lighting antenna at Rosita Park to improve their communication reception in the area. On November 18, 2008, staff presented T- Mobile's proposal to the Riverview West Neighborhood Association. Staff addressed concerns related to health /safety issues, maintenance responsibility, and a neighborhood request for a block wall on the south property line of Rosita Park as a possible park improvement. The community voted and unanimously approved the T- Mobile cell tower at Rosita Park, under the condition that the block wall be installed as part of the project. After months of negotiation and review of bids obtained by T- Mobile for the construction of the block wall ($100,000), they indicated that the cost of the block wall would make the project economically unfeasible. Given the City's fiscal situation, the City is not in the position to provide additional funding to share in the cost of the project. 25G -1 Lease Agreement with Omnipoint Communication Inc. September 8, 2009 Page 2 On May 20, 2009, the proposal was presented to the Board of Recreation and Parks with a staff recommendation to approve the lease with Omnipoint Communications (T- Mobile) . The Board of Recreation and Parks heard public comments requesting the block wall be part of the improvements and discussed the issues. The Board recommended denial of the lease (vote of 5:1:2) with Omnipoint Communications and requested staff communicate with the neighborhood association on the actions taken. Staff communicated with the neighborhood association board on July 16, 2009 regarding the Board recommendation. The Neighborhood Association Board believes there should be some type of compromise to have the wall installed. However, Omnipoint Communications has indicated that the proposed site improvements are too costly and they are not interested in furthering negotiations at this time. In addition, given the City's current fiscal condition, staff believes that the proposed agreement would provide a reliable long term revenue source to fund park maintenance activities. The revenue from this lease is $2,400 per month ($28,800 per year) . The lease term is for 10 years, with three 5 year extension options. The City's consultant (ATS Communications) will receive 20 percent ($5,760) of the revenue annually for assisting in the negotiations and construction administration of the lease agreement. The agreement also includes a 4 percent per year increase for the term of the lease. T- Mobile will provide all the proper insurances and obtain the necessary City permits prior to construction. The terms of this agreement is similar to other City cell tower agreements. The lease agreement with Omnipoint Communications, Inc. (T- Mobile) is for a 300 square feet lease area (15' X 20' equipment room). T- Mobile indicated they will design a 15 by 40 feet equipment building to provide space for a future carrier, but only construct half the building. On July 6, 2009, City Council continued this item for 60 days and requested staff to contact other cell companies to see if they were interested on collocating at this site and to obtain estimates for the construction of the block wall. Sprint /Nextel currently has a cell tower at Rosita Park. Therefore, staff contacted Metro PCS, Verizon and AT &T. Metro PCS indicated the installation of future cell sites in this location is approximately 1% years away. Verizon indicated they currently have this area covered and is not interested in collocating at this time. AT &T has not responded. Our Public Works Agency estimated the block wall will cost approximately $201,376 based on current bids received on other projects. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended action is exempted from further review. Categorical Exemption Environmental Review No. 2008 -241 ( Rosita Park) will be filed for this project. 25G -2 Lease Agreement with Omnipoint Communication Inc. September 8, 2009 Page 3 FISCAL IMPACT This appropriation adjustment will recognize $23,040 in the Capital Outlay Fund revenue account (no. 51 -01 -5799) and appropriate same to the Capital Outlay expenditure account (no. 51- 250 -6631) for landscape maintenance of City parks. fa-Gerar o Mouet Executive Director Parks, Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt Services Agency 25G -3 Lease Agreement with Omnipoint Communication Inc. September 8, 2009 Page 2 project. After months of negotiation and review of bids obtained by T- Mobile for the construction of the block wall ($100,000), they indicated that the cost of the block wall would make the project economically unfeasible. Given the City's fiscal situation, the City is not in the position to provide additional funding to share in the cost of the project. On May 20, 2009, the proposal was presented to the Board of Recreation and Parks with a staff recommendation to approve the lease with Omnipoint Communications (T- Mobile). The Board of Recreation and Parks heard public comments requesting the block wall be part of the improvements and discussed the issues. The Board recommended denial of the lease with Omnipoint Communications and requested staff communicate with the neighborhood association on the actions taken. Staff communicated with the neighborhood association board on July 16, 2009 regarding the Board recommendation. The Neighborhood Association Board believes there should be some type of compromise to have the wall installed. However, Omnipoint Communications has indicated that the proposed site improvements are too costly and they are not interested in furthering negotiations at this time. In addition, given the City's current fiscal condition, staff believes that the proposed agreement would provide a reliable long term revenue source to fund park maintenance activities. The revenue from this lease is $2,400 per month ($28,800 per year). The lease term is for 10 years, with three 5 year extension options. The City's consultant (ATS Communications) will receive 20 percent ($5,760) of the revenue annually for assisting in the negotiations and construction administration of the lease agreement. The agreement also includes a 4 percent per year increase for the term of the lease. T- Mobile will provide all the proper insurances and obtain the necessary City permits prior to construction. The terms of this agreement is similar to other City cell tower agreements. The lease agreement with Omnipoint Communications, Inc. (T- Mobile) is for a 300 square feet lease area (15' X 20' equipment room). T- Mobile indicated they will design a 15 by 40 feet equipment building to provide space for a future carrier, but only construct half the building. On July 6, 2009, City Council continued this item for 60 days and requested staff to contact other cell companies to see if they were interested on collocating at this site and to obtain estimates for the construction of the block wall. Sprint /Nextel currently has a cell tower at Rosita Park. Therefore, staff contacted Metro PCS, Verizon and AT &T. Metro PCS indicated 25G -4 Lease Agreement with September 8, 2009 Page 3 Omnipoint Communication Inc. the installation of future cell sites in this location is approximately 11-� years away. Verizon indicated they currently have this area covered and is not interested in collocating at this time. AT &T has not responded. Our Public Works Agency estimated the block wall will cost approximately $201,376 based on current bids received on other projects. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended action is exempted from further review. Categorical Exemption Environmental Review No. 2008 -241 (Rosita Park) will be filed for this project. FISCAL IMPACT This appropriation adjustment will recognize $23,040 in the Capital Outlay Fund revenue account (no. 51 -01 -5799) and appropriate same to the Capital Outlay expenditure account (no. 51- 250 -6631) for landscape maintenance of City parks. Gerardo Mouet Executive Director Parks, Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt Services 25G -5 Agency 25G -6 LAND LEASE AGREEMENT BETWEEN THE CITY OF SANTA ANA AND OMNIPOINT COMMUNICATIONS, INC. for (Rosita Park) This Agreement, made this 8th day of September, 2009, between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California hereinafter designated "LESSOR" and Omnipoint Communications, Inc., a subsidiary of T- Mobile USA, Inc., a Delaware corporation hereinafter designated "LESSEE ". The LESSOR and LESSEE are at times collectively referred to hereinafter as the "Parties ". 1. PREMISES. LESSOR hereby leases to LESSEE a portion of that certain parcel of property commonly known as Rosita Park (the entirety of LESSOR's property is referred to hereinafter as "the Property" and a legal description of the Property is attached hereto as Exhibit "A "), located at 706 N. Newhope, Santa Ana CA,92703, and being described as a fifteen foot (15') by twenty foot (20') space on the ground containing three hundred (3 00) (square feet, for LESSEE's radio equipment cabinets, and space required for cable runs to connect LESSEE's equipment and antennas, together with the non - exclusive right for ingress and egress from and to the nearest public right -of -way, seven (7) days a week, twenty -four (24) hours a day, subject to any restrictions stated herein, on foot or motor vehicle, including trucks, and for the installation and maintenance of utility wires, poles, cables, conduits, and pipes over, under, or within the building to the demised premises, said demised premises and access and utilities paths (hereinafter collectively referred to as the "Premises ") for access being substantially as described herein in Exhibit `B" attached hereto and made a part hereof. 2. SURVEY. LESSOR also hereby grants to LESSEE the right to survey the Property and the Premises, and said survey along with detailed site plans shall then become Exhibit "B" which shall be attached hereto and made a part hereof, and shall control in the event of boundary and access discrepancies between it and Exhibit "A ". Costs incurred for such work shall be borne by LESSEE. 3. TERM. This Agreement shall be effective as of the date of execution by both parties, provided, however, the initial term shall be for ten (10) years and shall commence on the Commencement Date (defined below). 4. RENT. After the Commencement Date, rental payments will be due in an annual rental amount of twenty -eight thousand, eight hundred dollars ($28,800.00) to be paid in equal monthly installments of two thousand, four hundred dollars ($2,400.00) per month on the first day of the month, in advance, to LESSOR or to such other person, firm or place as the LESSOR may, from time to time, designate in writing at least thirty (30) days in advance of any rental payment date. Rent shall commence on the first day of the month following the issuance of the building permit for LESSEE's Facilities (as defined below), or the first day of the month that is six (6) months after the full execution of this agreement or the first day of the month following the date LESSEE commences 25G -7 installation of LESSEE's Facilities on the Premises, whichever occurs first ( "Commencement Date "). If rent is not paid within fifteen (15) days after the due date and provided LESSOR has complied with all applicable notice and cure provisions herein, LESSEE agrees to pay a late charge equal to six percent (6 %) of the then - current monthly rent. Rental amounts attributable to partial months shall be prorated on a daily basis. 5. ANNUAL RENTAL INCREASES. The rent payments shall be subject to an annual rental increase of four percent (4 %) per year, to be increased on each anniversary of the Commencement Date. 6. INITIAL PAYMENT. LESSEE hereby agrees to pay to LESSOR a one- time, non - recurring, non - refundable payment equal to one month's rent, within thirty (30) days after the Commencement Date. Notwithstanding the above, Lessor shall refund Lessee the initial payment in the event Lessee is unable, due to the sole fault and unreasonable delay of Lessor, to obtain all Approvals necessary to construct Lessee's facilities, within 6 months after the full execution of this agreement. 7. EXTENSIONS. The Lease Agreement may be extended for up to three (3) additional five -year (5) terms (each a "Renewal Term "). Each Renewal Term shall be on the terms and conditions as set forth herein as follows: (i) Six months prior to the expiration of the initial term, if LESSOR, in its reasonable discretion determines that LESSEE's continued tenancy is not in conformity with LESSOR's intended use of the Property, LESSOR shall provide written notice to LESSEE that the Lease will not be extended. (ii) Thereafter, each subsequent renewal shall be subject to the following procedure: If LESSEE determines that it desires to extend the term LESSEE shall provide written notice six (6) months prior to the end of the then current term. Within sixty (60) days of receipt of LESSEE's notice, LESSOR shall determine whether such extension is in LESSOR's best interest and, if not in LESSOR's interest, LESSOR shall deny such extension request. If LESSOR does not respond within sixty (60) days, the lease is deemed renewed for an additional Renewal Term. If neither party provides notice as set forth above, the lease shall continue on a month -to -month basis. 8. GOVERNMENTAL APPROVALS. It is understood and agreed that LESSEE's ability to use the Premises is contingent upon its obtaining all of the certificates, permits and other approvals (collectively the "Governmental Approvals ") that may be required by any Federal, State or local authorities as well as satisfactory soil boring tests which will permit LESSEE's use of the Premises as set forth herein. LESSOR shall cooperate with LESSEE in its effort to obtain such approvals and shall take no action, which would adversely affect the status of the Property with respect to the proposed use by LESSEE. Prior to the Commencement Date, LESSEE shall have the right (but not the obligation) to enter the Premises for the purpose of making necessary inspections and 25G -8 engineering surveys (and soil tests where applicable) and other reasonably necessary tests (collectively "Tests ") to determine the suitability of the Premises for LESSEE's Facilities (defined below) and for the purpose of preparing for the construction of LESSEE's Facilities. In the event that any of such applications for such Governmental Approvals should be finally rejected or any Governmental Approval issued to LESSEE is canceled, expires, lapses, or is otherwise withdrawn or terminated by the governmental authority or soil boring tests are found to be unsatisfactory so that LESSEE will be unable to use the Premises for its intended purposes or LESSEE determines that the Premises is no longer technically compatible for its intended use, LESSEE shall have the right to terminate this Agreement. Notice of LESSEE's exercise of its right to terminate shall be given to LESSOR in writing by certified mail, return receipt requested, and shall be effective upon the mailing of such notice by LESSEE. All rentals paid to said termination date shall be retained by the LESSOR. Upon such termination, this Agreement shall become null and void and all the Parties shall have no further obligations including the payment of money, to each other. 9. APPROVAL OF PLANS. Prior to commencing construction of LESSEE's Facilities (defined below), LESSEE shall obtain LESSOR's approval of LESSEE's work plans, which approval shall not be unreasonably withheld, conditioned, or delayed; such approval shall be issued by the City Manager or his /her designee. LESSOR shall give such approval or provide LESSEE with its requests for changes, which changes must comply with all applicable building codes, in writing within fifteen (15) working days of LESSOR's receipt of LESSEE's work plans. If LESSEE does not receive such approval or request for changes in writing within such fifteen (15) working day period, LESSOR shall be deemed to have approved the plans. LESSOR shall not be entitled to receive any additional consideration in exchange for giving its approval of LESSEE's plans. 10. USE /MAINTENANCE. LESSEE may use the Premises for any lawful activity in connection with the provisions of mobile /wireless communications services, including without limitation, the transmission and the reception of radio communication signals on various frequencies and the construction, maintenance, and operation of related communications facilities. Accordingly, LESSEE shall have the right to construct, maintain, install, repair, and operate on the Premises radio communications facilities, including but not limited to, radio frequency transmitting and receiving equipment, batteries, utility lines, transmission lines, radio frequency transmitting and receiving antennas and supporting structures and improvements ( "LESSEE's Facilities "). All improvements shall be at LESSEE's sole expense and the installation of all improvements shall be at the discretion and option of LESSEE, with LESSOR approval, which approval shall not be unreasonably withheld, delayed or conditioned. Said approval shall be obtained from LESSOR prior to commencement of any construction, alterations, modifications or improvements pursuant to Section 9 above, and LESSEE agrees to submit architectural and engineering drawings ( "Plans ") of the equipment to be installed. LESSEE agrees that the installation and maintenance of LESSEE's Facilities shall be effected with all reasonable diligence and precaution to avoid damage to the land, property or personnel. Notwithstanding the foregoing, once the initial improvements are installed, LESSEE may replace, substitute, upgrade and expand its 25G -9 equipment, cables and antennas which comprise LESSEE's Facilities for the purpose of repairing or upgrading the communications capabilities of LESSEE's Facilities, with notice to LESSOR, so long as the equipment, cables or antennas remain within the original physical parameters of the Premises. LESSEE shall not make any substantive physical and/or aesthetic changes to the Premises without the prior approval of LESSOR which shall not be unreasonably withheld, conditioned or delayed. Any such changes are subject to the provisions of Section 13 contained herein below. LESSEE shall be responsible for the cost of any and all damage to the Property including but not limited to concrete and/or asphalt, buildings and/or appurtenances caused by LESSEE. LESSOR at its discretion may require LESSEE to repair and or replace said damages or contract for said services and bill LESSEE. The cost of said repairs can be subtracted from any deposits retained by LESSOR. LESSEE shall have the right to install any warning signs on or about the Premises required by federal, state or local law. LESSEE's Facilities shall be constructed and maintained in a manner and with materials that are consistent with the approved plans for the project. The materials actually used must match up with the proposed materials and artistic renderings. LESSOR shall provide LESSEE, LESSEE's employees, agents, contractors, subcontractors and assigns with access to the Premises twenty -four (24) hours a day, seven (7) days a week, at no charge to LESSEE. LESSOR represents and warrants that it has full rights of ingress to and egress from the Premises, and hereby grants such rights to LESSEE to the extent required to construct, maintain, install and operate LESSEE's Facilities on the Premises, and to remove them therefrom. LESSOR shall, at its sole expense, maintain all access roadways from the nearest public roadway to the Premises in a manner sufficient to allow reasonable access to the Premises by LESSOR. Except in cases of emergency, LESSEE agrees to provide twenty -four hours notice to LESSOR before any installation, maintenance, replacement or repair is to take place on the Premises. In the event that maintenance is required, such as the repainting of LESSEE's Facilities, such maintenance must be completed by LESSEE within thirty (30) days. 11. INDEMNIFICATION. A. LESSEE's Indemnity. LESSEE shall indemnify, defend and hold LESSOR its officers, employees, successors and assigns harmless from and against any and all loss, cost, claim, liability ("Claims ") occurring on the Premises and arising out of or connected with the negligence or willful misconduct of LESSEE, its officers, agents, employees, or contractors except for Claims arising out of (i) the negligence or willful misconduct of LESSOR, its officers, agents, employees, successors, assigns, or contractors; (ii) violation of law by LESSOR, its officers, agents, employees, or contractors; (iii) the breach of any duty or obligation by LESSOR under this Agreement; or (iv) any condition relating to the Premises which LESSEE has no obligation to repair or maintain. B. LESSOR's Indemnity. LESSOR shall indemnify, defend and hold LESSEE, its officers, employees, successors and assigns harmless from and against any and all loss, cost, claim, liability ( "Claims ") occurring on the Premises and arising out of or connected with the negligence or willful misconduct of LESSOR, its officers, 25G -10 agents, employees, or contractors, including, but not limited to City Business as defined in Section 17 below, except for Claims arising out of (i) the negligence or willful misconduct of LESSEE, its officers, agents, employees, or contractors; (ii) violation of law by LESSEE, its officers, agents, employees, or contractors; (iii) the breach of any duty or obligation by LESSEE under this Agreement; or (iv) any condition relating to the Premises which LESSOR has no obligation to repair or maintain. 12. INSURANCE. A. In accordance with the provisions of Section 3300 of the Labor Code, if LESSEE has any employees it is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing performance of this Agreement, LESSEE agrees to obtain and maintain employer's liability insurance with limits not less than $1,000,000 per accident. If LESSEE has no employees, nor workers' compensation coverage, it must execute a Declaration available from LESSOR, and update as is necessary. B. LESSEE shall obtain, at its sole cost, a policy or policies of commercial general liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall: (1) name LESSOR, its officers, agents, representatives, employees and volunteers as additional insureds (see sample Exhibit C); (2) be primary with respect to insurance or self - insurance programs maintained by LESSOR, except claims resulting from LESSOR's negligence or misconduct; (3) contain standard separation of insured's provisions; and (4) give to LESSOR prompt and timely notice of claim made or suit instituted arising out of LESSEE's operations hereunder. LESSEE shall: (a) prior to exercising any right under this Agreement, furnish properly executed certificates of insurance and additional insured endorsement to LESSOR which shall clearly evidence all coverages required above; (b) provide that such insurance shall not have its required limits reduced or terminated except on thirty (30) days prior written notice to LESSOR; (c) maintain such insurance for the period covered by this Agreement; and (d) replace such certificates for policies expiring prior to the expiration of this Agreement. 13. INTERFERENCE. LESSEE's Facilities shall not disturb the communications configurations, equipment, and frequency, which exist on the Property on the date this Agreement is fully executed ("Pre- Existing Communications "), or public safety communication operations, as may be upgraded periodically, and LESSEE's Facilities shall comply with all non - interference rules of the Federal Communications Commission ( "FCC "). LESSOR shall not use, or permit the use of, any portion of the Property in any way, which interferes with LESSEE's use of the Premises or encroaches upon the Premises. In addition to any other rights LESSEE may have hereunder, LESSEE shall have the right to bring legal action to enjoin such interference against the party causing any alleged interference and /or immediately terminate this Agreement. 25G -11 Notwithstanding the foregoing, Pre - Existing Communications operating in the same manner as on the date this Agreement is fully executed shall not be deemed interference. LESSOR shall require any future tenants, assignees, licensees, or occupants using any portion of the Property for the operation of mobile /wireless or radio communications facilities to comply with the provisions of this Section and shall obtain LESSEE's written consent prior to allowing such use of the Property, which such consent shall not be unreasonably withheld, conditioned, or delayed, provided that LESSEE's consent may be withheld if interference with LESSEE's transmissions, receptions, operations, or use of frequency will result due to such use, whether or not such interference is with LESSEE's frequencies or otherwise. The City Manager shall determine whether consent is unreasonably withheld and may require LESSEE to consent subject to the above conditions. In the event of any interference with LESSOR's public safety communications operations, LESSEE shall have twenty -four (24) hours after receipt of notice to cure the interference, and if LESSEE fails to do so, LESSOR has the right to require that LESSEE cease operating LESSEE's Facilities (except for intermittent testing to determine the source of the interference) until LESSEE is able to recommence operations without causing such interference. If LESSEE's Facilities interfere with LESSOR's public safety communications operations during an emergency, LESSOR may require that LESSEE immediately cease operating LESSEE's Facilities and if LESSEE fails to do so, LESSOR has the right to shutdown the electricity supply to LESSEE's Facilities. LESSEE shall reimburse LESSOR for any actual, reasonable costs that LESSOR incurs to cure any interference with LESSOR's public safety communications operations caused by LESSEE's Facilities. 14. REMOVAL UPON TERMINATION. LESSEE, upon expiration or earlier termination of the Agreement, shall, within ninety (90) days, remove all of LESSEE's fixtures and all personal property and otherwise restore the Premises substantially to its original condition, at LESSEE's sole expense, reasonable wear and tear, and casualty excepted. Underground conduits, foundations and equipment/storage buildings may remain at LESSOR's option. LESSOR agrees and acknowledges that all of the equipment, fixtures and personal property of LESSEE shall remain the personal property of LESSEE and LESSEE shall have the right to remove the same, whether or not said items are considered fixtures and attachments to real property under applicable law. If such time for removal causes LESSEE to remain on the Premises past the aforementioned ninety (90) day period after the expiration or earlier termination of this Agreement, LESSEE shall pay rent at the then existing monthly rate or on the existing monthly pro -rata basis if based upon a longer payment term, until such time as the removal of the building, antenna structure, fixtures and all personal property are completed. Antenna support structure and all utilities cabling and wiring shall remain at LESSOR's option in its as -is condition. 15. RECORDING AND QUITCLAIM DEED. If requested by LESSEE, LESSOR agrees promptly to execute and deliver to LESSEE a recordable Memorandum of this Land Lease Agreement in the form of Exhibit "F". LESSEE agrees to execute and 25G -12 record a quitclaim deed or other instrument evidencing the termination of LESSEE's interest in the Property upon the expiration or termination of this Agreement. 16. RIGHTS UPON SALE. Should the LESSOR, at any time during the term of this Agreement, decide to sell all or any part of the Property to a purchaser other than LESSEE, such sale shall be under and subject to this Agreement and LESSEE's rights hereunder, and any sale by the LESSOR of the portion of this Property underlying the right -of -way herein granted shall be under and subject to the right of LESSEE in and to such right -of -way. LESSOR shall obtain for the benefit of LESSEE a reasonable non - disturbance agreement from the present and any future mortgagee(s) or holder(s) of a deed of trust confirming that LESSEE's right to quiet possession of the Premises during this Agreement shall not be disturbed, so long as LESSEE is not in default under this Agreement. 17. QUIET ENJOYMENT. LESSOR covenants that LESSEE, on paying the rent and performing the covenants shall peaceably and quietly have, hold and enjoy the Premises, provided however, that LESSOR shall have the right and privilege to conduct City Business on the Property, as necessary. "City Business" shall include, but not be limited to the following: minor maintenance, minor landscaping, minor construction, concessionaires, and City sponsored events, located near the Premises, so long as the City Business does not interfere with or impair the operation of LESSEE's Facilities. 18. TITLE. LESSOR covenants that LESSOR is seized of good and sufficient title and interest to the Property and has full authority to enter into and execute this Agreement. LESSOR further covenants that there are no other liens, judgments or impediments of title on the Property or affecting LESSOR's title to the same and that there are no covenants, easements or restrictions which prevent the use of the Premises by LESSEE as set forth above. 19. NO LIENS. LESSEE will not permit any mechanics' or materialmen's liens on the Property for any labor or material furnished to LESSEE in connection with work performed. LESSEE shall have the right to contest the validity, nature, or amount of any such lien but, upon the final determination of such questions, shall immediately pay any adverse judgment rendered with all proper costs and charges and have the lien released at its own expense. If LESSEE desires to contest any such lien, then prior to commencing such contest, it will post a bond, where necessary, to release the lien. 20. MISCELLANEOUS LESSEE RESPONSIBILITIES. A. Maximum Permissible Exposure — LESSEE shall comply with all present and future laws, orders and regulations relating to Maximum Permissible Exposure ( "MPE ") and other related health issues directly applicable to its operation of LESSEE's Facilities, as well as the American National Standards Institute (ANSI) standards. Without limiting the provisions of LESSEE's indemnity contained herein, LESSEE, on behalf of itself and its successors and assigns, shall indemnify LESSOR 25G -13 from and against all claims of personal injuries due to violation of MPE to the extent such personal injuries are actually caused by LESSEE's Facilities on the Premises. B. LESSEE shall maintain LESSEE's Facilities and shall make all repairs to the Premises necessitated to keep the Premises safe. LESSOR may require LESSEE to make repairs to and/or replace damaged equipment of LESSEE's Facilities and /or any parts thereto regardless of fault (including but not limited to damage caused by vandalism or acts of god not later than one (1) week after said damage is reported to LESSEE, except for damage caused by LESSOR. This time period may be extended with written authorization from the City Manager. In the event such authorization is not given and repairs are not made in one week, LESSOR may cause such repairs to be made including making said repairs and /or hiring a consultant to make said repairs. LESSOR may charge LESSEE for the cost of said services. Damage caused by graffiti shall be removed within forty -eight (48) hours notification to LESSEE by LESSOR. If said graffiti is not removed within the 48 -hour period, City may remove said graffiti and bill LESSEE for the cost of services. C. LESSEE shall pay all personal property taxes assessed directly against its equipment and all increases in LESSOR's real property taxes or assessments directly attributable to installation of LESSEE's equipment or LESSEE's use of the Premises, within sixty (60) days after receipt of satisfactory documentation indicating calculation of LESSEE's share of such real estate taxes and proof of payment provided that such amounts are in fact due within the said sixty (60) day period. LESSEE has the right to challenge any unreasonable tax assessment. D. LESSOR grants LESSEE the right to obtain utilities for the operation of LESSEE's Facilities. LESSEE shall be responsible directly to the serving entities for any and all utilities required by LESSEE for its use of the Premises. LESSOR shall cooperate with LESSEE in its efforts to obtain utilities from any location provided by LESSOR or the servicing utility, including signing any easement or other instrument reasonably required by the utility company. E. LESSEE shall have the right to replace or repair its equipment or any portion thereof during the term of this Agreement. LESSEE will maintain the Premises in a good condition, reasonable wear and tear excepted. 21. EMERGENCY USE OF SITE. LESSEE shall make available to the police, fire and emergency services of the City of Santa Ana space on its communications tower at no cost to LESSEE or said entities, subject to structural analysis. The City of Santa Ana is responsible for maintaining its own equipment. The space to be made available will not create interference with LESSEE's communications operations. As to any future subleases, their respective installations will be permitted only at such locations that will not cause interference with LESSEE or LESSOR and the City's operations. The City entities will be afforded 24 -hour access to its equipment at the Property. In addition, the City will be provided "power backup" by LESSEE, if available at the Premises. 25G -14 22. INTEGRATION. It is agreed and understood that this Agreement contains all agreements, promises and understandings between the LESSOR and LESSEE and that no verbal or oral agreements, promises or understandings shall be binding upon either the LESSOR or LESSEE in any dispute, controversy or proceeding at law, and any addition, variation or modification to this Agreement shall be void and ineffective unless made in writing and signed by the Parties. In the event any provision of the Agreement is found to be invalid or unenforceable, such finding shall not affect the validity and enforceability of the remaining provisions of this Agreement. The failure of either Party to insist upon strict performance of any of the terms or conditions of this Agreement or to exercise any of its rights under the Agreement shall not waive such rights and such Party shall have the right to enforce such rights at any time and take such action as may be lawful and authorized under this Agreement, either in law or in equity. 23. GOVERNING LAW. This Agreement and the performance thereof shall be governed, interpreted, construed, and regulated by the laws of the State of California, with venue in Orange County. 24. ATTORNEYS' FEES. The substantially prevailing party in any legal action or lawsuit arising hereunder shall be entitled to its reasonable attorneys' fees and court costs, including appeals, if any. 25. ASSIGNMENT AND CO- LOCATION. a. LESSEE will not assign or transfer this Agreement without the prior written consent of LESSOR, which consent will not be unreasonably withheld, delayed or conditioned; provided, however, that LESSEE shall have the right to assign its rights under this Agreement, to any of LESSEE's (i) partners, parents, subsidiaries, affiliates, or successor legal entities, (ii) in connection with the sale, exchange, or other transfer of LESSEE's FCC authorization for the geographic area in which the Premises are located or of majority of LESSEE's network assets in the geographic area where the Premises are located, or (iii) in connection with any financing, loan, security interest, pledge, or mortgage of LESSEE's property. b. LESSEE acknowledges and agrees that the City policy is to provide for co- location on communication tower facilities and will reasonably facilitate any co- location subject to the conditions outlined in Paragraph 13 (INTERFERENCE). LESSEE further agrees that LESSOR shall retain ownership of any further lease rights with respect to space for additional communication facilities on the Property. Further, LESSEE shall enter into a TOWER LEASE AGREEMENT, subject to all permits and approvals from all governmental agencies having jurisdiction thereover, with a future tower co- location user, subject to LESSOR receiving eighty percent (80 %) of the tower rent received by LESSEE. LESSEE shall provide for LESSOR'S consent on any TOWER LEASE AGREEMENT and copies of the executed agreement. The Party's intent in allowing LESSEE to collect rent is to provide a means by which LESSEE can recoup its cost of construction and maintenance of said tower facilities on a pro -rata basis with subsequent users. The Parties intend that LESSOR, and not LESSEE, should benefit financially, from any future tower co- location agreement. Additionally, LESSEE shall deliver to 25G -15 LESSOR a copy of any Inter - carrier Co- location Agreement which relates to the Premises. 26. NOTICES. All notices hereunder must be in writing and shall be deemed validly given if sent by certified mail, return receipt requested or by commercial courier, provided the courier's regular business is delivery service and provided further that it guarantees delivery to the addressee by the end of the next business day following the courier's receipt from the sender, addressed as follows (or any other address that the Party to be notified may have designated to the sender by like notice): LESSOR: City of Santa Ana Clerk of the Council 20 Civic Center Plaza (M -30) Santa Ana, CA 92702 Courtesy City of Santa Ana — Office of the City Copies to Attorney 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 and ATS Communications 22651 Lambert Street, Suite 101A Lake Forest, California 92630 Attn: Tony Ingegneri LESSEE: T- Mobile USA, Inc. 12920 SE 38`h Street Bellevue, Washington 98006 Attn: PCS Lease Administrator Copy to: Omnipoint Communications (Site #LA33321 Q 3 MacArthur Place, Suite 1100 Santa Ana, California 92707 Attn: Lease Administration Manager Notice shall be effective upon mailing or delivering the same to a commercial courier, as permitted above. 27. SUCCESSORS. This Agreement shall extend to and bind the heirs, personal representatives, successors, administrators and assigns of the Parties hereto. 25G -16 28. RELOCATION RIGHT. A. Anytime within the initial term, LESSOR shall have the right to cause LESSEE to relocate LESSEE's Facilities to alternate space on the Property; provided however, that such relocation shall (1) be at LESSOR's cost and expense which shall be limited to reasonable expenses of moving and re- installing the tower structure and accompanying equipment, including the cost of City permits and fees which LESSOR may legally pay, (2) be performed by LESSEE or its agents, (3) not result in any interruption of the communications service provided by LESSEE on the Property, (4) not impair, or in any manner alter, the quality of communications service provided by LESSEE on and from the Property, and (5) be done in accordance with subsections B and C below. Upon relocation of LESSEE's Facilities, the access and utility rights of way will be relocated as required, in the sole discretion of LESSOR, to operate and maintain LESSEE's Facilities. B. LESSOR shall exercise its relocation right under subsection A above by (and only by) delivering written notice (the "Notice ") to LESSEE. In the Notice, LESSOR shall propose an alternate site within or on the Property to which LESSEE may relocate LESSEE's Facilities. LESSEE shall have sixty (60) days from the date it receives the Notice to evaluate LESSOR's proposed relocation site, during which period LESSEE shall have the right to conduct tests to determine the technological feasibility of the proposed relocation site. If LESSEE fails to disapprove of such proposed relocation site in writing within the sixty -day period, LESSEE shall be deemed to have approved such proposed relocation site. If LESSEE disapproves such relocation site, then LESSOR may thereafter propose another relocation site by Notice to LESSEE in the manner set forth above. Any relocation site which LESSOR and LESSEE agree upon in writing shall be referred to as the "Relocation Site." LESSEE shall have up to twelve (12) months after execution of a written agreement between the parties concerning the location and dimensions of the Relocation Site to relocate LESSEE's Facilities to the Relocation Site. Upon relocation of LESSEE's Facilities to the Relocation Site, all references to the Premises herein shall be deemed to be references to the Relocation Site. LESSOR and LESSEE agree that the Relocation Site (including the access and utility right of way) may be surveyed by a licensed surveyor at the sole cost of LESSEE, and such survey will then replace Exhibit "B" and become a part hereof and will control or describe the Premises. Except as expressly provided, LESSOR and LESSEE hereby agree that in no event will the relocation of LESSEE's Facilities, or any part thereof, under subsection A above, affect, alter, modify or otherwise change any of the terms and conditions of this Agreement. C. Should the parties fail to agree on a suitable Relocation Site, LESSOR may pay LESSEE the depreciated value for LESSEE's Facilities and equipment, based on a ten -year lease period. 25G -17 29. DEFAULT. In the event there is a default by either party with respect to any of the provisions of this Agreement or its obligations under it, including the payment of rent, the non - defaulting party shall give the defaulting party written notice of such default. After receipt of such written notice, the defaulting party shall have fifteen (15) days in which to cure any monetary default and thirty (30) days in which to cure any non - monetary default, provided the defaulting party shall have such extended period as may be required beyond the thirty (30) days if the nature of the cure is such that it reasonably requires more than thirty (30) days and the defaulting party commences the cure within the thirty (30) day period and thereafter continuously and diligently pursues the cure to completion. The non- defaulting party may not maintain any action or affect any remedies for default against the defaulting party unless and until the defaulting party has failed to cure the same within the time periods provided in this Section. If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to have and recover from the losing party reasonable attorney's fees and costs of suit. 30. ENVIRONMENTAL. A. LESSEE shall not bring any Hazardous Materials onto the Premises /Property, except for those contained in its back -up power batteries and common materials used in telecommunications operations. "Hazardous Materials" shall mean any substance, chemical or waste identified as hazardous, toxic or dangerous in any applicable federal, state or local law or regulation, including petroleum and asbestos. LESSEE will treat and dispose of any Hazardous Materials brought onto the Premises /Property by it in accordance with all federal, state and local laws and regulations. B. LESSOR will be responsible for all obligations of compliance with any and all environmental and industrial hygiene laws, including any regulations, guidelines, standards, or policies of any governmental authorities regulating or imposing standards of liability or standards of conduct with regard to any environmental or industrial hygiene conditions or concerns as may now or at any time hereafter be in effect, that are or were in any way related to activity now conducted in, on, or in any way related to the Property, unless such conditions or concerns are caused by the activities of LESSEE. C. LESSOR shall hold LESSEE harmless and indemnify LESSEE from and assume all duties, responsibility and liability at LESSOR's sole cost and expense, for all duties, responsibilities, and liability (including but not limited to payment of penalties, sanctions, forfeitures, losses, costs, or damages) and for responding to any action, notice, claim, order, summons, citation, directive, litigation, investigation or proceeding which is in any way related to: (i) failure to comply with any environmental or industrial hygiene law, including without limitation any regulations, guidelines, standards, or policies of any governmental authorities regulating or imposing standards of liability or standards of conduct with regard to any environmental or industrial hygiene concerns or conditions as may now or at any time hereafter be in effect, unless such 25G -18 compliance results from conditions caused by LESSEE; and (ii) any environmental or industrial hygiene conditions arising out of or in any way related to the condition of the Property or activities conducted thereon, unless such environmental conditions are caused by LESSEE. 31. CASUALTY. In the event of damage by fire or other casualty to the Premises that cannot reasonably be expected to be repaired within sixty (60) days following same or, if the Property is damaged by fire or other casualty so that such damage may reasonably be expected to disrupt LESSEE's operations at the Premises for more than sixty (60) days, then LESSEE may at any time following such fire or other casualty, provided LESSOR has not commenced the restoration required to permit LESSEE to resume its operation at the Premises, terminate this Agreement upon twenty (20) days written notice to LESSOR. Any such notice of termination shall cause this Agreement to expire with the same force and effect as though the date set forth in such notice were the date originally set as the expiration date of this Agreement and the parties shall make an appropriate adjustment, as of such termination date, with respect to payments due to the other under this Agreement. If LESSEE decides not to terminate this Agreement, Rent shall be abated proportionally to the reduction of use. 32. CONDEMNATION. In the event of any condemnation of the Premises, LESSEE may terminate this Agreement upon fifteen (15) days written notice to LESSOR. LESSEE may on its own behalf make a claim in any condemnation proceeding involving the Premises for losses related to the antennas, equipment, its relocation costs and its damages and losses, and any other amount recoverable by LESSEE under condemnation law (but not for the loss of its leasehold interest). Any such notice of termination shall cause this Agreement to expire with the same force and effect as though the date set forth in such notice were the date originally set as the expiration date of this Agreement and the parties shall make an appropriate adjustment as of such termination date with respect to payments due to the other under this Agreement. 33. SUBMISSION OF LEASE. The submission of this Agreement for examination does not constitute an offer to lease the Premises and this Agreement becomes effective only upon the full execution of this Agreement by the Parties. If any provision herein is invalid, it shall be considered deleted from this Agreement and shall not invalidate the remaining provisions of this Agreement. 34. APPLICABLE LAWS. LESSEE shall use the Premises for the use described herein in accordance with applicable laws, rules and regulations. LESSOR agrees to keep the Property in conformance with all applicable, laws, rules and regulations and agrees to reasonably cooperate with LESSEE regarding any compliance required by LESSEE in respect to its use of the Premises. 35. SURVIVAL. The provisions of the Agreement relating to indemnification from one Party to the other Party shall survive any termination or expiration of this Agreement. Additionally, any provisions of this Agreement, which require performance 25G -19 subsequent to the termination, or expiration of this Agreement shall also survive such termination or expiration. 36. CAPTIONS. The captions contained in this Agreement are inserted for convenience only and are not intended to be part of the Agreement. They shall not affect or be utilized in the construction or interpretation of the Agreement. 37. PROPERTY SPECIFIC ACCESS RULES /REGULATIONS. To the extent that such rules are not inconsistent with or do not interfere with LESSEE's rights herein, LESSEE agrees to abide by all rules and regulations of the Property and Premises imposed by LESSOR as set forth in Exhibit D, attached hereto, as the same may be changed from time to time upon reasonable notice to LESSEE. These rules and regulations are specific to the Facilities site and are imposed to insure the proper maintenance, good order and reasonable use of the Premises and Property and as may be necessary for the enjoyment of the Premises and Property by both parties hereto. 38. POWERING DOWN DURING MAINTENANCE / REPAIR. LESSEE agrees that during all maintenance on the Communications Facility by the LESSOR or other lessees or users of the Facility, while following the procedures and guidelines set forth by the Occupational Safety and Health Administration (OSHA) and the FCC implementing the National Environmental Policy Act of 1969, when continuing transmission is deemed unsafe for maintenance personnel (based upon standards promulgated by a governmental authority having jurisdiction over LESSEE) due to radiation, the effected transmitters of LESSEE will be turned off until the unsafe condition no longer exists. The earliest practicable notice will be given to LESSEE using the information in Exhibit E, as applicable. 39. TERMINATION. A. Compelled Termination: If, during the lease term, there is a determination made pursuant to an unappealable order of a county, state, or national governmental health agency having proper jurisdiction over LESSEE's operations that LESSEE's use of the Premises poses a human health hazard which cannot be remedied and that LESSEE must cease all operations on the Premises, then LESSEE shall immediately cease all operations on the Premises and this Agreement shall terminate as of the date of such order. In the event the Federal Communications Commission, or any successor agency, makes a determination which is final and non - appealable or which is affirmed and becomes final after the exhaustion of all available appeals concluding that LESSEE's use as set forth in this Agreement presents a material risk to the public health or safety and that LESSEE must cease all operations on the Premises, LESSOR may terminate this Agreement upon fourteen (14) days notice to LESSEE. B. Termination by LESSEE: LESSEE may terminate this Agreement by notice to LESSOR if (i) LESSEE does not obtain all permits, consents, easements, non - disturbance agreements or other approvals (collectively "approval ") reasonably desired by LESSEE or required from any governmental authority or any third 25G -20 party related to or reasonably necessary to operate, install, maintain, replace, or remove LESSEE's Facilities, or if any such approval is canceled, expires or is withdrawn or terminated without any fault of LESSEE, or (ii) LESSOR fails to have proper ownership of the Premises or the authority to enter into this Agreement, or (iii) LESSOR fails to cure a default pursuant to Section 29. Upon termination, all prepaid rent shall be retained by LESSOR, unless termination is pursuant to (ii) above or (iii) above as the result of LESSOR's default. C. Termination by LESSOR: LESSOR may terminate this Agreement if LESSEE fails to perform any of its obligations pursuant to this Agreement (including all attached Exhibits /Attachments) after giving written notice to LESSEE and reasonable time to cure as set forth in Section 29. 40. MISCELLANEOUS PROVISIONS. A. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and each party shall indemnify the other fully, including reasonable costs and attorney's fees, for any injuries or damages incurred in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. B. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. C. LESSOR shall not have unsupervised access to LESSEE's equipment and LESSEE's Facilities, except in cases of exigent circumstances or emergency situations. /// /// 25G -21 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA PATRICIA E. HEALY DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney OMNIPOINT COMMUNICATIONS, INC. By: LAURA SHEEDY Assistant City Attorney By: Printed Name: Its: Date: 25G -22 EXHIBIT A LEGAL DESCRIPTION OF THE PROPERTY APN: All that certain real property located in the County of Orange, State of California, being more particularly described as follows: THE NORTH HALF OF THE NORTHEAST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 9, TOWNSHIP 5 SOUTH, RANGE 10 WEST, IN THE RANCHO LAS BOLSAS, COUNTY OF ORANGE, STATE OF CALIFORNIA, AS PER MAP RECORDED IN BOOK 51, PAGE 12 OF MISCELLANEOUS MAPS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY. EXCEPT THE WESTERLY 659.73 FEET MEASURED ALONG THE NORTHERLY LINE THEREOF. ALSO EXCEPT THAT PORTION THEREOF INCLUDED WITHIN A STRIP OF LAND 70.00 FEET WIDE, THE CENTERLINE OF WHICH IS DESCRIBED AS FOLLOWS: BEGINNING AT THE CENTERLINE INTERSECTION OF BOLSA AVENUE AND NEWHOPE STREET AS SHOWN ON A MAP FILED IN BOOK 12, PAGE 39 OF RECORD OF SURVEYS IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY; THENCE NORTH 89 034'42" WEST 1286.28 FEET TO THE TRUE POINT OF BEGINNING; THENCE NORTH 0 023'50" EAST 815.78 FEET TO THE BEGINNING OF A TANGENT CURVE CONCAVE SOUTHEASTERLY AND HAVING A RADIUS OF 1500.00 FEET; THENCE NORTHEASTERLY ALONG SAID CURVE 1225.21 FEET THROUGH A CENTRAL ANGLE OF 46 047'58 "; THENCE NORTH 47 011'48" EAST 1114.51 FEET TO THE CENTER LINE INTERSECTION OF HAZARD STREET AND NEWHOPE STREET AS SHOWN ON SAID RECORD OF SURVEY MAP. EXCEPTING THEREFROM AN UNDIVIDED INTEREST IN THE WELL AND PUMPING PLANT LOCATED ON SAID LAND, DESCRIBED IN THE AGREEMENT BETWEEN W.D. SLOAN AND E.H. JACKSON RECORDED MARCH 31, 1926 IN BOOK 638 PAGE 363 OF DEEDS, RECORDS OF ORANGE COUNTY, CALIFORNIA. End of Legal Description LESSOR INITIALS: LESSEE INITIALS: 25G -23 EXHIBIT B LEGAL DESCRIPTION OF THE PREMISES SITE PLANS/ DESCRIPTIVE RENDERINGS However, it is expressly agreed and understood by and between the LESSOR and LESSEE that the exact and precise location of the LESSEE's Facilities are subject to review and approval by the planning and/or zoning Boards having jurisdiction over the "Premises ". Therefore, it is expressly agreed and understood by and between LESSOR and LESSEE that the precise location of the Premises as shown on Exhibit `B" may be modified by the LESSEE in order to comply with and obtain necessary planning and/or zoning approvals, and any and all other approvals necessary for LESSEE's intended use of the property. The Premises as described herein may therefore be modified by the LESSEE to reflect the final engineering design. An amended Exhibit "B" (if necessary) will be provided by the LESSEE and attached to the lease in place of the existing Exhibit B ", a copy of which will be provided to the LESSOR for review prior to being incorporated into the Agreement. See attached drawings dated 3/30/09 and indentified as Site Name: Rosita Park Lt. Standard, Site #: LA33321C, sheets T -1, T -2, T -3, F -1, A -1, A -2, A -3, A -4, A -5, A -6, GN -1, S -1, S -2, S -3, E -1, E -2, E -3, E -4, E -5, and Topographic Survey dated 02/09/09, sheets C -1 and C -2, and Irrigation and Planting Plan dated 03/04/09 sheets L -1 and L -2. LESSOR INITIALS: LESSEE INITIALS: 25G -24 EXHIBIT C ADDITIONAL INSURED ENDORSEMENT Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: I . The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702; its officers, employees, agents and volunteers are named as additional insureds ( "additional insureds ") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be canceled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective Policy # Issued to this endorsement form as a part of Named Insured Countersigned by 25G -25 Authorized Representative EXHIBIT D PROPERTY SPECIFIC ACCESS RULES/REGULATIONS 1. LESSOR shall have the unilateral right and privilege to undertake all normal items and operations associated with the current use of the Property, including, but not limited to public events and City business, which may include high powered electric lights and food services, arrange for the televising of any public event to be held at the Property, and ability to contract with other interested parties. 2. City business may also include minor landscaping, minor maintenance and minor construction proximately located near the Premises, so long as the City business does not interfere with or impair the operation of LESSEE's Facilities. 3. LESSEE's access to the Premises shall be limited when the Premises is being used for a public event, and the four (4) hours before and after any such event. LESSEE will obey any procedures set by LESSOR regarding notification before visiting the Premises, checking in on -site, parking, gates, etc. 4. For purposes of describing the Premises and LESSEE Facilities only, LESSEE will design a 15ft X 40ft equipment building on the west side of Rosita Park ball fields, south of the handball court. LESSEE will construct half of the designed building (a 15ft X 20ft room) which it will lease, to locate its equipment. LESSOR reserves that portion of the Property upon which the other half of the building will be located, and it shall not be part of the Premises or LESSEE Facilities. LESSOR retains the right to lease the reserved space to a second communications provider as set forth in Paragraph 25.b. of said LEASE. 25G -26 EXHIBIT E CONTACT INFORMATION: LESSOR'S TECHNICAL CONTACTS: Name: Santa Ana Parks, Recreation and Community Services Agency Ron Ono Address: 20 Civic Center Plaze (M -23) Santa Ana, CA 92702 Daytime Phone No.: 714 - 647 -4220 Facsimile No.: (714) 571 -4209 24 -Hour Contact No.. Dispatch Center: N/A ATS Communications Tony Ingegneri 22651 Lambert Street, Suite IOTA Lake Forest, CA 92630 Phone: Facsimile: LESSEE'S TECHNICAL CONTACTS: Name: Address: Daytime Phone No.: Facsimile No.: 24 -Hour Contact No.. Dispatch Center: 25G -27 EXHIBIT F MEMORANDUM OF LAND LEASE AGREEMENT THIS MEMORANDUM OF LAND LEASE AGREEMENT is made and entered into as of , 200 by and between City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "Lessor ") and , a corporation ( "Lessee "). WITNESSETH: That Lessor hereby leases to Lessee and Lessee hereby leases from Lessor a portion of that certain real property (the "Property ") in the State of California, County of Orange, City of Santa Ana commonly known as 706 N. Newhope, Santa Ana, CA, 92703, a legal description of which is shown in Exhibit A attached hereto and incorporated herein by reference, under the terms and conditions of the unrecorded Land Lease Agreement by and between Lessor and Lessee dated by Lessor , 200_, and incorporated herein by reference (the "Agreement ") for an initial term of ten (10) years, commencing on the Commencement Date, as defined in the Agreement, and three (3) subsequent optional extension terms of five (5) years each, pursuant to the terms of the Agreement. The Agreement provides for grant of non- exclusive right of way for rights of access to the Property and to electrical and telephone facilities serving the Property. IN WITNESS WHEREOF, the parties have executed the Memorandum as of the day and year first above written. 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Authorize the City Manager and Clerk of the Council to execute the attached agreement with the California State Library in the amount of $69,987 for an 18 -month term Library Services and Technology Act grant to provide enhanced technology and literacy training for Santa Ana residents, subject to non - substantive changes approved by the City Manager and City Attorney. 2. Approve an appropriation adjustment recognizing $69,987 in the LSTA Connect to Your Future Grant revenue account (no.154 -01- 5366)and appropriating same to the Library expenditure account (no. 154 -219- various). DISCUSSION The Library Services and Technology Act (LSTA) is a federal grant program managed by the Institute of Museum and Library Services and administered in California by the State Librarian. Grants are intended to expand literacy and technology services to diverse ethnic and socioeconomic groups, underserved urban populations, and those with limited functional literacy. The State Library has awarded a $69,987 LSTA grant to the Santa Ana Public Library in support of its program, Connect to Your Future @ the Santa Ana Public Library. The program will provide members of all age groups opportunities to gain access to cutting edge learning and literacy technology. The technology will be supported by the Library's Circle of Mentoring model, which provides teens an opportunity to develop confidence and self esteem through targeted volunteerism in which they assist limited English proficiency adults, pre - schoolers and grade - schoolers to develop essential language, 25H -1 Agreements and Appropriation Adjustment for LSTA Grant September 8, 2009 Page 2 computing and literacy skills utilizing equipment and software purchased with grant funds. Funds will be used to purchase ESL learning units, bilingual early literacy units, LEAPFROG TAG reading systems, Manga software and flip camcorders for Teen Tech events, and to support parenting workshops and high school workshops introducing career and educational online resources. The Library will use in -kind personnel costs to provide the preferred 50% matching funds. FISCAL IMPACT The appropriation adjustment will recognize $69,987 in grant funding from the California State Library in the LSTA Connect to Your Future Grant revenue account (no. 154 -01- 5366), and appropriate same to the Library expenditure account (no. 154 -219- various). flk�j Gerardo Mouet, /Executive Director Parks,'Recreation and Community Services Agency APPROVED AS TO FUNDS AND ACCOUNT: �iu\ ' N\' .9 -_ W Francisco Gutierrez, Mi Executive Director Finance and Management Services Agency 25H -2 California State Library Budget Office P.O. Box 942837 Sacramento, CA 94237 -0001 LSTA GA Page 1 LSTA GRANT AWARD #40 -7321 roject i e:_._ �__.- onnect to our uture:-- - -anta Aria -Public Library System /Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD Library Services and Technology Act I. The recipient designated above hereby certifies to the California State Library, for a grant of funds in the amount of $69,987. This block grant will provide library services as set forth in the LSTA Service Project Application as approved and /or as amended by the California State Librarian. TERMS AND CONDITIONS The recipient agency and its named or designated fiscal agent hereby assures the California State Library that: 1. It is mutually understood between the parties that this grant award may have been written before ascertaining the availability of congressional appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays which would occur if the grant award were executed after that determination was made. 2. This grant award is valid and enforceable only if sufficient funds are made available to the State by the United States government for the Fiscal Year 09/10 for the purposes of this program. In addition, this grant award is subject to any additional restrictions, limitations, or conditions enacted by the Congress or any statute enacted by.the Congress which may affect the provisions, terms or funding of this grant award in any manner. 3. It is mutually agreed that if the Congress does not appropriate sufficient funds for the program, this grant award shall be amended to reflect any reduction in funds. 4. The California State Library has the option to amend the grant award to reflect any reduction of funds. 5. Upon the grant award approval by the State Librarian, one (1) completed set of this CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD and RECIPIENT CERTIFICATION will be sent to the subgrantee. Such copy shall be the officially approved agreement for the conduct of the approved project. 6. "Subgrantee" means the government or other legal entity to which a subgrant is awarded and which is accountable to the grantee for the use of the funds provided. 7. The subgrantee will make reports to the State Librarian in such form and containing such information as may be required to enable the California State Library to perform its duties. The subgrantee will keep such records and afford such access as the California State Librarian, California State Library may find necessary to assure the correctness and verification of such reports. 25H -3 California State Library LSTA GA Page 2 Budget Office LSTA GRANT AWARD #40 -7321 P.O. Box 942837 Sacramento, CA 94237 -0001 Project Title: Connect to Your Future! @ Santa Ana Public Library System /Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA (continued) 8. The control of funds and title to property derived therefrom shall be in a subgrantee agency for the uses and purposes provided; a subgrantee agency will administer such property and funds and shall apply funds only for the purposes for which they were granted. 9. The expenditure under this program will not be used to supplant subgrantee effort. 10. This aggreement is entered into under provisions of the Library Services and Technology Act, Public Law 104 -208 on September 30, 1996; and Congressional Record - House, H11644- H11728 on September 28, 1996, H12266- H12267 on October 3, 1996; and 45 CFR 1183, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, October 1, 1994. 11. Performance of the provisions of this agreement is subject to the conditions and availability of funds as awarded by the State Librarian under said Act. 12. The terms of this agreement shall be from upon execution to and including June 30, 2010. But shall be subject to termination by either party by giving written notice to the other party at least thirty (30) days prior to the effective date of termination. In the event this agreement is so terminated, the subgrantee shall deliver to the State Librarian copies of all reports and /or materials prepared up to the date of termination, and the State Librarian shall determine, and pay the subgrantee for the necessary and appropriate expenditures and obligations to the date of termination which have not been covered by prior installments heretofore paid to the subgrantee. If funding has been advanced to the subgrantee, any unobligated balances, as determined by the State Librarian, shall be returned to the State Library within 60 days of the notice of termination. 13. The State Librarian is empowered to review, audit, and inspect the project for compliance with this agreement. LIMITATION OF EXPENDITURE Expenditure for all projects must conform to the approved budget, as amended, and with applicable Federal and State laws and regulations. 25H -4 LSTA GA Page 3 California State Library Budget Office LSTA GRANT AWARD #40 -7321 P.O. Box 942837 Sacramento, CA 94237 -0001 ____.Project Title:.__.._..___ — Connect -to Your Future!. @ - Santa Ana- System /Agency: Santa Ana Public Library CONSOLIDATED APPLICATION NOTIFICATION OF GRANT AWARD, LSTA, continued Any of the sums listed as approved and /or amended appearing under the categories in the approved budget may be adjusted by the authorized project personnel of the subgrantee to increase any allotment not more than 10% with the understanding that there will be corresponding decreases in the other allotments so that the total amount paid by the California State Library to the subgrantee under this agreement shall not exceed $69,987 and shall be expended /encumbered in the period ending June 30, 2010. REPORTS AND CLAIMS It is the responsibility of the recipient of these instructions to see that the proper individual to supply the required reports and claims receives the instructions and makes the required reports and claims to the California State Library. I. The subgrantee shall be responsible for-the submission of quarterly Narrative Reports, unless otherwise noted in the State Librarian's award letter, on the progress and activities of the project, in triplicate, to the California State Library within 30 days following the end of each quarter. II. The subgrantee shall submit quarterly Financial Reports, in triplicate to the California State Library. These reports are to reflect the expenditures made by the subgrantee under the agreement. The financial reports are to be submitted within 30 days following the end of the quarter. III. To obtain payment hereunder the subgrantee shall submit authorized claims provided by the California State Library for that purpose, on each of the following mentioned dates for payment, and the California. State Library agrees to reimburse the Library as soon thereafter as State fiscal procedures will permit. IV. The final 10% of the grant award is payable only if the grant recipient fulfills all project reporting requirements and returns all unspent grant funds by the time time specified in the award. Failure to provide timely reports is a serious breach of a grant recipient's administrative duty under the award, which may result in federal audit exceptions against the state and the loss of LSTA funds. The State Librarian may extend the final deadline for good cause. Request for extension beyond the final deadline of June 30 must be received at least 30 days prior to that deadline at the State Librarian's office. Payment will be provided to cover the expenditures incurred by the subgrantee for the project in the following manner: $31,494 upon execution of the agreement and submission of claim by fiscal agent $31,494 on or about October 30, 2009 $6,999 on the submission of all reporting and return of funds If the amount of payment made by the California State Library shall exceed the actual expenses during the term of this agreement, as reflected in the financial reports to be filed by the subgrantee, the subgrantee shall refund to the California State Library the amount of such excess payment. 25H -5 LSTA GA Page 4 California State Library Budget Office LSTA GRANT AWARD #40 -7321 P.O. Box 942837 Sacramento, CA 94237 -0001 Project Title: Connect to Your Future! @ Santa Ana Public Library System /Agency: Santa Ana Public Library NONDISCRIMINATION CLAUSE ADDENDUM 1. During the performance of this grant award, the recipient, subgrantee and its contractors shall not deny the grant award's benefits to any person on the basis of religion, color, ethnic group identification, sex, age, physical or mental disability, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age (over 40) or sex. Subgrantee shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. 2. Subgrantee shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code, Section 1290 et. seq.), the regulations promulgated thereunder (Cal. Admin. Code, Tit. 2, Sections 7285.0 et. seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code, Sections 11135 - 11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. 3. Subgrantee or recipient 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 than 24 hours notice, to such of its books, records, accounts, other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. 4. Recipient, subgrantee and its contractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 5. Subgrantee shall include the nondiscrimination and compliance provisions of this clause in all contracts to perform work under the grant award. w ■ e LSTA GA Page 5 California State Library Budget Office LSTA GRANT AWARD #40 -7321 P.O. Box 942837 Sacramento, CA 94237 -0001 Project Title: Connect to Your Future! @ Santa Ana Public Library System /Agency: Santa Ana Public Library CERTIFICATION REGARDING LOBBYING FOR GRANTS AND COOPERATIVE AGREEMENTS This certification is a prerequisite for making or entering into a grant or cooperative agreement over $100,000. Upon the acceptance of the grant award the subgrantee as required by Section 1352, Title 31 of the U.S. Code certifies to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the subgrantee, to any person for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the subgrantee shall complete and submit Standard Form - LLL, 'Disclosure Form to Report Lobbying,' in accordance with its instructions. 3. The subgrantee shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all subrecipients shall certify and disclose accordingly. 25H -7 ATTENTION ATTACHED PLEASE FIND THE CLAIM FOR PAYMENT AND THE LSTA GA CERTIFICATION. THESE MUST BE COMPLETED, SIGNED (WITH ORIGINAL SIGNATURES), AND RETURNED TO: CALIFORNIA STATE LIBRARY BUDGET OFFICE - LSTA P.O. BOX 942837 SACRAMENTO, CA 94237 -0001 THESE MUST BE DONE AS SOON AS POSSIBLE TO AVOID DELAY IN RECEIPT OF FUNDS. YOU SHOULD RETAIN COPIES OF THE CLAIM AND CERTIFICATION FOR YOUR FILES. THESE ARE THE ONLY DOCUMENTS THAT NEED TO BE RETURNED AT THIS TIME. THANK YOU. Attachments W_ ■_Qoo� CALIFORNIA STATE LIBRARY Library Services and Technology Act FINANCIAL CLAIM 1ST PAYMENT FY: 09/10 WP: 08 _. VE N DO R CODE.— M719--,--- SCHEDULE NO: Date: Claim of: Santa Ana Public Library Address: °?6 6�I� � '� 2Z � �✓ z4 �� %/ For: Santa Ana Public Library (Name of System or Agency) Project Title: Connect to Your Future! @ Santa Ana Public Library Amount Claimed: $31,494 Grant Award 1. D. Number: 40 -7321 For Period From: upon execution to end of grant period Type of Payment: PROGRESS FINAL IN FULL Payable Upon Execution of Agreement 07/01/09 CERTIFICATION I hereby certify under penalty of perjury: that I am the duly authorized officer of the claimant herein; that this claim is in all respects true, correct and in accordance with law and the terms of the contract; and that payment has not previously been received for the amount claimed herein. by (Signature of the authorized / officer of the Fiscal Agency) (Title) State of California State Library Budget Office by date MAIL ONE ORIGINAL SIGNATURE TO: California State Library Budget Office - LSTA P.O. Box 942837 Sacramento, CA 94237 -0001 LSTA Control # F -23 LSTA GRANT AWARD DOCUMENTATION Budget Citation Chapter 1 Item 6120 -211 -0890 LSTA Award #: 40 -732.1 Approval Date: 07/01/09 Project Title: Connect to Your Future! @ Santa Ana Public Library Subgrantee: Santa Ana Public Library Funding Start Date: ** upon execution ** Approved Funds: $69,987 Term: upon execution - end of grant period Payments: $31,494 upon execution of agreement Schedule No. $31,494 on or about October 30, 2009 Schedule No. $6,999 on completion of all reporting Schedule No. requirements and return of abatements Appropriation Encumbered (designate where applicable) For: FY 09/10 WP 08 Federal Fund Trust PCA #: 92980 Code: 702 Vendor Code: M719 Catalog number from Federal Catalog of Domestic Assistance #45.310 IMLS #: LS- 00 -09- 0005 -09 Matching: State: 34% Federal: 66% BUDGET CATEGORY SALARIES & BENEFITS MATERIALS EQUIPMENT OPERATING EXPENSES INDIRECT COSTS TOTAL APPROVED BUDGET $45,491 $24,496 $69,987 25H -10 REVISED REVISED LSTA GA Certification California State Library LSTA GRANT AWARD #40 -7321 Budget Office P.O. Box 942837 Sacramento, CA 94237 -0001 Project Title: TYConnect to Your Future! @ Santa Ana Public Library System /Agency: Santa Ana Public Library PLEASE COMPLETE AND RETURN THIS PAGE CERTIFICATION I. 1 affirm that the.subgrantee named below is the legally designated fiscal agent for this program and is authorized to receive and expend funds for the conduct of this program. II. I affirm that all information provided to the California State Library for review.in association with this award is correct and complete to the best of my knowledge; that as the authorized representative of the subgrantee, I have the legal authority to commit my organization to the conditions of this award. III. I affirm that any or all other subgrantees participating in the program have agreed to the terms of the application /grant award, and have entered into an agreement(s) concerning the final disposition of equipment, facilities, and materials purchased for this program from the funds awarded for the activities and services described in the attached, as approved and /or as amended in the application. SIGNED Authorized representative Type or print name and title, of authorized representative Legal name of local subgrantee Project name as listed on the application Street address of named subgrantee County Coordinator /Director of program if different Zip Code DATE City Telephone of authorized rep. Telephone WHO SHOULD RECEIVE NOTIFICATION OF APPROVAL OR DENIAL Of LSTA AWARD: WHO SHOULD RECEIVE INSTRUCTIONS FOR PREPARING REQUIRED REPORTS: (Provide name, address and telephone number. Use back if needed.) 25H -11 25H -12 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 08, 2009 TITLE AGREEMENT FOR CABLING SERVICES CITY MANA 3ER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1' Reading ❑ Ordinance on 2"d Reading ❑ Implementing Resolution ❑ Set Public Hearing For 0 041111111001 FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Pacific Coast Cabling to provide cabling services for a two -year period with options to renew for two additional one -year terms, in an amount not to exceed $95,000 per year subject to non - substantive changes made by the City Manager and City Attorney. DISCUSSION In support of City operations, voice and data communications are provided to all City service sites. This requires an extensive cabling infrastructure. Cabling services are needed to support changes, additions and moves at and between the City sites. This cabling work will ensure that all City offices and work locations continue to stay connected and can benefit from new information technology as it becomes available. The City employs outside qualified vendors to perform needed cabling services. The City has standardized its cabling infrastructure with Avaya Systimax. This was selected because of its durability and flexibility. When installed by a certified cabling vendor, the product has a 20 year warranty. Use of this reliable product has resulted in very low cable maintenance costs for the City. The cabling vendor /s who provide /s such services to the City of Santa Ana must meet strict manufacturer certifications. In June 2009, the City's Telecommunications Services unit issued a Request for Proposal (RFP) for "Cabling Services." Formal legal notice was posted on the City website on 06/16/09. The RFP was transmitted to 14 firms. After a 30 day response period, ending July 16, 2009, 10 proposals were received. An evaluation team reviewed the proposals and rated them according to an evaluation criteria set forth in the RFP. The following is the ranking of the prop osals: Agreement for Cabling Services September 08, 2009 Page 2 Vendor Pacific Coast Cabling Assessment Totals (300 possible) 283 Ranking 1 SASCO 250 2 ACI Communications 245 3 Anderson & Howard 237 4 NetVersant 230 5 Intelinet 221 6 Pinnacle 204 7 Verizon 201 8 Black Box 192 9 Vector Resources 181 10 Based on the assessment of competitive proposals and ratings by the evaluation team, staff recommends that an agreement be established with Pacific Coast Cabling to provide cabling services to the City. The maximum compensation under this recommended agreement reflects a decrease of $55,000 as compared to the amount under the previous agreement. FISCAL IMPACT Funds are budgeted and are available in the FY 09 -10 Communication Services account for contractual services (account no. 102 - 171 - 6291). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 251 -2 AGREEMENT TO PROVIDE CABLING SERVICES THIS AGREEMENT made and entered into this 8th day of September, 2009 by and between PCC Network Solutions, a Pacific Coast Cabling, Inc. company (hereinafter "Contractor "), and the City of Santa Ana, a charter city and municipal corporation, organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS A. The City desires to retain a contractor having special skill and knowledge in the field of installation cabling services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall perform those services as set forth in "City's Request for Proposal: Cabling Services for the City of Santa Ana "„ dated June 16, 2009, incorporated by reference, and Contractor's RFP Response, dated July 16, 2009, attached hereto as Exhibit A. City may request the immediate removal of any Contractor employee not properly conducting himself /herself or performing unsatisfactory work. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum which may be expended under this Agreement shall not exceed $95,000.00, per fiscal year, during the term of this Agreement. THE CITY MAKES NO GUARANTEE AS TO THE NUMBER OF TIMES CONTRACTOR'S SERVICES WILL BE REQUESTED OR THE TOTAL AMOUNT WHICH WILL BE EXPENDED FOR SUCH SERVICES. b. City will validate parking in the lot directly south of the City Hall building (20 Civic Center Plaza). Parking fees at any other location shall be the responsibility of Contractor. c. Contractor shall submit monthly invoices with a detailed statement of services performed and the quantity of products /materials provided during the period for which payment 251 -3 is requested. Each invoice shall include 1) the City of Santa Ana Telecommunications Service Request (TSR) number and 2) this Agreement number. d. Payment by City shall be made within thirty (30) days following receipt of proper invoice, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. e. Invoices shall be mailed to: City of Santa Ana Attn: Carl Marek Telecommunications Services (M -77) P.O. Box 1988 Santa Ana, CA 92702 -1988 3. TERM This Agreement shall commence on the date first written above and terminate on August 31, 2011, unless terminated earlier in accordance with Section 12, below. The Agreement may be renewed for up to two additional one -year periods, on the mutual agreement of the parties. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries, wages, bonuses, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 in the aggregate. Such insurance shall (a) 251 -4 name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self - insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 combined single limit. Such insurance shall include coverage for owned, hired and non -owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: (i) Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. e. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 6. INDEMNIFICATION Contractor shall defend, indemnify and save harmless the City of Santa Ana, its officers, agents and employees from liability for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the negligent operations of the Contractor or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises from services provided pursuant to this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 251 -5 7. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and /or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 8. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 9. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 telefacsimile (714) 647 -6956 With courtesy copies to: Finance and Management Services Agency Telecommunications Coordinator City of Santa Ana 20 Civic Center Plaza (M -77) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 647 -6722 251 -6 and City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 647 -6515 To Contractor: PCC Network Solutions 2031 E. Cerritos Avenue, Suite C Anaheim, Calfornia 92806 Telefacsimile 714/563 -8080 Attn: Armando Lopez A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 10. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 11. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 251 -7 12. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 15. COMPLIANCE WITH GOVERNMENTAL REQUIREMENTS Contractor shall carry out all services pursuant to this Agreement in substantial conformity with all applicable laws, ordinances, statutes, codes, rules, regulations, orders, and decrees of the United States, the State of California, the County of Orange, the City of Santa Ana, and of any other political subdivision, agency, or instrumentality exercising jurisdiction over the City, including all applicable federal, state, and local occupation, safety and health laws, rules, regulations and standards, applicable state and labor standards, prevailing wage requirements, the City zoning and development standards, City permits and approvals, building, plumbing, mechanical and electrical codes, as they map apply, and all other provisions of the City and its Municipal Code (as they may apply), and all applicable disabled and handicapped access requirements. 251 -8 16. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney LIM Laura Sheedy Assistant City Attorney 251 -9 CITY OF SANTA ANA DAVID N. REAM City Manager PCC NETWORK SOLUTIONS (NAME) (Title) Tax ID# I PCC Network Solutions Design. Build. Deliver. July 16, 2009 City of Santa Ana Information Services Division 20 Civic Center Plaza Room B22 Santa Ana CA 92701 Re: RFP Response for Cabling Services for City of Santa Ana To Whom It May Concern: Thank you for allowing PCC* Network Solutions (a Pacific Coast Cabling, Inc. company) the opportunity to respond to your request to provide and install the communications cabling services for the City of Santa Ana, CA. PCC Network Solutions has read the RFP titled "Cabling Services for City of Santa Ana, CA" in its entirety and will comply to all the specifications. Any exceptions will be located in the Assumptions & Caveats section, where applicable. We recognize the need for a dynamic communications Infrastructure that will allow future growth. This letter details some unique qualifications of PCC Network Solutions that would make us an Ideal candidate for your project. I feel strongly that there is no other company that has the same resources and capabilities needed to become a strong partner to City of Santa Ana. PCC Network Solutions is a California, Arizona, and Texas state licensed, bonded, and additionally insured communications contractor providing network communications solutions for local and wide area network applications since 1985. PCC Network Solutions' corporate office is located in Chatsworth, CA, with additional offices in Anaheim, CA; Tempe, AZ; and Carrollton, TX. We are ideally located to respond quickly to on -site issues and meetings. Our success is due to our high quality of work, attention to detail, customer service and our performance reputation for completing, projects on time. PCC Network Solutions provides a strategic and consultative approach to meeting an organization's communications challenges. With services that span the needs of the entire enterprise — from engineering to maintenance, from planning an RFP to installing an optimum solution — we aim to be your partner for the future. our core solutions infrastructure technologies maintenance and repair s structured cabling systems components 4 technology management solutions education networking PCC Network Solutions offers the following services either directly or in partnership with trusted associates. When partnering, a dedicated PCC Network Solutions project manager will be assigned. design and engineering consultation network integration phone and intercom systems o systems integration voice and data network relocations electrical services, generators and ups w duct banks and substructures outside plant cable construction •:• security, surveillance and access control systems sound and public address systems video conferencing systems •r data centers and equipment rooms tenant improvement, modular furniture and access flooring EXHIBIT A 2031 East Cerritos Avenue, #78, Anaheim, CA 92806 1 Toll Free 800,313.19111 Phone 714.563.8070 1 Fax 818.563.8080 1 www.pWnc.corn 251 -10 We are proud to bring our clients certified, best -of -breed products from our partners: ADC, CommScope Systimax /Uniprise, Belden, Berk -Tek, Cisco, Corning Cable Systems, Ortronics, and Panduit. Our clients include Children's Hospital, County of Riverside, Glendale Adventist, Genzyme, Northrop Grumman, Boeing, 20 Century Fox, Warner Brothers, Disney and Sempra Energy to name just a few. organization And although PCC Network Solutions boasts an impressive list of household name clients, from Fortune 50 to start-ups we never grow lackadaisical in our approach to client service. All of our clients – regardless of size – receive the same quality service that has made our clients successful for over 23 years. We have a large group of BICSI trained and- registered technicians and RCDDs to assign to your project. We always assign only the highest skilled systems engineers, project managers, foreman, and technicians to each project. How can we do that? We only hire the best. With over 100 full - time technicians in the field daily, we have a large group of certified technicians to choose from. We are not a slow - moving behemoth: we are quick to respond, flexible and responsive — at all times, for all clients. the service triangle A project manager and a foreman will be assigned to City of Santa Ana for the duration of the project. This "service triangle," composed of the client, the project manager and the foreman, allows PCC Network Solutions to provide an optimum level of communication for project success. The project manager is the liaison between the client and our corporate staff. Our project manager will attend construction meetings, work with the general contractor and overall project coordination. The project manager will interface constantly with the foreman to guarantee proper material and deliveries and manpower requirements. Our project manager Is on -site 100% of the time, directing all on -site activities. Both of these team members are available via pagers and cell phones at all times. It is this level of management that makes PCC Network Solutions the most favorable choice for this project. vendor certifications As a certified Systimax installer we have trained and certified technicians available to complete this project. We have included current certification documentation. services beyond the project/ maintenance Once your communication system is complete, PCC Network Solutions would like to manage another challenge for you: maintenance of the new system. PCC Network Solutions offers extended maintenance services, including moves - adds - changes, repairs, even testing and measurement of your network. By using PCC Network Solutions on a daily basis to provide these services, your key personnel can focus on what they do best and you can rest assured that your organization is complying with warranties, specifications and standards. Once again, thank you for the opportunity to respond to your RFP. If you have any questions please do not hesitate to contact me at (714) 563.8077 or via e-mail to ilo eZ a pccinc com. Sincer , - rmando z Sales Executive 251 -11 APPENDIX A - Proposal Response Form (Fill In this form or submit a separate response which addresses each item.) Proposal for Qualified Vendors to Provide Cabling Services to the City of Santa Ana Name of Proposing Firm: PCC Network Solutions a Pacific Coast Cabling Inc. Company Vendors Principal Location: 9340 Eton Avenue Chatsworth CA 91311 Vendor's Location that will service the City: Anaheim, CA Contact Name for Proposal: Armando Lopez Phone Number: 714.563.8077 office 714.412.8077 cell Fax Number: 714.563.8080 email address alopez @pccinc.com i Please submit answers to the following questions (Note: Proposer may attach additional pages as needed to complete responses.) l 1. Short summary description of organization, ownership, and services provided by your firm. PCC Network Solutions is a California Corporation, privately owned and operated for 24 years. Business to Business telecommunications infrastructure. Design, Proiect Management, Installation and Maintenance for voice, data, video, copper, fiber optic and wireless. 2. Are you currently registered with any Avaya as a value -added reseller (VAR)? ❑ No ® Yes If so, how long your company has been registered as such? [ref: section 2.9.1.1j 10 years 3. Is your company currently registered as a certified installer of Avaya Systimax cabling systems? ❑ No 6a Yes If so. how long has your comnanv been certified? rref: section 2.1.1.21 10 years Page 15 of 36 ...:r:_ 251 -12 APPENDIXA Proposal Response Form (Continued) 8. What permits, licenses and professional credentials does your company possess to supply the products and perform the services as specified in this RFP? [ref: section 2.1.1.5] CA C7 contractors license — 534115 5 BICSI RCDD's 1 BICSI OSP 1 BICSI Instructor, 25 BICSI Technicians 5 BICSI Installers 15 S stimax Installers 9. How do you ensure that your personnel conduct themselves in a professional manner when on a customer's job site? [ref: section 2.1.1.6] Trainin and oversite of company code of conduct and best ractices. PCC on -site staff receives a Field Services Handbook includin all re uired operational and safety rocedures. On site meetings are conducted regularly with the assigned PM and PCC VP of Operations. Documents are available u on re uest. 10. Does your company have certified Avaya Systimax installers on staff? .[ref: section 2.1.1.71 ❑ No ® Yes if so, how many? 15 Are they readily available to perform the services outlined in this RFP for the City? ❑ No ® Yes Do they have the knowledge, including ANSI /EIA/TIA standards and guidelines, and skills to perform the services outlined in this RFP? ❑ No ® Yes 11. Will any non - Avaya Systimax certified installers always work under the direct supervision of an Avaya Systimax certified lead installer and always be thoroughly qualified in general Avaya Systimax installation practices ? [ref: section 2.1.1.81 ❑ No ® Yes 12. What training or certification programs do you require for your cable installers? BICSI Technician Installer I Installer I[: Systimax Installer Comnany Best Practices Professional Code of Conduct: Safety: CPR: First Air-, Confined Space Ent • Lock- out/Tag-Aerial Lift Fall Protection: Power Activated Tools- Fire stopping 13. Is your company a BICSI member? Yes 14. Does your company have a Registered Communications Distribution Designer (RCDD) available upon request to assist the City in design and engineering of the City's cabling infrastructure? (ref: section 2.1.1.81 ❑ No ® Yes If so, how many? 5 Are they company employee /s? ❑ No ® Yes Are they Contractors or other non- employee relationship? ® No ❑ Yes Are they readily available to perform the services outlined in this RFP? Yes 15. Will you provide the City with a single contact person? ❑ No ® Yes If so, is this contact person a Registered Communications Distribution Designer (RCDD)? ❑ No ® Yes Page 18 of 36 251 -13 X`r.4 ir{ 'ti ✓y ..t f a�F uy, Will the single contact person also be the person who will provide the City with Cabling Services Proposals? © No ®, Yes Page 19 of 36 251 -14 APPENDIX A proposal Response porm (continued) 16. Will there be a backup contact person to provide Cabling Services Proposals to the City ❑ No ® Yes if so, will the backupperson be a Registered Communications Distribution Designer (RCDD)? ❑ No N Yes 17. ng How long will it take to provide the City with a Cablin Servihisth ropos lafte a request has been made by the Telecommunications Coord representative? �n� rnmolexity a res onse could be immediate. T icail 18. Briefly outline your standardprnn ands DOStan tai{ nspe t on b work u 1 f ed RC' 19• What is your response time if called for service by the City for cable repair calls? For emergency cabling repair calls? the nitv's hours. Non -emer on-emerge 0 -48 hours Emer enc u — ` n�u"" lease 20. Has your firm had a contract terminated for cause within the last 3 years? If so, p explain the circumstances. No. sued your firm in the last 3 years? if so, please 21 • Has either a customer or a supplier explain the circumstances. No. 22. Do you have comprehensive liability insurance as specified in Section 11 of Appendix C — Draft Agreement? ❑ No ® Yes 23. Do you have worker's compensation insurance as specified in Section 11 of Appendix C — Draft Agreement? ❑ No ® Yes 24. What are your hourly labor rates for Time and Material work? See #25. 251- 1P6e20 of 36 APPENDIX A Proposal Response Form (Continued) 25. Do you charge different hourly rates for labor depending on qualifications needed for cabling services? If so, please list all rates by employee title. Yes. Foreman - $59.66 Lead Technician - $48.19 Technician - $36.72 26. Does your company have a minimum charge on a job? No. 27. Does your company charge for travel time? No. 28. What is your mark -up percentage on materials? 10% 29. Please list what your company would charge for the sample materials listed below: Lucent 4 pair Non - plenum Category 5e UTP cable (price per foot) .14 Lucent 4 pair Plenum Category 5e UTP cable (price per foot) .27 Lucent 1100CAT5 24 Port Patch Panel (Category 5e) 142.67 Lucent 11 OPA230OFT 110 -type panel system 68.89 Lucent M14A Modular Faceplate 1.47 Chatsworth standard equipment rack model #55053 -503 130.31 30. In order to obtain a general guideline of pricing for products and services rendered, below are two sample jobs that need to be quoted. Any details not. provided shall be clarified using the standards and practices outlined in the RFP document above, or by contacting Carl Marek, Telecommunications Coordinator, at the number listed in the RFP. Please provide a quote for the following sample jobs: Page 21 of 36 251 -16 APPENDIX A Proposal Response Form (Continued) Sample Job #1: Scope of Work: Provide and install (4) Category 5e cables, at 200 feet each, to the same location in an air return ceiling area. Two cables will be terminated into a contractor - provided 24 -port patch panel on one -side and 8P8C -type Category 5e modules on the station side; the other two cables will be terminated into a contractor - provided 300FT 110 - block assembly and again 8P8C -type Category 5e modules on the station side. Assume a clear path in the ceiling to the patch panel and the station side, utilizing Erico J -hooks in the ceiling for cable pathway support. On the station side, assume there is flex conduit running from a single gang outlet box to the top of the wall, in a stub -out fashion. 1) Provide a breakdown of hours to be billed. Place Cable 3.92 Terminate station 1.14 Terminate closet .33 Test .40 - Total Hours 5.80 2) Provide a breakdown of cost of materials. See attached pricing sheet. 3) Provide details and amounts of any and all other charges that would be billed to the City. See attached pricingsheet. 4) Provide approximation of elapsed time to complete work, beginning from authorization to final acceptance. 72 hours Page 22 of 36 251 -17 APPENDIX A Proposal Response Form (Concluded) Sample Job #2: Scope of Work: Contractor shall provide and install one (1216)- multi -mode / single mode, fiber optic cable running from the basement Equipment Room ERB.2 to the 8 floor Telecommunications Closet TC8.1. Fiber optic cable will terminate in ERB.2 onto an appropriately configured Lucent LGX Fiber Optic Distribution System, using an LST10- 072/7 shelf with ST -type connectors. In T08.1, fiber optic cable should terminate onto an appropriately configured Lucent Sliding Combination Shelf, using a 60062 One -Unit High type shelf with ST -type connectors. Rack space required exists at both termination points. One, empty 4 -inch conduit exists between ERB.2 and TCB.1 (the Basement Telecommunications Closet that is vertically stacked with the rest of the floors including our destination closet, TC8.1). Contractor shall provide and install (4) one inch, non - plenum, corrugated innerduct from ERB.2 to TCB.1 via existing 4 -inch conduit noted above which is 150 ft in length. At exit point of conduit, transition (1) of (4) installed innerduct to (1) one inch, riser - rated, corrugated innerduct, which will traverse from the basement, stacked Telecommunications Closet, TCB.1, up to TC8.1. Contractor shall provide (1) 4 -inch core hole between TCB.1 and TC1.1. Building Facilities Management has determined that floor is clear of obstruction for 4 -inch core. Core hole shall be sleeved, and fire stopped per local, state, and industry standard codes. 1) Provide a breakdown of hours to be billed. Place Cable 16.89 Terminate station 3.90 Terminate closet 3.90 Test 1.80 Total Hours 26.49 2) Provide a breakdown of cost of materials. See attached pricing sheet. 3) Provide details and amounts of any and all other charges that would be billed to the City. See attached pricing sheet. 4) Provide approximation of elapsed time to complete work, beginning from authorization to final acceptance. Five (5) to Ten (10) days Page 23 of 36 251 -18 from: L`a pCC Network Solutions Design. Build. Deliver, To: City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 L E071009JCP -0800 Cabling Services 09 Sample 1 Sample #1 400.00 7/15/2009 9340 Eton Avenue, $0.25 Chatsworth, CA 91311 Duration: 30 Days Toll free 800.313.1911 Terms: OAC Phone 818.407.1911 $98.30 Fax 818.407.1913 www.zclnr..com FOB: Chatsworth CA Sample #1 400.00 2061 -BL SYS CatSe 4124 2061 BLUE box Plenum DATA $0.25 $98.30 400.00 2061 -WH SYS Cat5e 4/24 2061 WHITE box Plenum VOICE $0.25 $98.30 2.00 MPS100E -318 SYS 110 8W C5E T56BA/B Jack Blue 108232778 $5.05 $10.10 2.00 MPS100E -262 SYS 110 8W C5E T568A/B Jack White 10823274 $5.05 $10.10 1.00 M14L -262 SYS 4 -port faceplate white w/iabels 108168543 $1.32 $1.32 1.00 1100CAT5E -24 SYS CATSE 24 -port patch panel 108208919 $128.40 $128.40 1.00 110PA230OFT SYS 110- 300pair Patch Panel Terminal Block 107 $147.00 $147.00 16.00 TAG5L -105 Adhesive Cable Labels $0.04 $0.64 8.00 TC -20 Black Letters -White Tape -12mm (2 inch Label) $0.07 $0.56 4.00 Labor Only Level III Category 5E or Cat6 Test (Per Circuit) $0.00 $0.00 10.00 283367 HIM V 12 AWG Ceiling Wire w /Pin, Washer, and c $0.42 $4.18 10.00 HEA STFCOC Tomarco 3 -1/2" CLIP ON CRADLE $2.11 $21.10 10.00 POW 50630 Tomarco .27 Ca. Short Shot,heavy pwr Red (Fact $0.10 $0.98. Misc. Items $0.00 $0.00 0.00 600GYBRTAPE Dottie 3/4" Black Electrical Tape $0.78 $0.00 0.00 650C Pull String -Exxon Poly 210 lb. (650Y bx) $29.20 $0.00 0.00 174060 Velcro 5/8" OneWrap Plenum (25 Yards) $16.48 $0.00 Material $520.98 Tax $45.59 Labor $336.56 Expenses Totat Jab Cost $903.13 By: Julio Pellecer 251 -19 l . From; . ., ZF t, ` ' ± CC Network Solutions Resign. Build. Deliver, To City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 E071009JCP -0800 Cabling Services 09 Sample 2 9340 Eton Avenue, Orange County Office 7/15/2009 Chatsworth, CA 91311 2031 East Cerritos Toll free 800.313.1911 Avenue Duration: 30 Days Phone 818.407.1911 Suite #713, Terms: OAC Fax w.pcci 7.1913 Anaheim, CA 92806 www.occinc.com Toll free 800.313.1911 FOB: Chatsworth CA Phone 714.563.8070 Fax 714.563.8080 www.pccinc.com City of Santa Ana Sample #2 ateria em y Labor Expenses a Total Job Cost 150.00 LGCC- 06 /12D -SlLRX Systimax Hybrid 6SM /12MM 62.5um Riser Fiber 107876336 $1.77 $265.50 600.00 Carlon DF4X1C INNERDUCT RISER 1 "DmtrCORRUGATED WITH PULL TAPE ORANGE $0.63 $378.00 1.00 1000G2- 4U -IP -FX Sys G2 4U Fixed panel shelf accepts 12 adaoters 760050872 $271.50 $271.50 1.00 1000- 12ST- SPLX -SM SYS G2 12X SM Simplex ST Adapters 760027722 $110.45 $110.45 6.00 700011067 SYS EZ -ST SM connector P3020A -Z -125 $5.99 $35.94 1.00 1000- 12ST- SPLX -MM SYS G2 12X MM Simplex ST Adapters 760021832 $52.86 $52.86 12.00 760070656 SYS Qwik ST -BTW MM connector OpUSPEED EACH $10.71 $128.52 18.00 D- 182720 -ea SYS SC /ST EZ consumables(Each) for SM Conn $2.16 $38.88 1.00 600G2- 1U -IP -FX Systimax G2 1 U Fixed panel shelf accepts 3 panels $97.22 $97.22 1.00 1000 -12ST- SPLX -SM SYS G2 12X SM Simplex ST Adapters 760027722 $110.45 $110.45 . 6.00 700011067 SYS EZ -ST SM connector P3020A -Z -125 $5.99 $35.94 1.00 1000 -12ST- SPLX -MM SYS G2 12X MM Simplex ST Adapters 760021832 $52.86 $52.86 12.00 760070656 SYS Qwik ST -BTW MM connector OptiSPEED EACH $10.71 $128.52 18.00 D- 182720 -ea SYS SC/ST EZ consumables(Each) for SM Conn $2.16 $38.88 18.00 Labor Only LSPM (One Way /Dual Wavelengths per Strand) $0.00 $0.00 1.00 600GYBRTAPE Dottie 3/4" Black Electrical Tape $0.78 $0.78 0.15 650C Pull String -Exxon Poly 210 lb. (6500' bx) $29.20 $4.38 - 0.50 174060 Velcro 5/8" OneWrap Plenum (25 Yards) $16.48 $8.24 6.00 VFOM -175Y PCC FO Warning Labels Yellow (each) $0.65 $3.92 18.00 TC -20 Black Letters -White Tape -12mm (2 inch Label) $0.07 $1.26 2.00 TAG5L -105 Adhesive Cable Labels $0.04 $0.08 1.00 T501OC2 Tyton 11" Tie Wrap Black (Pk100) $4.00 $4.00 1.00 Labor only Core (1) 4" Core hole between TCB.1 and TC1.1 $0.00 $0.00 .:: 2.00 4 -EMT Conduit - 10'x4" EMT ($41.29 A STICK of 1VFT) $4.13 $8.26 2.00 306644 Conduit -4" EMT Strap /Split for Unistrut,Hiiti $1.70 $3.40 2.00 8350 Conduit -4" Two Hole Pipe Strap, Regal $2.10 $4.19 2.00 EMT400 Arlington 4" Edge Protector $3.27 $6.54 1.00 309938 Hilti Unistrut Brace V x 15/8 x 1 5/8 Deep w /Holes $1.02 $1.02 1.00 314721 Hilti -CP618 Firestop Putty Stick $19.18 $19.18 Material $1,810.77 Tax $158.44 Labor $1,808.13 Expenses Total Job Cost $3,777.34 By Julio Pellecer 251 -20 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 08, 2009 TITLE AGREEMENTS FOR TEMPORARY CONSULTING SERVICES FOR INFORMATION TECHNOLOGY v CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on Is' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Approve and authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreements for temporary consulting services for information technology increasing total compensation $3,590,000 and extending the term for a one year term or until the funds are expended with the following vendors: Concorde Consulting, Inc. SoftMaster, Inc. The Comdyn Group, Inc. Telfords DISCUSSION The use of temporary contractors specialized in information technology continues to be an essential approach to the support of City operations. Contract personnel provide software application development and support; business application and project consulting; telecommunications services; and computer and networking services. The use of these services maximizes the effectiveness of staff resources in the Information Services Division (ISD) . This approach also ensures the timely completion of City information projects and reduces interruptions to the computer infrastructure system. These agreements provide highly skilled technology contractors who are essential in providing specialized assistance to City departments in the design, development and implementation of the City's information management systems. They support over 2,000 plus end - users; three each Enterprise client /server -based and web -based business systems; the City's wide area network including the connection to the Internet; eleven department local area networks; 165 servers in two data centers (the City Hall data center and the SAPD data center) with over 65 terabytes of data capacity; and 200 managed network switches/ firewalls /routers and over 50 high speed data circuits supporting 38 City operating locations. Software 25J -1 Agreements For Temporary Consulting Services For Information Technology September 08, 2009 Page 2 applications developed and supported by these contractors included the Santa Ana Property Information Network (SAPIN), the Business License /Tax System, Municipal Utility System, and several other revenue related systems. The contractors are supporting the Financial Enterprise Resource Planning Project. For the Santa Ana Police Department (SAPD) and Santa Ana Jail (SAJ) , contractors support mission - critical systems such as the Computer Aided Dispatch, the Jail Management System, Arrest and Booking system, Inmate Search and Reporting system, Case Management system, Police Intranet system, wireless data communications for 175 patrol vehicles, California Law Enforcement Telecommunication system (CLETS) access, PD and Jail Email system, Evidence wireless systems, Daily Roll -call system, and 100 other systems which are critical to the daily operations of the Police and Jail departments. Homeland Security technologies such as the PD Emergency Department Operations Center (DOC) , Web based Emergency Operations Center (WebEOC), and Mobile Command Post network systems are supported and maintained by technical contractors. Contractors also help support 3 additional PD substations by managing network systems which provide 185 field officers and investigators access to systems located at the main station. SAPD is using several of these temporary contractors to enhance the Police field reporting system under grant funding. Additionally, technical contracts are instrumental in the implementation of new technologies such as In -Field Fingerprint systems, Patrol wireless ad -hoc wireless system, Homeland Security Mobile Command Post satellite communications system, SAPD /SAJ enterprise Wiki system, Crime Analysis "CrimeView" Web system, "Citizen Observer" community notification system, and more into the organization. Additionally, under a cost reimbursement basis, technical contractors engineered, developed, maintain, and hosts the County -wide network and computing environment for Coplink, which is the Integrated Law & Justice Agency for Orange County (ILJAOC) web -based information sharing and crime analysis system that connects all 29 of Orange County's public law enforcements agencies with other law enforcement agencies throughout southern California, southwest and pacific northwest regions. Without these dedicated and talented professionals, the City information technology infrastructure and operating systems could not function. For the Community Development Agency in City Hall and four remote locations, the contractors support approximately 200 PC's, provide system administration for application and data base servers, develop and maintain custom software for Lease Database tracking, JTA, a Parking Database, YARDI, Affordable Housing Database tracking, and a Rehab Database, Budget Database. 25J -2 Agreements For Temporary Consulting Services For Information Technology September 08, 2009 Page 3 A Request for Proposal (RFP) for Temporary Technical Contract Service and Consulting Services was issued by ISD in March 2007. Twelve proposals were evaluated and the top four vendors were identified. On June 18, 2007, Council approved agreements with these four vendors for a one -year period, with the option of four renewal terms. During the past 24 months, the vendors have provided excellent service and support to the City. Under these agreements, temporary contractors in various technology specialties are engaged on an as needed basis to support City business operations. These engagements greatly differ in duration. This results in a varying rate in the use of the approved funding. Rather than return to the Council at the end of a specific term of one year, staff requests that the term be recognized as the duration until approved funds are fully expended. In September 2008, Council appropriated $3,590,000 which staff estimates will provide services into October 2009, at which time the additional funding will be added to the contract to continue services. Over the term of the agreements with these four vendors, temporary contractors provided by the vendors to the City have directly contributed to the implementation of over 11 new or enhanced City business systems including: the Lawson ERP system, wireless data communications for public safety, the Teen Center for the Library, and the SAY Youth Employment Program 2009. These systems have employed 40+ new servers, 51 terabytes of network based storage, several network switches and dozens of PC workstations, and converted 175 patrol cars to use the City's secure wireless data communications network as their primary connection to Dispatch. The support workload related to these new systems is being achieved through the use of enhanced technologies driven by the contractors and the total compensation in the recommended contract amendments does not reflect any increase. FISCAL IMPACT Funds are available Services accounts 6291/10910143- 62300, 62300, 109- 700 - 6291/: 6291/08209054- 62300, 62300). in various Technology Plan, Other Contractual (accounts 109- 200 - 6291/10910142- 62300, 109 -300- 109- 400 - 6291/10910144- 62300, 109- 600- 6291/10910146- L0910147- 62300, 11- 338 - 6291/01114425- 62300, 82 -178- 80 -180- 6291/08009051- 62300, 570 - 935- 6291/57018843- APPROVED AS TO FUNDS AND ACCOUNTS: n. Francisco Gutierrez `k Executive Director Finance & Management Services Agency 25J -3 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8, 2009, by and between CONCORDE CONSULTING, INC, a California corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS: A. The parties entered into Agreement # A- 2007 -144, dated June 18, 2007, (hereinafter "said Agreement ") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed an Amendment dated October 6, 2008, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement and increase compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: Section 3, "Term ", shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City shall have the option, at City's discretion, to renew this Agreement for up to two (2) additional one -year periods." 2. Section 4, "Compensation, shall be amended to increase total compensation by $3,590,000.00, to pay for additional services provided during the extended term of said Agreement. Said Section 4, shall read in full as follows: "a. The City agrees to pay, and Consultant agrees to accept as total payment for its services pursuant to this Agreement, the rates and charges set forth in Vendor's Cost Proposal, attached to said Agreement as Exhibit B. Total compensation, payable to any or all vendors for Temporary Technical Contract Service Personnel, collectively, shall be increased by $3,590,000 to pay for services during the extended term. Said total compensation shall be allocated among the Vendors selected by the City, at the City's sole discretion. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed and/or products purchased, subject to 25J -4 City accounting procedures. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager CONCORDE CONSULTING, INC. (NAME) (Title) 25J -5 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8, 2009, by and between SOFTMASTER, INC., a California corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS: A. The parties entered into Agreement # A- 2007 -145, dated June 18, 2007, (hereinafter "said Agreement ") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed an Amendment dated October 6, 2008, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement and increase compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: 1. Section 3, "Term ", shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City shall have the option, at City's discretion, to renew this Agreement for up to two (2) additional one -year periods." 2. Section 4, "Compensation, shall be amended to increase total compensation by $3,590,000.00, to pay for additional services provided during the extended term of said Agreement. Said Section 4, shall read in full as follows: "a. The City agrees to pay, and Consultant agrees to accept as total payment for its services pursuant to this Agreement, the rates and charges set forth in Vendor's Cost Proposal, attached to said Agreement as Exhibit B. Total compensation, payable to any or all vendors for Temporary Technical Contract Service Personnel, collectively, shall be increased by $3,590,000 to pay for services during the extended term. Said total compensation shall be allocated among the Vendors selected by the City, at the City's sole discretion. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed and/or products purchased, subject to 25J -6 City accounting procedures. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager SOFTMASTER, INC. (NAME) (Title) 25J -7 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8, 2009, by and between THE COMDYN GROUP, INC,, a California corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS: A. The parties entered into Agreement # A- 2007 -147, dated June 18, 2007, (hereinafter "said Agreement ") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed an Amendment dated October 6, 2008, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement and increase compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: Section 1, "Scope of Services ", shall be amended to amend Section 6.27 of Exhibit A -1, "Work Week/Hours and Conditions ", to read as follows: The official City workweek is a schedule of Monday through Friday (five days) Contractor normal working hours are usually 8:00 a.m. to 5:00 p.m., Monday through Friday with one (1) unpaid hour for lunch. (See Section 6.13 for related instructions on overtime and holidays.) City reserves the rijzht to request Vendor's personnel to provide services on schedules less than full work days and /or work weeks. Any reduction in a currently filled work schedule will be identified by City with five (5) work day advance notice. Some assignments will require Vendor's Personnel to work with City departments which operate under alternative work schedules. Vendor's assigned personnel will be expected to adopt such work schedules. Occasionally a part -time assignment is required for which a work schedule will be identified in advance. Work will be performed at City offices. Many City departments have operating locations throughout the City. Vendor's personnel may expect to work at any or all of these locations as needed by the assignment. "flee] Temporary personnel will be required to follow the standard operating procedures of the Information Services Division and any other special procedures of the internal City customers being serviced during the engagement. The City will specify a time for the temporary employee's arrival at the job location. Time will start upon the temporary employee's arrival at the job station and end when the employee they leaves the job station at the end of the specified workday." 2. Section 3, "Term ", shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City shall have the option, at City's discretion, to renew this Agreement for up to two (2) additional one -year periods." 3. Section 4, "Compensation, shall be amended to increase total compensation by $3,590,000.00, to pay for additional services provided during the extended term of said Agreement. Said Section 4, shall read in full as follows: "a. The City agrees to pay, and Consultant agrees to accept as total payment for its services pursuant to this Agreement, the rates and charges set forth in Vendor's Cost Proposal, attached to said Agreement as Exhibit B. Total compensation, payable to any or all vendors for Temporary Technical Contract Service Personnel, collectively, shall be increased by $3,590,000 to pay for services during the extended term. Said total compensation shall be allocated among the Vendors selected by the City, at the City's sole discretion. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed and /or products purchased, subject to City accounting procedures. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City." 4. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. /// /// HI 25J -9 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney 25J -10 CITY OF SANTA ANA DAVID N. REAM City Manager THE COMDYN GROUP, INC. (NAME) (Title) SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8, 2009, by and between TELFORDS, a partnership (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS: A. The parties entered into Agreement # A- 2007 -146, dated June 18, 2007, (hereinafter "said Agreement ") by which Consultant has provided temporary technical personnel to assist the City's Information Technology department with various projects and on a consulting basis. B. The parties executed an Amendment dated October 6, 2008, by which the term was extended and compensation added to pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to again extend the term of said Agreement and increase compensation to pay for services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: Section 3, "Term ", shall be deleted in its entirety and replaced with the following: "The term of said Agreement shall commence July 1, 2007 and terminate on expenditure of allocated funds, unless earlier terminated in accordance with Section 13, below. The City shall have the option, at City's discretion, to renew this Agreement for up to two (2) additional one -year periods." 2. Section 4, "Compensation, shall be amended to increase total compensation by $3,590,000.00, to pay for additional services provided during the extended term of said Agreement. Said Section 4, shall read in full as follows: "a. The City agrees to pay, and Consultant agrees to accept as total payment for its services pursuant to this Agreement, the rates and charges set forth in Vendor's Cost Proposal, attached to said Agreement as Exhibit B. Total compensation, payable to any or all vendors for Temporary Technical Contract Service Personnel, collectively, shall be increased by $3,590,000 to pay for services during the extended term. Said total compensation shall be allocated among the Vendors selected by the City, at the City's sole discretion. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed and/or products purchased, subject to City accounting procedures. Payment need not be made for work that fails to meet 25J -11 the standards of performance set forth in the Recitals which may reasonably be expected by City." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager TELFORDS (NAME) (Title) 25J -12 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AGREEMENT TO INSTALL AMERICANS WITH DISABILITIES ACT ASSISTED DOOR OPERATORS AT THE SANTA ANA REGIONAL TRANSPORTATION CENTER CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1 sc Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Authorize the City Manger and the Clerk of the Council to execute the attached agreement with Stanley Access Technologies for the installation of Americans with Disabilities Act (ADA) assisted door operators at various locations at the Santa Ana Regional Transportation Center in the amount of $36,000, subject to non - substantive changes approved by the City Manager and City Attorney. 2. Approve a Funding Analysis with a total estimated cost of $45,000. DISCUSSION The Santa Ana Regional Transportation Center is a transportation hub, combining Amtrak, MetroLink, Orange County Transit Authority and other bus services with office space for various state, county and city departments. Additionally, the facility includes a five -story theme tower that houses additional office space and conference rooms. The Santa Ana Regional Transportation Center was built in 1985 with most of the original doors still in place and now need to be modified to meet current ADA requirements for a public building. In July 2006, the Public Works Agency completed an assessment of accessibility for the public areas at the transportation center. As a result of this survey, a list of recommendations was compiled, which includes installation of automatic door operators at various entry doors throughout the facility. In May, a request for proposals for installation of ADA assisted door operators was prepared based on the July 2006 assessment and distributed to eleven specialty contractors. Two proposals were received and evaluated by staff. A summary for the request sent and offers received is as follows: 25K -1 Agreement for ADA Assisted Doors at SARTC September 8, 2009 Page 2 11 Invitations for Proposals requested 3 Invitations for Proposals mailed to Santa Ana vendors 2 Proposals received 1 Proposal received from a Santa Ana vendor Bids were received and opened on June 17, 2009 and evaluated based on specifications and pricing. The bid received by Stanley Access Technologies is the lowest bid, is responsive to the specifications and meets the City's requirements. ENVIRONMENTAL IMPACT In accordance with the National Environmental Policy Act (NEPA), a certification of Categorical Exclusion and Statutory Worksheet has been prepared. FISCAL IMPACT The Funding Analysis shows a total estimated cost of $45,000. Funds are available in the Community Development Block Grant - Other Contractual Services account (no. 135 -149- 6291/80563). Cyn is J. lson Deputy City Manager for Development Services Community Development Agency CJN /GL /kg APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez *ice Executive Director V`b Finance & Management Services Agency 25K -2 FUNDING ANALYSIS ADA DOOR OPERATORS FOR TRANSPORTATION CENTER Contract Contingencies TOTAL ESTIMATED COSTS Exhibit 1 25K -3 $36,000.00 • 111 11 45 000.00 25K -4 CONSULTANT AGREEMENT INCORPORATING COMMUNITY DEVELOPMENT BLOCK GRANT REQUIREMENTS THIS AGREEMENT, made and entered into this 81" day of September, 2009 by and between Stanley Access Technologies, LLC (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City "). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of the provision and installation of assisted door operators to gain compliance with the Americans with Disabilities Act (ADA). B. The City, as an entitlement recipient and grantee of the United States Department of Housing and Urban Development ( "HUD ") Community Development Block Grant ( "CDBG ") Program, desires to enter this Agreement with the Consultant for the expenditure of CDBG funds in accordance with Title 24, Part 570 of Code of Federal Regulations 24 CFR 570.000, et seq. ( "CDBG Reg's"); and C. Consultant represents that Consultant is not listed as debarred, is able and willing to provide such services to the City, and will comply with the CDBG Reg's. D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall provide and install automatic door operators at various entry doors throughout the Santa Ana Regional Transportation Center in order to meet current ADA requirements pursuant to the Proposal submitted by Consultant, attached hereto and incorporated herein as Exhibit A. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed Thirty Six Thousand Dollars ($36,000.00) during the term of this Agreement. 25K -5 b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above and terminate on June 30, 2010, unless terminated earlier in accordance with Section 9, below. The term of this Agreement may be extended upon a writing executed by the Deputy City Manager for Development Services and the City Attorney. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, agents, volunteers, and employees as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit B upon execution of this Agreement and shall be approved in form by the City Attorney. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. 2 i c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 6. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the direct or indirect operations of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party asserting that personal 3 25K -7 injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 7. CONSULTANT'S OBLIGATIONS A. No Conflict. To the best of Consultant's knowledge, Consultant's execution, delivery and performance of its obligations under this Agreement will not constitute a default or a breach under any contract, agreement or order to which Consultant is a party or by which it is bound. B. No Bankruptcy. Consultant is not the subject of any current or threatened bankruptcy proceeding. C. No Pending Legal Proceedings/Debarment. Consultant is not the subject of a current or threatened litigation that would or may materially affect Consultant's performance under this Agreement. Consultant further acknowledges that it is not on the list of debarred contractors. D. No Pending Investigation. Consultant is not aware that it is the subject of any current or threatened criminal or civil action investigation by any public agency, including without limitation a police agency or prosecuting authority, that would relate to affect performance of the Agreement or provision of services hereunder. E. Licensing. Consultant agrees to obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing its operations. Consultant shall ensure that its staff shall also obtain and maintain all required licenses, registrations, accreditation and inspections from all agencies governing Consultant's operations hereunder. F. Audit Report Requirements. Consultant agrees that if Consultant receives Three Hundred Thousand Dollars ($300,000.00) or more in federal funds, Consultant shall have an annual audit conducted by a certified public accountant in accordance with the standards as set forth and published by the United States Office of Management and Budget. Consultant shall provide City with a copy of said audit by October 1 of the year following the program year in which this Agreement is executed, if applicable. G. Record Keeping/Reporting. Consultant shall keep and maintain complete and adequate records and reports to assist City in meeting and maintaining its record keeping responsibilities under Title 24, Part 570 of Code of Federal Regulations 24 CFR 570.000, et seq. H. Access to Records. City and the United State Government and /or their representatives shall have access for purposes of monitoring, auditing, and examining Consultant's activities and performance, to books, documents and papers, and the right to examine records of Consultant's subcontractors, bookkeepers and accountants, employees and participants in regard to said program. City and the United States Government and /or their representatives shall also schedule on -site monitoring at their discretion. Monitoring activities may also include, but are not limited to, questioning employees and participants in said program and entering any premises or any site in I qe� which any of the services or activities funded hereunder are conducted or in which any of the records of Consultant are kept. Nothing herein shall be construed to require access to any privileged or confidential information as set forth in federal or state law. I. Location of Records/Required Length of Record Keeping. All accounting records, reports, and evidence pertaining to all costs, expenses and the funds received by Consultant and all documents related to this Agreement shall be maintained and kept available at Consultant's office or place of business for the duration of the Agreement and thereafter for four (4) years after completion of an audit in conformity with the CDBG Reg's. Records which relate to (a) complaints, claims, administrative proceedings or litigation arising out of the performance of this Agreement, or (b) costs and expenses of this Agreement to which City or any other governmental agency takes exception, shall be retained beyond the four (4) years until complete resolution or disposition of such appeals, litigation claims, or exceptions. In the event Consultant does not make the above - referenced documents available within the city of Santa Ana, California, Consultant agrees to pay all necessary and reasonable expenses incurred by City in conducting any audit at the location where said records and books of account are maintained. J. Confidentiality. Without prejudice to any other provisions of this Agreement, Consultant shall, where applicable, maintain the confidential nature of information provided to it concerning participants in accordance with the requirements of federal and state law. However, Consultant shall submit to City and or HUD or its representatives, all records requested, including audit, examinations, monitoring and verifications of reports submitted by Consultant, costs incurred and services rendered hereunder. K. Lobbying. Consultant certifies that it will comply with federal law (31 U.S.C. 1352) and regulations found at 24 CFR Part 87, which provide that no appropriated funds may be expended by the recipient of a federal contract, grant, loan or cooperative agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, Member of Congress, or an officer or employee of a Member of Congress in connection with awarding of any federal contract, the making of any federal grant or loan, entering into any cooperative agreement and the extension, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. Consultant shall sign a certification to that effect in a form as set forth in Exhibit C attached hereto and by this reference incorporated herein. Consultant shall submit said signed certification to City prior to performing any of its obligations under this Agreement and prior to any obligation arising on the part of City to pay any sums to Consultant under the terms and conditions of this Agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit a "Disclosure Form to Report Lobbying," in accordance with its instructions. L. Financial Interest. Consultant agrees that except for the use of funds to pay salaries and other related administrative or personnel costs, no persons who exercise or have exercised 5 WSO, any function with respect to activities assisted under the terms of this Agreement, or who are in a position to participate in a decision - making process or gain inside information with regard to such activities, may obtain a financial interest or benefit from a City- assisted activity of Consultant, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter. This prohibition applies to any person who is an employee, agent, consultant, officer, or elected or appointed official of City, or of any designated public agencies, or the Consultant. M. Drug Free Workplace. Consultant certifies that it has established the following drug - free workplace policy: 1. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace for any employee involved in a federally funded program. 2. As an employee working in conjunction with a federally funded program, the employees of Consultant will be required to: a) Abide by the terms above in statement 1. b) Notify appropriate officials of Consultant and City officials of any criminal drug statute conviction for a violation occurring in the workplace not later than five days after such conviction. 3. The City and the United State Department of Housing and Urban Development will be notified within ten days after receiving notice of any such violation. 4. Within 30 days of receiving such notice, appropriate personnel action will be taken against such employee, up to and including termination. Each such employee shall be required to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state or local health, law enforcement, or other appropriate agency. N. Nondiscrimination. Consultant agrees that no person on the ground of race, age, color, national origin, religion or sex will be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds received pursuant to this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. O. Conflict of Interest. Consultant agrees that no officer, employee, agent or assignee of City who was involved in the sale of said property, either directly or indirectly, shall serve as an officer of Consultant. Further, any conflict or potential conflict of interest of any officer of Consultant shall be fully disclosed in writing prior to the execution of this Agreement and said 6 25K -10 writing shall be attached and deemed fully incorporated as a part hereof. Notice shall be sent by Consultant to City regarding any changes or modifications to its board of directors and list of officers. P. Prohibition of Nepotism. Consultant agrees not to hire or permit the hiring of any person to fill a position funded through this Agreement if a member of that person's immediate family is employed in an administrative capacity by Consultant. For the purposes of this section, the term "immediate family" means spouse, child, mother, father, brother, sister, brother -in -law, sister -in -law, father -in -law, mother -in -law, son -in -law, daughter -in -law, aunt, uncle, niece, nephew, stepparent and stepchild. The term "administrative capacity" means having selection, hiring, supervisor or management responsibilities. 8. ASSIGNABILITY None of the duties of, or work to be performed by, Consultant under this Agreement shall be subcontracted or assigned to any agency, consultant, or person without the prior written consent of City. Consultant must submit all subcontracts and other agreements that relate to this Agreement to City. No subcontract or assignment shall terminate or alter the legal obligations of Consultant pursuant to this Agreement. 9. TERMINATION A. This Agreement may be terminated on thirty (30) days' written notice by either party. In the event of such termination, Consultant shall only be entitled to reimbursement for approved expenses incurred to the effective date of termination. B. This Agreement may be suspended or terminated by City upon five (5) days' written notice for violation by Consultant of Federal Laws governing the use of Community Development Block Grant Funds. In the event of such suspension or termination, Consultant shall only be entitled to reimbursement for approved expenses incurred up to the effective date of suspension or termination. C. Pursuant to 24 CFR 85.43, in the event Consultant defaults by failing to fulfill all or any of its obligations hereunder, City may declare a default and termination of this Agreement by written notice to Consultant, which default and termination shall be effective on a date stated in the notice which is to be not less than ten (10) days after certified mailing or personal service of such notice, unless such default is cured before the effective date of termination stated in such notice. If terminated for cause, City shall be relieved of further liability or responsibility under this Agreement, or as a result of the termination thereof, including the payment of money, except for payment for approved expenses incurred for services satisfactorily and timely performed prior to the mailing or service of the notice of termination, and except for reimbursement of (1) any payments made for services not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by City in obtaining substitute performance. D. The grant of funds under this Agreement may be terminated for convenience in accordance with 24 CFR 85.44. 7 25K -11 10. VENUE /JURISDICTION This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 11. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, California 92702 -1988 telefacsimile (714) 647 -6956 With courtesy copies to: and, Deputy City Manager for Development Services City of Santa Ana 20 Civic Center Plaza (M -25) P.O. Box 1988 Santa Ana, California 92702 -1988 telefacsimile (714) 647 -6549 City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 telefacsimile (714) 647 -6515 25K -12 To Consultant: Stanley Access Technologies 14178 Albers Way Chino, CA 91710 13. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify Agency fully, including reasonable costs and attorney's fees, for any injuries or damages to Agency in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. c. No delay or omission by either party hereto to exercise any right or power accruing upon any noncompliance or default by the other party with respect to any of the terms of this Agreement shall impair any such right or power or be construed to be a waiver thereof. A waiver by either of the parties hereto of any of the covenants, conditions, or agreements to be performed by the other shall not be construed to be a waiver of any succeeding breach thereof or of any other covenant, condition or agreement herein contained. 0 25K -13 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar City Clerk APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Lisa Storck Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager CONSULTANT Stanley Access Technologies, LLC By: Mike Swinnerton Senior Sales Manager Tax ID# 10 25K -14 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE AGREEMENT FOR LAW ENFORCEMENT HELICOPTER SERVICES crty MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreement with the Airborne Law Enforcement Services Joint Powers Authority for law enforcement helicopter services in an annual amount not to exceed $600,000, approved by the City Manager and City Attorney. DISCUSSION In October 1994, the City of Santa Ana began participating in the Airborne Law Enforcement Services (ABLE) program. ABLE is a regional helicopter program, which combines the airborne resources of the City of Costa Mesa and the City of Newport Beach to provide enhanced law enforcement services to participating agencies. The intent of the program is to make helicopters more available and affordable to law enforcement agencies throughout the region. Law enforcement helicopters allow the Police Department to continue to provide a rapid and enhanced response to incidents posing the greatest risk to the public, including robberies, burglaries, assaults, and fleeing felons. The agreement provides for services from July 1, 2009 through June 30, 2010. This program is being funded by the Community Development Block Grant Program and will comply with the program regulations. 25L -1 Agreement for Law Enforcement Helicopter Services September 7, 2009 Page 2 FISCAL IMPACT Funds will be available in the FY 2009 -10 Community Development Block Grant fund (account no. 1351878362300- 10751001172). Paul M. Walters Chief of Police Police Department Cynthia J. Nelson Deputy City Manager for Development Services Community Development Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director U'Y Finance & Mgmt. Services Agency 25L -2 AIRBORNE LAW ENFORCEMENT SERVICES AGREEMENT WITH SANTA ANA POLICE DEPARTMENT This Agreement is made by and between the Airborne Law Enforcement Services Joint Powers Authority ( "ABLE ") and the City of Santa Ana ( "AGENCY ") based on the following: A. ABLE, through its Member Agencies (City of Costa Mesa and City of Newport Beach), employs, maintains, trains and equips personnel capable of responding to requests for law enforcement helicopter services from ground based law enforcement personnel. B. AGENCY is responsible for providing law enforcement services within its jurisdiction, which include law enforcement helicopter services. C. AGENCY requires the services of ABLE to provide law enforcement helicopter services to its land and residents. TERM This Agreement shall commence on July 1, 2009 and end on June 30, 2010, subject to renewal for successive one (1) year tenns as mutually agreed to by the parties. PURPOSE 1.01 The purpose of this Agreement is to provide law enforcement helicopter services to AGENCY'S land and residents and for AGENCY to pay for the cost of the services provided by ABLE. 1.02 Nothing in this Agreement shall be interpreted to give AGENCY a right to services from ABLE. ABLE expressly retains all rights and powers to direct, manage, maintain, train, employ, equip, operate and control all equipment, facilities, properties and personnel in providing law enforcement helicopter services to AGENCY pursuant to this Agreement. AGENCY acknowledges and agrees that the efficient use of public safety helicopter services requires a timely and prioritized response of a helicopter. AGENCY agrees that ABLE will have the sole discretion to detennine the priority of calls for service and when an assignment of an air crew to a call will be terminated. 1.03 Notwithstanding anything in the Agreement to the contrary, the AGENCY expressly retains all rights and powers to direct, manage, maintain, train, employ, equip, operate and control all equipment, facilities, properties and personnel in providing ground based public safety services to its land and residents. 1.04 This Agreement shall not alter, amend, supersede or modify any of the provisions of the Joint Powers Agreement for Airborne Law Enforcement Services, dated October 25, 1999, and as amended ( "JPA "). 25L -3 II SERVICES 2.01 ABLE, through its Member Agencies, will furnish the AGENCY with public safety helicopter services as more particularly set forth in Exhibit "A," attached hereto and incorporated herein by this reference, and subject to the limitations in the JPA. The term of the Agreement shall be for one (1) year, subject to renewal for successive one (1) year terms as mutually agreed to by the parties. ABLE, the Member Agencies and helicopter aircrews retain the sole and exclusive discretion as to the specific type, nature, timing and duration of the services performed pursuant to this Agreement. 2.02 In no event shall ABLE, the Member Agencies or the aircrew be responsible for the direction and control of ground based law enforcement personnel and equipment of AGENCY during the course and scope of the services perfonned pursuant to this Agreement. III AGENCY DUTIES 3.01 AGENCY shall pay ABLE a subscriber cost, as determined by ABLE pursuant to Paragraph 4.01 of this Agreement, for services provided by ABLE under this Agreement. The services perfonned by the ABLE aircraft shall commence as of the date and time the aircraft is dispatched to, or arrives over, the airspace of the AGENCY, whichever occurs first. These services shall continue until the aircrew notifies the AGENCY that the assignment is complete or that the assignment must be tenninated due to a higher priority assignment. Services perfonned by ABLE Aircraft for the AGENCY shall be defined as: A. A direct request for air support services by the AGENCY where an ABLE aircraft arrives over the incident as logged by the aircrew (operationally identified as a "D -1" call) or; B. Any public safety call generated by the AGENCY and monitored by an ABLE aircrew in which they arrive over the incident as logged by the air crew (operationally identified as a "D -2" call) or; C. Routine patrol over AGENCY's jurisdictional areas. The AGENCY may authorize its ground based public safety supervision to cancel a response as defined under subsection B. 3.02 AGENCY agrees to comply with the FAR Part 91 and Operations Manual section 4085 in making calls for services, which establishes priority for calls to ABLE. 3.03 AGENCY agrees to install within its communications /dispatch center any radio equipment necessary to communicate directly with ABLE on the designated "ABLE CALL" frequency (800 MHz Talk Group). All costs associated with said installation shall be paid by AGENCY. Airborne Law Enforcement Services 2 25L -4 3.04 AGENCY shall provide a full -time sworn police sergeant employed by the AGENCY for use by ABLE in providing law enforcement helicopter services. AGENCY shall receive an adjusted rate that accounts for the cost to AGENCY for the salary and benefits of the AGENCY employed sergeant utilized by ABLE as provided for in Article IV and Exhibit "A." IV ABLE COLLECTIONS 4.01 AGENCY shall pay ABLE Twenty -Six Thousand Six Hundred Ninety -One Dollars and Seven Cents per month ($26,691.07) as set forth in Exhibit "A," for 391.67 flight hours of service provided to AGENCY under this Agreement ( "Contract Amount "). Any services in excess of 391.67 flight hours, on an annual basis, shall be billed at a rate of One Thousand Two Hundred Thirty Dollars and Sixty Seven Cents ($1,230.67). AGENCY shall not receive a refund if the total flight hours, on annual basis, are less than 391.67 flight hours. Upon thirty (30) days written notice to AGENCY, ABLE may adjust the rate in Exhibit "A" based on ABLE's annual operating cost and the average time per call. AGENCY shall pay the Contract Amount set forth herein and in Exhibit "A" for the preceding month of service. 4.02 The Contact Amount reflects a credit that takes into account the cost of the provision of a full -time sworn police sergeant from AGENCY to ABLE as set forth in Section 3.04 and Exhibit "A." 4.03 ABLE will provide the AGENCY with a monthly statement detailing all calls for service and tirne spent on routine patrol over the AGENCY's jurisdiction as provided by ABLE aircrews. The AGENCY shall notify the ABLE Bureau Commander within ten (10) days of receipt of the monthly statement of any disputed calls for service. The Bureau Commander and the AGENCY Supervisor will review the service provided by ABLE on a monthly basis to ensure that it coincides with the service level as set forth in Exhibit "A." The Bureau Commander will be responsible for resolving disputes and adjusting service levels to coincide with Exhibit "A." V INDEMNIFICATION AND WAIVER 5.01 AGENCY agrees that ABLE and the Member Agencies should be fully protected from any loss, injury, damage, claim, lawsuit, cost or expense arising out of, or in any way related, to the performance of services pursuant to this Agreement. Accordingly, the provisions of this Agreement should be construed and interpreted to provide the fullest possible protection to ABLE and the Member Agencies. AGENCY acknowledges that ABLE would not provide services in the absence of the commitments of AGENCY as specified in this Agreement. 5.02 To the fullest extent permitted by law, AGENCY shall indemnify, defend and hold harmless ABLE, its Member Agencies their boards, officers, agents and employees (collectively, the "Indemnified Parties) from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, Airborne Law Enforcement Services 3 25L -5 damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to any services provided under this Agreement including, but not limited to, activities that relate in any way to this Agreement (including the negligent and /or willful acts, errors and /or omissions of AGENCY, its council members, officers, agents, employees, and anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require AGENCY to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. 5.03 ABLE shall defend, indemnify and hold harmless AGENCY and its officers, employees, contractors, agents and representatives, with respect to any claim, loss, liability, damage, lawsuit, cost or expense that arises out of, or is in any way related, to the sole negligence or willful misconduct by ABLE or the Member Agencies within the AGENCY's jurisdiction. The obligation of ABLE pursuant to this section extends, without limitation, to any injury, death, loss or damage which occurs within the AGENCY's jurisdiction and which is sustained by any third party, any employee or contractor of AGENCY and to such contractor's employees. 5.04 With regard to any sworn police officer or employee provided by AGENCY to ABLE pursuant to Section 3.04, or any other provision of this Agreement, the following provisions shall apply: A. AGENCY shall defend and indemnify ABLE, any Member Agency, or their respective officers, employees, agents or representatives for any liability resulting from any negligence on the part of said sworn police officer or employee arising out of his/her acts undertaken for or on behalf of ABLE. B. AGENCY and any sworn police officer or employee provided to ABLE pursuant to Section 3.04 shall release ABLE, any Member Agency, and their respective officers, employees, agents or representatives from any liability for injury or damage sustained by said sworn police officer or employee arising out of his /her activities for or on behalf of ABLE. C. Any sworn police officer or employee provided to ABLE pursuant to Section 3.04 is and shall be acting at all tunes as an employee of the AGENCY and not as an employee of ABLE or the Member Agencies. AGENCY shall secure, at its expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation and other payroll deductions of such sworn police officer or employee of the AGENCY. Any and all liability for workers compensation benefits that may be due to any sworn police officer or employee provided to ABLE pursuant to Section 3.04 shall remain the responsibility of the AGENCY that supplied said employee. Neither ABLE, nor any Member Agency, their respective officers, their employees, agents or representative shall have any liability to said sworn police officer or employee for workers compensation benefits. Airborne Law Enforcement Services 4 25L -6 VI JPA CONSISTENCY 6.01 The provisions of this Agreement shall be interpreted in light of, and in a manner consistent with, the JPA. In the event of any conflict between the provisions of the JPA and this Agreement, the provisions of the JPA shall control. AGENCY agrees to perform all duties required of it pursuant to the JPA as presently constituted or as hereafter amended. 6.02 AGENCY agrees to the indemnification provisions of Paragraph 5.05 of the JPA, which is incorporated herein by this reference. ABLE has obtained liability insurance coverage for helicopter services provided to AGENCY under this Agreement as set forth in Exhibit "B," and AGENCY will be added as an additional insured under the policy on execution of this Agreement, and receive notice if the policy is canceled. VII MISCELLANEOUS PROVISIONS 7.01 Each of the parties to this Agreement shall immediately notify the other of any litigation or claim that is asserted by or against either party regarding this Agreement or the JPA. 7.02 Each of the Parties to this Agreement shall cooperate with one another in the defense of any lawsuit or claim filed against either party, arising out of, or in any way related, to this Agreement or the JPA, as well as any effort of ABLE to collect money from persons or entities responsible for any request for law enforcement helicopter services. 7.03 Each of the Parties to this Agreement may terminate this Agreement without cause upon one hundred twenty (120) days prior written notice. 7.04 The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 7.05 If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 7.06 This Agreement may be modified or amended only by a written document executed by both ABLE and AGENCY. 7.07 The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 7.08 This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be Airborne Law Enforcement Services 5 25L -7 held to vary the provisions herein. 7.09 A waiver by either party of any breach, of any teen, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 7.10 Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred, contracted or subcontracted out without the prior written approval of ABLE and AGENCY. 7.11 This Agreement may be executed in any number of counterparts, each of which shall be an original, but all of which together shall constitute one instrument. 7.12 AGENCY shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. 7.13 AGENCY represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Airborne Law Enforcement Services 6 25L -8 IN WITNESS WHERE OF, the parities hereto have executed this Agreement the day and year first above written. CITY OF SANTA ANA DAVID REA , CITY ANAGER for the City of Santa Ana ATTEST: PATRICIA E. HEA Y Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER Santa Ana City Attorney La Lau Sheedy Assistant City Attorney RECOMMENDED FOR APPROVAL: (1"u)- PAUL M. WALTERS Chief of Police Santa Ana ABLE t CHRIS SHAWKEY, Chair ABLE Board of Governors ATTEST: PHYLLI SCHIEL Secretary to ABLE Board of Governors APPROVED AS TO FORM: OFFIC OF THE CITY ATTORNEY �C Aaro C. Harp Assistant City Attorney for the City of Newport Beach and ABLE Legal Counsel Airborne Law Enforcement Services Agreement 25L -9 EXHIBIT "A" The fees set forth in this exhibit represents the total cost of service provided by ABLE to the City of Santa Ana, referred to herein as AGENCY for fiscal year 2009/2010. The service provided by ABLE will coincide with available funds and credits as provided for in the below table. Service is based on ABLE's hourly operating cost and amortized over the entire contract period on a monthly basis. The billing shall be divided into twelve equal monthly payments of $40,168.25 ($320,294.00 divided by 12 months) less the employee credit of $13,477.08 per month ($161,725.00 divided by 12 months) for a total of $26,691.07 per month. The AGENCY shall provide a full -time sworn police sergeant from Santa Ana for supervisor /pilot duties, for which AGENCY will receive a credit toward the total cost for services provided by ABLE. The credit amount for the sergeant is equal to the salary and benefits payable over fiscal year 2009/2010 year, ie. from July 1, 2009 to June 30, 2010, for a total compensation of $161,725. The subscriber discounted hourly operating rate for ABLE is $1,230.67 as established by the ABLE Board of Governors on April 16, 2009. PERIOD COVERED - July 1, 2009 to June 30, 2010 (twelve month term). ABLE Santa Ana Budget $320,294 Employee Credit (Total Compensation) $161,725 TOTAL COST FOR SERVICES $482,019 Flight Hours @ $1,230.67 per hour ($489,770.00 / $1230.67 hr) 391.67 hours Number of Helicopter Shifts per year 730 Flight Time per Shift 32.2 minutes Flight Time per Day 64.4 minutes Exhibit A -1 25L -10 Management of flight time provided to the AGENCY shall be the responsibility of the ABLE Bureau Commander. Flight time over the City will be recorded and monitored daily for the purpose of providing service in accordance with the above table. The AGENCY will be provided with a detailed log of calls and flight time for each monthly billing period. Due to the inherent unknown nature in the need for airborne law enforcement service, ABLE will adjust daily service levels to coincide with the above table. In recognition that it will not always be possible to meet this goal (by either exceeding or falling short), ABLE will compensate for variations to arrive at an appropriate "daily average," on a monthly basis. Section 3.04 of this Agreement provides for the assignment of a full -time sworn police sergeant to ABLE to serve as a supervisor /member of the flight crew. This supervisor will maintain all responsibilities of the ABLE Helicopter Sergeant as defined in the ABLE Operations Manual. ABLE will require that this supervisor meet all of the qualifications and requirements as set forth in the ABLE Operations Manual for Pilots and Certified Flight Instructors. This supervisor will be subject to and meet all of the requirements for pilots as set forth in the ABLE Pilot Training Program. This training will be provided by ABLE personnel and designated professional training facilities with all associated costs being the responsibility of the AGENCY. The cost of such training is in addition to the cost for helicopter service set forth in this Exhibit "A" and will be billed directly to the AGENCY. The AGENCY agrees to provide ABLE with two designated officers, who will serve as tactical flight officers, for the purpose of providing vacation and sick leave relief. The AGENCY agrees to make this officer available for training pursuant to the ABLE Helicopter Observer Training Program. This officer will serve in a pool of personnel trained to fill shortfalls due to vacation, sick leave and miscellaneous unscheduled absences. The cost for this position is approximately equivalent to the vacation and sick leave accrued annually by the current Santa Ana police sergeant serving as the ABLE Sergeant /Pilot. ABLE shall participate in the selection process for officers assigned to the unit as flight crewmembers and reserves the right to revoke assignments without cause. Officers assigned to the ABLE program pursuant to this agreement shall meet all requirements set forth in the ABLE Operations Manual. Exhibit A -2 25L -11 25L -12 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AMEND THE AGREEMENT FOR COMPUTER AIDED DISPATCH SYSTEM MAINTENANCE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to approve the attached amendment to the agreement with TriTech Software Systems for enhancements to the Fire Department's computer aided dispatch system in an additional amount not to exceed $49,475, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION On June 1St, Council approved an agreement with TriTech Software Systems for annual maintenance of the Fire Department's Computer Aided Dispatch (CAD) system. The CAD system dispatches emergency vehicles and transfers pertinent information to mobile data computers (MDC) located in the vehicle. This amendment provides the Fire Department with the capability for the CAD system to automatically assign the closest available vehicle to an incident, which provides for a faster emergency response time. The Fire Department recommends amending the agreement with TriTech Software Systems to install this enhancement to their CAD system. FISCAL IMPACT Funds are available in the Fire Department's Information Technology, Contractual Services - Professional account (acct. no. 0111534062300) in an additional amount not to exceed $49,475 (aggregate amount $174,056). W a C Marc Martin Fire Chief Fire Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 25M -1 25M -2 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, is entered into this day of , 2009, by and between TriTech Software Systems ( "Consultant") and the City of Santa Ana, a charter city and municipal corporation of the State of California (':City"). RECITALS A. The parties entered into that certain agreement entitled, "Software Support Agreement," numbered A -2008 -331 (hereinafter "said Agreement ") by which Consultant has provided to the City computer software support for the TriTech Software referenced in said Agreement. B. On May 4, 2049, the parties entered into a Renewal of Software Support Agreement Amendment to said Agreement, numbered A- 2009 -057 (hereinafter "First Amendment"), which extended the term of said Agreement for an additional one -year term through May 31, 2010, and increased compensatiqefo pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to amend the Scope of Services to include product upgrades, additional services, support and maintenance, and to increase Compensation to pay for such products and services. WHERFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement and First Amendment, except those amended in this Second Amendment to Agreement, the parties agree as follows: 1. The Scope of Services is amended to include the TriTech Proposal. attached hereto and as Exhibit A, and Statement of Work, attached hereto and as Exhibit B. 2. The Compensation term of said Agreement is amended to increase the compensation by a total amount not to exceed $49,475.00. 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. 25M -3 fIN WITNNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: Teresa Judd Deputy City Attorney RECOMMENDED FOR APPROVAL 60a,'k C- MARC MARTIN, Fire Chief 25M-4 CITY OF SANTA ANA DAVID N. REAM City Manager CONTRACTOR TriTech Software Systems Employer ID# 07.2&09 I I I Total Payments.-I $ 49,476.00 EXHIBIT A 25M-5 General& Client Information coent Norm- CRY of Santa AM System D%a_"m- CAD Modules Santa Ana Fire Departntent Sales Order 9 1 TW Client Purchase Order # 1439 S Broadway Sant3 Ana, CA 92701 crwd Purchase order Date Client Contact Dave Turner Contact PhoneJ 714 647 5717 _Ship to: Contact Emal Address:; dtumer@c1-%anta-anacaus Same Credit 'twm: 1 Not 30 days frorn daft of Invoice Client Account ManaW 1 Ken Schulte Project Manago Project Products & Services S-s- Category ift- Cky N- Unit Price Qpy-l7na z f Extended Price 1 CAD Unit Swap Module 215.00 2,500.00 ZSOCOO i 1 CAD ?Auto Dispatch Module 25,0N.00 25,000,00 4000.00 i Support One Year Support & Maintenance 6,050-00 6,050.00' 6,050.00 I services [Standard VWCAD Wa-pp" Conversion Services i 14,000.001 14,000.00 14,000.00 I i Services tProject Services 1,925.00 1,925.00 1 1,923.00 Total: S 49,476.00 Project Summary & Totals iTr[Tech CAD Software 27,500.00 1TATech Interface softwarf, jTd-rech Mobile Software I HWrJrd Pty SIN ' Support HWIW Pty SW ISubcontract Jrftech Services 15,925.00 Support & Maintenance Ottw 050.00 - Subtotal: 49,475.00 !Estimated Sales Tax (State: CA at 7159A) Taxable sales* 0L00 1 Sales tax rate: 7.75% 'Estimated Shipping I Total: I S 49,475.00 Project Payment Terms: Net 30 days from date of invoice 60% Due on Order $ 24,737.50 SOX Due ore delive of now GIS Conversion data set $ 24,737.80 I I I Total Payments.-I $ 49,476.00 EXHIBIT A 25M-5 Quotation 1237KS -02 Quotation Datel 07.28.09 Summary Information & Project Notes Link somp i Oa+6e ;amt a sower bareed xhlimckwt. tar Commed 4.d mRVt�al�,,�avyW, dwh� con*mne nft cwwmA be co4oc&W Wkh Ow offm Them it�7�S am n .... nawi .J mul i '! _ pry capadtg. iheae convormm" can be coaocatud an LOh ViaRteR Web Senw. Odw#vA&e a dedicaftd awmisi are required, which `r!irt be sufsieet to server mi>rKYaafim and tesBng eharga. Tlffec ! Softwam Aft: K.BeckvnM FAX: 85s -799 -TOSS les ntil ri ech. .P TriTech Software Sy stems Quotation Issued by: j Kenneth Schulte Phorur: ! 72© 374 3900 PQ Box #n 671392 Da9as, TX 75287 -1392 Emaik i ' ken.sch corn 'Terms and Conditions i This C2uotattazn is valid for 6o {sixty} days and is subject to the terms of your TriTech System Purdme Agreement The Software licensing provisions of the .System Purchase Agreement between TriTech and Client shall govern the additional TnTeCh soflWar a licenses Purchased here under. Support wtN be provided in accordance with the Software Support Agreement between TriTech and the Client. The quotation information is proprietary and may not be copied or released other than for the express purpose of selection and ptuchasellicense. Any estimated sales and/or use tax has been calculated as of the date of quotation and is provided as a Convenience for budgetary purposes. TriTech reserves the right to adjust and collect sales andfor use tax at the actual date of invoicing. If your organization is tax exemf or pays state taxes directly, then prw to invoicing, your organization must provide Td -tech with a copy of a current tax exemption certificate issued by you state's taxing authority for the given jurisdiction. Travel and out- of-pocket expenses will be invoiced as incurred, at actual Cost, unless specify, itemized in the quotation. By signing below, you arc Indicating that you are authorized to obligate funds for your organtimdon. To activate your order, check the appropriate box below and, either, (f) attach a copy of this quotation to your purchase order when it is remitted to TATech, or, (a) N no additional authorizing paperwork Is required for your organization to accept and pay an Invoice, sign below and fax this quotation to 868- 799 -7015 or email to salesadmin @tritech.com to indicate your a Purchase Order required and attached, reference Pn# our invoice No Purchase Order to invoice 4 Please check one of the f _ i agree t0 pay any sales tax. I am tax exempt. Please contact me if TdTech does not have my current exempt information on fie. Accepted for i City of Santa Ana C9lent ASencylEntily Ne- i Print Name ITIde IClient Authorized Repressrrtadvs i Signature lode � j Client Authorized Representative �- i i 25M -6 �IIII�IIIIIMI�!,"' ' tlr1lNe lair-,,I�MT _ -� CAD Modules - Add on Unit Swap Module Auto Dispatch Module Standard VisiCAD Mapping Conversion Services City of Santa Ana July 30, 2009 Statement of Work Copyright C 2009 TnTech Software Systems Unpublished: Rights reserved under the copyright law of the United States. �,Hjl Ji'M Document Control Major Project SWmnent of work Date Version Details /Changes Author 7/30/09 VLO Draft Norm Craven 7/30/09 V2.0 Draft NG Copyright C 2009 TriTech Software Systems — Based on SOW Template March 2009 Unpublished: Rights reserved under the copyright law of the United States. Confidential WiTme W 1.11 - • • 1 X- DocumentControl ............................................................................................................ ..............................2 Tableof Contents ............................................................................... ..............................3 1 Overview ....................................................... ............................... ............................ ..............................4 1.1 Statement of Work ............................................................................................ ..............................4 1.2 Project Management Definitions ....................................................................... ..............................4 1.3 General Client Responsibilities ......................................................................... ..............................4 1.4 Project Exclusions ............................................................................................. ..............................5 2 Overview of Project Deliverables .............................................................................. ..............................6 2.1 (1) Unit Swap Module ....................................................................................... ..............................6 2.2 (1 ) Auto Dispatch Module ................................................................................. ..............................6 2.3 Standard VisiC,AD Mapping Conversion Services ............................_.._......._ ..........._..................7 14 Project Management Services .......................................................................... ..............................7 15 One year Support and Maintenance .. ............................... ..............7 ................. ............................... 3 Change Management Process ................................................................................. ..............................7 3.1 Task Completion Reports ................................................................................. ..............................8 Copyright 0 2409 TriTech Software Systems Unpublished: Rights reserved under the copyright law of the United States. Confidential 3 25M -9 1 Overflew 1.1 Statement of Work In accordance with the terms and conditions of TriTech Software Systems (TriTech) System Purchase Agreement (the "Agreement "), this Statement of Work (SOW) defines the Services and Deliverables that will be directly provided by TriTech Software Systems to the City of Santa Ana hereinafter referred to as "Client ". The project will provide (1) Unit Swap Module, (1) Auto Dispatch Module and Standard VisiCAD Mapping Conversion Services. This project description includes the Services and Deliverables specified in sales order # TBD. This SOW will be the controlling document for the "Project". In some cases, the framework of Deliverables documented by this SOW for this Project is further defined through additional documents such as: VisiCAD Command Admin and User guides. 1.2 Project Management Definitions The following project management terms are used in this document. Since these terms may be used differently in other settings, these definitions are provided for clarity. a) Project Schedule means the schedule providing dates and timeframes for completion of tasks and Deliverables during the course of this Project. The Project Schedule is subject to change at the mutual agreement of TriTech and the Client as further discussed in this SOW. b) Project Management Plan means collectively the Communications Management Plan; Risk Management Plan; and Change Management Plan that provide the criteria for managing those tasks within the Project. 1.3 General Client Responsibilities In addition to those Client responsibilities stated elsewhere in this SOW, the Client is responsible for: a) Electrical facilities (e.g., outlets, generator and other electrical infrastructure facilities) required for this project, including necessary maintenance. b) Cabling (e.g., power, network, interface and other electrical and data transmission lines) required for this project, including necessary maintenance. c) Network/communications connections (e.g., LAN /WAN, commercial wireless, telephone, VPN, and other voice /data connections), or ongoing network /communications charges associated with installation, operation or support of the proposed system including the establishment and maintenance of security accounts. d) Configuration and /or programming of network routers, switches and bridges — this includes providing information to TriTech staff on any firewalls within the overall network that the system will operate and necessary port access for the system to operate in accordance with TriTech documentation. e) Unless specified as a defined service to be delivered by TriTech, the installation, configuration, maintenance (including patch management and upgrades of Microsoft software required by the System. Copyright C 2009 TriTech Software Systems — Based on SOW Template March 2009 Unpublished: Rights reserved under the copyright law of the United States. Confidential 4 25M -10 f) Unless specified asadefined service bJbe delivered byThTech, the installation ofservers into racks and the connection of such servers b0 network switches. g) Unless specified as a defined service to be delivered by TriTech, the configuration of machine names and Jp addresses for servers hobm utilized by the System. This includes joining the servers to the network and the assignment nysecurity accounts as specified by TriTechducumnentabon' h) Any hardware and third party software necessary for implementing the system other than the hardware and third party software listed in the TriTech price sheet (Deliverables, Price and Payment) for the Contract. This will include workstations for the CAD system, network equipment, TDDequipment, performance test software, and the like; i) Third Party Systems that the Client operates and which will be interfaced with as a part of this project. The Client is responsible for maintaining and supporting these systems in good working order. j) The Client iS responsible for managing the development bv the third party vendor, which will be based on the TbTech'sApplication Programming Interface (API) documentation. The level of integration between the two systems will bedeflnedbyTMTech's API. The Client is also responsible for any cost associated with the development, or configuration of the Vendor side of the Interfaces. k) Consoles, furniture or fixtures as well as any modifications to install equipment used for Systems or Subsystems specified by the Agreement into existing consoles, furniture, vehicles 0r existing facilities. Installation of Workstations into consoles, furniture, vehicles or like items, is the responsibility of the Client; |} The timely approval Acceptance Test Procedures (ATP),/Task Completion Reports (TCR) and/or other project documentation as further defined in this SOW. 1.4 Project Exclusions Work, software, services, hardware, Systems, Subsystems, product/software modifications or any other dellverables not explicitly stated in the Agreement will not be included in the The number and type of software licenses, products, or yen/ices provided by or its subcontractors are specifically listed in the Agreement and anyrefanencewiin this document aswell asSubcunb'actors'SOVVy0fappUcab|e\dmesnntimp|yorconveyasufhwane,Ucense,orservcasthat are not explicitly listed in the Agreement, Changes |n scope will only be executed through mutually agreed upon Change Management Process, as described |n the Project Management Plan. CopyrightZ 2009 TriTech Software Systems Unpublished: Rights reserved under the copyright law of the United States. Confidential �� ^���Nl�NJ��� � � � N N 2 Overview of Project Deliverables This project will provide the following Products and Services: 2.1 (1) Unit Swap Module Unit Swap Recommendation provides additional vehicle recommendations to the dispatcher when units become available after the initial dispatch. For example, the dispatcher may assign an engine that is ten minutes away using initial assign. Five minutes later, a significantly closer unit becomes available and provides significant response time savings. The system will alert the dispatcher that the newly available unit might be closer than the already dispatched unit. 2.2 (1) Auto Dispatch Module Auto Dispatch can allow Viai[ADtu determine the optimum units to be dispatched to an incident and dispatch those units automatically without user intervention. Please note that Unit Swap @kAuto Dispatch operate with a server-based architecture. For Command 4.4 and eadier, these components cannot be co-located with the other interfaces. These functions are running constantly and require significant processor capacity. These components can be co-located on teh VisiNetVVeb Server. Otherwise a dedicated server(s) are required, which will ba subject to server configuration and testing charges. If these components are installed on new hardware, It is the client's responsibility to perform basic server preparation for the CAD Modules. Basic server preparation includes placing the servers in the racks, joining them to the existing domain, with the Domain Controller in place, and establishing remote connectivity capabHdy(VPN and Remote Desktop) for authorized TriTech personnel b» perform configuration. These activities will be coordinated between TiF7edl and the Client IT staff and assistance will be provided by TriTech's IS team as required. If the Client is not willing to complete the basic server preparation, this task may be performed byThTech or TriTech's subcontractors at additional cost. a. TriTechAespunsbi|ities I. Remotely enable Unit Swap Module ii. Remotely enable Auto Dispatch Module. i1i. Provkde\8siCAJ] Command Administrative and User guides. b. Client Responsibilities I. Perform site preparation, as specified in TriTech's Platform Planning Document. (if necessary) H. Provide TriTech with all necessary configuration documentation which includes machine name, lP address, Administrator Account Information, naming convention, and connectivity as prescribed. Copyright C 2009 TriTech Software Systems — Based on SOW Template March 2009 Unpublished: Rights reserved under the copyright law of the United States. Confidential M. 25M-1 2 2.3 Standard VisiCAD Mapping Conversion Services TriTech will perform a Standard Mapping Data Import that provides maps for VisiCAD Command and VisiNet Mobile Systems. a. TriTech Responsibilities: i. Perform a GIS Conversion and installation of the mapping data into the system. b. Client Responsibilities: 1. Provide data in the required format, and per Project Schedule. This data must include: 1) Centerline data; 2) response areas; 3) viewable/cosmetic layers. ii. Make needed changes to mapping data to allow the resulting GIS data to supported applicable licensed Software functions. iii. After initial GIS conversion, assume responsibility for updating the data using TriTech provided GIS tools to ensure that data is up to date for Go Live. 2.4 Project Management Services TriTech will appoint a TriTech Project Manager as the principal TriTech contact who will be responsible for managing the implementation and Configuration of the project deliverables within the framework of the Agreement and this SOW, The Project Manager is involved in the Project beginning with the SOW development and continuing through Project completion. The Project Manager will organize Project status calls with the Client's Project Manager as needed to report on the progress of the project deliverables. The Project manager will engage other technical resources such as a GIS Analyst, and Technical Services staff in the project as necessary. 2.5 One year Support and Maintenance 3 Change Management Process The purpose of the Change Management Process is to manage any significant changes to the Project as described in this SOW or related documents as referenced within the SOW. These changes may include, but are not limited to a modification to Project scope, Standard or Custom products' functionality, TriTech and Client's identified roles and responsibilities, Project payment terms, and modifications to the scope or delivery location of services within the Project. All significant changes must be documented through the Change Management Process. The type of documentation needed will depend on the nature and significance of the change. Changes that do not affect Project effort or do not incur additional cost may only require a Change Control Document. Additional deliverables or Project deletions in terms of Software and services will require a mutually agreed upon Change Order, Copyright C 2009 TriTech Software Systems Unpublished: Rights reserved under the copyright law of the United States. Confidential 25M -13 a. TriTech Responsibilities i. Change Carders will be prepared for submission to the Client when material changes to the SOW are required. ii. Where Project changes require Engineering -level modifications, TriTech will perform requirements capture necessary to prepare required documentation including a HLEE or an OSD for Client review and approval. iii. Where Project changes require Engineering -level modifications, Client will be informed of the delivery mechanism (version and schedule). b. Client Responsibilities L When applicable, the Client will identify the services or deliverables that will be subject to a Change Order, per the Agreement between both parties. ii. When applicable, the Client will identify changes to features or functionality related to CAD, Mobile, Interface or any other Subsystem that will require a change order. This process may also include participation with the requirements process. M. Client will approve and process Change Orders as in a timely manner. 3.1 Task Completion Reports As part of the Project controlling process, upon completion of significant milestones and or tasks, TriTech will submit a Task Completion Report ("TCR') to the Client The TCR serves as a formal tool for the purpose of verifying with the Client that work has been completed according to the requirements specified within the SOW and/or related documents. TCRs are presented to the Client by Tn'Tech's Project Manager for signature. Some TCRs may trigger a Project payment, in accordance with the payment terms within the Agreement. Upon execution of a TCR that is tied to a Project payment milestone, the Client will receive an invoice from ThTech's accounting department which must be paid based on the terms and conditions of the Agreement. a. TriTech Responsibilities i. TriTech will prepare and submit TCRs for Client's signature upon completion of the applicable task. b. Client Responsibilities i. Client will process TCRs within a five (S) business day period from the time of receipt less any challenges to the validity of the report. ii. In the event that Client disagrees with a TCR, Client shall submit to TriTech a written explanation detailing why the Client believes that the subject of the TCR and /or tasks have not been completed in accordance with the Agreement or this SOW. Such notification from the Client shall be provided to the TriTech Project Manager within five (S) business days of receipt of the TCR. Copyright © 2009 TriTech Software Systems — Based on SOVV Template March 2009 Unpublished; Rights reserved under the copyright law of the United States. Confidential 8 25M -14 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: September 8, 2009 TITLE: ANNUAL MAINTENANCE FOR ABBEY GROUP AUTOMATED BOOKING SYSTEM CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended El Ordinance on 1s1 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Abbey Group, Inc. for the software application maintenance and customer support in an annual amount not to exceed $54,754.73, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION On June 19, 2006, the Santa Ana Police Department purchased the Abbey Group Automated Booking System (ABS). The system consists of an integrated jail management system with jail reporting, fingerprinting, and booking modules that can be operated by non -sworn police personnel. The Automated Booking System is proprietary and can only be serviced by Abbey Group. The one -year service agreement will provide basic support as described in the agreement for the Jail Photo Imaging System, Jail Corrections Management System, and interfaces. FISCAL IMPACT Funds are available in the Police Department's Computer Services fund (account no. 11- 338 - 6291). Paul M. Walters Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 25N -1 n 25N -2 SECOND AMENDMENT TO SOFTWARE MAINTENANCE AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, is entered into on September 8, 2009, by and between ABBEY GROUP CONSULTANTS INC. a Nevada corporation (hereinafter "Consultant "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS: A. The parties entered into Agreement # A- 2008 -045, dated March 3, 2008, (hereinafter' "said Agreement ") by which Consultant has provided interfacing and support services relating to the Jail Management computer automated system previously developed and implemented by Abbey Group. B. In accordance with the terms and conditions of said Agreement, the parties wish to extend the term of said Agreement and increase compensation to pay for additional interfacing services and maintenance services during the extended term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: 1. Section 3, "Term ", shall be deleted in its entirety and replaced with the following: "The term of this Agreement shall commence on March 3, 2008 and shall continue through September 30, 2010. The term of said Agreement may be extended upon a writing executed by the Chief of Police and the City Attorney, for City and by Abbey Group." 2. Section 4.1 (a), "Fees and Payment Annual Support Fees" the annual support fee set forth in Exhibit 2 by deleting said Exhibit 2 nd amended to replacing it w�itht Exhibit 2 -A, which shall read in full as follows: "Consultant will provide the Basic Support described in Section 2.1 [Basic Support] of the Agreement for the Jail Photo Imaging System, Jail Corrections Management System and interfaces for an annual maintenance fee of $54,754.73 for the annual term commencing October 1, 2009 and running through September 30, 2010. Consultant will provide interfacing and support services providing an interface of Consultant's Jail Corrections Management System (JCMS) with the Visiphor, Inc. 'FastBook' system to accommodate field bookings. These services shall include support of the web services provided by Consultant to receive and to return acknowledgements to the Visiphor application. This support and maintenance does not include services to the Visiphor application or the communications protocols provided by Visiphor, Inc. Consultant will provide such interfacing support services for a fee of $5,000 during the extended term of said Agreement." 25N -3 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA MARIA D. HUIZAR DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney Y GROUP CONSULTANTS, INC. By: RYAN O. HODGE Deputy City Attorney Joh bbey Pr siden r 25N -4 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE. ANNUAL MAINTENANCE AGREEMENT FOR VISIPEOR BOOKING SOF'T'WARE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Visiphor Corporation, for the software application maintenance and customer support in an annual amount not to exceed $56,000.00, subject to non- substantive changes approved by the City Manager and City Attorney. DISCUSSION On June 15, 2006, the Santa Ana Police Department purchased the Visiphor Automated Booking System. The Visiphor Booking System enables sworn personnel to move arrestees through the booking process more efficiently and in turn, spend more time patrolling the streets. Visiphor has performed satisfactorily and staff recommends approval of the agreement. FISCAL IMPACT Funds are available in the Police Department's Computer Services other Contractual Services account (11- 338 - 6291). ( L(42 t�- Paul M. Walters Chief of Police Police Department 250 -1 APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgmt. Services Agency 250 -2 SECOND AMENDMENT TO SUPPORT AND MAINTENCE AGREEMENT THIS SECOND AMENDMENT TO SUPPORT AND MAINTENANCE AGREEMENT is entered into on September 8, 2009, by and between, KCC Knowledge Computing (Canada) Limited, formerly known as Visiphor Corporation, a corporation having its principal place of 'business located at 1424 — 4710 Kingsway, Burnaby BC ( "KCC') and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City"). RECITALS: A. The parties entered into that certain Agreement #A- 2006 -169, dated June 15, 2006, (hereinafter "said Agreement ") by which Visiphor provided software designed to enhance the retrieval of law enforcement records for use in jail and intelligence operations. B. Knowledge Computing Corporation recently acquired the assets of Canadian -based Visiphor Corporation. Under the terms of the agreement, Knowledge Computing Corp. acquired the rights to Visiphor's intellectual property and all of their physical assets and has taken over client contracts related to law enforcement, including the Santa Ana PD contract. To support the acquisition, Knowledge Computing formed a wholly owned subsidiary, KCC Knowledge Computing (Canada) Limited located in Vancouver, British Columbia. C. In accordance with the terns and conditions of said Agreement, the parties wish to extend the Customer Support Agreement by which KCC has supported and maintained the sofhvare and applications. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: I. Pursuant to Section 3.1, CONTRACTOR COMMITMENTS, WARRANTIES AND REPRESENTATIONS, warranty support commenced August 1, 2007 and continued through July 31, 2008. The parties desire to extend the customer support through July 31, 20I0, in accordance with the Customer Support Agreement, attached hereto and incorporated by this reference as Exhibit F. 2. The City agrees to pay and KCC agrees to accept, as total compensation for KCC's Software and Application Maintenance and Support services, an annual fee of $56,000 for the term from August 1, 2009 through July 31, 2010. 250 -3 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Support and Maintenance Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager KCC COMPUTING By: RYAN O. HODGE (NAME; S v Deputy City Attorney (Title) Tax ID# 250 -4 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana [Exhibit fJ Exhibit F Customer Support Agreement This Agreement made the 171h of August, 2009 BETWEEN KCC Knowledge Computing (Canada) Limited Suite 1424 — 4710 Kingsway Burnaby, British Columbia V5H 4M2 (hereinafter called "KCC") AND City of Santa Ana (hereinafter called "Customer ") Confidential Page 1 8118/2009 CIty of Santa Ana — Exhibit F Copyright O 21106 — KCC Knowtedgo Computing (Canada) Limited 250 -5 Agreement between KCC Knowledge Computing (Canada) limited and City of Santa Ana fExhlblt FJ KCC Knowledge Computing (Canada) Limited Customer Support Agreement WHEREAS The Customer is a user of certain KCC software products and/or application programs including software provided pursuant to a Software License Agreement (the `Troduct ") which is executed contemporaneously with this Customer Support Agreement and KCC has * the experience and expertise necessary to enable it to provide support and maintenance services for the Product; and The Customer wishes to have KCC provide the support and maintenance services pursuant to the terms and conditions of this Agreement. NOW THEREFORE, In consideration of the mutual covenants contained herein, the parties agree as follows: 1. DEFINITIONS AND INTERPRETATION In this Agreement, except as otherwise expressly provided or as the context otherwise requires, Acceptance means the date on which the Customer certifies the Deliverables accepted in accordance with the Santa Ana PD SOW, Exhibit A. or when the Customer fast makes any productive use of the Deliverables, whichever occurs first. Acceptance Criteria means the noted criteria for acceptance of the Deliverables referred to in the Statement of Work. Acceptance Period means the period within which to review the Deliverable and to notify KCC in writing of its acceptance or rejection based on the review results with respect to compliance to the Acceptance Criteria. Acceptance Testing means the testing conducted during the Acceptance Period to enable the Customer to determine whether to accept the Application Package Program or Services. It is performed to validate the APP or Services meet the noted Acceptance Criteria; Application Package Programs means the Product together with the Database Business Rules means the procedures for the use of the product in the manner and for the purpose of which KCC originally intended it, as reflected in its design and having regard to the business practices of Customer, both of which are established in system administration training provided by KCC. Custom Modification means, unless otherwise specifically varied herein, any changes or modifications made to the Application Package Programs by KCC (including, but not limited to, tables, columns, reports, interfaces to third party hardware or software, data Confidential Page 2 8/18/2069 City of Santa Ana — Exhibit F Copyright O 2006 — KCC Knowledge Computing (Canada) Umited 250 -6 Agreement between KCC Knowledge Computing (Canada) Urn/ted and City of Santa Ana [Exhibit F] conversion, screens and matching algorithms) exclusively for the Customer, as listed in Schedule A -1 (Section 17). Notwithstanding the above, any Custom Modification shall be approved in advance by the Customer. Any modification which is made for the purpose of maintaining the operability of the application package shall not be to the account of the Customer and only those modifications which are requested by and approved by the Customer shall be paid for by the Customer. Current Technology means the version of application utilized by KCC in its latest Product and Technological Release. Database means the Oracle® or Microsofine Programs (as the case may be) licensed to Customer by Oracle® or Microsoft® for the purpose of using the Product. Defect means a failure of the application to perform the designed functionality caused by an error in the application. Deliverables means the items specified in the Statement of Work to be provided by KCC including the Application Package Programs, Services, and Custom Services. Delivery Platform means a secondary computer environment that will functionally reflect the Production System and contain, at a minimum, a representative sample of current data and whereupon KCC shall install all Technological Releases, associated patches and Defect corrections; and which will be used by Customer for acceptance validation and regression testing (as appropriate) prior to promotion to the Production System. Documentation means user manuals, reference guides, training materials, release notes, on -line help and other materials in printed or electronic form, which facilitate use of the Product or Custom Modifications. First Level Support means providing first -Iine help services to end users of KCC software applications to determine whether reported issues relate to KCC software or third party hardware or applications not covered under the scope of this Agreement. Go Live means start up of production use of the Product. Migration Services means the services required (including, but not limited to, data conversion, installation, project management, training) by Customer to give full effect to any Technological Release provided hereunder. Production System means the computer operating system(s) and Application Package Programs used by Customer in the live processing of its data. Rules has the meaning ascribed to it in §10.2. Specification means the statement of requirements to be satisfied by a product or service as noted in the Statement of Work. The Specification leads to the Acceptance Criteria, to be met during the Acceptance Testing during the Acceptance Period. Support means: (a) responding to inquiries concerning a reported Defect(s) in the Product; and (b) correction to problems diagnosed as Defects in the currently supported version of the Product or as updated through the term of this Agreement. In the resolution Confidential Page 3 8/18/2009 City of Santa Ma — Exhibit F Copyright O 2006 — KCC Knowledge Computing (Canada) limited 250 -7 Agreement between KCC Knowledge Cbmputing (Canada) Limited and City Of Santa Ana [Exhibit F] of Defects KCC may respond with a written response, CD ROM or diskette, supplementary documentation, a temporary means of circumventing the problem, or other correctional aids. Technological Release means: (a) technological improvements required to allow the Product to operate in conformance with Current Technology. Technological Releases do not include Migration Services. 2. SERVICES 2.1. The Customer shall provide First Level Support through its own Help Desk, or that of a designee or designees as outlined in Schedule A -2 of this Agreement. 2.2. KCC shall provide Support to the Customer by telephone, e-mail, facsimile, modem or an Internet connection (as appropriate). 2.3. KCC shall provide Technological Releases from time to tune. 2.4. In the provision of Support, KCC shall adhere to the following response standards and at all times shall provide Support in accordance with the highest industry standards recognizing the public interest duties and responsibilities of the Customer: 2.4.1• SEVERITY LEVEL ONE Severity Level One Definition: The Application Package Programs are totally inoperative and the use of the Product for processing transactions or database searches is not possible. Severity Level One Response Time: KCC shall respond by telephone to the Customer within twenty -four (24) business hours of initial notification to KCC. If the initial notification was not by telephone or not during KCC business hours, this response time shall start when Support personnel receive the notification. Severity Level One Resolution Time: KCC shall provide its best commercial efforts to initiate a resolution within forty -eight (48) business hours of the initial notification. Severity Level One Resolution: KCC shall provide a program correction, program patch or a procedure for Customer to bypass or work around the error condition in order to resume operations. If a bypass procedure is utilized, KCC shall continue error correction activity, on a high priority basis, until a program correction or patch is provided. 2.4.2• SEVERITY LEVEL TWO Severity Level Two Definition: Significant portions of the Application Package Programs are severely impaired to the extent that major functions are inoperative. Confidential page 4 8/18/2009 City of Santa Ana — Exhibit F Copyright O 2006 — KCC Knowtedge Computing (Canada) Limited 250 -8 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana [Exhibit F] Severity Level Two Response Time: KCC shall respond by telephone or electronic means to Customer within forty -eight (48) business hours of initial notification to KCC. If the initial notification was not by telephone or not during KCC business hours, this response time shall start when Support personnel receive the notification. Severity Level Two Resolution Time: KCC shall provide its best commercial efforts to initiate a resolution within ninety -six (96) business hours of initial notification to KCC. Severity Level Two Resolution: KCC will provide the Customer with a program correction, program patch or a procedure to bypass or work around the error condition in order to continue operations. If a bypass procedure is utilized, KCC shall continue error correction activity until a program correction or program patch is provided. 2.4.3. SEVERITY LEVEL THREE Severity Level Three Definition: The Application Package Programs are impaired to the extent that some non - critical functions are not operating. Severity Level Three Response Time: KCC shall respond by telephone to Customer within seventy -two (72) business hours of initial notification to KCC. If the initial notification was not by telephone or not during KCC business hours, this response time shall start when the notification is received by Support personnel. Severity Level Three Resolution Time: KCC shall provide its best commercial efforts to initiate a resolution as soon as possible. In some cases, a resolution may be delivered as part of a technological update or release. Severity Level Three Resolution: KCC shall provide Technological Releases in the form of CD -ROM, diskette or electronic file transfer. 2.5. KCC shall endeavor to assist with all inquiries made to Support personnel. However, if the inquiry is not related to a problem with the Product, KCC shall be entitled to charge the Customer on a time and materials basis at the rates set forth in Schedule B (hereinafter "T &M "). In all circumstances, KCC shall advise the Customer in advance and shall receive prior approval from the Customer prior to charging for T &M on any matter. Confidential Page 5 8/18/2009 City of santa Ma- Exhibit F Copyright 0 2006 - KCC Knowledge Computing (Canada) Limited 250 -9 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana [Exhlb/t F] 3. COMPENSATION 3.1. For the Support provided pursuant to this Agreement and all other services related to the operation, maintenance and upgrades or customer modifications, the Customer shall pay KCC the annual fee specified in Section 3. 1.1 and Section 3.1.2. (the "Fees "). 3.1.1. There is no annual fee for Support and Maintenance in Year 1. 3.1.2. The annual fee for in Year 2 will be $56,750. 3.2• Customer shall have a right to off -set any and all payments in the event there is any breach of this Agreement by KCC. KCC shall invoice the Customer for the Fee annually in advance. All such invoices shall be payable within 30 days of the date of each such invoice. 3.3. The Fees for Support and any other products or services that may be provided hereunder are exclusive of any federal, state or provincial tariffs, duties or sales taxes, taxes which shall be paid by the Customer. J 4. CUSTOMER RESPONSIBILITIES 4.1. Without cost to KCC, the Customer shall provide to KCC full co- operation and assistance to enable KCC to provide the Support Services contemplated hereby. In particular, and without limiting the generality of the foregoing, the Customer, or its designee, shall: 4.1.1. Designate Contacts Designate up to four (4) individuals from its MIS/IT department, or services provider (as the case may be). All Support calls must be channeled through the designated individual(s). The designated individual(s) are set out in Schedule A -2. 4.1.2. Provide Electronic Access to Production System Provide KCC with electronic access to the Production System. 4.1.3. Perform Administrative Duties Perform all Database and operating system(s) administrative duties, including regular logical and physical backups. Confidential Page 6 8/18/2009 City of Santa Ana - ahibit F copyright O 2006 - KCC Krawledge Cotnpuling (Canada) Limited 250 -10 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana [Exhibit F] 4.1.4. Supply Required Information Supply all pertinent data and information (including Database dumps, as requested). 4.1.5. Make Assistance Available Make available such employees, or designated service providers, Of the Customer as KCC may reasonably request in relation to the Support. 4.1.6. Report Faults in a Timely Manner Report problems or faults within such time, on such forms and with such degrees of particularity as KCC may, from time to time, request. The current form to report problems is as set forth in Schedule A -3. 4.1.7. Authorize Emergency Access In the event of an emergency or crisis which is not the direct or indirect responsibility of KCC which is not a Severity Level 1 or severity level 2 event but which is at the specific request of the Customer, provide KCC with an electronic or other access to the production system for purposes of applying a database or data corruption fix on the understanding that, except for negligence on the part of KCC, KCC assumes no liability resulting from such emergency or crisis access; 4.1.8. Ensure Personnel are Trained Ensure that its personnel are fully trained in the use and operation of the Product or any Custom Modifications. 4.1.9. Use in Accordance with Business Rules Use the Product in accordance with the Business Rules. 4.2. Customer understands and agrees that all Defect corrections and Technological Releases and any related Database scripts should be promptly implemented in the Production System. The Customer acknowledges that its failure to so implement such Defect corrections and Technological Releases may render the Product unusable or non - conforming to Documentation. The Customer agrees to install and put into production use (a) corrections to Defects within thirty (30) days of delivery by KCC and, (b) Technological Release within such reasonable time as KCC and the Customer may agree. 4.3. In no event shall the Support Services be used as a source of training or a source of consulting. Misuse of the Support Services may result in direct billing, on a Confidential Page 7 8/1 8/2009 City of Santa Ana — Exhibit F Copyright O 2006— KCC Knowledge Computing (Canada) Limited 250 -11 Agreement between KCC Knowledge Computing (Canada) Limited and CRY of Santa Ana [Exhibit F] T &M basis, for any such training or consulting services, No such charges shall be applied until such time as KCC advises the Customer that it is in breach of this clause thereby giving the Customer the opportunity to cease such action. 4.4. Customer acknowledges and agrees that the administration and maintenance Of all computer hardware, communications equipment third party software, cabling, Peripherals and any other hardware equipment necessary and required for the operation of the Product, shall be the exclusive obligation of the Customer. In particular, and without limiting the generality of the foregoing, KCC shall not be held responsible for the provision of any assistance (under the teens of this Agreement) required as a result of any: 4.4.1 Modification to System Environment modification, change or upgrade to any hardware or software (other than any modification, change or upgrade made by KCC to the Application Package Programs); or 4.4.2. Damage by Accident or External Cause damage to the Application Package Programs by accident or other external cause, the fault or negligence of any party other than KCC, or use by Customer in other than its normal and customary manner; or 4.4.3. Unauthorized Modifications as a result of any unauthorized modification made by Customer or any party other than KCC, even if KCC has knowledge of the possibility of such potential loss or damage. If, as a result of one or more of the foregoing circumstances Customer requires assistance, KCC agrees to provide such assistance on a T &M basis. 5. TERM, DEFAULT AND TERMINATION 5.1. The term of this Customer Support Agreement commences t I and continues for a period of 12 months, ending_ S ' subsequent renewals so long as Customer is not in breach of Section 4.2 d provided will offer sums and amounts due under Section 3 are paid when due. The Customer shll have all right on 90 days written notice to KCC to terminate this Agreement at any time during the initial term or any renewal term of this Agreement. Any fees paid in advance for a period of time subsequent to the termination date shall be considered non - refundable. 5.2. The Customer further reserves the right to terminate this Agr eement without penalty or future liability at its fiscal year end due to lack of appropriations. 5.3. If, after termination of this Agreement, Customer requests Support, KCC may agree to provide such Support and Customer shall pay for same forthwith on a T &M basis at KCC's then current rates. KCC shall provide an advance estimate of the T &M Confidential Page 8 8/18/2009 City ofSanta Ma— Exhibit F Copyright 02006 — KCC Knowledge Computing (Canada) Umited 250 -12 Agreement between KCC Know /edge Computing (Canada) Limited and city of Santa Ana Mhlbit F] charges for any support to be provided at the request of the Customer. The Customer shall be obligated to pay no more than the estimate for such Support Services. 5.4. In the event that either party (the "Defaulting Party") shall neglect, fail or refuse to-perform under any of the provisions of this Agreement, then the other party (the "Non - Defaulting Party") may deliver to the Defaulting Party notice of intention to terminate this Agreement which notice shall specify the alleged neglect, failure or refusal and, if within 30 days after the date of delivery of such notice, the Defaulting Party shall not have fully cured all the defaults indicated therein, or presented a plan acceptable to the Non Defaulting Party to cure such defaults, then upon expiration of such 30 days, the Non Defaulting Party may, at its option, elect to terminate this Agreement. Where the Defaulting Party commits a second breach of the Agreement, the Non - Defaulting Party shall have a right to terminate this Agreement on 7 days notice to the Non - Defaulting Party. Where the Customer terminates this Agreement pursuant to this paragraph, all advance payments by the Customer to cover services post the termination date shall be refunded to the Customer in full. 5.5. Notwithstanding Clause 5.4, if the Customer fails to pay KCC as required by this Agreement, KCC shall not be required to provide Support forthwith after delivery of written notice to that effect to the Customer, and may pursue any other remedies which it may have at law or under this Agreement. 6. GENERAL TERMS 6.1. These Support Terms form part of and are subject to the terms and conditions set out in the Agreement. 6.2. Support Restrictions: Nothing herein shall permit Customer to reverse engineer, disassemble or decompile the Product (or any portion thereof). In addition, it is expressly understood that Customer shall not amend, change or alter any application/module libraries, graphical user interface forms or database schema including, but not limited to, table structure, indexes, views, referential constraints or synonyms, without KCC' written permission. To the extent KCC permits Customer to modify, amend, change or alter any part of the Application Package Programs, KCC shall have no obligation to cure any Defects resulting from any such modification, amendment or change. 6.3. De- Support: In the event Customer is unable or unwilling to fulfill its obligations (Sec. 4.2) to maintain current versions of the Product on its Production System, KCC reserves the right to de- support such obsolete version(s) at the expiration of the current support year provided KCC has first given Customer not less than (60) days prior written notice of its intention to rely on this clause, in which case no further payments will be made by the Customer to KCC. 7. PRIORITY OF DOCUMENTS 7.1. If there is any conflict with or inconsistency between the documents listed below, then the following order of precedence will apply, from highest to lowest: (as applicable) Confidential page 9 8/18/2009 City of santa Ana _ L'xWbit P Copyright O 2006 — KCC Knowtedge Competing (Canada) Limited 250 -13 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana Mhibit Fj (a) Software License Agreement; (b) Primary Agreement; (c) Customer Service Agreement; and (d) Software Escrow Agreement. 8. NOTICES 8.1. All notices, requests, demands, or directions to any party to this Customer Support Agreement by another party hereto will be in writing and delivered or sent by registered mail, postage prepaid, addressed as follows: to: KCC Knowledge Computing (Canada) Limited Suite 1424 — 4710 Kingsway, Burnaby, British Columbia V5H 4M2 Attention: Chief Operating Officer to: City of Santa Ana 20 Civic Center Plaza (M -97) P.O. Box 1988 Santa Ana, California 92702 Attention: or to such other address as may be stated by one party to the other in a notice given in the same manner herein provided. Any notice, request, demand, or direction given in such manner will be deemed effective upon receipt by the party to whom it is given or upon refusal to accept receipt documented by the delivering party. 9. ASSIGNMENT 9.1. Except for an assignment to an Affiliate of KCC, KCC will not assign this Customer Support Agreement without the prior written consent of the Customer. No permitted assignment to an Affiliate will be effective until: (a) the assignee Affiliate agrees in writing with the Customer to be bound by the terms and conditions of this Customer Support Agreement; and (b) the assignee Affiliate provides evidence satisfactory to the Customer that the assignee Affiliate and its directors, officers, employees and agents have obtained the necessary security checks and security clearances to enable it to perform the Services and to have access to the environment /system and/or any related data and information. Notwithstanding any assignment of this Customer Support Agreement as permitted by this Section, KCC will remain primarily responsible for the timely performance of all of its obligations hereunder. 10. ARBITRATION 10.1. if, at any time, there is a dispute, controversy or Claim each a "Dispute ") between the parties with respect to any matter arising out of or relating to this Agreement, then the party to the Dispute that wishes to initiate a resolution of the Dispute must give notice to the other party to the Dispute outlining the nature of the Dispute and the Confidential , Page 10 8/l8/2009 City of santa Ana — Exhibit P Copyright O 2006 — KCC Knowledge Computing (Canada) Limited 250 -14 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana [Exhibit F] resolution proposed by the claimant and requiring that such Dispute be resolved pursuant to this Part 10. 10.2. If a Dispute is not resolved between the parties within 30 days (or such longer period as is agreed to in writing by the parties to the Dispute) after the date of the notice pursuant to §10.1, either party to the Dispute will be entitled to refer the Dispute to arbitration in accordance with the domestic arbitration rules of the British Columbia International Commercial Arbitration Centre (collectively, the "Rules') as modified by the provisions herein, within 30 days after such date. The Dispute will be submitted to one arbitrator in accordance with the Rules. 10.3. The arbitration will take place in English in Vancouver, British Columbia. 10.4. Each party will accept the award or decision of the arbitrator as final and binding and will diligently act in good faith to do all that is necessary or advisable to be done by it to implement the award or decision. 10.5. A party who commences a legal proceeding in respect of an issue or Dispute that may be arbitrated under this Agreement, (a) will cause the proceeding to be stayed until the time during which an arbitration may be initiated has expired or, if an arbitration is initiated, a decision or award by arbitration is delivered or the arbitration has otherwise ended, and (b) will promptly discontinue the proceeding once the arbitrator's decision or award is given. 11. GOVERNING LAW 11.1. This Customer Support Agreement will be governed, construed and interpreted by the laws of the Province of British Columbia. 12. AMENDMENT 12.1. No modification or amendment to this Customer Support Agreement may be made unless agreed to by the parties hereto in writing. 13. SEVERABILITY 13.1. The invalidity of any provisions of this Customer Support Agreement or any covenant herein contained on the part of any party will not of %ct the validity of any other Provision or covenant hereto or herein contained. The parties will in good faith negotiate a mutually acceptable and enforceable substitute for any invalid provision or covenant, which substitute will be as consistent as possible with the original intent of the parties. 14. NON - WAIVER 14.1. The waiver or failure of either party to exercise, in any respect, any right provided for herein will not be deemed a waiver of any further right hereunder. Confidential Page 1 i City of Santa Ana- Exhibit F Copyright 0 2006 - KCC Knowledge Computing(Canada)Limited 250 -15 8/18/2009 . -. . Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana jMfbibit fj 15. ENTIRE AGREEMENT 15.1. This Customer Support constitutes the entire agreement between the parties hereto with respect to the licensing of the Software and supersede all prior letter of intent, arrangements, representations, warranties, statements, promises, information, arrangements and undertakings, whether oral or written, expressed or implied. 16. COUNTERPARTS 16.1 This Customer Support Agreement may be executed in counterparts, in original form or by facsimile, each of which will together, for all purposes, constitute one and the same instrument, binding on the parties, and each of which will together be deemed to be an original, notwithstanding that all of the parties are not signatories to the same counterpart. IN WITNESS WHEREOF the parties have executed this Agreement as of 20Q�. KC owledge Comput ling (Canada) Limited City of Santa Ana 1 Signiture: Signiture: ! By. Sun - I o tom By: Title: nn Title: Date: Date: 2,� Confidential Page 12 - 8/18/2009 City oFSanta Ana— Exhibit F Copyright A 2o06— KCC Knowledge Computing (Canada) Limited 250 -16 Agreement between KCC Knowledge Computing (Canada) Limited and City of Santa Ana [Exhlbit F] 17. SCHEDULE A -1 17.1. Supported Software 18. SCHEDULE A -2 18.1. Support service is for the following periods (See 2.1): 24 hours per day 7 days per week 18.2. Designated Individuals for Customer Support (Sec. 4.1.1): laJ. Designated Individuals for Authorizing Additional Extienditure rgea 2 en 19. SCHEDULE A -3 19.1. The Customer may submit Incident Reports to KCC via the following channels: Confidential Page 13 8/18/2009 City of Santa Ana - Exhibit F Copyright O 2006 - KCC Knowledge Computing (Canada) Limited 250 -17 250 -18 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AGREEMENT WITH GTSI CORPORATION TO DEVELOP COMMUNICATIONS PLANS FOR SOUTHERN PLANNING AREA CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2'd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of Council to execute the attached agreement with GTSI Corporation to provide administrative and technical planning support to the Southern Planning Area and develop emergency communications plans and protocols for the region in an amount not to exceed $2,143,028, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security has developed the Interoperable Emergency Communications Grant Program ( IECGP). The IECGP provides funds to emergency first responders to improve interoperable emergency communications, including communications in collective response to natural disasters, acts of terrorism, and other man -made disasters. The grant specifically provides funding for the creation of plans, protocols and procedures. The only eligible sub - grantees for the FY08 IECGP local awards are the recognized Urban Area Security Initiative's (UASI) within each of the four planning areas that are determined by the California Statewide Interoperability Executive Committee (CalSIEC). The City of Santa Ana continues to be designated as an Urban Area Core City and will handle grant administrative responsibilities in representing the CalSIEC's Southern Planning Area. Santa Ana will work in collaboration with cities and counties in the Southern Planning Area that include Imperial, Inyo, Los Angeles, Mono, Orange, Riverside, San Bernardino, San Diego, San Luis Obispo, Santa Barbara, and Ventura counties to implement complimentary plans, protocols and procedures for effective interoperable communications. 25P -1 FY 2008 IECGP Grant September 8, 2009 Page 2 Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The U.S. Communities Technology Services & Solutions Contract establishes Multi Interagency Cooperative Purchasing Agreements for Commodities, IT Goods & Services and Telecommunication Goods and Services. US Communities agreements are available to all governmental entities that expends public funds for the acquisition of both goods & services. GTSI is a provider of technology products, services, and solutions under the US Communities Contract. It is anticipated that the current scope of services developed by the consultant will differ or expand as the consultant coordinates planning meetings that seek stakeholder input from the jurisdictions in the Southern Planning Area. The final determination of these consulting services may be adjusted in writing, and executed by the City Manager, Chief of Police and by GTSI Corporation. FISCAL IMPACT Funds are available in the FY2008 IECGP Grant fund account 125 - 340 -6291. Paul M. Walters Chief of Police Police Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Mgt. Services Agency 25P -2 CONSULTANT AGREEMENT THIS AGREEMENT, made and entered into this 8t' day of September, 2009, by and between GTSI Corporation, a Virginia corporation (hereinafter "Consultant'), and the City of Santa-Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS A. City, acting through the Santa Ana Police Department in its capacity as a Core City and lead agency for the Anaheim / Santa Ana Urban Area under the FY07 Urban Areas Security Initiative ( "UASI "), has applied for, received and accepted a grant from the United States Department of Homeland Security, which developed the Interoperable Emergency Communications Grant Program (IECGP) to provide Rinds to emergency first responders to improve interoperable emergency communications, including communications in collective response to natural disasters, acts of terrorism, and other man-made disasters, by specifically providing funds for the creation of plans, protocols and procedures, hereinafter referred to as "the Grant ". B. The City desires to contract with an expert in the field of bringing the California Statewide Interoperability Executive Committee (Ca1SIEC) Southern Planning Area (SPA) initiative into compliance, as appropriate, with the California State Communication Interoperability Plan, National Emergency Communication Plan and related communication interoperability national best practices and lessons learned. C. Consultant represents that they have the necessary skills and experience to provide assistance in developing such public safety interoperable communications. D. Consultant has submitted a Proposal which identifies the scope, tasks and general time lines for providing the services and the costs thereof. E. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1, SCOPE OF SERVICES . Consultant shall provide Administrative Planning Support, Professional Staff Planning Support, and Technical Planning Support as required to the Southern Planning Area in accordance with Consultant's Proposal, attached hereto as Exhibit A, and incorporated by reference. All services required hereunder shall conform in all respects to standards for such public safety interoperable communications development issued by the U.S. Department of Homeland Security. Page 1 of 8 25P -3 The parties anticipate that additional planning meetings, training and exercises will be planned and executed during the term of this Agreement. The City Manager and Chief of Police for the City of Santa Ana are hereby authorized to approve such additional meetings, training and exercises, in writing, as they determine will fulfill the objectives of the Grant. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed $2,143,028.00 during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing the completion of milestones as set forth in Exhibit A, subject to City accounting procedures. Payment need not be made for work that fails to meet the standards of performance set forth in the Recitals that may reasonably be expected by City. 3. USE AND OWNERSHIP OF DOCUMENTS It is understood by and agreed to between the parties that all documents, outlines, materials distributed during classes, and any other written papers or materials prepared for the presentations hereunder, paid for with Grant funds, or composed utilizing information provided by Santa Ana, shall be the property of Santa Ana and shall be delivered to Santa Ana upon completion of the services hereunder. Santa Ana shall grant Consultant a license to utilize such property for its own business purposes so long as such use is not contrary to the interests of Santa Ana. 4. TERM This Agreement shall commence on the date first written above and terminate on satisfactory completion of all training and exercises and submission of required evaluation and After Action Reports to the City, which the parties agree should be substantially complete on or before August 13, 2010. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer - employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. Page 2of8 25P -4 G. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, agents, volunteers, and employees as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting there from and damage to property, resulting from any covered act or occurrence arising out of Consultant's operations in the performance of this Agreement. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting there from, and property damage, in the total amount of $1,000,000 per occurrence. Consultant shall supply City with a fully executed additional insured endorsement to be approved in form by the City Attorney. b. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. c. Professional Liability Insurance. Consultant shall provide professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim and not less than $2,000,000 annual aggregate. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled without thirty (30) days prior written notice to the City. Ten (10) days notice if cancellation is due to non - payment of premium. e. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Page 3 of 8 25P -5 7. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, and special counsel from liability for personal injury, or just compensation, arising out of claims for personal injury, including health, and claims for property damage, to the extent they arise from the negligent or willfiil misconduct in the performance of operations or errors or omissions of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement. Inasmuch as measures to prevent or mitigate the effect of any act or terrorism are unique to the act, and the actions that may be taken in controlling, preventing or suppressing acts of terrorism are unique to the act, Consultant is not responsible to City for designing or advising on or otherwise taking measures to prevent or mitigate the effect of any act of terrorism or any action which may be taken in controlling, preventing, suppressing or in any way relating to an act of terrorism. 8. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 10. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: Page 4 of 8 25P -6 To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 Telefacsimile (714) 647 -6956 With courtesy copies to: Santa Ana Police Department UASI / Homeland Security Division 60 Civic Center Plaza P.O. Box 1981 (M -97) Santa Ana, California 92702 Telefacsimile (714) 245 -8745 Attn: Enrique Esparza and City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 Telefacsimile (714) 647 -6515 To Consultant: Michael Hargrove GTSI Corporation 2553 Dulles View Drive, Suite 100 Herndon, Virginia 20171 Telephone (951) 693 -1810 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. Il.. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent Page 5 of 8 25P -7 with, or in addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 12. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 13. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement. 14. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. Page 6 of 8 eel 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ma and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17. CONSULTANT CERTIFICATIONS a. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by the City, the grant agency and/or their duly authorized representatives for a period of three (3) years from the termination of this Agreement. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Consultant shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Consultant shall make said documents, papers and records available to City and the agency from which City received grant fiends or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Consultant, upon request during usual working hours. b. Consultant shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. C. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Consultant agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. d. Americans with Disabilities Act of 1990 - (ADA) Consultant must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. e. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act ". f.. Civil Rights Compliance and Notification of Findings - Consultant will comply, and all its contractors (or subrecipients) will comply, with the nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended, 42 USC 3789 (d), or Page 7 of 8 25P -9 Victims of Crime Act (as appropriate); Title VI of the Civil Rights At of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non - Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Consultant makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Consultant will forward a copy of the findings to the City which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Ryan O. Hodge Deputy City Attorney CITY OF SANTA ANA, a municipal Corporation of the State of California DAVID N. REAM City Manager GTSI CORPORATION MICHAEL HARGROVE Tax ID# 25P -10 Page 8 of 8 25P -11 Customer Contact: Henry Esparta (714) 245 -8729 eesparza @santa- ana.org GTSI Contact: Michael Hargrove (951) 693 -1810 michael.hargrove @gtsi.com Date: July 31, 2009 GTSI Corp. 2553 Dulles View Drive Suite 100 Herndon, VA 20171 -5219 800- 999 -GTSI www.gtsi.coni Santa Ana Police Department Proposal for Interoperability Communications Consulting One Mission, Fours, EXHIBIT A This proposal includes data that shall not be disclosed outside Santa Ana Police Department and shall not be dnpliealed, user! or disclosed—in whole or in part for any purpose other than to einluare this proposal. If, however. a contract is awarded to this offeror as a result of--or hr connection with —the submission of This data, Santa Arra Police Department shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not linnit the Santa Ana Police Department right to rue ir{jonmt)on contained in this data i(it is obtained from another source without restriction. The data subject to this restriction are contained rise the sheets marked aine the follox i+rg legend: "Use or disclosure of the data contained on this sheet is subject to the restrictions or tire title page of this proposal - following 25P -12 .. , / f '�t L ` Santa Ana Police Department VJ L LNeroperabili(v Communications C011sultillg One mission. Yours. GTSI -09 -11453 0.0 Table of Contents 1 GTSI CORP ..................................................................................................................... ..............................1 I.1. T )Ir GTSI TEAM ...................... 2 DESCRIPTION OF WORK ....................................... ............................... ......1 2.1 UNDERSTANDING OF REQUIREMENTS 1 2.2 TASKS .......................... 2.3 DEI.IVERABLES ........................................................................................................... ..............................2 2.4 ACCEPTANCE CRITERIA ......................:.:.................................................................... ..............................5 2.5 TECHNICAL PROJECT ASSUMPTIONS .......................................................................... ..............................7 3 PROJECT PRICING ...................................................................................................... ..............................9 3.1 INVOICING SCHEDULE .......................... 4 PROJECT MANAGEMENT PLAN ............................................................................ .............................11 5 PERFORMANCE OF WORK ........................ ............................... ........,.......I1 5.1 ESTIMATED PERIOD OF PERFORMANCE ........................... 5.2 LOCATION OF WORK ....................... 1 1 5.3 HOURS OF WORK ..................... 11 6 CHANGE CONTROL ................................................................................................... .............................12 7 GENERAL ASSUMPTIONS ................................................ ............................... .... .............................12 GTSI Confidential and Proprietary. Use or disclosure of lire data contained on this sheet is subfect to the restrictions on the title page of this proposal. 25P -13 C j Sauld Ana Police Department Interoperabilily Communications Cortsulling Ono Misslon, Yours. GTSI -09 -11453 v3.0 1 GTSI CORP. GTSI is a recognized IT solutions leader, focusing exclusively on Federal Government, state and local governments, and large systems integrators worldwide. For more than 25 years, GTSI has been delivering maximum value to our clients by employing industry leaders, developing solutions to meet client - specific challenges, and by teaming with global IT leaders such as Microsoft, Cisco, Sun Microsystems, Symantec, HP, Veritas, Panasonic, and IBM. We combine our experienced engineers, broad range of products and services, and our extensive contract portfolio to best support our clients. 1.1 The GTSI Team GTSI provides a wide range of professional services in support of enterprise software, enterprise storage, enterprise servers, networking and communications, mobile and wireless and physical security. GTSI engineers provide our clients with the expertise necessary to design, build, and maintain complex network infrastructures in support of today's information dependent applications. Our technical experts assess, design, implement, and manage IT infrastructure solutions that provide consolidated environments that support critical data flows over multiple networks. The GTSI Focused Partner Program is a direct result of our experience in providing IT solutions to the government for more than 25 years. To provide total IT solutions, we have formed partnerships with product vendors and professional services providers that meet exacting criteria in providing the best support to our clients. We engage partners that share the GTSI vision to provide products, services, and complete solutions who not only understand our client's missions, but the regulations, qualifications, clearances, budgets, deadlines, and metrics behind them as well. For this effort, GTSI is teamed with Wilidan Homeland Solutions, Anaheim, CA, (herein called "the GTSI Team ") to provide the subject matter expertise required for this effort. 2 DESCRIPTION OF WORK 2.1 Understanding of Requirements Our understanding of the California Statewide Interoperability Executive Committee (CalSIEC) Southern Planning Area (SPA) initiative is to bring the planning area into compliance, as appropriate, with the California State Communication Interoperability Plan, National Emergency Communication Plan and related communication interoperability national best practices and lessons learned. Additionally, to position the planning area for future Homeland Security grant funds. The support for this effort requires provision of administrative, planning and technical support to the twelve operational areas and Urban Area Security Initiatives. The GTSI Team's Communication and Technology approach to public safety interoperable communications includes attention to the three critical issues of. -1- GTSI Confidential and Proprietary. Use or disclosure of rite data contained on this sheet is subject to the restrictions at the title page of this proposal. 25P -14 1671 j Santa Ana Police Department {, ` W-d g , Interoperabililt, Coninrnnicallons Cauulling one Mission. Youts. GTSI- 09 -114S3 0.0 • Governance: Leadership, Guidance, Support, Policies & Funding • Operations: Usage, Procedures, Training & Exercises • Technology: Requirements, System Design, Deployment & Tools 2.2 Tasks The GTSI Team will provide the following services: Provide Administrative Planning Support to the Southern Planning Area Provide administrative staff support to serve as the Point of Contact (POC) for the CaISIEC Southern Planning Area (SPA). • Provide an onsite administrative support person for the CaISIEC Southern Planning Area to: • Serve as the Point of Contact (POC) for the CaISIEC Southern Planning Area. • Schedule meetings and meeting locations. • Create and distribute meeting agendas. • Collect and distribute meeting minutes. • Handle inquiries from the public and jurisdictions and maintain liaison with CaIEMA. • Provide related administrative support functions; creating and maintaining files and documents. • Provide UASI Tactical Interoperable Communication Plan data collection, collation and distribution, e.g. CASM. Provide Professional Staff Planning Support to the Southern Planning Area The Department of Homeland Security has required that in order to be eligible for future Homeland Security Grant funds all California UASI (Urban Area Security Initiative) regions must be covered under a Tactical Interoperable Communications Plan (TICP). The contractor is to provide professional staff support to the SPA and its established UASIs to establish SPA governance procedures and to ensure conformance of locally generated TICPs to the California Statewide Communications Interoperability Plan (CaISCIP) and the National Emergency Communications Plan (NECP): • Develop and present for adoption Governance Documents for the Southern Planning Area that comport to the Charter and Governance Documents under development for Ca1SIEC Develop and present for adoption regional utilization plans for the Interoperability Channels in the VHF -Low (30 -50 MHz). VHF -High (150 -160 MHz), UHF (450 -512 MHz), 700 MHz and 800 MHz bands, including technical inventories of existing Base / Mobile Relay resources within the SPA operating area and Standard Operating Procedures for their use Assist the established Urban Areas (Anaheim/Santa Ana, Los Angeles /Long Beach. and San Diego) in revising their established and approved 2006 TICPs to comport to the CaISCIP and NECP. -2- GTSI Confidential and Proprietary. Use or disclosure of the data contained on this sheet is subject to the resiriclioln on the title page of this proposal. 25P -15 X-7j, �Sj SaulaAna Police Deparintent � L. Interoperabilily Communicalions Consulting one mission. YOUrs. GTSI -09 -11453 0.0 Develop and present for adoption various documents for inclusion as regional input to the California Interoperability Field Operations Guide (1 -FOG) Develop an inventory of current agencies using CALSIEC- controlled interoperability channels between 30 - 869 MHz within the SPA, including the status of FCC licenses or applications for these agencies. In concert with task (e.) above, assess the readiness of agencies operating on Interoperability channels between 150 - 512 MHz to migrate to narrowband operations, and develop and present for adoption a transition plan for operations on interoperability frequencies between 150 — 512 MHz to conform to the FCC's mandate for narrowband (12.5 kHZ bandwidth) operations prior to January 1, 2013. Provide Administrative Planning Support to the Los Angeles/Long Beach UASI • Provide at least one full time equivalent position to the Los Angeles/Long Beach UASI to serve as administrative staff and support to the development of the Los Angeles Regional Interoperable Communications System (LA RIGS) Project, including the integration of the Los Angeles Regional Tactical Communications System (LARTACS). • Provide an administrative support person for the Los Angeles /Long Beach Urban Area Security Area to: • Serve as the Point of Contact (POC) for the Los Angeles /Long Beach Urban Area Security Area. • Schedule meetings and meeting locations. • Create and distribute meeting agendas. • Collect and distribute meeting minutes. + Handle inquiries from the public and jurisdictions and maintain liaison with California Southern Planning Area. • Provide related administrative support functions; creating and maintaining files and documents. + Provide UASI Tactical Interoperable Communication Plan data collection, collation and distribution, e.g. CASM. Provide Technical Planning Support to the Riverside Urban Area UASI Organization As a newly designated (2008) Urban Area Security Initiative region, the Riverside Urban Area (generally consisting of the "Inland Empire" areas of Riverside and San Bernardino Counties) requires planning and writing assistance in the development of their interoperability governance and Tactical Interoperability Communications Plan. This plan will identify the interoperability resources of the two Operational Areas (Riverside and San Bernardino Counties), as well as the eighteen cities and one Indian reservation that are within the Riverside UASI region. The plan will need to be consistent with the TICP plans of the other Operational Areas within the State and identify both equipment and procedural capabilities and deficiencies. -3- G7Sl Conjldendal and Proprietaq. Use or disclosure of the data contained on this sheet is subject to rile restrictions oil the rule page of this proposal. 25P -16 SIR Santa Ana Police Department C`JJ Interoperablilty Communications Consulting One Mission. Yours. GTSI -09 -11453 0.0 The planning, writing and development of the plan will require the direct coordination and contact between the consultant, the Riverside UASI, agencies within the Riverside UASI, and the two Operational Areas (Riverside and San Bernardino). The consultant will also ensure that the data necessary for entry into the CASM Database will reflect the Riverside UASI, and the two Operational Areas, The Contractor will assist the Riverside UASI as necessary in the development and writing of TICP related governance structures, SOPS and MOUs to complete the regional TICP and ensure that interoperability resources are entered into the CASM Database. Contractor deliverables will include a DHS compliant TICP for the Riverside UASI and the two Operational Areas. Provide Technical Planning Support to the Inyo, Mono, Riverside, San Bernardino, San Luis Obispo, Santa Barbara, and Venture Operational Areas The State of California has required that all California Operational Areas (a County and all of its political subdivisions) be covered under a Tactical Interoperable Communications Plan (TICP), and to enter their interoperability resource inventory information into the CASM Database in order to be eligible for future Homeland Security Grant funds. In 2006, plans were developed and approved under the UASI program to cover the jurisdictions in Los Angeles, Orange, and San Diego Counties (Imperial County is included in the San Diego Urban Area TICP). The Inyo, Mono, Riverside, San Bernardino, San Luis Obispo. Santa Barbara, and Ventura Operational Areas are developing TICPs. The Contractor will be required to assist these Operational Area organizations as required (including the development of TICP related governance structures, SOPs and MOUs) to complete their TICPs and ensure their interoperability resources are entered into the CASM Database. Provide Technical Planning Support to Tribal and Non - Governmental Entities to Facilitate Interoperable Communications with Public Safety Agencies The consultant will assist tribal and nongovernmental entities in identifying interoperable communication pathways and solutions to facilitate communications with public safety agencies. Provide Technical Planning Support to Develop End User Interoperable Communications Training Curriculum • Working with the State of California's staff who will be addressing training gaps at the statewide and regional levels, identify existing interoperable communications training programs for end users (first responder and communications center personnel) within the Planning Area and develop curriculum to address training gaps. • Working with the State of California's staff, develop, administer, and evaluate exercises to validate regional agreements and SOPS. -4- GTSI Confidential and Proprietary. Use ar disclosure of the data contained on this sheet is subject to the restrictions on the tide page of this proposal. 25P -17 gtsi. Ono Mission. Yours. 2.3 Deliverables Saida Ana Police Deparl►nent I» teraperabilitp Communications Co►tsnlling GTSI -09 -11453 v3.0 rrolecr management Flan completed and approved. September 21, 2009 Administrative support person for the CaISIEC Southern Planning September 28, 2009 Area on site. Administrative support person for the Los Angeles/Long Beach September 28, 2009 UASI on site. Develop and facilitate the adoption of governance structures, ; April 30, 2010 processes and procedures for the SPA (Compliant with SAFECOM Governance Recommendations and CaISIEC), Final report on SPA Governance submitted. Conduct an inventory of existing vase,/ mobile gateways within the June 4, 2010 SPA operational areas and existing standard operational procedures for their use. Final written inventory submitted. Develop an inventory and utilization plan for VHF.(high and low), June 11, 2010 UHF, 700 and 800 MHz bands currently being used as interoperability channels in each of the SPA operational areas. Final report on inventory and utilization plan submitted. Develop an inventory of current agencies using CaISIEC controlled June 18, 2010 interoperability channels between 30 -869 MHz to include the channel FCC license or application status for each of the agencies. Final report on inventory submitted. Develop an inventory of agencies using interoperability channels . June 25, 2010 between 150 -512 MHz capable of migrating to narrowband operations. Final Report on inventory submitted. Develop a transition plan for each of the identified SPA July 9, 2010 interoperability channels between 150 -512 MHZ to conform to the FCC narrowband operation by January 1, 2013. Final Transition plan submitted. Provide technical planning support to Tribal and Non July, 15, 2010 governmental entities (number of entities not to exceed (7)) within . the SPA to facilitate interoperable coin munications with public safety agencies by assisting those entities in identifying interoperable communication pathways and potential solutions. Final report on identified communication pathways and potential solutions submitted. -5- GTSI Confrdemial and Proprietary. Use or disclosrare of the data contained ou this sheet is subject to the restrictlons wi rlre title page ojtl:is proposal. 25P -18 gtst. Ono M"041. Yours. Shona Ana Police Department Interoperabillfi' Conimutticatiotts Constrllitig GTSI -09 -11453 0.0 Develop and present to the SPA for adoption, various documents July 24, 2010 for inclusion as regional input to the California Interoperability Field Operations Guide (I -FOG). Number of individual documents not to exceed (6). Conduct assessment and gap analysis of each established Southern July 24, 2010 Planning Area Urban Area Security. lnitiatives Tactical Interoperable Communication Plan (TICP) incompliance with Ca1SCIP. and NECP. Report of Findings Submitted. Final report on Assessment and Gap Analysis submitted. Assist with the development of the Riverside /San Bernardino. July 30, 2010 UASI Tactical Interoperable Communication Plan that is compliant with Department of Homeland Security SAFECOM Guidelines. Final report on UASI TICP compliance submitted. Assist with the development of the Inyo Operational Area UASI July 30, 2010 Tactical Interoperable Communication Plan that is compliant with Department of Homeland Security SAFECOM Guidelines. Final report on UASI TICP compliance submitted. Assist with the development of the Mono Operational Area UASI July 30, 2010 Tactical Interoperable Communication Plan that is compliant with Department of Homeland Security SAFECOM Guidelines. Final report on UASI TICP compliance submitted. Assist with the development of the San Luis Obispo. Operational July 30, 2010 Area UASI Tactical Interoperable Communication Plan that is compliant with Department of Homeland Security SAFECOM Guidelines. Final report on UASI TICP compliance submitted. Assist with the development of the Santa Barbara Operational Area , July 30, 2010 UASI Tactical Interoperable Communication Plan that is compliant with Department of Homeland Security SAFECOM Guidelines. Final report on UASI TICP compliance submitted. Assist with the development of the Ventura Operational Area July 30, 2010 UASI Tactical Interoperable Communication Plan that is compliant with Department of Homeland Security SAFECOM Guidelines. Final report on UASI TICP compliance submitted. Conduct an assessment and gap analysis of SPA interoperable August 6, 2010 communication training programs for end users (first responders and communication center personnel) for each Operational Area. Final report on assessment and gap analysis on Training submitted. Develop training curriculum to address identified interoperable August 13, 2010 communication (number of curriculums not to exceed (5)) training gaps. Final Report on Training Curriculum Development submitted. -6- GTSI Confhdential and Proprietwy. Use or disclosure of the data contained on this sheer is subject to the restrictions on the title page of this Proposal 25P -19 C L, Santa Ana Police Departinew ti7 Interoperabilllr Communications Consulting one Mission, Yours. GTSI -09 -11453 0.0 In concert with the State of California develop, administer and August 13, 2010 evaluate exercises to validate regional interoperable communication standard operation procedures and agreements (number of exercises TBD). Final report on Exercises submitted. 2.4 Acceptance Criteria Completing the project in a timely manner will require a rigorous deliverable and review process. The GTSI Team assumes that the following process shall be employed: • Interim reports, drafts, status reports, memos, collections of data, and other such working documents may be requested of or provided by the GTSI Team, however, only those items listed in the Deliverables List above shall be subject to this process of review and approval. • The GTSI Team Project Manager shall submit the specified deliverables to the SPD for dissemination and review.. • Comments on a deliverable will be submitted to the SPD who shall develop one set of coordinated comments for presentation to the GTSI Team Project Manager. • The consolidated comments for each deliverable shall be submitted to the GTSI Team Project Manager within ten business days of receipt of the draft deliverable. • GTSI Team shall have five (5) business days to address the comments on the deliverable and submit the final document unless otherwise identified in the schedule. The SPD will review the revised draft to confirm that all of the comments were properly addressed. This review will be limited to comments made on the initial draft. Additional or new comments made on the revised draft may be subject to change control. • If the SPD has not provided comments on the revised draft within ten business days, the deliverable shall be considered accepted and complete. • An acceptance certificate shall be submitted with each final deliverable for the Southern Planning Project Director's (SPD) signature. • Upon acceptance, an invoice shall be delivered to the GTSI Program Manager or designee, due thirty days from receipt. • Unless otherwise specified, each final deliverable shall consist of one professionally bound hardcopy and one electronic copy delivered to the SPD via email or CD. • Upon delivery and acceptance of all project deliverables to the SPD, the project will be deemed complete. The GTSI Project Manager will supply a form upon completion for the signed acceptance of this project. 2.5 Technical Project Assumptions Completing the project in a timely manner will require a rigorous deliverable and review process. Our statement of work is based on the following key assumptions and project acceptance process: • The Ca1SIEC Southern Planning Area shall designate an individual to serve as the Southern Planning Area (SPA) Project Director (SPD) representing tine CA Southern Planning Area and participating jurisdictions/agencies. The SPD will be authorized to make decisions on behalf of the CA Southern Planning Area and participating 1WR GTSI Con fdemial attd Proprietary. Use or disclosure of the data cowained on this sheet is subject to the restrictions wt the title page of this proposal. 25P -20 gt%. one Mission, Yours. Santa Aan Police Department Interoperabili(v Communications Consulting GTSI -09 -11453 v3.0 jurisdictions /agencies and to provide direction to the GTSI Team Project Manager as needed. This individual will be responsible for making a final determination of needs, capabilities and requirements in the event that members and/or representatives of the CalSIEC Southern Planning Area are unable to reach a consensus. This level of authority is needed to help the project to be completed within the desired time frame. • For pricing purposes, the project start occurs on Monday, August 17, 2009 and ends on Monday, August 16, 2010. • The SAD shall grant the required access and credentials to allow GTSI Team representatives to work on -site at participating jurisdictions and agency locations, when needed. • The SPD shall identify the appropriate individuals to participate in meetings and data - gathering sessions and, to the extent possible, provide the coordination necessary with jurisdictions to facilitate the time - allocations required to allow jurisdictions /agencies participation in these critical roles. • Our team expects significant interactions with the participating members of the CA Southern Planning Area through a variety of meetings. Given the importance of these meetings, and their impact on the anticipated schedule, we have made several key assumptions: • The SPD administrative support staff shall be responsible for communicating meeting schedules and coordinating meeting logistics (i.e. providing meeting rooms, laptop projectors, conference phones). • It is assumed that 100% attendance of jurisdictions and participating agency members at each of the meetings may not be achievable but that those members present shall be vested with the authority to approve any meeting action items or plans. • It is further assumed that multiple meetings on a singular set of topics shall not be required to accommodate various jurisdictions and participating agency member schedules. • Given the importance of this effort, we assume that members of the CA Southern Planning Area and participating jurisdictions and agencies shall provide requested information in a timely manner. The GTSI Team Project Manager shall identify information needs for the group and establish deadlines for submitting this information for GTSI Team's use in the analysis and development of applicable plans and documents. • We assume that each Operational Area has current operational and system documentation available, including detailed information on each agency's radio systems, sites, and related information and access to Tactical Interoperability Communication Plan (TICP) standards and guidelines. • The CaISIEC Southern Planning Area and member jurisdictions and agencies are responsible for all permits, licenses, leases, and any other requirements that enable the use of selected sites, frequencies, and /or equipment for the system design. These fees, if necessary, are not included in this proposal. • The GTSI Team has identified the requirement to access the following materials, resources, and information in order to complete the services and tasks identified above. This list is not meant to be comprehensive of all materials, resources, and information, -8- GTSI Confidential and Proprietmy. Use or disclosure of the data contained on this sheel is snbjecl to the restrictions on the title page of this proposal. 25P -21 Z 71 �C ` Santa Ana Police Deparbnetn v7 � htteroperabililr Communicatlons Constr/ting one M iss!on. Yours. GTSI -09 -11453 0.0 but is meant to indicate the nature of the items to which the GTSI Team will require access: • Access and credentials to allow GTSI Team representatives to work on -site at SPA agency locations, when needed. • All available contact information for public safety departments, jurisdictions, and disciplines, as well as any other radio- enabled organizations and vendors within the SPA. This information shall include locations, point of contact, and appropriate contact information, i.e., email address, phone numbers, person names, position, and title, if known. • Authorizations identifying the GTSI Team as an authorized agent of the SPA, all applicable approvals for inquiries and collection of public safety sensitive data, member organization name, and jurisdiction. 3 PROJECT PRICING The total project price is offered on a firm fixed basis for a total of $2,143,028.00 for the work specifically defined herein. A performance bond is included in this pricing. Should any additional services be required for the scope within this proposal or that are outside of the scope of this proposal Santa Ana Police Department shall execute a Change Order according to the process listed in Section (6) below. 3.1 Invoicing Schedule GTSI will invoice Santa Ana Police Department for the professional services outlined within this proposal as each deliverable is received by the California Southern Planning Area (SPA). A list of the milestones /deliverables for the project and the associated fee for each is presented in Table 1 below. An acceptance certificate will be submitted with each final deliverable for the SPA's signature. Each deliverable will be considered complete upon the SPA's signature of its associated acceptance certificate. 'Nl�les #one lDeliveraltic; Planned ' Acee' Pr�GC �.. .fence Dote Project Management Plan and Project Manager 8/24/2009 $ 95,480 57' Administrative Support on site (CaISIEC SPA and Los Angeles/Long Beach ) 9/18/2009 $ 290,347.22 SPA Governance Structure Developed and approved b Client 12/2/2009 $ 105,251.57 SPA Governance processes and procedures approved by client 3/28/2010 $ 105,251.57 Inventory of SPA operational areas gateways and related standard operational procedures submitted 6/4/2010 $ 114,018.04 GTV Confidential and Proprietary. Use or disclosure of the data contained on this sheet is subject to rite restrictions on the title page of this proposal. 25P -22 gtsL. No MIsslon. Yours. Santa Ana Police Department Interoperabilitp Communications Cotnsttlting GTSI -09 -11453 n3.0 Inventory and utilization plan for VHF (high and low), UHF, 700 and 800 MHz bands currently being used in each of the SPA Operational Areas as 6/11/2010 $ 114,018.04 interoperability channels submitted Inventory of agencies within the SPA using CaISIEC controlled interoperability channels between 30 -869 MHz with status of FCC licenses 6/18/2010 $ 114,018.04 submitted Inventory of agencies with the SPA using interoperability channels between 150 -512 MHz that conform to narrowband migration and 6/25/2010 $ 114,018.04 ppqration submitted Transition plan for SPA interoperability channels between 150 -512 MHz that conform to FCC 7/9/2010 $ 114,018.04 narrowband requirements submitted Provide technical planning support to Tribal and nongovernmental agencies within the SPA to identify interoperable communication solutions. 7/15/2010 $ 114,018.04 Report on identified pathways and potential solutions submitted Develop and present to the SPA for adoption, various documents for inclusion as regional input to the California Interoperability Field Operations 7/24/2010 $ 48,158.55 Guide (I -FOG). Number of individual documents not to exceed 6 Assessment and Gap Analysis Report on each established SPA UASI TICP. Report on findings 7124/2010 $ 48,158.55 submitted Riverside /San Bernardino UASI TICP compliance report submitted 7/30/2010 $ 48,158.55 Inyo Operational Area UASI TICP compliance re rt submitted 7/30/2010 $ 48,158.55 Mono Operational Area UASI TICP compliance re rt submitted 7/30/2010 $ 48,158.55 San Luis Obispo Operational Area UASI TICP cam fiance report submitted 7/30/2010 $ 48,158.55 Santa Barbara Operational Area UASI TICP rn compliance report submitted 7/30/2010 $ 48,158.55 Ventura Operational Area UASI TICP compliance report submitted 7/30/2010 $ 48,158.55 GYSl Confidential and Proprietaty. Use or disclosure of the data contained on this sheet is subject to the restrictions on the tide page of this proposal. 25P -23 ii 7s Santa Ana Police Department Lnteroperabilitr Comnittnicallotts ConsulBug one Misslon. Yours, GTSI -09 -11453 v3.0 Assessment and Gap Analysis report of SPA interoperable communication training program for 8/6/2010 end users. Report on findings submitted Develop training curriculum to address interoperable communication training gaps. Report 8/13/2010 F92,749.80 submitted on curriculum -exercises Develop, administer and evakrat with State of CA to validate regional interoperable communication procedures and directives. (number 8/13/2010 $ 92,749,80 of exercises not to exceed (8)). Report on findings submitted Travel 8/13/2010 $ 199,071.05 Total of Milestones $ 2,143,028.00 4 PROJECT MANAGEMENT PLAN GTSI will monitor all aspects of the contract, from initiation of a task to final solution delivery, while maintaining open communication channels between Santa Ana Police Department staff, management, and project personnel. The GTSI Project Manager ( "GTSI PM") will work with project leads to ensure that the project is completed on -time with appropriate personnel. Using a work breakdown structure method to prepare and monitor task deliverables, the GTSI PM will execute based on a current, detailed overview of the work requirements of the project's task areas at all times. 5 PERFORMANCE OF WORK 5.1 Estimated Period of Performance Information provided by the Santa Ana Police Department indicates an estimated project start date of Monday, August 17, 2009 and the project is scheduled to end on Monday, August 16, 2010. The project schedule will be further defined with the Project Manager post -award and upon delivery of the project management plan. Post award, the GTSI Project Manager will work directly with the Santa Ana Police Department POC to establish/confirm delivery dates for the professional services outlined within this proposal. 5.2 Location of Work Work on this effort will be primarily performed at the Santa Ana Police Department designated location. Portions of the work associated with this proposal may need to be completed at a GTSI subcontractor facility. 5.3 Hours of Work Work may be performed at the Santa Ana Police Department site from 8:OOA.M. to 5:OOP.M, excluding all observed Federal holidays. Any required weekend or non - business hour work may - 11 - GTSI Confidential and Proprietary. Use or disclosure of the data contained oa this slreel is subJect to rile resIdello rs on the iUle gage of this proposal. 25P -24 r gt�0 Santa rina Police Department �7 Interoperabillll, Communications Cottsulling ono M;Sslon.Y00C5. GTSI -09 -11453 v3.0 require additional funding or may incur higher billable rates and must be coordinated through the GTSI Team with a modification of this proposal prior to execution. 6 CHANGE CONTROL The pricing and project schedule are based on project scope. Any changes to the project scope after contract award are subject to GTSI's Change Control Process as managed by the GTSI PM. All changes will be agreed to in writing and approved by GTSI and Santa Ana Police Department prior to any work force efforts. Should GTSI or Santa Ana Police Department want to change any Task, Deliverable, or Acceptance Criteria, the GTSI PM will follow standard change control procedures. GTSI will complete all work authorized under change control on a time- and - materials or fixed -price basis, dependent upon which contract type is most appropriate. Time and Materials will be charged at GTSI's then current rates. The objectives of change control are to: • Assess the impact of scope changes on project schedules, resources, and pricing. • Provide a formal vehicle for approval to proceed with any changes to the scope of work of this proposal. • Provide a record of all material changes to the original proposal. If GTSI or Santa Ana Police Department requests a change impacting the cost of or time for performance, as determined by GTSI in its sole discretion, GTSI and Santa Ana Police Department will review the request through our change control process set forth in the proposal and subsequent contract award. For each change, GTSI will complete a change request form and provide the completed form to Santa Ana Police Department. Both GTSI and Santa Ana Police Department will approve the change request detailed in the form, including the impact of the request on the schedule,- resources, and the price of the project, before GTSI will make then enact the request. When Santa Ana Police Department accepts the Change Form, Santa Ana Police Department will modify its purchase order and such other documents as requested by GTSI, when applicable. If Santa Ana Police Department does not accept the request, including the impact on the schedule, resources, or price, then the Parties will complete their obligations with respect to the project as set forth in this proposal. 7 GENERAL ASSUMPTIONS The information in this document is based on the most recent information available to the GTSI team. The scope of work and associated costs in this document may be adjusted should new or more detailed information become available regarding the project. The most recent Proposal at the time of contract will govern performance. The information provided in this document is based on customer specification and requirements provided by the Santa Ana Police Department, and are developed based on and in accordance with the OEM specifications. -12- GTSI Confidential and Proprietatp. Use or disclosure of the data contained on this sheet is subject to the restrictions on the title page of this Proposal. 25P -25 d gm. One Mission. Yours. Santa Tina Police Department Interoperabllipy Communications Consulting GTSI -09 -11453 v3.0 • No members of the GTSI team, unless specified elsewhere in this proposal, are required to hold current and active security clearances or citizenships to assist in execution of this project. • Santa Ana Police Department will provide the GTSI team with an onsite contact for the duration of the project. • Santa Ana Police Department will provide the GTSI team with adequate security access to perform the project, including facility access, network access and device access. • Santa Ana Police Department will provide the GTSI team with adequate documentation to perform the project, including facility diagrams, network diagrams and configurations and device diagrams and configurations. • When required, Santa Ana Police Department will provide the GTSI team timely access to appropriate resources within the Santa Ana Police Department facilities, including, but not limited to: related employees, vendors, developers, consultants, work space, training space, staging space, hardware, software, network connections, test data and live data. Any material delay in providing such reasonable accommodations shall be considered a delay on the part of the Santa Ana Police Department. • Santa Ana Police Department will ensure that adequate HVAC is in place to support standard working conditions and the operation of the installed Hardware /Software. • Santa Ana Police Department will provide information as requested by the GTSI team in a timely fashion, including completing and returning all GTSI - provided templates. The GTSI team will not be responsible for any delays caused due to failure by Santa Ana Police Department to supply information requested by the GTSI team for this project. Any down time not the fault of the GTSI team will be billed in addition to the price proposed. • This proposal is valid for a period of thirty (30) days from receipt of proposals. • Santa Ana Police Department authorizes the use of the GTSI Subcontractor named in this proposal • Santa Ana Police Department authorizes the OEM products and solution proposed as per Client requirements. • GTSI assumes that all information contained within the proposal to be true and correct to the best of the knowledge of GTSI and all partners. Based on that assumption, pricing is being provided as per the requirements. If during the performance of this contract any discrepancies are identified, GTSI may choose to accept the additional work or submit a change order proposal to the Government. • All deliverables will be set up with a corresponding schedule or as set forth within the proposal. GTSI will make every effort to deliver within the timeframe as set forth. If, however, there are unexpected changes made by the Government that impede the schedule, GTSI will be forced to request an extension to the period of performance. If delay is more than three (3) days, such delay may result in a request for additional compensation for delay of performance. • All requests for Modifications or Changes Orders shall be submitted in written form and be mutually agreed upon prior to execution. -13- GTS1 Cofdential and Proprietary. Use or disclosure of the data contained on this sheet is subject to the restrictions on the title page ojfhis proposal. 25P -26 ' 1 0 Santa Ana Police Department `UJ L. hiteroperabililY Communications Consulting Ono Mission. Yours. GTSI -09 -11453 0.0 • GTSI assumes that reports and /or deliverables (except as noted within our technical proposal) will be submitted in electronic format. Formal, bound reports are not included in the Proposal price. Should requirements arise for the submission of formal, bound reports, GTSI shall propose subsequent pricing as appropriate. • The GTSI proposal is dependent upon deliverables being received and reviewed within ten (10) business days. Delays beyond ten (10) business days, unless agreed to prior to deliverable submission, shall be considered delays on the part of the Government. GTSI may seek compensation for these delays. • Deliverable Acceptance Process. Due to the nature of a firm fixed price contract, written deliverables shall be delivered to the Contracting Officer's Representative (COR) by GTSI in accordance with the time frames set forth in this proposal. Prior agreement regarding written deliverable content and format shall precede performance and shall govern acceptance of the final written deliverable. At the completion of the Government's review (within the time frame specified herein), the COR will promptly provide a single, conclusive, integrated set of consolidated comments to the GTSI Project Manager within 10 days (or as otherwise mutually agreed in advance) after receipt of each deliverable. If any comments identify changes desired by the COR, which do not constitute errors or omissions based on the requirements provided to GTSI by Santa Ana Police Department, COR acknowledges and agrees that any change requested may result in an upward or downward equitable adjustment in the contract price, delivery schedule, timeframe for performance, or other affected terms of the contract. Such changes may not be made unilaterally by the COR, but rather as mutually agreed to by the parties. GTSI shall be entitled to seek an equitable adjustment and COR agrees to modify the contract accordingly. • Each deliverable shall be presumed accepted ten (10) days after receipt by the COR, unless the COR otherwise notifies GTSI of nonconformance. • The GTSI offer is limited to only those areas that are proposed. • Requests by GTSI for resources and/or meetings will be acknowledged by an authorized representative of Santa Ana Police Department to include an estimate of time required to make available the requested resources should resources be required. • All meetings involving GTSI shall be conducted at mutually agreed times and locations between Santa Ana Police Department and GTSI without unreasonable delay. Both Parties will make available appropriate personnel to provide maximum value to the meeting. • Any modifications proposed to the scope within this proposal must be negotiated and approved by both parties in writing prior to work continuing. • All support and deliverables will be provided in United States English. • GTSI assumes that there will be only one Santa Ana Police Department Project Coordinator assigned to lead each task order and who will enjoy full support from Santa Ana Police Department senior management. Under this arrangement it is assumed the appropriate Santa Ana Police Department personnel will be available on a timely basis to work with GTSI representatives, and that management will provide authority to the Santa -14- G7S1 Confidential and Proprietary. Use o:• disclosure of the data contained on this sheet is subject to the restrictions or lire title page of this proposal 25P -27 Santa Asia Police Departatetil Interoperabilili, Communications Consulting ono Mission. Yours. GTSI -09 -11453 0.0 Ana Police Department Project Coordinator sufficient to support the full scope of the project. • Any enhancements to, or modifications of, any software or hardware utilized in the support of the project not covered in this proposal will be negotiated as a separate price. • Should the engagement terminate early for any reason whatsoever prior to completion of the GTSI Services, notwithstanding which party terminates, Santa Ana Police Department agrees to pay GTSI for all GTSI Services performed by the GTSI Team in accordance with the proposal, either invoiced or to be invoiced but to date unpaid (fees, expenses, milestone payments), up to the effective date of termination. • Personnel Security Requirements: Upon award, DD254 documentation, if required, should be forwarded to the GTSI Facility Security Office. All other clearance documentation or requests can also be forwarded to the Facility Security Office. Email: security.clearance.office a, Yts� i Address: 2553 Dulles View Drive Suite 100 Herndon, Virginia 20171 -5219 Attn: Facility Security Office Telephone: 703- 463 -5136 • Please be advised that only a GTSI Contract Manager has the authority to negotiate changes to price, performance, deliverables, schedules, specifications, or terms outlined in this proposal. Furthermore, the GTSI Contract Manager will finalize all proposals for signature by the Director of Contracts. -15- GTSI Confidential and Proprietaty. Use or disclosure of the data contained on this sheet is subject to the restrictions on the title page of this proposal. 25P -28 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: VALLEY OAK SYSTEMS AGREEMENT AMENDMENT a-- . 12 (2- CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Approve and authorize the City Manager and the Clerk of the Council to execute the First Amendment to the Valley Oak Systems Agreement in an amount not to exceed $60,000 during the first year. The term may be extended for up to five additional one -year periods in an amount not to exceed $45,000 annually. DISCUSSION The City has utilized the services of Valley Oak Systems (VOS) since March 16, 1999 for the processing of workers' compensation and liability claims. The first amendment to the Valley Oak Systems Software License, Service, and Maintenance Agreement reaffirms the amount of the annual maintenance fees. The amendment also includes the provision of a new module designed to assist the City in complying with Medicare and Medicaid reporting requirements. 25Q -1 Valley Oak Systems Agreement Amendment September 8, 2009 Page 2 FISCAL IMPACT Budgeted funds are available in the FY 2009 -2010 Workers' Compensation Contractual Services Account (account no. 82- 178 -6291) and the Liability and Property Insurance Contractual Services Account (account no. 80 -180- 6291) . a Kathie Gonzalez Executive Director Personnel Services Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 25Q -2 FIRST AMENDMENT TO VALLEY OAK SYSTEMS SOFTWARE LICENSE, MAINTENANCE AND SUPPORT AGREEMENT THIS FIRST AMENDMENT, made and entered into this 8ffi day of August, 2009, by and between, VALLEY OAK SYSTEMS, INC., ( "VOS ") and the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "City "), collectively referred to herein as "the Parties ". RECITALS A. The Parties entered into that certain agreement entitled "SOFTWARE MAINTENANCE AND SUPPORT AGREEMENT ", dated February 20, 2007, (hereinafter "said Agreement "), for maintenance and support services for the VOS workers' compensation and liability claims software utilized by the City's Personnel Agency, Risk Management Division. B. The Parties now desire to amend said Agreement to provide continuous service under the terms of said Agreement and to include the provision of a new module designed to assist the City in complying with Medicare and Medicaid reporting requirements. WHEREFORE, in consideration of the mutual and respective covenants and promises hereinafter contained and made, and subject to all of the terms and conditions of said Agreement as hereby amended, the parties hereto do hereby agree as follows: 1. Section 1, MAINTENANCE AND SUPPORT SERVICE, shall be amended to add subsection "e ", which shall read: "VOS shall provide its CMS Module which allows the City to comply with Medicare and Medicaid reporting requirements, as set forth in Exhibit A -1, attached hereto and incorporated by this reference." 2. Section 3.a, TERM AND TERMINATION, shall be amended to extend the term for an additional one -year period, through September 30, 2010. The term maybe extended for up to five additional one -year periods, at the option of the City. 3. Section 4, FEES AND CHARGES, shall be deleted in its entirety and replaced with the following: "a. The fee for the maintenance and support services provided for herein shall not exceed $29,932.93, during the first one year extension of said Agreement. It is hereby agreed that the renewal rate for this Maintenance Agreement shall either be the same as the current year's rate or at an increase not to exceed the Consumer Price Index (CPI) Los Angeles — Riverside - Orange County area. b. City agrees to pay and VOS agrees to accept, as full payment for the purchase of the CMS Module, a one -time fee of $15,000. Annual maintenance and support for the CMS Module shall not exceed $5,625.00 during the 2009 -10 Agreement term. It is hereby agreed 25Q -3 that the renewal rate for maintenance of the CMS module shall either be the same as the current year's rate or at an increase not to exceed the Consumer Price Index (CPI) Los Angeles- Riverside — Orange County area. c. Consulting services, including consulting, custom setup and configuration and installation of new upgrades or updates, shall be billed on a time and materials basis at an hourly rate as set forth in Exhibit B -1, attached hereto and incorporated by this reference. d. Total fees and charges for all services provided pursuant to this Agreement shall not exceed $60,000.00, during the first one -year extension of said Agreement. If the City exercises its option to renew, total fees and charges during the additional one -year extensions shall not exceed $45,000.00, as set forth in Exhibit B -1." 4. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment to said Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager VALLEY OAK SYSTEMS, INC. (NAME) (Title) 25Q -4 eNews AmeSOLUTIONS August 6, 2009 Medicare & Medicaid Services Mandatory Insurer Reporting Project Update * *IMPORTANT: TO ENSURE THIS INFORMATION IS PROVIDED TO APPROPRIATE PARTIES, PLEASE FORWARD THIS TO PERSONNEL WITHIN YOUR ORGANIZATION WHO ARE HANDLING CMS REPORTING ** Please address all questions to suRPOrt0valleyoak,com or by calling 925- 242 -4672. This the fourth of several eNews communications that will be distributed to provide on- going, detailed information related to the CMS project and related updates. This communication is designed to address numerous questions that have been presented. If there are additional questions that are not addressed below, please contact Aon eSolutions Support and include "CMS reporting question" in the subject line of the email. PLEASE NOTE: Aon eSolutions hosted a Webi_nar session on May 20,2009. For clients who were unable to attend on May 20, the session was repeated on June 17, 2009. The following topics were reviewed: • How iVOS will assist clients in meeting the CMS reporting requirements. • What clients will need to do in preparation to utilize the MOS solution. • What we have done to prepare the iVOS product. • Timeframes and goals • Q &A The May 20, 2009 Session Recording can be found in the following location: httos: / /ann -Acnl , ,..eti,.. - -- - h_he June 17, 2009 SessiioQn Recording can be found in the following location: CMS Reporting Overview Section 111 of the Medicare, Medicaid, and SCHIP Extension Act of 2007 (MMSEA) (P.L. 110 -173), adds new mandatory reporting requirements for group health plan (GHP) arrangements and for liability insurance (including self - insurance), no -fault insurance, and workers' compensation. For those of you not familiar with this topic, the Centers for Medicare and Medicaid Services (CMS) overview documentation is accessible at the following location: htta: / /www.cros hhs eov /mandatorvinsrea/ Since this affects so many of our clients, Aon eSolutions has taken the approach of providing an iVOS solution that will assist our clients in obtaining applicable claim data to meet reporting requirements. Exhibit A -1 1of12 25Q -5 Project Status and important Information Aon eSolutions continues to work on our solution to support all currently published CMS reporting requirements. We are attending Town Hall Teleconferences and have obtained the latest version of the reporting requirements and the alert document provided on the CMS website, including the changes that were made this week by the CMS. As July is here, many of you are most likely registered with CMS and will be ready to begin testing in the immediate future. Please note, if you have not already done so, please ensure that you contact CMS and request the HEW (HIPAA Eligibility Wrapper) software and install the application at your site. The Aon eSolutions functionality does not currently include the 270 /271 translation software. When the Eligibility query is run the eSolutions fun file will need to be processed through the HEW software and the resulting file format is what will be provided resulting COBa for processing. The resulting response file from COBC will need to be processed through the HEW software and the resulting unencrypted flat file is what will be imported into the iVOS system to update claimant eligibility information. Aon will be providing CMS functionality in two or more releases. 1VOS users (using 4.1.6.x, 4.1.7.x, 4.2.2.x, 4.2.3.x) will be able to download the functionality and install in a test region or on their laptop to begin working with the functionality when it becomes available. Estimated availability dates are: ' 4.2.3.4 — August 10, 2009. 4.2.2.1 — August 21, 2009. 4.1.7.2 — August 10, 2009. • 4.1.6.3 — August 17, 2009. This initial release will include the following: 1. New Medicare tab and associated database changes. 2. Screens to enter RRE and RRE ID information and to define how claimants will be linked to the RREs. 3. Scheduled Jobs functionality to: • Assign RRE IDs to claimants. • Run the Eligibility query and generate a flat file of names, SSN, DOB, Gender to be searched. ■ Process the CMS /COBC Eligibility Query Response File and update claim/claimant information with eligibility status 4. Eligibility Data Gap report that will list claimants who do not include all five data elements to be included in the search. Aon functionality will not include a claimant on the query until all five data elements are provided. 5. Business Rules for: • Notifying users when a claimant has been identified as a Medicare beneficiary in the eligibility response from CMS. If you attended one of the recent webinars you may recall clients asking about information related to the pricing of the Aon eSolutions iVOS CMS functionality. The response was that we didn't have the pricing information available at that time. In addition, the 614 webinar recap email noted the following question "What is the cost for this solution ?" and at that time, the answer was "Fees have not been determined at this time ". Product Management has announced that the cost for the optional CMS module is $25,000 (+ $5,625 annual maintenance), ho w if if a Statement of Work (SOW) is signed by 9/30/2009 the fee is discounted to $15,000 (annual maintenance fee mains at $5,625). For more information and/or to purchase the CMS module please contact your Client Development Manager. As an attachment to this communication, we're providing a preview of the Detailed User Guide and Configuration Instructions documentation which will be provided with the functionality release. The Support Team will be able to assist as needed to answer any iVOS related questions. Webinars to provide an overview of how to use the iVOS functionality will be scheduled in the near future. More details will be provided in a future eNews communication. 2of12 25Q -6 At the CMS Technical Town Hall meetings last week, CMS reviewed several anticipated updates/revisions to the CMS User Guide as well as changes in the file formats and data element requirements. Aon will respond to the changes as soon as possible, but await the posting of the revised documentation to complete the analysis and design edits. CMS posted the revised documentation on July3lst, which we are reviewing and making required changes to support the requirements. Aon eSolutions will provide a second release of functionality in early — mid Q4, 2009. This release will include functionality related to the quarterly Claim Reporting process and will include the ability to generate an export file, process CMS response files, business rules and historical reporting quick view report. More details will be provided in the near future. Current CMS User Guide documentation provided as of 03/16/2009 can be found at the following location. It is strongly advised that you read pages 1 -80 to get all information related to CMS reporting, htto: / /www cm -z h h c am, A A,nA torvinsRen /Downloads /NGHPUserGuide0316O9 ndf The CMS alert posted 05/11/2009 can be found at the following location: hftp://www.cms.hhs, oov /MandatorvinsRep/ Downloads /NGHPV10UserGuide051109 pdf The CMS alert posted 04/07/2009 can be found at the following location: hft : / /www.Cms.hh.q ov /Mandator InsRe /Downloads /NGHPAlertTPOC. df The CMS alert posted 03/20/2009 can be found at the following location: http: / /www.cros.hhs.eov /MandatorvinsRen /Downloads /Allert UserGuideSunp NGHP pdf The CMS implementation timeline is published in the following location: https://www.cms.hhs.gov/Mandato InsRe-/n---'---4-MMSE JIMELINE ndf. • Section 111 reporting requirement testing period begins 7/1/2009 and per the CMS alert published on 3/20/09, the testing period was extended through 3/3112010 (see http://www.cms.hh,z.L7nv/kAnmrin+^-vi-sn-- odf). Aon eSolutions anticipates delivering 4.1.x and 4.2.x service packs to support this testing timeframe. • Prior to the testing period, all Responsible Reporting Entities (RREs) are required to register with CMS between 511/2009 and 9130/2009. Information related to the registration process can be found on the CMS website at: httas: / /www.cros.hhs.gov /MandatorvinsRen /Downloads /ResistratianOverview ndf The registration process will not include requirements for any file exports or imports. • Aon eSolutions focus is on the NGHP (Non Group Health Plan) requirements; Group health requirements will not be addressed. Note: Please contact support if you feel that you have to report under Group health requirements. • IMPORTANT: Aon eSolutions is not acting as an "agent" on behalf of our clients. Functionality will provide the ability to generate a data export containing applicable data in a format designed for reporting to COBC. However, the file submission rocess will be the responsibility of clients that are RRE or agent acting on behalf of RRE. Note: If you choose to self report, you can make use of existing functionality within iVOS to schedule the running and transmission of this extract. 3 of 12 25Q -7 AoNeSOLUTIONS February 13, 2009 Carolyn Richard City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 Renewal Information for The City of Santa Ana RE: iVOS@ Renewal and CMS Module Purchase Dear Carolyn: This letter is to provide documentation for The City of Santa Ana's iVOS Renewal and purchase of the CMS Module. An addendum for the CMS Module will be sent to You separately; it can be attached to the Amendment as an appendix. Per our records, the NOS Renewal and CMS Module purchase will be Amendment 4. Fee Schedule 1. The anticipated cost per year (payable by XX date) for annual IVOS maintenance fees to include annual CPI index increases not to exceed 5 %. Current Maintenance Amount: $28,507.55 (5% annual increase) payable 9/30 each year. Year 1: $29,932.93 (10/01/09 - 9/30/10) Year 2: $31,429.58 (10/01/10 - 9/30/11) Year 3: $33,001.06 (10/01/11 - 9/30/12) Year 4: $34,651.11 (10/01/12 - 9/30/13) Year 5: $36,383.67 (10/01/13 - 9/30/14) 2. The anticipated cost per year (payable by XX date) for the annual CMS module maintenance fees, again, if they are tied to an inflation index, so state, with the amount anticipated each year, not to exceed 5 %. Module Cost - $15,000.00 - the contract must be signed and received prior to 9/30/09 Current Maintenance Amount: $5,625.00 (Year 1) (5% annual increase) payable 9/30 each year. Year 1: $5,625.00 (10/01/09 - 9/30/10) Year 2: $5,906.25 (10/01/10 - 9/30/11) Year 3: $6,201.56 (10 /01 /11 - 9/30/12) Year 4: $6,511.64 (10/01/12 - 9/30/13) Year 5: $6,837.22 (10/01/13 - 9/30/14) Bishop Ranch 8 5000 Executive Parkway, Suite 340, San Ramon, CA 94583 Phone (925) 242 -4600 Fax (925) 901 -1020 Exhibit B -1 25Q -8 AmveSOLUTIONS Renewal Information for The City of Santa Ana 3. The hourly going rate, over the next 5 years, for the cost for consulting, custom setup, installation of new upgrades or updates, billed on a time and materials bases at an hourly rate not to exceed XXX for a maximum of 40 hours during the course the contract. Normal upgrades and updates are included in the Support and Maintenance fees Implementation Services /Project Management time - $200.00 /hour Data Conversion - $150.00 /hour Custom Development - $250.00 /hour Training - $200.00 /hour Strategic Client Consulting - Dependent upon length of engagement 4. Total fees and charges for all services provided pursuant to this agreement shall not exceed $60,000 annually. The total estimated costs - not to exceed $60.000.00 annually are as follows: CMS Module Purchase: $15,000.00 Total Annual Support and Maintenance Year 1: $35,557.93 (10/01/09 - 9/30/10) Year 2: $37,335.83 (10/01/10 - 9/30/11) Year 3: $39,202.62 (10/01/11 - 9/30/12) Year 4: $41,162.75 (10/01/12 - 9/30/13) Year 5: $43,220.89 (10/01/13 - 9/30/14) Feel free to call with any questions at (925) 242.6110. Sincerely, Ad Kari Bryant Client Development Manager Bishop Ranch 8 5000 Executive Parkway, Suite 340, San Ramon, CA 94583 Phone (925) 242 -4600 Fax (925) 901 -1020 25Q -9 25Q -10 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: TRANSPORTATION INVESTMENT GENERATING ECONOMIC RECOVERY FUNDING APPLICATION FOR PHASE I OF ALTON AVE. OVERCROSSING AT STATE ROUTE 55 PROJECT 081730) CITY MANAGER RECOMMENDED ACTION Adopt a resolution authorizing: CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15t Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER • The Executive Director of the Public Works Agency to submit a grant application for Phase I of the Alton Avenue Overcrossing at State Route 55 (SR -55) Project (Project) for Transportation Investments Generating Economic Recovery (TIGER) Discretionary funds under the American Recovery and Reinvestment Act (ARRA) of 2009. • The Mayor to execute the Certification stating that the infrastructure investment received the full review and vetting required by law; and it is an appropriate use of taxpayer dollars. DISCUSSION The United States Department of Transportation (USDOT) has issued a Notice of Funding Availability for Supplemental Discretionary Grants for Capital Investments in Surface Transportation Infrastructure under the American Recovery and Reinvestment Act of 2009. One and one -half billion dollars are available nationwide for highways or bridges, public transportation, passenger and freight rail transportation, and port infrastructure projects. The ARRA limits grants to $300 million and indicates that priority will be given to projects that can be completed by February 17, 2012. The City will be submitting an application for Phase I of the Alton Avenue Overcrossing at SR -55 project totaling $35,000,000 for the right of way and construction costs. The proposed improvements will ease traffic congestion and consist of a new overcrossing at Alton Avenue and the SR -55 connecting, the cities of Santa Ana and Irvine and widening Alton Avenue between Maple Street and Halladay Street (Exhibit 1). 55A -1 Transportation Investment Generating Economic Recovery Funding Application For Phase I of Alton Ave. Overcrossing September 9, 2009 Page 2 In October 2005, the City Council approved the Final Environmental Impact Report for the SR -55 /Alton Avenue Overcrossing Project. Santa Ana is the lead agency on this project which is a cooperative project with the City of Irvine. In April 2009, the City entered into a professional service agreement with Huitt - Zollars to provide engineering services, which are anticipated to be completed in spring 2011. Given the need of eligibility requirements defined by USDOT, staff recommends that the City Council adopt the resolution authorizing submittal of the project application for funding consideration and executing the Certification. Applications for TIGER Discretionary Grants are due September 15, 2009 and funds are available early 2010. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT If the project application is approved for funding, the City will receive an estimated $35,000,000 through the TIGER Discretionary Grant program, which does not require matching funds, over two years - FY 10 /11 through FY 11/12. APPROVED AS TO FUNDS AND ACCOUNTS: George A arez Francisco Gutierrez Acting Executive Director Executive Director Public Works Agency Finance & Management Services Agency 55A -2 " � _ �. k . LEGEND: f PROJECT LIMITS EXHIBIT 1 CrrY COUNCIL TITLE: TIGER FUND APPLICATION FOR AGENDA DATE: PHASE I OF ALTON AVENUE SEPTEMBER 8, 2009 V OVERCROSSING AT SR -55 "111' (PROJECT NO. 081730) 55A -4 Iss8 /20/09 RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE SUBMITTAL OF AN APPLICATION FOR FUNDING THROUGH THE AMERICAN RECOVERY AND REINVESTMENT ACT — TRANSPORTATION INVESTMENT GENERATING ECONOMIC RECOVERY PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1: The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. Congress, through the American Recovery and Reinvestment Act of 2009 ( "ARRA ") has authorized the U. S. Department of Transportation ( "DOT ") to administer the Transportation Investment Generating Economic Recovery ( "TIGER ") program, to fund capital investments in surface transportation projects; and B. The TIGER program provides one and one -half billion dollars for highways and bridges, public transportation, passenger and freight rail transportation, and port infrastructure projects. The ARRA limits grants to $20 to $300 million and indicates that priority will be given to projects that can be completed by February 17, 2012; and C. The Santa Ana Public Works Agency has recommended that the City submit an application for TIGER funds totaling $35,000,000, to fund right -of -way and construction costs for Phase I of the Alton Avenue Overcrossing at SR -55 project; and D. The Alton Avenue Overcrossing project has been included in the Regional Transportation Improvement Program (RTIP) administered by the Orange County Transportation Authority. Section 2: The City Council of the City of Santa Ana has fully reviewed and vetted Phase I of the Alton Avenue Overcrossing at SR -55 project and certifies that the project is an appropriate use of taxpayer dollars. Section 3: The City Council of the City of Santa Ana authorizes the Executive Director of the Public Works Agency to submit an application to the U.S. Department of Transportation, in the amount of thirty five million dollars ($35,000,000), to complete Phase I of the Alton Avenue Overcrossing at SR -55 project. 55A -5 Section 4: The City Council appoints the City Manager, or the Executive Director of the Public Works Agency or his designee, as agent for the City of Santa Ana to conduct all negotiations, execute and submit all documents, including the required Notice of Intention to submit application, as well as applications, agreements, amendments, payment requests and so on, which may be necessary for the completion of the project. Section 5: This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of 2009. Miguel A. Pulido Mayor APPROVED AS TO FORM: Joseph W. Fletcher, City Attorney am Laura Sheedy Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN Councilmembers NOT PRESENT Councilmembers CERTIFICATE OF ORIGINALITY I, Maria D. Huizar, Clerk of the Council, do hereby certify the attached Resolution No. to be the original resolution adopted by the City Council of the City of Santa Ana on 2009. Date: Clerk of the Council City of Santa Ana MIX1161, CERTIFICATION UNDER SECTION 1511 OF THE AMERICAN RECOVERY AND REINVESTMENT ACT Pursuant to Title XV, subtitle A, section 1511 of the American Recovery and Reinvestment Act (Pub. L. 111 -5 (Feb. 17, 2009) ( "ARRA "), I, Miguel A. Pulido, Mayor of the City of Santa Ana, hereby certify that the infrastructure investment funded by ARRA has received the full review and vetting required by law and that I accept responsibility that such investment is an appropriate use of taxpayer dollars. I further certify that the specific information required by section 1511, concerning such investment (a description of the investment, the estimated total cost and the amount of ARRA funds to be used) is provided on the Southern California Association of Governments Regional Transportation Improvement Program (RTIP) and is available to the public at http://www.scag.ca.gov/rtip/rtip2008/approved.htm. I understand that the City of Santa Ana may not receive ARRA infrastructure investment funding unless this certification is made and posted. 55A -7 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: RESOLUTION WAIVING 90 -DAY WRITTEN NOTICE REQUIREMENT OF CALTRANS TO RELINQUISH RIGHT OF WAY TO THE CITY CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Adopt a resolution to waive the 90 -day written notice requirement prior to Caltrans' relinquishing street right of way to the City. DISCUSSION In 1989, the City Council adopted a resolution approving a freeway agreement with Caltrans to widen the I -5 Freeway. The agreement stipulated that, upon relinquishment by Caltrans, the City would assume control and maintenance of any newly created or realigned streets constructed as part of the project (Exhibit 1) . Caltrans now wishes to delete these streets from the State Highway System. Under the provisions of the Streets and Highways Code, the State is required to notify any City to whom it intends to relinquish a State highway at least 90 days prior to recordation of such relinquishment. These streets are in good condition. City staff recommends waiving the 90 -day notice requirement. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the proposed request is not considered to be a project. No further action is required. FISCAL IMPACT There is no fiscal impact associated with this action. George Alvarez Acting Executive Director Public Works Agency 55B -1 i E`ST -"�' ~ " -^ � | / / A, / | | | ~.~.° ( � ` L CAI ST QF MR T S/ OAKMONT PL SANTIAGO AV LAC, I IT AREA TOBERELINQUISHED EXHIBIT 1 SANTA ANA CITY COUNCIL Title: ~ ��[lUUMn VVAK/E�-O/�'VVR|TTENNOTICE �yyH - AGENDA DATE: REOU|REK8ENT{�FCALTRANSTO ��������� SEPTEMBER 82O09 U RELINQUISH RIGHT OF WAY TO THE CITY mic I., Iss08/25/09 RESOLUTION 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA WAIVING THE STATUTORY NOTICE BY THE STATE OF CALIFORNIA OF ITS INTENT TO RELINQUISH RIGHT -OF -WAY ALONG STATE HIGHWAY ROUTE 5 WITHIN THE CITY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. The State of California, Department of Transportation ( "State ") acquired title to certain parcels of land abutting State Highway Route 5, to complete highway projects; and B. The State wishes to relinquish its title to certain portions of completed streets to the City, as depicted in Exhibit A, attached hereto and incorporated by reference; and C. Section 73 of the California Streets and Highways Code requires that the State notify any City to whom the State intends to relinquish a highway, of its intent to do so not less than ninety (90) days before recordation of such relinquishment; and D. The City of Santa Ana and the State have met regarding the relinquishment of the said parcels, and determined the ninety day written notice requirement will prolong the process of relinquishment without benefit to the City or the State. Section 2. The City Council of the City of Santa Ana hereby waives its right to receive ninety days prior written notice by the State of its intent to relinquish right - of -way depicted in Exhibit A, to the City of Santa Ana pursuant to California Streets and Highways Code, Section 73. Resolution 2009 - 55B -3 Section 3. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of 2009. Miguel A. Pulido APPROVED AS TO FORM: Mayor Joseph W. Fletcher, City Attorney By: _ AYES: NOES: Laura Sheedy Assistant City Attorney ABSTAIN: NOT PRESENT: CERTIFICATE OF ATTESTATION & ORIGINALITY I, MARIA D. HUIZAR, Clerk of the Council, do hereby certify the attached Resolution No. to be the original resolution adopted by the City Council of the City of Santa Ana on Date: Clerk of the Council City of Santa Ana 55B -4 Resolution 2009 - REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: RESOLUTION FOR HIGHWAY SAFETY IMPROVEMENT PROGRAM GRANT RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ ordinance on lot Reading ❑ ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Adopt a resolution supporting federal funding of three projects in the City and authorizing the Executive Director of the Public Works Agency to submit projects for funding consideration under the Highway Safety Improvement Program. DISCUSSION The State of California Department of Transportation issued a call for projects for the Highway Safety Improvement Program (HSIP) for Federal Fiscal Year 2009/2010. HSIP is a federally funded program that provides construction funds for projects to improve traffic and pedestrian safety, such as traffic signals and signage upgrades. Staff is requesting authorization to submit three projects for HSIP funding for FY 2009/2010 (Exhibit 1). Given the need for these improvements, staff recommends the City Council adopt a resolution supporting federal funding of these projects and authorizing the Executive Director of the Public Works Agency to submit the designated projects for funding consideration under the Highway Safety Improvement Program. ENVIRONMENTAL IMPACT Environmental reviews will be conducted for those funding and will be presented to the City Council contract(s) is awarded. These types of projects Categorical Exemptions. 55C -1 projects that receive when the construction typically qualify for Resolution for HSIP Grant Applications September 8, 2009 Page 2 FISCAL IMPACT The City will need to provide 10 percent matching funds and the Highway Safety Improvement Program will provide 90 percent of the funding for any project that is approved for funding. The City's 10 percent match for those projects receiving HSIP grant funds will be budgeted in a future Capital Improvement Program. George Alvarez Acting Executive Director Public Works Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management 55C -2 Services Agency Highway Safety Improvement Program Projects Recommended For Grant Application FFY 2009 -2010 Location Improvement Cost McFadden Avenue and Traffic signal Euclid Street modification & signage $382,000 upgrade Warner Avenue and Linda Install new traffic Way signal & signage upgrade $565,000 Segerstrom Avenue and Traffic signal Bear Street modification & signage $440,000 upgrade Total $1,387,000 EXHIBIT 1 55C -3 55C -4 8/13/091es RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA SUPPORTING FEDERAL FUNDING OF PROJECTS AND AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO SUBMIT THE PROJECTS FOR FUNDING UNDER THE HIGHWAY SAFETY IMPROVEMENT PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. The Highway Safety Improvement Program (HSIP), codified as Section 148 of Title 23, United States Code (23 U.S.C. section 148) is a core program as a result of the passage of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users. B. The State of California Department of Transportation (CalTrans) issued a call for projects for the HSIP for Federal Fiscal Year 2009/2010, to use federal transportation funds for construction of projects that will improve traffic and pedestrian safety, such as traffic signals and signage upgrades. C. CalTrans makes grants available to local governmental agencies under the Program based on the results of a statewide competition. D. Projects eligible for funding include any local agency public road, any local public agency surface transportation facility, any local agency publicly -owned bicycle or pedestrian pathway or trail, or any traffic calming measure on a local agency public road. E. The City Council of the City of Santa Ana possesses the legal authority to nominate, finance, acquire, and construct projects that are eligible for funding under the HSIP Program. F. The City Council of the City of Santa Ana supports efforts to improve traffic and pedestrian safety in the City of Santa Ana. Section 2. The City Council of the City of Santa Ana authorizes the Executive Director of the Public Works Agency or his designee to execute, in the name of the City of Santa Ana, all necessary documentation and applications required to be submitted to CalTrans for the projects identified in Exhibit 1 for funding under the Highway Safety Improvement Program. 55C -5 8/13/091es Section 3. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of , 2009. Miguel A. Pulido Mayor APPROVED AS TO FORM: Joseph W. Fletcher, City Attorney By: Lisa E. Storck Assistant City Attorney AYES: Councilmembers: NOES: Councilmembers: ABSTAIN: Councilmembers: NOT PRESENT: Councilmembers: CERTIFICATION OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of Council, do hereby attest to and certify the attached Resolution No. 2009- to be the original resolution adopted by the City Council of the City of Santa Ana on Date: Clerk of Council City of Santa Ana 55C -6 8/13/091es EXHIBIT 1 Highway Safety Improvement Program Projects Recommended For Grant Application FFY 2009 -2010 Location Improvement Cost McFadden Avenue and Traffic signal Euclid Street modification & signage $382,000 upgrade Warner Avenue and Linda Install new traffic Way signal & signage upgrade $565,000 Segerstrom Avenue and Traffic signal Bear Street modification & signage $440,000 upgrade Total $1,387,000 55C -7 55C -8 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: RESOLUTION APPROVING RELOCATION PLAN FOR STATION DISTRICT PROJECT c CITY MANAGER RECOMMENDED ACTION Adopt a resolution District Project. DISCUSSION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s` Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER approving the Relocation Plan for the Station Over the past ten years of Santa Ana has acquired corridor for the purpose City. This corridor is Downtown, and will also planned "Go Local" street developer for the area an( :he Community Redevelopment Agency of the City numerous parcels along the Santa Ana Boulevard of improving this critical gateway into the key connection from the I -5 Freeway into the serve as a major transportation link for the car system. The Agency has selected a master is ready to proceed with the project. Many of the Agency properties had tenant occupants at the time they were purchased. The Agency's practice was not to relocate them at the time of purchase, but to allow them to relocate at a time of their own choosing, and to pay full relocation benefits. All but seven tenant households were relocated in this manner. In order to move forward with the demolition of the remaining Agency -owned structures, the remaining seven households must now relocate within the time frames noted below. California law requires that a relocation plan be prepared and followed to insure these households are relocated to suitable housing and are paid appropriate relocation benefits. The attached Relocation Plan (Exhibit 1) was prepared by Overland, Pacific and Cutler (OPC), the Agency's relocation consultant. The Plan indicates that there are more than adequate replacement housing resources available to the affected households. It also indicates that OPC will work with these households 55D -1 Station District Relocation Plan September 8, 2009 Page 2 to determine their eligible benefits, and suitable replacement housing. The Plan payments will not exceed $123,000, including a to assist them to find estimates that relocation 10 percent contingency. In accordance with California law, all affected households received an Informational 90 -Day Vacate Notice on June 26 that provided them with a general written description of the Agency's relocation program and information about their rights. On July 7 they were provided copies of the draft plan and given 30 days to comment. No comments were received. Finally, the law requires that the legislative body adopt a resolution approving the relocation plan, and the attached resolution (Exhibit 2) was prepared by the City Attorney's Office for that purpose. Following approval of the resolution, the affected households will be given 60 days to complete their relocation. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the proposed project is exempt from further review. Categorical Exemption No. ER 2009 -133 will be filed for this project. FISCAL IMPACT Funds are available in the Tax Increment Housing Set -Aside Account (no. 507 - 936 -6951) in the amount of $123,000. gw'7'/, Cynt is J. Ne son Deputy City Manager for Development Services Community Development Agency CJN /TG /kg APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agency 55D -2 -1 ne Station, District Project DRAFT RELOCATION PLAN- Prepared for: The Community Redevelopment Agency of the City of Santa Ana 20 Civic Center Plaza Santa Aria, CA 92701 In Overland, :Pacific & Cutler, Inc. 10 Hughes, suite A207 Irvine., California 92618 949 -351 -5263 July 8, 2009 EXHIBIT 1 55D -3 TABLE OF CONTENTS INTRODUCTION I. PROJECT DESCRIPTION 2 A. REGIONAL LOCATION 2 B.. PROTECT SITE LOCATION AND. DESCRIPTION 2 II. ASSESSMENT OF RELOC:?TION. NEEDS 3. A. SURVEY IN ETHOD 3 B. FIELD STUDY DATA. 3 1. Current Occupants 3 2. Replacement Housing Needs 3 3, Income 3. 4. Ethnicity /Language 4 5-, Senior/Hsndicapped Households 4 6, Preferred Relocation Areas 4 III,. RELOCATION RESOURCES 5 A. METHODOLOGY 5 B, REPLACEMENT HOUSING AVAILABILITY 5 1. Residential Rental Housing 5 2. Summary 5 C. RELATED ISSUES 6 1. Concurrent Residential Displacement 6 2. Te?npormy Housing 6 IV. THE RELOCATION PROGRAM 7 A. ADVISORY ASSISTANCE 7 B. RELOCATION BENEFITS g. 1. Residential Moving, Expenses 9 2. Rental ,As'sistanee to Tenants Who Choose to Rent g 3.. Dwarnpayment,Assistance to Tenants Who Chooselo Purch. ase I% 4: Payments to Non- Tenured Residential. Tenants l'l C. DETERMINATION OF COMPARABLE _IIPUS ING lI D. GENERAL INFO_ RMATION REGARDING THE PAYMENT OF REI OCATION,BENEPITSi l E. LAST RESORT HOUSING 12 V. ADMINISTRATIVE PROVISIONS 1.4 A. NOTICES 14 B. PRIVACY RECORDS 15 C. GRIEVANCE PROCEDURES I5 D. EVICTIONPOLICY IS E CITIZEN PARTICIPATION. IS F PROJECTED DATES OF DISPLACEMENT I6 G. ESTIMATED RELOCATION. COSTS I6 55D -4 LIST OF TABLES TABLE 1: Availability and Cost of Replacement Rental Housing, g TABLE 2: Schedule of Fixed Moving Payments g TABLE 3: Computation of Rental Assistance Payments 1p LIST OF EXHIBITS EXHIBIT A Pro t Site Location EXIIIBIT.Bs Re sidentaalIntervieiv Farm EXHIBIT Q )= m IncomeLevels— _Orange Cotintg EXHIB1T.D: Residential.Inf02T[t3tlonal Brochure EXHIBIT Et Public.Coibments and,Respdnse 55D -5 The Station District Project INTRODUCTION The Community Redevelopment Agency of the City of Santa Ana has authorized the preparation of a. relocation plan to be undertaken. in .coruiection with the commencement of their proposed Station District Project. Currently, the Agency is .evaluating responses to an RFQ for a "master" developer to partner with the Agency in the de"veloprrient of an area within the Lacy Neighborhood. The proposed Project requires the development, of 48 non - contiguous parcels totaling approximately 6.76 acres under the ownership of the Agency /City. Proposed plazas could.include. for -sale and rental housing of varied. types; ranging from. approximately 2030 dwelling units -per -ecre, while. allowing for mixed -use where appropriate. Once -a master plan and strategy are :completed, it is the Agency's intent to enter into a Disposition and Development Agreement with the developed• for all or a portion of these properties,_ the terms of which mill be negotiated at that thee. The occupants of all improvements on any of the parcels will be relocated, and the structures will be. demolished to clear the properties for development, At this time; the proposed project will potentially cause the displacement of seven residential households of which all are tenant- occupied. The needs and characteristics of the displacee .population, available relocation resources and the .Agency's program to provide assistance to each affected person are general subjects of this Relocation Plan (,Plan); Funding for the Proiect will be provided by :tax increment monies. This Plan conforms to the requirements of the California Relocation Assistance .Law; Government Code Section 7260, et seq.. (Law), the Relocation Assistance and Real Property Acquisition Guidelines adopted by the Department of Housing and Community Development and Title 25, California Code of Regulations Section 6000, et seq.'(Guidelines ).. This Plan is -organized in five sections., 1. Project description (SECTION 1); 2. Assessment of the reloeation.needs of persons subject to displacement (SECTION II); I Assessment of available replacement housing units within the City of Santa Ana (SECTION III); 4. Description of the Agency's.relocation program. (SECTION IV); 5. Description of the Agency's outreach effbils, .Project timeline and budget (SECTION V)• M—exle The Station Dish iet Project r. PROJECT DESCRIPTION A. REGIONAL LOCATION The Project is located in the City of Santa Ana within Orange County, Santa Ana 'is located in the raid- region of Orange County, approXirnately '33 miles southeast of downtown Los .Angeles and is immediately accessible from Interstate 5 and Highway 55:: Adjacent communities include Orange, Tustin, Costa Mesa, Fountain Valley and Garden Grove. (see Figure 1: Regional Project Location) State Pam 1� - 0- � � �' Rep-a+af Yc Or+rps - Cprpn +Rl4Mcip�[ � t j#. _ wi - i iFUY �•*}'- —Fi] ie R ,;•tFlacgnti� -.? �,,F C0004'Asd,_. .. VA..�{,_..- ;.`'-'€' e tak 0'-I- : i ar.•na� ,p`s eii t .... " =: j) :zrs er_i. ) L . �, . a . Ei. I GY F , Rd d f E . JS t—' V � tai'da .Gr.�v J.y it I Beach .y� 1a~rc�i� l Seal Beach ' - $ } Park SanfaBa '� s A 5 r ✓\ ti cstsyon' tx a >wa tes£sJ ::. 9 , �FOtirdaili t i f � �isa cr Park. r t s r Nunttng n seaci� cos�n�s 3 •'"r'15, . ' t3� VP atL3�o 5cMa ti x MtsWatt° �rs� :9f +ai' Pak Paa�- ..:-.- i< to P V[` - t Ai60' F 8u:ff Of Sa,nFa C.3farrn t -�. YID s`, cg _ � R ,. : .: - -:� R.i'trE fkd ti �� r ��•�. ..Park �' si3 Co titC12005RI(crasnf1b, .aadf6r ssu t,ei` °AI1r htiieSened. - - - `lhaSS,a. ,tiq •? )Figure 1: Regional Rrojeet :Location B. PROJECT SITE LOCATION AND DESCRIPTION The Station Project site is generally bordered by Poinsettia Street;to the east, :Fourth Street to the south, Mortimer Street to the west and Civie Center Drive to the north .(See Exhibit A) The Project site includes 48 non - contiguous parcels consisting of'approximately 6.76 acres. Three of the parcels have occupied residential units for .a total of seven households that will require permanent relocation.services. 2 55D -7 ?he Station Dish'ict Project II. ASSESSMENT OF RELOCATION NEEDS A. SUR VEY METHOD To obtain . information necessary for the preparation of this Plan,_ personal interviews with the Project occupants were conducted in June 2009. The- interviewers were successful in obtaining survey responses:from, all seven :occupied households in the Project. The data in this section of the .Plan are based solely on the unconfirmed responses of those individuals who participated in the survey. Inquiries made of the residential occupants :concerned,household size and composition, income, monthly rent, length of occupancy,- ethnicity, home language, -physical disabilities; and replacement Housing preferance.s. A Sample of the- residential interview form used in the interview process is presented as Exhibit B of this report, B. FIELD SURVEY DATA 1. Current Occupants There are seven residential. households to .be relocated. for the Project. At the time of the interviews, there were 25 adults and 13 children (17 years: or younger) on -site for a total project occupancy of 38 persons, The project households currently :oceupy six apartment units (three:studios and three two- bedroom units) and one four - bedroom single- family residence. The commonly accepted standard for .housing density, and the Agency's approved.policy, allows two persons per bedroom and -one person in the common living area. Based on this criterion and,available tenant data, there appears to be three o vercrowded units among the project 1 ouseholds. 2. Replacement Housing Need's Replacement housing needs, as ;expressed in this plan; are defined by the total number of required replacement units and distribution of those units by bedroom size. The projected number of required units by bedroom size is- calculated by comparing survey data for household size with typical replacement Housing occupancy standards. These standard generally, allow for up to three persons in. a one - bedroom unit, f ve persons in a two- bedroom unit, seven persons in:a three- bedroom unit and nine or more pe* rsons in a four bedroom unit. ReplaEernent units required for the Project occupants include two studios, one One - bedroom unit, one two - bedroom unit, two three - bedroom units and one. four-. bedroom unit. 3 L:"� "+ I i� The. Station Dish -id Project 3. Income All but one household verbally provided. in- formation (and in some cases vnitien documentation) regarding gross household income. According to income standards for the County of Orange (Exhibit C) adjusted for family size as. published by the United States Department -of Housing and Urban Development (HUD), of the six households :that reported income; two Project households qualify as Extremely Low income (30 %0 or less of area median income), two Project households qualify as Low income .(51 % 80 % of area median income) and two Project households. qualify as Moderate. income (8:1 %- 126% of median), The income is unknown for.-the seventh: househalct. 4. Ethnicity/Language All. seven households reported Hispanic as: their ethnicity. Five households (7.1.4% o) are Spanish- speaking, and two households (28.6 %) are English speaking: S. Senior/Handicapped Households There are no households: with a senior head of household or. spouse (62 years or older) in the Project. One household reported a current stress. - related disability related to their current unemployed status, and 'one household. desires a first floor replacement unit due.-to a recent knce.surgery on one of the occupants. 6. Preferred Relocation Areas All households surveged .expressed a preference to remain in the. Santa -Ana community, in order to maintain -current access to employment; 'schools, shopping and medical facilities. Additional concern was expressed regarding not moving to a. gang - oriented area. 4 •I U the Station District Project III. RELOCATION RESOURCES A. METHODOLOGY For residential housing; a resource survey was initially conducted to identify available rental units in Santa Ana. The following sources were utilized: -- Classified rental listings . from local newspapers and For ReW publications -- Contacts with real estate /propertyma agement companies serving the community -- Internet sources of rental opportunities B. .REPLACEMENT HOUSING AVAILABILITY 1. Residential Rental Housing Die rental replacement housing sin-vey considered apartments, .and single- family reside. rites for rent in Santa Ana. This data is summarized in Table I below: The individual figures for number of units found by bedroom size are .presented in the table alongside the number of units needed .(shown in. parentheses) to meet the re- housing obligations. TABLE 1: Availability and Cost of Re lacement Rental Housing Bedrvopa:Size studio . One Two Three Four 4-Found {# Weeded 21 (2) 37(l) 64. (1) 17 {2) 7 (1) Rent Range $600489:5 $8254950 $1.,000=$1,400 $1,25041,995 $2000 -$2 $00 Median Rent $800 $900 $1,250 $.1;750 $21300 The median rent amount shown. in the table is among the, figures used to.make benefit and budget projections for the Plan; This amount is, naturally, subject to change according to the market rates prevailing at the time of displacement. 2, Summary Considering the above. described availability .of replacemenf housing resources gathered over a two -week period, it appears that there are more than 'adequate replacement resources for the .residential occupants. But, while adequate replacement resources exist, based on survey results of rental opportunities and the tenant's current rent, the tenant occupants will likely have an increase in monthly rent. Possible increases; if any, will be. met through the Agency's obligation under the relocation regulations, including Last Resort Housing (LHR) requirerirents. (See Section N, E). 55D -10 The Station District Project C. RELATED J88UES L Concurrent Residential Displacement Theme are no; other current public, projects causing significant :displacements underway.in thei City of Santa Ana, which would compete with. the Project f ©r needed housing resources. No resideritia'Ldisplacee will be required to 'moue without Both adequate notice _acid .access to ava fable affordable decent, safe and sanitary housing. 2. Temporary Housing No -:need for'teinporary Housing is anticipated. M 55D -11 Tire Station District Project IV THE RELOCATION PROGRAM The Agency's Relocation Program is designed to minimize hardship, be responsive to unique project circumstances, emphasize maintaining personal contact with. all affected individuals, consistently apply All regulatory criteria to foimulate eligibility and benefit determinations and conform to all applicable requirements. The Agency has retained Overland, Pacific & Cutler, Inc. (OPC) to administer the Relocation. Program. OPC has worked on more than -2;800 public Agency :acquisition and relocation projects over the past 28 years. Additionally, OPC has an extensive resume of redevelopment undertaken in the City of Santa Ana and other southern California coimnunities. Experienced Agency - staff will monitor the performance of OPC and be responsible to approve:,or disapprove OPC recommendations concerning eligibility and bed efit deterwinaflons and interpretations of the Agency's policy. The relocation program consists of two. principal constituents: Advisory Assistance and Financial Assistance. A. ADVISORY ASSISTANCE - Eligible individuals, who will need to move .from existing homes, will .receive advisory assistance. Advisory assistance services are intended to: • inform displacees about.the relocation program • help in the process of finding appropriate.replacernent accommodations • facilitate claims processing e maintain a communication Iink with the Agency coordinate the involvement of outside service;providers. To follow through on the advisory assistance component of the relocation program and assure that the. Agency meets its obligations under the law, relocation staff will perform: the following. functions: 1, Distribute appropriate written information cancerni the Agency's relocation program; 2. Inform eligible project occupants of the nature of, and procedures for, obtaining avaiIable:reiocation assistance and benefits. (See ExhibitD) 3. Determine the needs of each residential displacee eligible for assistance; 4. Provide residential displacees with at -least three referrals to. comparable replacement housing within. a reasonable trine prior to displacement; 5., Maintain an up database of available - housing.resotirees, and distribute referral information to displacees for the duration of the Project; 7 55D -12 The Station Dish -Ict Project. 6. Provide transportation to residential displacees, if necessary, to inspect- replacement sites within the local. area; 7. Offer special assistance to help elderly or disabled tenants -find. housing near friends, relatives, irtedical facilities, and services and convenient transportation; 8. Supply infonnation concerning federal -and state programs and other governmental programs providing assistance to displaced persons; 9. Assist each eligible residential occupant in the preparation and submission of relocation assistance claims; 10. Provide additional reasonable services necessary to successfully relocate residents; 11. Make benefit determinations and payments in accordance wi applicable law and the Agency's adopted. relocation giudelines; 12. Assure that no occupant. is required to move without a minimum of 90 stays written notice to vacate 13. Inform all persons subject to displacement of-the Agency's policies with regard to eviction and property management; 14. Establish and maintain a formal grievance procedure for use by displaced persons seeking administrative review of the Agency's decision with respect to relocation .assistance; .and, 1.5. Provide assistance that does .not result in different or separate treatment due to race, color, religion, national ori&in, seX, marital status or other arbitrary circumstances. B. RELOCATION BENEFITS Specific eligibility requirements -and benefttpians, wilt be detailed on- an Individual .basis with all displacees. In the course o - personal. interviews and follow -up visits, each. displacee will be counseled as to available options and the consequences of any choice with respect- to financial assistance. Relocation benefits will be paid. to :eligible displacees upon submission of required claim. forms .and documentation _in accordance with the Agency's administrative procedures. The Agency will process advance payment requests to mitigate hardsl ips for- residential: tenants who do not have access to .sufficient finds to pay move-in costs such as :first month's refit and/or security :deposits. Approved requests will be processed expeditiously to help avoid the loss of desirable; appropriate replacement housing; 55D -13 The Station District Project 1. Residential Moving Expense Payments All residential occupants to be relocated may be eligible to receive a payment for rizoving expenses. Moving expense payments will be made based upon the actual cost :of a professional move or a fixed payment based on a room -count schedule.. a. Actual Cost (Professional Move) The displacee may elect to retain the servicesr of a :licensed professional mover; .in which case the Agency will pay the actual cost of.moving .services, based :on the lowest of two- acceptable bids. (The Agency may; at its discretion, solicit competitive bids to determine the lowest, reasonable move cost.) After the move is complete, the displacee may pay the mover directly and seek. reimbursement from the Agency or request a direct payment from the Agency to. the mover. b. Fixed Payment (based on Room Count: Schedule) The displacee nay, while taking full responsibility foi the move, elect to receive a fixed payment for moving expenses based on a room count in the displacement dwelling. The fixed. payment is a one -time, all. inclusive allowance that does riot require back -up documentation. The current schedule for .fixed payments is set . forth in Table 2 :- TABLE 2: Schedule of Fixed.Movie Pa ments Unfurnished Dwelling Room count 1 2 3 4 5 6 7 8 Each additional Amount $625 $800 $1,000 '$1,175 IS.1,425 $1,650 $1,900 $2,150 $225 Furnished Dwelling Room count I each additional Amount $400 $65 Source: California Department of Transportation. 2. Rental Assistance to Tenants Who Choose to Rent A tenant displaced from a :dwelling may entitled to. .a Replacement Housing Payment in the form of rental. or .don ;payment assistance not -to= .exceed $5,250 (prior .to consideration of eligibility for Last Resort Housing benefits — see Last Resort Housing; Section IV, E ); if the. displacee: 1. Has actually and lawfully occupied the displacement dwelliAgi©rzt least .90 days rninediately-prior to the initiation of negotiations; and 2. Has rented, or purchased, and.-occupied a decent- safe, and sanitary replacement dwelling within one year (unless the Agency extends this period for goad cause) after the date he or she moves from the displacement. dwelling. 0 55D -14 The .Station District Project Rental Assistance payment .amounts are equal to 42 tunes .the difference between the base monthly refit and the lesser of- (i) The monthly rent and estimated average monthly cost of utilities for a comparable replacement dwelling; or (ii) The monthly rent and estimated average monthly cast of utilities for the decent, safe and sanitary replacement dwelling actually occupied by displaced person. The base monthly rent for the displacement dwelling is the lesser of- (i) The average monthly cost for rent and utilities at the..displaeement dwelling for a reasonable period prior to the displacement, as eletettiiiied liy the Agency. For owner= occupants or` households, which pay no rent, economic rent will be used as a substitute for- actual relit; or (ii) Thirty :percent (30 %) of the. displaced .person's average, monthly, adjusted gross household Income. Tf a displacee refuses, or is unable; to provide appropriate evidence . of income or is a dependent, file base ntorztlty rent shall be detertnined to be the average monthly cost for rent and utilities at the displacement dwelling; or (iii) The total of the amount designated for shelter -and utilities if receiving a welfare :assistance payment from a program that designated the amounts for shelter and utilities.: Table 3 below illustrates the computation of a rental /dowhpayment .assistance payment amount. TA13LE 3: Computation of Rental. Assistance Pa meats 1 Old Rent $650 1 Old Rent; Plus Utility Allowance or 2. Ability to Pay $700 30 %g -ofthe ;A.diusted Grass Household Income* I Lesser .of -lines .l or 2. $650 Base Monthly Rental Subtract Front: . 4. Actual New Rent $750 Actual New Rent includhig. Utility Allowance pI' S. Comparable. Rent. $775. Determined by Agency, includes Utility Allowance 6. Lesser of lilies 4 or 5 $750 7: Yields Monthly Need $100 Subtract line 3 from. Iine 6 lZ a al Asststazr a $4,200 Multiply Bite ? 13y 42 tnonfhs. 10 55D -15 The Station District Project *Gross. income means the total ardount. of annual income of a household less the following: (1) a deduction for each dependent in excess of three; (2) .a deduction of 10 %e of total income for the elderly or disabled head of household; :(3) a deduction for recurring extraordinary medical expenses defined for this purpose to mean medical expenses in excess of 3 %0. of total income, where not compensated ,for, or covered by insurance or other sources; (4) a deduction of reasonable amounts 'paid for the care of :children or sick or incapacitate family members when determined to be necessary to employment of head of household or spouse; except that the: amount shall riot exceed the amount of income received by the person who a otild not otherwise .be able to seek employment in the absence of such care. 3. Downpayment Assistance to Tenants Who Choose to Purchase Displaeees otherwise eligible to receive a Rental Assistance payment as previously described, may choose to utilize the full: amount of their rental assistance eligibility amount (including. Last. Resort benefit) to purchase a home. Such payments shall be deposited .directly into an escrow :account with provisions that allow= the Agency to recover its funds should the escrow be cancelled or not proceed in a timely manner. These funds can be used as a downpayment and /or to pay for eligible non- recurring closing costs. 4. Payment to Non- Tenured Residential Tenants An eligible residential tenant who has actually and lawfully occupied the displacement dwelling for less than 90 days immediately prior to the initiation of negotiations is entitled to . receive a moving expense payment; .Additionally; non -tenured residential tenants .may qualify for a rental assistance payment under the provisions of Last Resort Housing assistance (see Last Resort Housing, Section IV, E). Such assistance is authorized when comparable replacement housing is not available at rental -rates within the tenant's. financial means (30% of gross monthly household income). Last Resort Housing assistance to nori tenured. households is Based solely on income. C. DETERMINATION -OF COMPARABLE HOUSING Relocation. staff will evaluate the cost of c:.ompara.We replacement housing in the preparation of each individual 'Notice of Eligibility issued to eligible residential. displacem F'or residential tenants,:the cost of comparable replacement housing will be determined primarily by a schedule method, which determines the median rent in the local market for each type of unit heeded. D GENERAL INFORMATION "REGARDING THE PAYMENT OF RELOCATION BENEFITS Claims. and supporting documentation for relocation'benefits must be filed with the Agency no later than .18 months after the date of displacement.. The procedure for the preparation and filing of claims and the processing and delivery of payments will be as'follows 11 55D -16 The Station District Pro, ject 1. Claimant(s) will provide. all necessary documentation to substantiate eligibility for assistance; 2, Relocation staff will review all necessary documentation including, but not limited to, - income verification, personal identification, lease .documents -and escrouT xnaterial befoxe reaching a determination as to whicli. expenses are eligible for compensation; 3. Required claim forms will be prepared by relocation staff and presented to the claimant for .review.. Signed claims and supporting documentation will be returned to relocation staff and submitted to the Agency, 4. The Agency will review and approve claims for payment, or request additional information: 5. The Agency will issue benefit checks to claimants in the most secure, expeditious manner possible; b. Final payments to .residential. displacees will be issued after ewf rryWion that the Project premises have been completely vacated and actual. residency at the .replacement -unit. isverified; 7.. Receipts of payment and all claim material will be maintained in the relocation case file. E; LAST RESORT HOUSING Based on data derived :from the surveys. and :analyses of the occupants. iii. the Project area and costs: of replac-ernent housing resources, it is anticipated that "comparable: replacement housing' Will not be available as required. Specifically, for renters, v,+hen the computed replacement Housing assistance 'eligibility exxceeds $5,250 or replacement dwelling inonthly rental costs (including utilities and, other reasonable reeuxr llg expenses) exceeds 36% of the person's average monthly income, Last Resort Housing will have to be provided. Therefore, ifthe Project is to.go forward, the Agency will authorize its funds or funds. authorized. -for the Project to pro.vide.housing of last resort. Funds wfl be used to make payments in excess: of -the monetary limit. specified in the :statute ($5;250); hence, satisfying the requirement that <` comparable replacement housing" is available.. A displaced tenant household will he entitled to consideration for supple nentary benefits in the form..:of Last 'Resort Housing :asss istance when the computed replacement .housing assistance eligibility exceeds $5;25.0 or :replacement. dwelling monthly - rental. costs (including utilities and other reasonable recurring expenses) exceed 3011/x. of the person's. average monthly income (financial means) or when a tenant fails to. meet the 90 -day occupancy requirement: arid. comparable: replacement rental housing: is not available within the .displaced person's financial means. Calculations of Last Resort rental assistance benefits for "tenants who fail to:meet the0 - I2 55D -17 The Station District Project day occupancy requirement will be based solely on household income. Non 90-.day qualifiers must meet basic eligibility requirements applied to all other displacees. The Agency, at its discretion; may opt to pay Last Resort Housing payments in installments or in a.lump sum, Recipients of Last Resort rental assistance, `who intend to purchase rather than re- rent replacement housing; will have the right to request a lump. sum payment of all benefits in the farm of dbwnpayment assistance. Tenant. households receiving periodic payments will have the option to request a lump sum payment of remaining benefits to assist with the purchase of a decent, safe and sanitary dwelling,. 13 The Station District Project V. ADMINISTRATIVE PROVISIONS A. NOTICES Each notice, which the Agency is required to provide to 'a Project occupant, shall be personally delivered or sent certified or registered first- class. mail. return receipt requested and documented in the case file. Each notice will be written in.plain, understandable language. Each notice will indicate the. name and .telephone number of a person Who tray be contacted for :answers to questions and Tither needed help: There are three principal notices: 1) the Informational Stateniient 2) the Notice of Relocation Eligibility, and 3)" the 90 -Day Vacate Notice. The informational Statement is intended to provide potential relocatees with a general urritteii description of the Agency's relocation program and basic information; concerning benefits, conditions of eligibility, noticing requirements and appeal rights. A Notice of _Relocation Eligibility NME) will be distributed to .each eligible residential relocatee. The NOE to residential relocatees contains a determiniation of ehgibiliiy for relocation assistance and a computation of a maximum entitlement for rental assistance based on information provided by the affected household :and`the analysis of comparable replacement properties undertaken by the relocation staff No lawful occupant will be required to move without Having teceiveid at least 90 days :advance written notice of the earliest date by which the move will be:necessary: The 90 -Day Vacate Notice will state a specific .date as the earliest date by which the occupant `may be required. to move or state that the occupant will reecive a further notice indicating? at :least 60. days ;in advance; the specific date of the required move. A date_ specific Notice to Vacate will not be issued to any residential displacee before a comparable replacement dwelling has been made available. In addition to. the three principal notices, relocation staff will issue timely written notification in the form of a Reminder Notice, whieh:discusses the possible loss d tights and sets the expiration date for the loss of benefits to those persons who: 1) are eligible :for monetary benefits 2) have:moved from the acquired property, and 3) have not filed a clairi for benefits. Reminder Notices will .be issued periodically throughout the qualification period. An °attempt shall be made to make written contact with: all non- responsive relocatees no later than within the last six months prior to the filing expiration date. 14 55D -19 The Station District Project B. PRIVACY OF RECORDS All information obtained from displacees -is considered confidential and will not be shared without consent of the displaeee or the Agency. Relocation staff will comply with federal . regulations concerning safeguarding of relocation files and their contents. C. GRIEVANCE PROCEDURES A. person who is dissatisfied with a determination as to eligibility for benefits, a payment amount, the failure to provide comparable teplacen -ent housing referrals, or the Agency's property management practices must file a Relocation Assistance Appeal Form or any ;other written farm of appeal with the Agency's Appeal's Board or other designate {Hearing Officer). The Agency's appeal policies :w ll follow the standards described in Article 5; Section 51:50 et seq., Title 25, Chapter 5, State of California, Department of )=lousing and Community Development Program guidelines.. Specific details for the Developer's appeals policy will be furnished upon request. D, EVICTION POLICY The Agency recognizes that :eviction is permissible only as a last resort, and that relocation records must. be documented to reflect the :specific circumstances surrournding any eviction. Eviction will only take place in cases of nonpayment of rent, serious violation of the rental agreement, a dangerous or illegal act in the unit; or if the household refuses all reasonable offers of alternate accommodation. A household, who is evicted for cause from the Project site: will forfeit any potential relocation'benefits. E. CITIZEN PARTICIPATION As the process for considering the Project troves .forward, the Agency will observe the following protocol: 1.. Provide affected tenants with full and timely access to documents relevant to the relocation program; 2. Encourage meaningful participation in reviewing, the Relocation Plan . and iioonit_rmg the relocation assistance program, including the project area occupants; 3: Provide technicalassistance necessary to in elements of the Relocation: Flan and other pertinent materials; 4. Issuance of .a general notice. concerning the availability of the .Flan for public review, as required, 30 days prior to its proposed adoption; and 15 55D -20 The Station District. Project Inclusion of written or oral comments concerning the Plan as an attachment (Exhibit E) when it is forwarded to the City of "Santa Ana aedevelopnnent Agency for approval. F. PROJECTED DATES OF DISPLACEMENT The Agency anticipates that date specific Notices to Vacate %Ill not be issued prior to August 2009. Rio. resident will be required to vacate without a minimum of 90 days notice. However; a resident may chose to vacs_ to rior to a vacate notice .being issued they hay -,e received their Notice of .Eligibility,. and be assured they will .receive any replacement housing assistance an d moving assistance to which they maybe entitled.. G. ESTIMATEDRELOcA.TION COSTS The: total budget estimate for relocation - related payments for this.Project, including a 10 percent contingency;; is S123,000. The Estimated relocation budget -does not include any payments related to property acquisition. In addition, `the budget does not consider the cost of any services necessary to imglerr ent the :Plan and complete the relocation element of the Project. I-f:the Project is to be:impleznented, and circumstances arise that should change either the numberof residential occupants,. or floe nature of their activity, the Agency will authorize any additional eompensable funds`that .may need to be appropriated. The: Agency pledges to :appropriate, on. a timely basis, the funds necessary to ensure the successfiil completion of the Project, including funds necessary for iastresort.housing as indicated in Section IV; E; of this Plan to meet its obligation under the relocat1ori.:Tegulations. 16 55D -21 XHJBIT A PROJECT SITE LOCATION 55D -22 EXHIBIT B RESIDENTIAL INTERVIEW FORM 55D -23 EXHIBIT C HCD INNCOME LIMITS - ORANGE COUNTY The Following figures are approved by the U. S. Department of Housing: and. Urbatx Development (HUI3) for use in the County of Orange to define and determine housing eligibility by income level. Area 1Vfedtn Income84,i00 Family Size Extremely Lose Very Lose Lower 1 Person 19,550 32,550 52,100 2 Person 22,300 37,200 59,500 3 Pei-son 25;100 41,850 66,950 4 Person 27;900 46,500 74,400 5 Person 30,150 50,200 80350 6.Person 32,350 53,950 56,300 7 Person 34;600 57,650 92,250 S Person _T� 36;850 61,400 98,2p0 Figures a. re per the Department of Housing and Urban Development. (California), as of April 2, 2009. 55D -24 EXHIBIT II RESIDENTIAL INFORMATIONAL BROCHURE 55D -25 EXIHBIT E PUBLIC COMMENTS AND RESPONSE 55D -26 8/19/09 les RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE RELOCATION PLAN FOR RESIDENTIAL PROPERTY LOCATED WITHIN THE STATION DISTRICT PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA, AS FOLLOWS: Section 1: The City Council of the City of Santa Ana ( "Council ") hereby finds, determines and declares as follows: A. The Community Redevelopment Agency ( "Agency ") has been acquiring parcels along the Santa Ana Boulevard corridor for the purpose of improving this critical gateway into the City. This corridor is a key connection from the freeway into the downtown area, and will also serve a major transportation link for the planned Go Local street car system. B. The Agency has selected a master developer for the area and is ready to proceed with the project. C. Pursuant to California Government Code section 7260, et seq., a public entity is required to adopt a relocation plan, by resolution, whenever it enters into an agreement for acquisition of real property or an agreement for the disposition and development of property which would lead to displacement of people from their homes. D. The relocation plan has been prepared in conformance with applicable provisions of the California Government Code section 7260, et seq., Relocation Guidelines (California Code of Regulations, Title 25, Chapter 6), the federal Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (URA), as well United States Department of Housing and Urban Development regulations. E. The relocation plan is required because of the permanent displacement of seven (7) households, located at 611 N. Minter Street, Units D, L, and M; 603 E. Fifth Street, Unit B; and,623 N. Garfield, Units A, B, and C ( "the Property "). Section 2: In accordance with the California Environmental Quality Act and the National Environmental Policy Act, the proposed project is exempt from further review. Categorical Exemption No. ER 2009 -133 will be filed for this project. Resolution No. 2009 - 55D-27 8/19/09 les Section 3: The City Council hereby approves the relocation plan for the residential Property located at the aforementioned address, and the establishment of an account in accordance with state mandates for the payment of relocation benefits to the seven displaced households. Section 4: This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of 12009. Miguel Pulido Mayor APPROVED AS TO FORM: Joseph W. Fletcher, City Attorney am Lisa E. Storck Assistant City Attorney AYES: Councilmembers: NOES: Councilmembers: ABSTAIN: Councilmembers: NOT PRESENT: Councilmembers: CERTIFICATE OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2009- to be the original resolution adopted by the City Council of the City of Santa Ana on Date: Clerk of the Council City of Santa Ana Resolution No. 2009 - 55D-28 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: PUBLIC HEARING - AMENDMENT APPLICATION NOS. 2008 -03 AND 2008 -04 TO CHANGE THE ZONING DESIGNATION OF THREE PARCELS LOCATED AT 542 EAST CENTRAL AVENUE AND 2034 AND 2038 NORTH BUSH STREET - COMMUNITY REDEVELOPMENT AGENCY, APPLICANT CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 151 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER 1. Adopt an ordinance approving Amendment Application No. 2008 -03 for the property at 542 East Central Avenue. 2. Adopt an ordinance approving Amendment Application No. 2008 -04 for the properties at 2034 and 2038 North Bush Street. PLANNING COMMISSION ACTION On August 10, 2009, the Planning Commission recommended that the City Council adopt an ordinance approving Amendment Application No. 2008 -03; and adopt an ordinance approving Amendment Application No. 2008 -04 by a vote of 6:0 (Betancourt absent) to change the zoning designations of 542 East Central Avenue from Community Commercial (Cl) to Single Family Residence (R1) and of 2034 and 2038 North Bush Street from Professional - Height District II (P -HDII) to Two Family Residence (R2) . The Planning Commission made no changes to the attached staff report (Exhibit A). FISCAL IMPACT There is no fiscal impact associated with this action. J . Trevino E e tive Director Planning & Building Agency LL j m LL \reports \pc and za \aa 08- 03 &04.housing lots.cc 75A -1 REQUEST FOR Planning Commission Action PLANNING COMMISSION MEETING DATE: AUGUST 10, 2009 TITLE: PUBLIC HEARING - FILED BY THE COMMUNITY REDEVELOPMENT AGENCY FOR AMENDMENT APPLICATION NOS. 2008 -03 AND 2008 -04 TO CHANGE THE ZONING DESIGNATION OF THREE PARCELS LOCATED AT 542 EAST CENTRAL AVENUE AND 2034 AND 2038 NORTH BUSH STREET Prepared by Lucy Linnaus Executive Director RECOMMENDED ACTION Recommend that the City Council: PLANNING COMMISSION SECRETARY APPROVED • As Recommended • As Amended • Set Public Hearing For DENIED • Applicant's Request • Staff Recommendation CONTINUED TO t�� to ,_, _U�/ A J Planning ManagerU 1. Adopt an ordinance approving Amendment Application No. 2008 -03 for the property at 542 East Central Avenue. 2. Adopt an ordinance approving Amendment Application No. 2008 -04 for the properties at 2034 and 2038 North Bush Street. DISCUSSION Request of Applicant The Community Redevelopment Agency of the City of Santa Ana(Agency) is requesting approval of Amendment Application No. 2008 -03 to change the zoning designation of the parcel located at 542 East Central Avenue from Community Commercial (C1) to Single- Family Residence (R1). Additionally, the Agency is requesting approval of Amendment Application No. 2008 -04 to change the zoning designation of two adjacent lots at 2034 and 2038 North Bush Street from Professional (P), Height District II (HDII) to Two - Family Residence (R2). Property Description The proposed zone change involves two locations in two distinct areas of the City. The property located at 542 East Central Avenue is located at the southwest corner of Halladay Street and Central Avenue. The subject site is a flat, rectangular shaped, vacant parcel of land composed of two individual parcels totaling 10,477 square feet. The zoning designation EXHIBIT A 75A -2 AA Nos. 2008 -03 & 2008 -04 August 10, 2009 Page 2 for the site is Community Commercial (Cl) , which is inconsistent with the General Plan land use designation of Low Density Residential (LR). Surrounding land uses include a church use to the north, single - family dwellings to the east, and duplexes to the south and west. The properties located at 2034 and 2038 North Bush Street are mid -block on a cul -de sac street adjacent to the museum district. The subject parcels are each 7,000 square feet in size, flat, rectangular shaped and paved. The zoning designation for the parcels is Professional (P), with a General Plan designation of District Center (DC). Surrounding land uses include multi- family dwellings to the north, a mix of single and multi - family dwellings across the street to the east, single- family dwellings to the south and commercial uses facing Main Street to the west (Exhibits 1 and 2) . Analysis of the Issues The City is committed to providing high quality affordable housing for the community. The City's Redevelopment Agency assists this effort by looking for opportunities to acquire available property that can be developed with affordable housing. The property on Central Avenue was previously occupied by the Delhi Community Center and became available when the new Community Center was constructed across the street. The properties on Bush Street were voluntarily acquired from a private party. The Agency is in the process of reviewing the development potential for the parcels in an effort to provide affordable housing. The subject properties require a zone change before residential development can occur. No change to their current General Plan land use designations are proposed as the current designations allow for residential uses and will be consistent with the proposed zoning (Exhibit 3) . Both sites are located in neighborhoods with established residential uses and are well suited for residential use. The property on Central Avenue would be constrained for development as a commercial project as it is smaller than the minimum required lot size of 15,000 square feet. A non - residential development on the properties on Bush Street would intrude into the established neighborhood, especially since this block is a cul -de sac street. As a general practice, when a zone change is initiated, the entire area is reviewed rather than individual properties. The City is anticipating a comprehensive update to the General Plan and zoning map as a future work effort that will focus on a citywide effort to bring zoning into 75A -3 AA Nos. 2008 -03 & 04 August 10, 2009 Page 3 consistency with the General Plan. It is anticipated that this effort may take several years; therefore, in order to expedite the development of these city owned parcels, it is recommended that the proposed rezone action be approved to move forward with this zone change request (Exhibit 4). The proposed action will create consistency between the General Plan land use designations, zoning district and existing land uses. Based on the above analysis and the resulting General Plan land use consistency, staff recommends approval of Amendment Application Nos. 2008 -03 and 2008 -04. CEQA Compliance In accordance with the California Environmental Quality Act (CEQA) , the proposed project is exempt from CEQA under General Exemption 15061(b)(3). The proposed action will bring zoning into compliance with the City's General Plan and will not have a significant effect on the environment. Environmental Review Nos. 2008 -56 and 2008 -57 will be filed for this project. Luck L aus, AIA Senior Tanner LL:jm LL \reports \pc and za \aa 08- 03 &04.housing lots.pc 75A-4 f -- Vince Freg1�n�er P Principal R1 [,], IHH Rt R1 R1 R1 R1 R1 HH__ M1 M1 M1 Ml Rl SINGLE - FAMILY RESIDENCE R2 TWO- FAMILY RESIDENCE R3 M2 Al GENERAL AGRICULTURAL -B PARKING MODIFICATION Cl COMMUNITY COMMERCIAL C1 -MD COMMUNITY COMMERCIAL - MUSEUM DISTRICT C2 GENERAL COMMERCIAL C3 CENTRAL BUSINESS C3 -A CENTRAL BUSINESS- ARTISTS' VILLAGE C4 PLANNED SHOPPING CENTER C5 ARTERIAL COMMERCIAL CR COMMERCIAL RESIDENTIAL C -SM SOUTH MAIN STREET COMMERCIAL DISTRICT -F FLOOR AREA RATIO GC GOVERNMENTCENTER M1 LIGHT INDUSTRIAL M2 HEAVY INDUSTRIAL MO MILITARY OPERATIONS 0 OPEN SPACE -OZ OVERLAY ZONE P PROFESSIONAL PCD PLANNED COMMUNITY DEVELOPMENT SD -69 SD -69 M1 M1 PD PLANNED DEVELOPMENT PRD PLANNED RESIDENTIAL DEVELOPMENT Rl SINGLE - FAMILY RESIDENCE R2 TWO- FAMILY RESIDENCE R3 MULTIPLE - FAMILY RESIDENCE R4 SUBURBAN APARTMENT RE RESIDENTIAL ESTATE SD SPECIFIC DEVELOPMENT SP SPECIFIC PLAN AA 08 -3 k ZONE CHANGE cw 542 EAST CENTRAL AVENUE — — 500 FEET 1" = 1000 FEET P L A N N I N G A N D B U I L D I N G A G E N C Y VICINITY MAP -FAWBff r*k 1 R1 R1 Ml�, Al GENERAL AGRICULTURAL -B PARKING MODIFICATION C1 COMMUNITY COMMERCIAL C1 -MD COMMUNITY COMMERCIAL- MUSEUM DISTRICT C2 GENERAL COMMERCIAL C3 CENTRALBUSINESS C3-A CENTRAL BUSINESS - ARTISTS VILLAGE C4 PLANNED SHOPPING CENTER C5 ARTERIAL COMMERCIAL CR COMMERCIAL RESIDENTIAL C -SM SOUTH MAIN STREET COMMERCIAL DISTRICT -F FLOOR AREA RATIO GC GOVERNMENTCENTER Mt LIGHT INDUSTRIAL M2 HEAVY INDUSTRIAL MO MILITARY OPERATIONS 0 OPEN SPACE -OZ OVERLAYZONE P PROFESSIONAL PCD PLANNED COMMUNITY DEVELOPMENT PD PLANNED DEVELOPMENT PRD PLANNED RESIDENTIAL DEVELOPMENT R1 SINGLE - FAMILY RESIDENCE R2 TWO- FAMILY RESIDENCE R3 MULTIPLE- FAMILY RESIDENCE R4 SUBURBAN APARTMENT RE RESIDENTIAL ESTATE SD SPECIFIC DEVELOPMENT SP SPECIFIC PLAN AA 08 -4 ZONE CHANGE "o - 2034 AND 2038 NORTH BUSH STREET - = 500 FEET 1" = 1000 FEET P L A N N I N G A N D B U I L D I N G A G E N C Y VICINITY MAP 7 SA? 6 Delhi Community Center Church CENTRAL WJ J AVENUE LU ¢ ¢ k NW i W SFR o LU O O U U CENTRAL AVENUE LU LU It N SINGL FAM. SINGL FAM. D P L X W X SFR DUPLEX R S. RES. j W O J Q Lt. OL W W Q 0 SINGL FAM. DUPLEX SFR j SFR D U P U L E X J 2 SINGL FAM. S. Q _ RES. QR W ADAMS STREET AA 08 -3 An ZONE CHANGE __- 542 EAST CENTRAL AVENUE P L A N N I N G A N D B U I L D I N G A G E N C Y LAND USE MAP AB722 AA 08 -4 ZONE CHANGE 2034 AND 2038 NORTH BUSH STREET cw P L A N N I N G A N D B U I L D I N G A G E N C Y LAND USE MAP 7S -g F- w w H w w F.. BUFFALO N AVE. Parking w Lot Q F- Z O T LL 9 F 22ND ST. Q J W W w ca - a w c� U ? DUPLEX W U Lu ? rz Lu � Z DUPLEX W C` DUPLEX Z SFR N Q :) DUPLEX m W APARTMENTS SINGLE FAM. U SFR SFR ¢ RES. 20TH STREET AA 08 -4 ZONE CHANGE 2034 AND 2038 NORTH BUSH STREET cw P L A N N I N G A N D B U I L D I N G A G E N C Y LAND USE MAP 7S -g EXHIBIT 3 7 .9. a4Lg H W • R1 W Cl- R2 N CENTRAL AVENUE < R w w N O O O N N N N M f�7 R2 N ®role C1 R2 OD N < } a a R2 J R2 N a a = w N � ADAMS STREET N � � R2 R2 AA 08 -3 R2 GENERAL PLAN Low Density Residential (LR) - No Proposed Changes It'll _ Project Site 0 LR -7 (Low Density Residential) Open Space EXHIBIT 3 7 .9. a4Lg R2 C1 N � N � � R2 H w w F- N H w w � BUFFALO (A AVE. w 0 H Z O LL 9 F 22ND G ST. H w 9 N Project Site 0 Z N M 20TH STREET AA 08 -4 GENERAL PLAN District Center(DC) - No Proposed Change L _ _1 Project Site - DC (District Center) ® MR -15 (Medium Density Residential) 7SA -10 19.5 -9 WARNER 2433) +1 JtJ U U Ul U U U U U U LU 25710 C1 R1 R2 59. C2 5. R2 w R1 R2 0 R2 FLORA ST. ; V�S4Y R2 C2 -2 R2 Rt 394.9 R1 C2 R2 ,a ~R2 C1 C6r — — R2 R2 R2 9 R2111 R 1 Cl R2 IUD IR2 C2 R2- I _ _ .... _ 363 -10 313 -9 AVE. l 193 -9I 2 & 5-9 293 -9 W Q M1 0 Z Q 12 e I L RES. /A.A. /MX. NO. 4024 SECTIONAL DISTRICT MAP 30-5 -9 ADOPTED BY THE SANTAANA CITY COUNCIL, JULY 17, 1967 BY ORDINANCE NS -338 SCALE IN FEET 0 loon 5633 ' 1 5536 1 5661 5915 60- MINIMUM FRONTAGE 15970 1 ANX. 179 6014 1 AA. 740 1 A.A. 77/ I A.A. 787 -6000 MINIMUM LOTAREA Al GENERAL AGRICULTURAL C -SM SOUTH MAIN STREET COMMERCIAL DISTRICT PD PLANNED DEVELOPMENT -8 PARKING MODIFICATION -F FLOOR AREA RATIO PRD PLANNED RESIDENTIAL DEVELOPMENT THIS MAP IS THE OFFICIAL SECTIONAL Cl COMMUNITY COMMERCIAL GC GOVERNMENT CENTER R7 SINGLE - FAMILY RESIDENCE DISTRICT AS APOORIZEDTY CITY COUNCIL AS AUTHORIZED BY CITY COUNCIL C7 -MD COMMUNITY COMMERCIAL- MUSEUM DISTRICT M1 LIGHT INDUSTRIAL R2 TWO - FAMILY RESIDENCE RESOLUTION No .74-163. DATE011- 1 &]4,1 C2 GENERAL COMMERCIAL M2 HEAVY INDUSTRIAL R3 MULTIPLE - FAMILY RESIDENCE HERESY ATHE ORIGIN LSE MAP IS &TRUE COPY OF THE ORIGINAL SECTIONAL DISTRICT C3 CENTRAL BUSINESS MO MILITARY OPERATIONS R4 SUBURBAN APARTMENT MAP 140. 30-5-9, C3 -A CENTRAL BUSINESS - ARTISTS' VILLAGE O OPEN SPACE RE RESIDENTIAL ESTATE syree C4 PLANNED SHOPPING CENTER -OZ OVERLAYZONE SO SPECIFIC DEVELOPMENT EXEpmve DIRECTOR C5 ARTERIAL COMMERCIAL P PROFESSIONAL SP SPECIFIC PLAN PLANN14G B BUILDING AGENCY CR COMMERCIAL RESIDENTIAL PCD PLANNED COMMUNITY DEVELOPMENT Cer56oat9 Dale May 92D07 RES. /A.A. /MX. NO. 4024 1 5396 I 5156 5633 5]31 1 5536 1 5661 5915 5959 15970 1 ANX. 179 6014 1 AA. 740 1 A.A. 77/ I A.A. 787 1 A. A. 982 I A.A. 945 A.A. 992 1 A.A. 1041 A. 9513 I AA. 9&141 AA, 083 ORD. /RES. NO, NS -369 I NS-28 I NS4]2 I NS6B0 I NS 806 N &919 N &945 I NS -1014 I NS -1083 I NS1097 173 11 1 NS -1193 I NS 1311 1 NS4387 I NS-1425 I N &1609 NS-1837 NS -1941 I NS -2086 NS -2317 I NS -2390 ADOPTED DATE 10 -20-M 1 2 -160 1 10-360 8-26 63 5 -17f£ 6-17E 11-18-6815-18-70 &21 -71 11 -15 -71 917-73 12.17 -73 1 8-2 -76 1 10-17-n 5-15 -76 11 -2-91 3386 1 2 -439 1 9 -17-90 1 317-97 1 1 -15% PREPARED BY THE PLANNING DIVISION - CITY OF SANTA ANA, CALIFORNIA R 0 3 6�� DTA FAIRHAVEN AVE. 314 -9 3249 n — A, 60- 56 -9 M M PY O R1- R4 R4 i# O � 1 290 N. K u NR1 6o-H1 -IZIa CS R1 13-10 3149 VIRGINIA AV Al u R1 VIRGINIA R 1 7� Al tz R1 IL C5 R1 R1 R1 W r. P R1 R1 R1 R1 R1 122 oa 30 C5 — — Rl Rl R1 R1 Rl oRi 3 6 00. 6T R1 R1 R1 R1 R1 R1 R1 a R1 r EE R1 6D -A1 -7200 4 _ r R7 R2 R2 2R2 a R1 Rl A I c -1 S R1 i ,,.2 i R2 R1 R1 R1 C5 HDII Rl R2 C e BUFFAUD �9Z 62 R2 Ri R1 wa R2 IP_ 9 R1 n i "Rl R1 R1 R1 P R1 = w c1- HDII .p Z MB R1 N R1 Q R2 9kl R1 g R1 T. i a6 R2 Rl e 9< R1 R1 zR, P M0 P R2 , R1 R1 Rl R7 B R2 I15• C4 cc R2 R2 C7 ��,� c1- C4 Mo SD -73 Cl C5 Cl -MD C7- Ha�'�y ' CI- 1 C5 $ u 13-10] _ _ _ - 5 -5-9 T T'lflf�ln rlri n�� nr�-� n� - -- - 769 + -9 SEVENTEENTH ST. RES.IA A. /AN%. NO. mwm SECTIONAL DISTRICT MAP 6-5 -9 SCALE IN FEET 1 W76 6062 I AA. 768 1 A..832 I AA. 897 ADOPTED BY THE SANTA ANA CITY COUNCIL, AUGUST 17, 1959 BY ORDINANCE NS -394 0 1000 I AA 1029 1 A.A. 1033 I A.A 1052 I A.A. 1069 I A.A. 95 -5 1 AA. 964 IA. .1 A.A. 96-11 A.A 961 AA. 86/6 60- MINIMUM FRONTAGE Al GENERAL AGRICULTURAL C -SM SOUTH MAIN STREET COMMERCIAL DISTRICT PD PLANNED DEVELOPMENT -6000 MINIMUM LOT AREA -B PARKING MODIFICATION -F FLOORAREARATIO PRO PLANNED RESIDENTIAL DEVELOPMENT THIS MAP IS THE OFFICIAL SECTIONAL Cl COMMUNITY COMMERCIAL GC GOVERNMENT CENTER R1 SINGLE - FAMILY RESIDENCE DISTRICT MAP OF THE CITY OF SANTA ANA. C1 -MD COMMUNITY COMMERCIAL- MUSEUM DISTRICT M1 LIGHT INDUSTRIAL R2 TWO - FAMILY RESIDENCE ASN NO. DATED 1COUNCIL RESOLUTION NO. ]4.153, DATED 11-18-74,1 C2 GENERAL COMMERCIAL M2 HEAVY INDUSTRIAL R3 MULTIPLE - FAMILY RESIDENCE HEREBY ATTEST THAT THIS MAP IS ATRUE COPY OF THE ORIGINAL SECTIONAL DISTRICT C3 CENTRAL BUSINESS MO MILITARY OPERATIONS R4 SUBURBANAPARTMENT MAP NO. 6S9. C3 -A CENTRAL BUSINESS - ARTISTS' VILLAGE 0 OPEN SPACE RE RESIDENTIAL ESTATE Signed C4 PLANNED SHOPPING CENTER -OZ OVERLAY ZONE SO SPECIFIC DEVELOPMENT JAY TREVINO C5 ARTERIAL COMMERCIAL P PROFESSIONAL SP SPECIFIC PLAN E %ECUTNE DIRECTOR PLANNING B BUILDING. AGENCY CR COMMERCIAL RESIDENTIAL PCD PLANNED COMMUNITY DEVELOPMENT Mete 2007 Cedlficale Date RES.IA A. /AN%. NO. 5934 5976 6044 1 W76 6062 I AA. 768 1 A..832 I AA. 897 1 A.A. 863 I A.A.918 I AA 1029 1 A.A. 1033 I A.A 1052 I A.A. 1069 I A.A. 95 -5 1 AA. 964 IA. .1 A.A. 96-11 A.A 961 AA. 86/6 A.A. 9617 A.A. 97-6 1 A.A. 01-6 A.A. 03-4 ORD./ RES. NO. NS -1048 NS -1103 NS-1193 NS-1283 NS -1296 NS -1362 I NS-1533 NS -1711 I NS -1868 NS-IM NS -2038 NS2046 NS-2139 NS-2243 NS- 2 NS- 2 NS -2299 NS-2318 NS -2VII NS -2319 NS -2325 NS -2315 INS-2491 NS -2633 ADOPTEDDATE 11.2 -70 12 -2671 12 -17 -73 11 -17 -75 2 -17 -76 9 -18-71 jri6.8o 7 -1664 1 81596 4 ffl 11 -20-N 112.4.89 619.91 1 -17 -95 11 -695 167-96 9-3.96 3 -17 -97 61697 317 -97 61697 91698 34-02 7 -7-03 RES. /AA. /AN %.NO. 5216 5509 5522 1 5525 1 5564 1 5572 1 SSIV I 5635 5665 1 5879 5687 1 5716 "161 1 5746 5767 1 5931 1 5931 1 5839 1 5840 1 5889 1 5903 1 5916 ORD. /RES.NO. NS-404 I NS-529 I NS 642 I NS-553 I NS-s86 I NS-597 I NS609 I NS-622 I NS-684 I NS716 I NS-729 I NS-3 I NS-743 I NS-781 NS-827 I NS-6 NS-913 I NS 916 1 NS925 I NS926 I NS-974 NS9B7 NS -1017 AOOPTEDDATE 165.59 9.751 1 11 -18$1 I 1 -482 I 618-82 I 6682 1 161 -62 1 12 -362 8383 2.1664 1 61584 1 8664 1 8381 1 2.1665 11 -16.64 1 104-66 1 d-4-66 1 3408 1 56 -88 1 7 -1566 1 7 -1538 1 84-69 13 -]0 61670 SECTIONAL , • • • PREPARED BY THE PLANNING DIVISION - CITY OF SANTA ANA, CALIFORNIA NO REVISED ."I AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA REZONING THE PROPERTY LOCATED AT 542 EAST CENTRAL AVENUE FROM COMMUNITY COMMERCIAL (Cl) TO SINGLE FAMILY RESIDENCE (R1) AND THE PROPERTIES LOCATED AT 2034 AND 2038 NORTH BUSH STREET FROM PROFESSIONAL - HEIGHT DISTRICT II (P -HDII) TO TWO FAMILY RESIDENCE (R2) (AA NOS. 2008 -03 AND 2008 -04) THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: Section 1. The City Council of the City of Santa Ana does hereby find, determine and declare as follows: A. Applicant the Community Redevelopment Agency of the City of Santa Ana (Agency) is requesting approval of Amendment Application No. 2008 -03 to change the zoning designation of the parcel located at 542 East Central Avenue from Community Commercial (Cl) to Single - Family Residence (R1). Additionally, the Agency is requesting approval of Amendment Application No. 2008 -04 to change the zoning designation of two adjacent lots at 2034 and 2038 North Bush Street from Professional (P), Height District II (HDII) to Two - Family Residence (R2). B. On August 10, 2009, the Planning Commission held a duly noticed public hearing and voted 6:0 (Betancourt absent) to recommend that the City Council: 1. Adopt an ordinance approving Amendment Application No. 2008 -03 for the property located at located at 542 East Central Avenue. 2. Adopt an ordinance approving Amendment Application No. 2008 -04 for the property located at 2034 and 2038 North Bush Street. C. The zoning designation for 542 East Central Avenue is Community Commercial (Cl), which is inconsistent with the General Plan land use designation of Low Density Residential (LR). Surrounding land uses include a church use to the north, single - family dwellings to the east, and duplexes to the south and west. The proposed action would bring the zoning into conformance with the General Plan land use element designation for the property. 75A -13 D. The zoning designation for the properties located at 2034 and 2038 North Bush Street is Professional (P), with a General Plan designation of District Center (DC). Surrounding land uses include multi - family dwellings to the north, a mix of single and multi - family dwellings across the street to the east, single - family dwellings to the south and commercial uses facing Main Street to the west. The proposed action would bring the zoning into conformance with the General Plan land use element designation for the properties. E. The proposed action will create consistency between the General Plan land use designations, zoning district and existing land uses. F. The City Council has weighed and balanced the general plan's policies and has determined that based upon this balancing that this proposed project is consistent with the purpose of the general plan. G. The City Council also adopts as findings all facts presented in the Requests for Council Action dated September 8, 2009 accompanying this matter. For these reasons, and each of them, Amendment Application No. 2009 -03 and 2009 -04 are hereby found and determined to be consistent with the General Plan of the City of Santa Ana and otherwise justified by the public necessity, convenience, and general welfare. H. In accordance with the California Environmental Quality Act (CEQA), the proposed project is exempt from CEQA under General Exemption 15061(b)(3). The proposed action will bring zoning into compliance with the City's General Plan and will not have a significant effect on the environment. Environmental Review Nos. 2008 -56 and 2008 -57 will be filed for this project. Section 2. The real property located at located at 542 East Central Avenue is hereby rezoned from Community Commercial (Cl) zoning district to Single- Family Residence (R1) zoning district. (AA No. 2009 -03) Amended Sectional District Map number 30 -5 -9 showing the above described change in use district designation, is hereby approved and attached hereto as Exhibit "1" and incorporated by this reference as though fully set forth herein. Section 3. The real property located at located at 2034 and 2038 North Bush Street is hereby rezoned from Professional (P), Height District II (HDII) zoning district to Two - Family Residence (R2) zoning district. (AA No. 2009 -04) Amended Sectional District Map number 6 -5 -9 showing the above described change in use district designa- tion, is hereby approved and attached hereto as Exhibit "2" and incorporated by this reference as though fully set forth herein. Section 4. If any section, subsection, sentence, clause, phrase or portion of this ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council of the City of Santa Ana hereby declares that it would have adopted this ordinance and each section, subsection, sentence, clause, 75A -14 phrase or portion thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. ADOPTED this day of , 2009. Miguel A. Pulido Mayor APPROVED AS TO FORM: Joseph W. Fletcher City Attorney am Benjamin Kaufman Chief Assistant City Attorney AYES: NOES: Councilmembers Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached Ordinance No. NS- to be the original ordinance adopted by the City Council of the City of Santa Ana on , and that said ordinance was published in accordance with the Charter of the City of Santa Ana. Date: Clerk of the Council City of Santa Ana 75A -15 1959 WARNER ^2_2j+LJLJ I I LJl I—I U U" U U U ss.,a °s C1 R1 R2 �.a R2 a R7 Rz 0 7 R2 A z,_ _ Rz Rz cz RB Rl R1 C2 Rz A „a R2 c1 ; Te — N j R2 Rz E R2 R21n ` n R c1 R2 R2 Z a AVE. 195 -9I 10�5�9 SCALE IN FEET T 60- MINIMUM FRONTAGE -6000 MINIMUMLOTAREA THIS MAP IS THE OFFICIAL SECTIONAL GIST IOT MAP OF THE Cm GF SANTAANA AS AUTHORIZED BY CITY COUNCIL RESOLUTIONND. 7L .DATEDN -l6 .I HEREBY ATTESTT TTHIS MA —ATRUE COPY OF THE ORIGINAL SECTIONAL DISTRICT MAP NO..bS9. EHECUiIVi owI EOCraR PuNwNG E BuILrnNG AGENCr GR1kare Date May 9. X007 PREPARED BY THE PLANNING DIVISION CITY OF SANTA ANA, CALIFORNIA EXHIBIT 1 REVISED 72" 75A -16 SECTIONAL DISTRICT MAP 30.5.9 Zoning ADOPTED BY THE SANTA ANA CITY COUNCIL, JULY 17, 1967 BY ORDINANCE NS-338 Al GENERAL AGRICULTURAL C -SM SOUTH MAIN STREET COMMERCIAL DISTRICT PD PLANNED DEVELOPMENT -B PARKING MODIFICATION -F FLOORAREARATIO PRO PLANNED RESIDENTIAL DEVELOPMENT C1 COMMUNITY COMMERCIAL GC GOVERNMENT CENTER R1 SINGLE - FAMILY RESIDENCE C1 -MD COMMUNITY COMMERCIAL- MUSEUM DISTRICT M1 LIGHT INDUSTRIAL R2 TWO- FAMILY RESIDENCE C2 GENERAL COMMERCIAL M2 HEAVY INDUSTRIAL R3 MULTIPLE- FAMILY RESIDENCE C3 CENTRAL BUSINESS MO MILITARY OPERATIONS R4 SUBURBAN APARTMENT CIA CENTRAL BUSINESS- ARTISTS'VILLAGE O OPEN SPACE RE RESIDENTIAL ESTATE C4 PLANNED SHOPPING CENTER -OZ OVERLAY ZONE SD SPECIFIC DEVELOPMENT CS ARTERIAL COMMERCIAL P PROFESSIONAL SP SPECIFIC PLAN OR COMMERCIAL RESIDENTIAL PCD PLANNED COMMUNITY DEVELOPMENT 195 -9I 10�5�9 SCALE IN FEET T 60- MINIMUM FRONTAGE -6000 MINIMUMLOTAREA THIS MAP IS THE OFFICIAL SECTIONAL GIST IOT MAP OF THE Cm GF SANTAANA AS AUTHORIZED BY CITY COUNCIL RESOLUTIONND. 7L .DATEDN -l6 .I HEREBY ATTESTT TTHIS MA —ATRUE COPY OF THE ORIGINAL SECTIONAL DISTRICT MAP NO..bS9. EHECUiIVi owI EOCraR PuNwNG E BuILrnNG AGENCr GR1kare Date May 9. X007 PREPARED BY THE PLANNING DIVISION CITY OF SANTA ANA, CALIFORNIA EXHIBIT 1 REVISED 72" 75A -16 I �®" I�" IIIIIIIIIII ,IIIIIIIIII,_IIIIIIIIIII1 11111111111 1111111111, 111111111111 111111111111 11111111111 'lllllllllll'lllllllllll1 111111111111 11111111111 111111111111'llllllllll, III-_ I_ IIIIIIII ■_IIIIIIIIII,IIIIIIIIII, �1�111■111■111.111■111.111.111.111.111■111■111■111.111■111■111 ■11111111■111■111■111■_111.111. ®111.111.111■111.111■111■111■ I_ �111.111■111■11 1■111■111.1111��.1111��.11111111■ E111�■111■111■11I11��11111.11111 '.®" 11®' � ® ®1111�1� '11111�'' 11�1:�1i'Yi1111�1�1��11�1 I�� yE�I��11��11 11�111J��1iY'W�111�11�1iYi "�" '�' 11111 �111i�11�' Lf1 1�1 �11�1 �1�1�11�1 1�1�11 � 11�1�G'iiliiG'��11111��11�111�' 1�' PREPARED BY THE PLANNING DIVISION CITY OF SANTA ANA, CALIFORNIA O EXHIBIT 2 75A -17 Ts Pz � R1 R1 C5 noel R1 O � r R1 i Rt R2 A 9� a Rt a.a.a Rz ", R1 p_ 9 RNQ Rt yy g_R12 R1 R1 Cl- P 9 e Z MD Rt �9F 7 G R1 R1 3 R Pz �� R1 8 R1 R2 _ R," ep R7 R1 R1 G II P Q I I ^*'T R1 Ri -B R2 C4 IF P R2o P1 R1 -,z R2 R2 a Chi c " C4 » 1� ,N is ry..W , _ ' SD -73 C1 F C5 EIJMCR o cI -MD g C1 -b ® �_ Cl CS s-• + IS t4510 �TI-T nn r-\ T nn nrr-----i nr- s.P SEVENTEENTH ST. Zoning District SECTIONAL DISTRICT MAP 6 -i9 SCALE IN FEET ADOPTED BY THE SANTA ANA CITY COUNCIL, AUGUST 17, 1959 BY ORDINANCE NS-394 o ,am 60- MINIMUM FRONTAGE Al GENERAL AGRICULTURAL C -SM SOUTH MAIN STREET COMMERCIAL DISTRICT PD PLANNED DEVELOPMENT -6000 MINIMUM LOT AREA -B PARKING MODIFICATION -F FLOOR AREA RATIO PRD PLANNED RESIDENTIAL DEVELOPMENT THIS MAP IS THE DFFIDIAL SECTIONAL Cl COMMUNITY COMMERCIAL GC GOVERNMENTCENTER R1 SINGLE - FAMILY RESIDENCE DISTRICT MAHOFTHE —OF SANTAANA. C1 -MD COMMUNITY COMMERCIAL-MUSEUM DISTRICT Mt LIGHT INDUSTRIAL R2 TWO - FAMILY RESIDENCE AsnurTO -,MV E. coulcl1 PESOLUASANO.]41ED. DA TED COUNCIL C2 GENERAL COMMERCIAL M2 HEAVY INDUSTRIAL R3 MULTIPLE - FAMILY RESIDENCE HEREBYATTEST THAT THIS MAP 15ATRUE C3 CENTRAL BUSINESS MO MILITARY OPERATIONS RG SUBURBAN APARTMENT COPY OF THE ORIGINAL SECTIONAL DISTRICT MAP NO.sau C3 -A CENTRAL BUSINESS- ARTISTS'VILLAGE 0 OPEN SPACE RE RESIDENTIAL ESTATE C4 PLANNED SHOPPING CENTER OZ OVERLAY ZONE SD SPECIFIC DEVELOPMENT SAY rREViNo EX —TWE DIRECTOR CS ARTERIAL COMMERCIAL P PROFESSIONAL SP SPECIFIC PLAN PL NCS&IILDINGAGENCY CA COMMERCIAL RESIDENTIAL PCD PLANNED COMMUNITY DEVELOPMENT May 9, 200) �®" I�" IIIIIIIIIII ,IIIIIIIIII,_IIIIIIIIIII1 11111111111 1111111111, 111111111111 111111111111 11111111111 'lllllllllll'lllllllllll1 111111111111 11111111111 111111111111'llllllllll, III-_ I_ IIIIIIII ■_IIIIIIIIII,IIIIIIIIII, �1�111■111■111.111■111.111.111.111.111■111■111■111.111■111■111 ■11111111■111■111■111■_111.111. ®111.111.111■111.111■111■111■ I_ �111.111■111■11 1■111■111.1111��.1111��.11111111■ E111�■111■111■11I11��11111.11111 '.®" 11®' � ® ®1111�1� '11111�'' 11�1:�1i'Yi1111�1�1��11�1 I�� yE�I��11��11 11�111J��1iY'W�111�11�1iYi "�" '�' 11111 �111i�11�' Lf1 1�1 �11�1 �1�1�11�1 1�1�11 � 11�1�G'iiliiG'��11111��11�111�' 1�' PREPARED BY THE PLANNING DIVISION CITY OF SANTA ANA, CALIFORNIA O EXHIBIT 2 75A -17 75A -18 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: PUBLIC HEARING - ZONING ORDINANCE AMENDMENT NO. 2009 -05 TO AMEND ALLOWED USES WITHIN THE BROADWAY CORRIDOR DISTRICT OF THE MIDTOWN SPECIFIC PLAN (SP -3) �V CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2 n Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER Continue the matter for 30 days per staff's request. PLANNING COMMISSION ACTION On August 24, 2009, the Planning Commission recommended that the City Council adopt an ordinance approving Zoning Ordinance Amendment No. 2009- 05 by a vote of 7:0 to amend the allowed uses within the Midtown Specific Plan, Broadway Corridor District, to allow museums, libraries, galleries, theaters and cinema, except those that require a conditional use permit. The Planning Commission made no changes to the recommended action outlined in the attached staff report (Exhibit A). FISCAL IMPACT There is no fiscal impact associated with this action. ay M. Trevino Ek6cutive Director Planning & Building Agency BA:rb ba\ reports2009 \zoaO9- 5 \zoaO9- 05midtowncc 75B -1 75B -2