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AGREEMENT TERMINATION FORM
Please complete this form in its entirety when the attached agreement and all
amendments (if any) are no longer in effect.
Note: If your agreement is grant related, please ensure that all grant retention requirements
have been satisfied prior to signing the termination form.
Is the agreement(s) a permanent record? Yes No
Return form to the Clerk of the Council Office (M-30).
Call 647-1520 if you have any questions.
The agreement with
No. A-2017-358
(List all amendments.
Revised: 10-18-16
cult- umce use uniy
City of Santa Ana
JUL 012021
Clerk of the Council
was completed on `/ and final payment has been made.
Use space below if needed.)
Department: (�l � - ` LA WIN
Phone/Ext.:
Signature:
Date:
INSURANCE NOT, REQUIRED
Please return an original A-2017-358
WORK MAY PROCEED
CI..ERK Or COUNiiII-�y"1
(�
P-' MAY j % 2018
executed agreement to
our office (M-30/T11)
COVER PAGE
MEMORANDUM OF UNDERSTANDING
o i�5 A (z')
No. M-011-18-00
SCAG Overall Work Program
(OWP) No: 275-4823U3.01/4823E.01
Federal Awarding Agency: N/A (State and local Funds)
CFDA Number and Name: N/A (State and local Funds)
Federal Award Identification Number (FAIN) No: N/A
Federal Award Date: N/A
Total Amount of the Federal Award: N/A
Federal Award Project Description: N/A
Pass -Through Awarding Agency: California Department of Transportation (Caltrans)
Pass -Through Award No: 74AO822
Pass -Through Award Date: January 1, 2015
Pass -Through Agency Contact: Linda Taira, Branch Chief, Caltrans District 7
Sub -Recipient Name: City of Santa Ana
Sub -Recipient's DUNS No: 083153247
Total Amount of Federal Funds Obligated to the Sub -Recipient: $0.00
Total Amount of Non -Federal Funds Obligated to the Sub -Recipient: $325,000.00 (SB1 - $287,723
and TDA - $37,277)
Subaward Period of Performance Start Date: Effective date of MOU
Subaward Period of Performance End Date: December 31, 2019
Project R&D: N/A
Indirect Cost Rate for the Federal Award: N/A
Subaward Project Title: Santa Ana Envisioning Sustainability Together
Subaward Project Description:
The City of Santa Ana will update the City's Land Use Plan by locating and vetting key nodes for
economically viable and environmentally sustainable infill development, determine land use capacity, and
growth opportunities along key transit corridors (hereinafter referred to as "Project" or "Study"). This
Study will evaluate green retrofit opportunities and present concept -level visual simulations for each land
use alternative to ensure that efforts to reduce VMT & GHG rates are embraced by residents as part of a
Complete Community.
The City of Santa Ana has partnered with the Orange County Transportation Authority (OCTA) to begin
developing last -mile connections to support transit along the 4.1 mile route of the OC Street Car
connecting the Santa Ana Regional Transportation Center to Garden Grove. This route is expected to carry
more than 7,500 daily riders; reducing 539,000 tons of GHG emissions over the next 50 years. The Study
will identify opportunities for high density infill development to further reduce GHG emissions and VMT
along connected HQTA transit corridors.
MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01
MEMORANDUM OF UNDERSTANDING
No. M-011-18-00
BETWEEN THE
SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS
AND THE CITY OF SANTA ANA
FOR SANTA ANA ENVISIONING SUSTAINABILITY TOGETHER
(SCAG Project/OWP No. 275-4823.01)
This Memorandum of Understanding ("MOU" or "Agreement") is by and between the Southern California
Association of Governments ("SCAG") and City of Santa Ana ("CITY"), for Santa Ana Envisioning
Sustainability Together, subsequently herein referred to as "Project." SCAG and CITY are individually
referred to herein as "Party" and may be collectively referred to herein as "Parties."
RECITALS
WHEREAS, SCAG is a Joint Powers Agency and a federally designated Metropolitan Planning
Organization (MPO) for Southern California. As an MPO, SCAG is primarily responsible for the
development of a Regional Transportation Plan/Sustainable Communities Strategy (RTP/SCS) for the
counties of Imperial, Los Angeles, Orange, San Bernardino, Riverside, and Ventura;
WHEREAS, SCAG has also initiated its Sustainability Planning Grant Program ("Sustainability
Program") to assist Southern California jurisdictions in evaluating planning options and stimulating
development consistent with SCAG's RTP/SCS and the region's overall planning goals. SCAG's
Sustainability Program support visioning efforts, infill analyses, economic and policy analyses, and
marketing and communication programs;
WHEREAS, pursuant to its amival Overall Work Program (OWP), SCAG will be engaged in activities
and projects that will require certain technical, professional, or support services from time to time related
to its work regarding the RTP/SCS and the Sustainability Program;
WHEREAS, the CITY will update the CITY's Land Use Plan by locating and vetting key nodes for
economically viable and environmentally sustainable infill development, determine land use capacity, and
growth opportunities along key transit corridors ("Project") ;
WHEREAS, through its Sustainability Program, SCAG has awarded the CITY grant funds to pursue the
Project which supports the goals and policies of SCAG's 2016 RTP/SCS;
WHEREAS, the purpose of this MOU is to describe the responsibilities of the Parties, which includes
SCAG to provide funding for the Project;
WHEREAS, SCAG shall provide funding for the Project using grant funds awarded to SCAG as part of
Senate Bill 1 (SB 1) or the "The Road Repair and Accountability Act of 2017." SCAG amended its OWP
for Fiscal Year 2017/2018 to include the -SB funding, with said amendment approved by the State on
February 21, 2018;
May 9, 2018
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MOU No.:M-01 1-18-00
SCAG ProjecUOWP No.:275-4823.01
WHEREAS, on December 19, 2017, CITY awarded, and entered into contracts on March 16, 2018, with
MIG, AECOM and Placeworks (individually referred to as "Consultant" or collectively as "Consultants"),
respectfully, to perform the services required for the Project as identified in the Scope of Work, attached
hereto and incorporated herein by this reference in Exhibit "A.". The Tasks within the Scope of Work
details the services to be performed by Consultants to complete the Project. Copies of the Consultants'
contracts with CITY are attached hereto as Exhibit `B";
WHEREAS, SCAG shall contribute a maximum, not to exceed amount of Three Hundred Twenty -Five
Thousand Dollars ($325,000) towards the total value of the Consultants' contracts to be used solely for
the Project, using State and Local Transportation Funds for the Project;
WHEREAS, CITY shall contribute Thirty Thousand Five Hundred Seventy Dollars ($30,570) towards
the total value of the Consultants' contracts to be used solely for the Project;
WHEREAS, CITY shall pay Consultants for services rendered pursuant to the CITY's contracts with
Consultants, and thereafter seek reimbursement from SCAG in accordance with Section 6 in this MOU;
WHEREAS, CITY's designated project manager, in coordination with SCAG's designated project
manager, will ensure the Scope of Work described in Exhibit A is performed and the required deliverables
are provided by the Consultants;
WHEREAS, performance by Consultants will begin on the dates indicated in the CITY's contracts with
Consultants and shall be completed by March 16, 2020;
WHEREAS, reimbursable activities by SCAG will begin on the Effective Date of this MOU and continue
until December 31, 2019;
WHEREAS, this MOU shall supersede and replace any previous agreements or negotiations between
SCAG and CITY related to the Project; described herein; and
WHEREAS, SCAG's Fiscal Year is from July 1 through June 30.
NOW THEREFORE, IT IS MUTUALLY AGREED THAT:
1. MOU Contents
This MOU is comprised of these terms and conditions and any attached Exhibits, and may be amended
only by written agreement between SCAG and CITY. Such terms and conditions may be subject to
change. The Recitals to this Agreement are also incorporated herein by this reference.
2. Scope of Work
a. The Consultant, procured by the CITY in accordance with applicable procurement requirements
and policies, shall perform the Scope of Work described in Exhibit A, in accordance with
applicable Federal and State requirements, including but not limited to the requirements set forth
in Sections 7, 12, 13, 14 and 15 of this MOU.
May 9, 2018
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MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01
b. SCAG shall only be obligated to make payment to the CITY for work performed as part of Exhibit
A regarding the Project, up to the maximum amount of Three Hundred Twenty -Five Thousand
Dollars ($325,000). SCAG intends to use State and Local Transportation Funds to meet its fruiding
obligations described herein.
The CITY hereby verifies that it procured or shall procure the Consultants to perform the Scope
of Work through a competitive process involving preparation and issuance of a Request for
Proposal (RFP). The CITY shall provide SCAG with a copy of its Notice to Proceed issued to the
Consultant and other related documentation of compliance with applicable procurement
requirements and terms and conditions of this MOU.
d. Subject to the execution of a valid, enforceable contract between CITY and Consultant, CITY shall
be responsible for managing the Consultant in performing the Scope of Work described in Exhibit
A, with written Quarterly Reports provided to SCAG's Project Manager. CITY's and SCAG'S
Project Manager shall review, approve and pay Consultant's invoices.
e. CITY's Project Manager shall have final approval of Consultant's deliverables; provided,
however, that prior to approving a deliverable from the Consultant, CITY's Project Manager will
consult with SCAG's Project Manager and provide copies of all deliverables to SCAG's Project
Manager and SCAG's Grant Administrator. In the event that CITY or its Consultants propose an
amendment to the Consultant's contract with respective Consultant which changes the terms of
Consultant's contract with CITY, including but not limited to, increases the value of the contract
amount and/or modifies the Scope of Work, CITY shall notify SCAG's Project Manager in writing
prior to execution of such amendment and provide SCAG with copy of amendment. SCAG may
propose an amendment to this Agreement, if necessary, consistent with any executed amendments
to the Consultant contract.
f. SCAG's Project Manager shall be notified and invited to: the kick-off meeting with the Consultant,
all steering or technical advisory committee meetings, all public engagement outreach events, and
all City Council or Commission meetings where the Project in whole or in part is being presented
or discussed.
3. Term
The Term of this Agreement shall begin on the Effective Date of the Agreement and continue until
December 31, 2019, hereinafter referred to as the "Completion Date," unless terminated earlier as
provided herein. Time is of the essence in the performance of services under this MOU.
4. Program Management
a. All work under this MOU shall be coordinated with SCAG and CITY through the Project
Managers.
b. For purposes of this MOU, SCAG designates the following individual as its Project Manager:
Marco Anderson
Program Manager I
Phone: (213) 236-1879
May 9, 2018
Page 4
MOU No. :M-011-18-00
SCAG Project/OWP No.:M-A823.01
anderston@scag.ca.gov
In addition, SCAG designates the following individual as the Grant Administrator for the
MOU:
Kana Sato -Nguyen
Senior Budget and Grants Analyst
Phone: (213) 236-1865
nguyenk@scag.ca.gov
SCAG reserves the right to change this designation upon written notice to CITY.
c. For purposes of this MOU, CITY designates the following individual as its Project Manager:
Melanie McCann
Senior Planner
Phone: (714) 667-2746
mmecann@santa-ana.org
CITY reserves the right to change this designation upon written notice to SCAG.
5. Funding
SCAG's contribution to the Project is funded wholly with State and Local Transportation Funds
(non-federal), up to Three Hundred Twenty -Five Thousand Dollars ($325,000). SCAG shall not
be obligated to make payments for any Project costs that exceed Three Hundred Twenty -Five
Thousand Dollars ($325,000). SCAG shall not be obligated to pay for any increase in Project costs
which exceeds SCAG's obligated funding amount.
6. Invoices, Progress Reports and Match Reports
a. SCAG's contribution to the Project shall be made on a reimbursement basis to the CITY, after
CITY has paid Consultants for services made pursuant to the Scope of Work Exhibit A. All
invoices submitted to SCAG for payment shall be e-mailed to accountspayable@seag.ca.gov
(file cannot exceed 1 OMB).
b. Not less frequently than once in every quarter, CITY shall submit an invoice to SCAG using
the Invoice Report, attached hereto and incorporated herein by this reference and subsequently
herein referred to as "Exhibit C." SCAG shall reimburse the CITY for paid Consultants
invoices. The Invoice Report shall include a narrative description of the progress toward
completion of tasks related to the Project, copies of paid Consultants invoices, a proof of the
payment by CITY and copies of all deliverables submitted by Consultants to the CITY. The
Invoice Report shall be sent to SCAG's designated Project Manager as well as to SCAG's
designated Grant Administrator identified in Section 4 herein. Upon satisfactory receipt and
approval of the Invoice Report by SCAG's Project Manager and Grant Administrator, or the
resolution of any dispute or concern with the Invoice Report by the Parties, SCAG will provide
reimbursement to the CITY.
May 9, 2018
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MOU No. :M-01 1-18-00
SCAG ProjecUOWP No.:275-4823.01
c. All Consultant costs charged pursuant to this MOU shall be supported by properly executed
payrolls showing labor (wage) rates per hour, copies of time records, including complete
timesheets or time cards signed by the employee and approved by the supervisor; invoices and
vouchers, evidencing in proper detail the nature of the charges, and other docinnentation
requested by SCAG. No CITY or SCAG staff costs are authorized under this MOU.
d. By the tenth day following the start of a new quarter (i.e., January 10, April 10, July 10, October
10), CITY shall submit a Quarterly Progress Report in a format reasonably acceptable to
SCAG' Project Manager. The Quarterly Report shall include, in narrative form, a description
of services performed by Consultant as well as progress toward completion of tasks related to
the Project for the prior quarter, a reporting of all costs incurred regarding the Project, and
include copies of paid Consultant invoices and Consultant deliverables attached for SCAG's
records.
e. On all documents submitted to SCAG for the Project, including Invoices and Quarterly
Reports, the Project Number (OWP No. 275-4823U3.01/4823E.01) shall be referenced from
the Effective Date through December 31, 2019.
f. The Parties acknowledge that SCAG's fiscal year is from July 1 to June 30. CITY agrees to
review and approve Consultant invoices and submit any pending invoices to SCAG on or
before July 21 during the contract's term (e.g., 7/31/18 & 7/31/19).
g. The CITY will require that its Consultant pay any subconsultants for satisfactorily completed
work no later than ten (10) days of receipt of each payment from the CITY. The ten (10)
calendar days period is applicable unless a longer period is agreed to in writing.
7. Cost Principles
a. CITY agrees to comply with the following:
1) The Contract Cost Principles and Procedures, 48 Code of Federal Regulations (CFR),
Federal Acquisition Regulations System, Chapter 1, Subchapter E, Part 31, et seq. (Office
of Management and Budget Circular A-87 Revised, "Cost Principles for State, Local, and
Indian Tribal Governments) and 2 CFR Part 200, Uniform Administrative Requirements,
Cost Principles and Audit Requirements for Federal Awards shall be used to determine the
acceptability of individual project cost items.
2) The CITY agrees, and will require that its contractors be obligated to agree, that (a) the
Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations
System, Chapter 1, Part 31 , et seq., shall be used to determine the allowability of
individual project cost items; and (b) all parties shall comply with Federal administrative
procedures in accordance with 49 CFR, Part 18, Uniform Administrative Requirements
for Grants and Cooperative Agreements to State and Local Governments and 2 CFR, Part
200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards. The CITY and every contractor receiving Project funds under this
Agreement shall comply with Federal administrative procedures in accordance with 49
CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments.
May 9, 2018
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MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01
b. Any costs for which the CITY receives reimbursement or credit that is determined by a
subsequent audit or other review by either SCAG, Caltrans or other State or Federal authorities
to be unallowable under, but not limited to, Title 2, CFR, part 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards, and 49 CFR, Part
18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State
and Local Governments, are to be repaid by the CITY within thirty (30) calendar days of the
CITY receiving notice of audit findings and a written demand for reimbursement from SCAG.
Should the CITY fail to reimburse unallowable costs due SCAG within thirty (30) calendar
days of demand, or within such other period as may be agreed between both parties hereto,
SCAG is authorized to withhold future payments due to the CITY.
8. Electronic Version of Work Products
a. For purposes of this Agreement, "Work Products" shall mean any deliverables, including
reports, data files, newsletters or any other written or electronic materials provided pursuant to
the Scope of Work described in Exhibit A.
b. CITY shall submit one (1) electronic copy of all completed deliverables associated with the
Project to the assigned SCAG Project Manager.
c. SCAG shall reserve a royalty -free, non-exclusive and irrevocable license to reproduce, publish
or otherwise use, and authorize others to use deliverables and other work products related to
the Project and developed as part of this MOU; provided, however, that any reproduction,
publishing, reuse or authorization of reuse by others of deliverables and other work products
without written verification by CITY will be at SCAG's sole risk and without liability or legal
exposure to CITY. Such written verification by CITY shall not be unreasonably denied and
shall be provided by CITY within ten calendar days of SCAG's request therefor.
d. Subject to the California Public Records Act, all deliverables and related materials related to
the Project shall be held confidential by Consultant. Nothing furnished to CITY or SCAG
which is otherwise known or is generally known, or has become known, to the related industry
shall be deemed confidential. CITY shall also safeguard such confidential materials from
unauthorized disclosure, using the same standard of care to avoid disclosure, as CITY treats
its confidential information, but in no case less than reasonable care.
9. MOU Changes
a. No alteration or deviation of the terms of this MOU shall be valid unless made in writing and
properly executed by both parties.
b. Either Party may request, at any time, amendments to this MOU and will notify the other party
regarding such changes. Within ten (10) calendar days from the date of the written notice, the
requesting Party shall notify the other Party of the impact of such changes on the Scope of
Work, schedule, and budget. Upon agreement between the Parties as to the required changes,
an amendment to this MOU shall be prepared regarding the same. If the Parties are unable to
reach an agreement regarding the changes requested by SCAG, the Parties may terminate this
MOU in accordance with the provisions set forth in Section 19(a) of this MOU.
May 9, 2018
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MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01
10. Notices
Any notice or notices required or permitted to be given pursuant to this MOU may be personally served
on the other party by the party giving such notice, or may be served by certified mail, return receipt
requested, to the following addresses:
To SCAG: Basil Panas
Chief Financial Officer
Southern California Association of Governments
900 Wilshire Blvd., Suite 1700
Los Angeles, CA 90017
Phone: (213) 236-1832
papas@scag.ca.gov
To CITY: Sona Mooradian
Admin Services Manager
Planning & Building Agency
20 Civic Center Drive
Santa Ana, CA 92702
Phone: (714) 667-2714
Mooradian@santa-ana.org
11. Indemnification
a. Except for the negligence or willful misconduct of SCAG and any of its directors, officers,
agents, employees, assigns, and successors in interest, CITY undertakes and agrees to defend,
indemnify, and hold harmless SCAG and any of its directors, officers, agents, employees,
assigns, and successors in interest from and against all suits and causes of action, claims, losses,
demands and expenses, including, but not limited to, attorney's fees and cost of litigation,
damage or liability of any nature whatsoever, for death or injury to any person, including the
CITY's Consultant(s), employees and agents, or damage or destruction of any property of
either party hereto or of third parties, arising in any manner by reason of the negligent acts,
errors or omissions or violations of law by CITY, employees and agents in connection with its
activities in pursuing the Project or under this MOU. CITY further agrees to require its
Consultant to provide indemnification for SCAG to the same extent as CITY, in the contract(s)
between CITY and its Consultant for work related to this Agreement.
b. Except for the negligence or willful misconduct of CITY and any of its directors, officers,
agents, employees, assigns, and successors in interest, SCAG undertakes and agrees to defend,
indemnify, and hold harmless CITY and any of its directors, officers, agents, employees,
assigns, and successors in interest from and against all suits and causes of action, claims, losses,
demands and expenses, including, but not limited to, attorney's fees and cost of litigation,
damage or liability of any nature whatsoever, for death or injury to any person, including
SCAG's employees and agents, or damage or destruction of any property of either party hereto
or of third parties, arising in any manner by reason of the negligent acts, errors or omissions or
May 9, 2018
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MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01
violations of law by SCAG or its employees and agents in connection with its activities in
pursuing the Project or under this MOU.
12. Records Retention and Audits
a. CITY shall maintain all source documents, books and records connected with the Project and
procurement of the Consultant and all work performed under this MOU for a minimu n of four
(4) years from the Completion Date or the date an audit resolution is achieved for each annual
SCAG Overall Work Program (OWP), whichever is later, and shall make all supporting
information available upon request for inspection and audit by representatives of SCAG, the
California State Auditor, or other authorized govermnent agency. Copies shall be made and
furnished by SCAG upon request at no cost to SCAG.
b. SCAG shall maintain all source documents, books and records connected with the Project
under this MOU for a minimum of four (4) years from the Completion Date or the date an audit
resolution is achieved for each annual SCAG OWP, and shall make all supporting information
available upon request for inspection and audit by representatives of CITY, the California State
Auditor, or other authorized goveniment agency. Copies shall be made and furnished by CITY
upon request at no cost to the CITY.
c. CITY shall establish and maintain an accounting system conforming to Generally Accepted
Accounting Principles (GAAP) to support Invoices which segregate and accurnulate the costs
of work elements by line item and produce Progress Reports which clearly identify
reimbursable costs and other expenditures by OWP work elements.
d. If applicable, CITY agrees to include all costs associated with this MOU and any amendments
thereto to be examined in the annual audit and in the schedule of activities to be examined
under a single audit prepared by CITY in compliance with Subpart F of the Office of
Management and Budget's Uniform Grant Guidance, formerly referred to as Circular A-133.
The CITY is responsible for assuring that the Single Auditor has reviewed the requirements of
this MOU. Copies of said audits shall be submitted to SCAG.
e. Neither the pendency of a dispute nor its consideration by a Party or the State shall excuse the
other Party from full and timely performance in accordance with the terms of this MOU.
13. Federal Certifications and Assurances
a. CITY shall adhere to the requirements contained in SCAG's annual Certification and
Assurances (FHWA and FTA "Metropolitan Transportation Planning Process Certification")
submitted as part of SCAG's OWP, pursuant to 23 CFR 450.334 and the 23 U.S.C. 1234. This
Certification shall be published annually in SCAG's OWP. Such requirements shall apply to
CITY to the same extent as SCAG and may include, but are not limited to:
1) Title VI of the Civil Rights Act of 1964 and Title VI Assurance executed by California
under 23 U.S.C. 324 and 29 U.S.C. 794;
May 9, 2018
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MOU No. :M-0I 1-18-00
SCAG Project/OWP No, :275-4823.01
2) Pub. Law 105-178, 112 Stat. 107 and any successor thereto, regarding the involvement of
disadvantaged business enterprises in FHWA and FTA funded projects (Sec. 105(t), Pub.
L. 970424, 96 Stat. 2100, 49 CFR part 26); and
3) The Americans with Disabilities Act of 1990 (Pub. L. 101-336, 104 Stat. 327, as amended)
and the United States Department of Transportation (US DOT) implementing regulations
(49 CFR 27, 37, and 38).
b. CITY shall additionally comply with the requirements contained in the annual FTA
"Certifications and Assurances for FTA Assistance," including "Certifications and Assurances
Required of Each Applicant" and the "Lobbying Certification" in compliance with 49 U.S.C.
Chapter 53; published annually in SCAG's OWP. Such assurances shall apply to CITY to the
same extent as SLAG, and include but are not limited, the following areas:
1) Standard Assurances
2) Debarment, Suspension, and Other Responsibility Matters for Primary Covered
Transactions
3) Drug Free Work Place Agreement
4) Intergovernmental Review Assurance
5) Nondiscrimination Assurance
6) DBE Assurance
7) Nondiscrimination on the Basis of Disability
8) Certification and Assurances Required by the U.S. Office of Management and Budget
c. Federal Lobbying Activities Certification.
1) By signing this MOU, CITY certifies, to the best of its knowledge and belief, that no State
or Federal funds have been paid or will be paid, by or on behalf of CITY, respectively, to
any person for influencing or attempting to influence an officer or employee of any State
or Federal agency, a Member of the State Legislature or United States Congress, an officer
or employee of the Legislature or Congress, or any employee of a Member of the
Legislature or Congress in connection with the awarding of any State or Federal contract,
the malting of any State or Federal grant, the malting of any Federal loan, the entering into
of any cooperative agreement, or the extension, continuation, renewal, amendment, or
modification of any State or Federal contract, grant, loan, or cooperative agreement.
2) If any funds other than State or Federal fends have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any Federal 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, CITY, as applicable, shall complete and
submit Federal Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance
with those form instructions."
3) This certification is a material representation of fact, upon which reliance was placed when
this MOU was entered into. Submission of this certification is a prerequisite for malting or
entering into this transaction imposed by Section 1352, Title 31, U.S.C. and by the Master
Fund Transfer Agreement between SCAG and the State.
May 9, 2018
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MOU No. :M-01 1-18-00
SCAG Project/OWP No.:275-4823.01
14. Equal Employment Opportunity/Nondiscrimination
a. In the performance of work undertaken pursuant to this MOU, the Parties and their assignees
and successors in interest, shall affirmatively require that their employees and contractors shall
not unlawfully discriminate, harass or allow harassment, against any employee or applicant for
employment because of sex, race, color, ancestry, religious creed, national origin, physical
disability (including HIV and AIDS), medical condition (cancer), age, marital status, denial of
family and medical care leave, and denial of pregnancy disability leave.
b. The Parties shall ensure that the evaluation and treatment of their employees and applicants for
employment are free from such discrimination and harassment. The Parties shall comply with
the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et
seq.) and the applicable regulations promulgated there under (California Code of Regulations,
Title 2, Section 7285.0 et seq.). The applicable regulations of the Fair Employment and
Housing Commission implementing the Government Code sections referenced above, are
incorporated into this MOU by reference and made a part hereof as if set forth in full.
c. Noncompliance: In the event of noncompliance by either Party with the nondiscrimination
provisions of this MOU, the other Party may cancel, terminate or suspend the MOU, in whole
or in part.
d. If required by DOT, additional or alternate sanctions for noncompliance may be imposed.
15. Conflict of Interest
The Parties shall comply with Federal and State conflict of interest laws, regulations and policies.
16. Independent Contractor
CITY and its Consultant(s), officers, employees and agents shall be independent contractors in the
performance of this MOU, and not officers, employees, contractors or agents of SCAG.
17. Disputes
Except as otherwise provided in this MOU, if a dispute arises between the Parties to this MOU,
the Parties hereto agree to use the following procedure to resolve such dispute, prior to pursuing
other legal remedies:
a) A meeting shall be held promptly between the Parties that will be attended by the CITY's Project
Manager and SCAG's Project Manager as well as individuals with decision -making authority (to
the extent reasonably possible), who will attempt in good faith to negotiate a resolution of the
dispute.
b) If the Parties are unsuccessful in resolving the dispute under (a) above, they may:
(1) agree to submit the matter to mediation, binding judicial reference, or a private adjudicator (if
all Parties so agree); or
May 9, 2018
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MOU No.:M-011-18-00
SCAG Project/O W P No.:275-4823.01
(2) initiate litigation following advance written notice to the other Party of not less than thirty (30)
days.
c) If any party should bring a legal action against the other to enforce the terms of this MOU, the
prevailing party shall be entitled to recover reasonable attorneys' fees and costs, as determined by
a court of competent jurisdiction in said proceeding.
18. Noncompliance
In addition to such other remedies as provided by law, in the event of noncompliance with any
grant condition or specific requirement of this MOU, this MOU may be terminated.
19. Termination of MOU
a. Termination for Convenience. Either Party may terminate this MOU at any time by giving
written notice to the other party of such termination at least thirty (30) calendar days before
the effective date of such termination. In such event, all finished or unfinished documents and
other materials as described in the MOU shall be provided to SCAG and CITY shall be paid
for all services performed by Consultant and accepted by CITY provided the required
consultation between CITY and SCAG has been undertaken in accordance with Section 2(e)
of this MOU. Further, the Party terminating this MOU before the effective date of termination
shall be responsible for any actual, incurred termination costs incurred by the Consultant as a
result of such termination notice.
b. Termination for Cause. If through any cause, CITY shall fail to timely and adequately fulfill its
obligations under this MOU, or if CITY violates any of the covenants, agreements, or
stipulations of this MOU, SCAG shall thereupon have the right to terminate the MOU by
giving not less than ten (10) calendar days written notice to CITY of the intent to terminate
and specifying the effective date thereof. SCAG shall provide a reasonable opportunity for
CITY to cure prior to termination. In no event shall such opportunity to cure extend beyond
the term of the MOU. In the event that SCAG invokes this termination clause, all finished or
unfinished documents and other materials as described in the MOU shall be returned to SCAG
at its option.
c. If through any cause, SCAG shall fail to timely and adequately fulfill its obligations under this
MOU, or if SCAG violates any of the covenants, agreements, or stipulations of this MOU,
CITY shall thereupon have the right to terminate the MOU by giving not less than ten (10)
calendar days written notice to SCAG of the intent to terminate and specifying the effective
date thereof. CITY shall provide a reasonable opportunity for SCAG to cure prior to
termination. In no event shall such opportunity to cure extend beyond the term of the MOU.
In the event that CITY invokes this termination clause, all finished or unfinished documents
and other materials as described in the MOU shall be returned to CITY at its option.
20. Non-Asshmment
a. Neither Party shall assign this MOU, or any part thereof, without the written consent of each
Party to this MOU. Any assignment without such written consent shall be void and
unenforceable.
May 9, 2018
Page 12
MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4923.01
b. The covenants and agreement of this MOU shall inure to the benefit of, and shall be binding
upon each of the Parties and their respective successors and assignees.
21. Release of Information
CITY shall not release any information to a third party or otherwise publish or utilize any
information obtained or produced by it as a result of or in connection with the performance of
services under this Agreement without the prior written authorization of SCAG, except as required
by law and with prior written notice to SCAG.
22. Severability
If any provision of this MOU is held to be illegal, invalid, or unenforceable, in whole or in part,
such provision shall be modified to the minimum extent necessary to make it legal, valid, and
enforceable, and the legality, validity, and enforceability of the remaining provisions shall not be
affected thereby.
23. Survival
The following sections survive expiration or termination of this MOU:
Section 8 (Electronic Version of Work Products)
Section 11 (Indemnification)
Section 17 (Disputes)
Section 21 (Release of Information)
24. Jurisdiction and Venue
This MOU shall be deemed an agreement under the laws of the State of California and for all
purposes shall be interpreted in accordance with such laws. Both Parties hereby agree and consent
to the exclusive jurisdiction of the courts of the State of California and that the venue of any action
brought thereunder shall be Los Angeles County, California.
25. Waiver
No delay or failure by either Party to exercise or enforce at any time any right or provision of this
Agreement shall be considered a waiver thereof of such Party's right thereafter to exercise or
enforce each and every right and provision of this Agreement. A Waiver to be valid shall be in
writing but need not be supported by consideration. No single waiver shall constitute a continuing
or subsequent waiver.
26. Standard of Care
The Parties and Consultant shall perform the work required for the production of the Project under
this MOU in accordance with generally accepted industry standards, practices, and principles
applicable to such work.
May 9, 2018
Page 13
MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01
27. Force Maieure
Neither CITY, SCAG or Consultant nor CITY shall be liable or deemed to be in default for any delay
or failure in performance under this MOU or interruption of services resulting, directly or indirectly,
from acts of God, civil or military authority, acts of public enemy, war, strikes, labor disputes, or any
other similar cause beyond the reasonable control of CITY, SCAG or Consultant.
28. Execution of MOU or Amendment
This MOU, or any amendment related thereto (Amendment), may be executed in multiple
counterparts, each of which shall be deemed to be an original, but all of which shall constitute one
and the same agreement. The signature page of this MOU or any Amendment may be executed by
way of a manual or authorized signature. Delivery of an executed counterpart of a signature page
to this Agreement or an Amendment by electronic transmission scanned pages shall be deemed
effective as a delivery of a manually or digitally executed counterpart to this Agreement or any
Amendment.
29. Effective Date
This MOU shall be effective as of the last date in which the document is executed by both Parties.
30. Entire MOU
This MOU, including the attached Exhibits A, B and C, represents and contains the entire
agreement of the Parties with respect to the matters set forth herein. This MOU supersedes any
and all prior negotiations, discussions and, if any, previous agreements between the Parties.
May 9, 2018
Page 14
MOU Nu..'.0b011-19-(H)
5CAGPwiert'OWI1No.:37 4823. 11
SIGNATURE PAGE TO
MEMORANDUM OF UNDERSTANDING NO. M-011-18-00
IN WITNESS WHEREOF, the Panics have caused this MOU to be executed by their duly authorized
representatives as of the dates indicated below:
SOUTIIER.N CALIFORNIA ASSOCIATION OF GOVERNMENTS ("SCAG")
`j By:
Pt" Basil Pangs
Chief Financial Officer
APPROVED AS TO FORM:
Date
J*Africa Date
ChiefCounsei/Director of Legal Services
CITY OF SANTA ANA ("CIT1"')
pM r
Maria D. Huizar
r
Clerk orthe Council
APPROVED AS TO FORM:
Sonia R. Carvaiho
City Attorney
Ely. -4 r--=
Lisa Storck
Assistant City Attorney
RECONINIENDED FOR APPROVAL
Minh Thai
Executive Director
Planning and ttuildint; Agency
Clap 07, 1tis
I'a8c 15
Please return an original
executed agreement tti
our office 6M 30/T11l
CITY OF SANTA ANA
L-� l
Raul Godinez it -'
City Manage)
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PS1)
Scope of Work
The MIG Team's work program includes a series of major tasks and subtasks, with information from each step creating the foundation for
the next task. We will perform the following tasks:
TASK 1 —PROJECT KICK-OFF AND COORDINATION
Task 1.1 Project Initiation and City Tour
The MIG Project Management Team will meet with Santa Ana's Project Team to kick off the project, identify communication protocols and
review procedures, confirm the schedule and work plan tasks, and discuss communication strategies for the project, including coordination
with other consultants assigned General Plan -related tasks. This meeting will be used to help define the initial planning area for base
mapping and early visualization efforts. MIG will also provide an information request to City staff outlining the GIS and other data needs for
the project. Following the meeting, we will tour Santa Ana with City staff to experience conditions in the field and understand your vision
for implementing land use policy. City staff will be responsible for arranging a van for the tour and developing the tour route.
Because MIG will be providing services related to corridor planning, graphic support, and document formatting support, our scope assumes
that a single kick-off meeting will be held for our entire scope of services.
Task 1.2 Project Management and City Coordination
MIG will meet and teleconference with City staff at key points during the project to discuss progress, confirm upcoming milestones, and
anticipate upcoming challenges. This task covers day-to-day project management tasks, including invoice review and preparation and
contract administration for all services provided. Assuming a six-month work for the existing land use and build -out analysis tasks, the
budget includes an allowance for this task. Any additional time required for project coordination of other program components beyond the
allowance will be billed as provided in the master contract.
Task 1 Deliverables and Meetings
Kick -Off Meeting
Project Management Teleconferences and Team Meetings
Request for Information letter (PDF)
TASK 2 —BASE ANALYSIS AND EXISTING LAND USE INVENTORY
Task 2.1 GIS Base Map
MIG, in coordination with the City, will define and format base maps for use throughout the process. MIG will collect and review existing
GIS data from the City, including citywide existing land use, General Plan land use designations, zoning, existing dwelling units per parcel,
existingjobs or non-residential square footage per parcel, street centerlines, and, if available, building footprint and height attributes. We
will provide recommendations for map layout in letter (8.5" x 11") and tabloid (11" x 17") sizes for use in the General Plan document. We
understand the City has many GIS layers and various data available at the start of the project that will be provided to us.
Task 2.2 Visualization Base Model
MIG's visualization specialists will begin the groundwork for developing the initial stages of the existing physical environment for the study
area. This preliminary work will be done at a high level for planning study purposes, with more details to be added during subsequent
tasks. Using GIS data from Task 2.1, MIG will re-create the existing streetscapes, building forms and massing (including number of building
stories), urban open spaces, public right -a -way, and other physical features of the built environment. MIG will provide City staff up to 10
view images showing the draft visualization base model work.
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work ................. Page 1
Task 2.3 Existing Land Use Inventory and Baseline Land Use Analysis
In coordination with City staff, MIG will update the existing land use data within areas defined in the Santa Ana Envisioning Map. Prior to
updating the GIS data, MIG will confirm with the City which existing land uses to refine as part of this task. Using existing land use databases
provided by the City, including the Santa Ana Property Information Network (SAPIN), MIG will begin to refine the existing land uses on a
parcel -by -parcel basis. MIG will work with staff on using the SAPIN building permit database. Refinement will include identifying and
researching outdated assessor parcel numbers, verifying building square footage and residential units, and recategorizing datasets to allow
for consistency between General Plan land use categories. If necessary, MIG will conduct limited land use survey using aerial imagery and
Google Street View (Google Maps). One citywide draft existing land use map featuring up to eight subareas will be provided to City staff for
review in PDF and ArcGIS Map Package format, with two rounds of edits. The existing land use data will also be provided in Excel format
that can be used with the SAPIN database. If CIS data requires updating beyond the detailed land use survey, as discussed in the following
tasks, it will be performed on a time -and -materials basis with prior written authorization from the City.
Once the existing land use data have been confirmed by City staff, MIG will build the Baseline Land Use Analysis spreadsheet in Excel that
establishes the existing conditions for housing units, population, non-residential square feet, and number of employees for each existing
land use category to establish baseline land use conditions for planning and CEQA analysis purposes. We will coordinate with the City to
establish appropriate factors for population and employment estimates. This will create the baseline spreadsheet that will be integrated
into Task 3.4 (Draft Land Use Alternatives Build -Out Model).
Task 2 Deliverables and Meetings
CIS Base Map
• Draft Base Model Images (10 images and PDF)
• CIS Existing Land Use Map and associated tabular data (PDF and ArcGIS Map Package)
• Baseline Land Use Analysis Estimates (Excel)
TASK 3 —LAND USE BUILD -OUT ANALYSIS
Task 3.1 Client Working Session #1 (Confirm Build -Out Assumptions/Methodology)
To begin measuring the quantitative assessment of socioeconomic and environment factors, MIG will meet with City staff, and if necessary
the Inter -Team (City staff, MIG, and other General Plan program consultants), to brainstorm land use alternatives for one -day charrette
(Task 3.2) and confirm preliminary assumptions, formulas, and indicators for the land use alternatives. This work will inform Task 3.2. MIG
will also outline the methodology that will form the framework for the Draft Land Use Alternatives Build -Out Model. Examples of
assumptions include, but are not limited to, average residential densities, non-residential floor -area ratio (FAR), vacancy rates, household
size, and employees per square foot of building area. MIG will prepare an agenda and other materials in advance of the meeting to support
this discussion. The list of assumptions, formulas, and methodology will be summarized in a memorandum and revised based on one round
of City comments.
Task 3.2 City Staff One -Day Digital Land Use/Design Charrette (Land Use Alternatives and 3D Visualization)
MIG proposes to conduct a one -day charrette with City staff. The first half of the day will involve a working session meeting with City staff
on land use alternatives from Task 3.1. During the second half of the day, our 3-D specialist, Chase Mullen, will help visualize the land use
alternatives. In the first charrette session, MIG will use ESRI ArcGIS to identify land use alternatives with the software running and displayed
on a large screen. At key study areas, staff can adjust land uses applied to certain corridors. During the afternoon, and based on the
information produced during the land use alternatives session, we will focus on creating a 3D visual environment for the study areas based
on a refined set of alternatives. Prior to the charrette, MIG will build the existing conditions for potential change areas by drawing existing
buildings and street layouts as defined in Task 2.2. MIG can illustrate and present various alternatives scenario in a 3D format. The 3D focus
of the charrette provides staff a preview of what the physical environment can look like based on architectural design, massing, height,
building style, setbacks, and open space features.
Task 3.3 Land Use Envisioning Map— Draft Preferred Land Use Plan Alternative
Based on City staff guidance from the alternatives analysis identified in Task 3.1 and Task 3.2, MIG will develop a Draft Preferred Land Use
Plan Alternative. The maps will include one Land Use Envisioning Map and individual focus/corridor maps for further refinement with staff
and the General Plan Advisory Group (GPAG). MIG will produce the maps and revise them based on two rounds of City and GPAG
comments.
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work ................. Page 2
Task 3.4 Land Use Alternatives Build -Out Model
MIG will build a Land Use Alternatives Build -Out Model using Microsoft Excel that will integrate the existing baseline land use information,
assumptions, and formulas for indicators and the quantitative results from the land use alternatives developed in the previous tasks. The
custom Build -Out Model will identify all the assumptions for each land use category and for each alternative. The Build -Out Model will
analyze two land use alternatives for the Land Use Visioning focus and corridor areas. The Model will also summarize the results In a simple,
easy -to -read summary page that can be exported into Microsoft Word or PowerPoint or PDF.
Task 3.5 Client Working Session #2 (Review Alternatives and Draft Model)
MIG will meet with City staff, and if necessary the Inter -Team, to review findings from the one -day land use and design charrette. The
meeting will also be used to present the Draft Land Use Alternatives Build -Out Model. MIG will bring a laptop with a working version of the
model and review the results project on a screen. MIG will prepare an agenda and materials in advance of the meeting to support this
discussion.
Task 3 Deliverables
Client Working Session #1 (Assumptions/Methodology)
Land Use Assumptions and Methodology Memorandum (PDF)
• Land Use Alternatives Envision Map(s) (PDF and ArcGIS Map Package)
Draft Land Use Alternatives Build -Out Model (Excel)
Client Working Session #2 (Review Draft Model)
TASK 4 — LAND USE SCENARIO VISUALIZATION
Task 4.1 Draft Visualization Concepts
After capturing the essence of each land use alternatives area through the charrette process and City staff working sessions, MIG will create
a collection of graphics that illustrate the visual conditions proposed within each of the areas and alternatives. MIG will work with City staff
to identify how best to illustrate the visual conditions and what combination of visualization tools and methods will best tell the story about
the potential changes for each area and alternative, and how the changes will fit into the surrounding context.
MIG has an array of visualization tools ranging from photo -realistic animations, photo simulations, interactive real-time virtual models, and
conceptual artist renderings. We will stay flexible throughout the visual analysis process until as late as possible to help the team identify
the right style(s) and process to communicate effectively. MIG has budgeted visualization for up to eight areas and up to two land use
scenarios for each area. MIG will prepare up to 16 draft images of the selected visualization tools and revise them based on one round of
City comments. Visualization will include building type and massing, street and public realm improvements, and transportation
improvements. Draft virtual models will be provided to City staff using Sketch Up Viewer software.
Task 4.2 Client Working Session #3 (Draft Visualization Results)
MIG will present the draft visualization concepts from Task 4.1 (Draft Visualization Concepts) to City staff during a working session. The
purpose of the meeting is to get feedback from City staff to move to the final visualization phase. MIG will prepare an agenda and materials
in advance of the meeting to support this discussion.
Task 4.3 Final Rendering and PhotoShop Compositions
With direction from City staff in Task 4.2, MIG will finalize the photo -realistic animations, photo simulations, interactive real-time virtual
models, and conceptual artist renderings. MIG will prepare up to 16 final images of the selected visualization tools and revise them based
on one round of City comments.
Task 4.4 Integration with Urban Footprint (SCAG Scenario Planning Model)
MIG will work with City staff to integrate the land use alternatives into the SCAG's Scenario Planning Model. MIG will develop a matrix that
aligns the City proposed land use designations with SCAG's library of 35 Place Types. MIG will also assist with the assumptions transfer from
the build out model to SCAG's model, as well as analyzing scenario results. We have budgeted a specific number of hours for this task, not
knowing the extent to which City staff will want our assistance. If additional work is needed beyond the budgeted amount for this task, it
will be performed on a time -and -materials basis with prior written authorization from the City.
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PS1): Scope of Work ................. Page 3
Task 4 Deliverables
• Draft Visualization Concepts (16 images and PDF)
Client/Inter-Team Working Session k3 (Draft Visualization Results)
• Final Rendering and Photoshop Compositions (16 images and PDF)
• Final Land Use Alternatives Build Out Model (Excel)
Scenario Planning Model Matrix (Excel)
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work ................. Page 4
Santa Ana Green and Complete Public Realm (PS3)
November 28, 2017
Scope5
Following the scope of work as described in the Request for Proposals, MIG will
perform the following tasks:
Task 1 — MIG will identify two example documents of best practices for "green",
sustainable, complete corridors, and amenitized public realm plans, for review by City
staff. Based on City staff feedback MIG will summarize results and key components of
the example public realm plans in brief 5 to 8-page memorandum. The memorandum
will also include 1-2 pages of best practices recommendations for funding of capital
construction and operation/maintenance of a model public realm plan. Example
documents will be selected for their specific applicability to Santa Ana.
MIG anticipates one month for this phase including identification, review, and summary
of resource documents, and preparation of best management practices for funding of
capital construction and maintenance/maintenance of model public realm plan.
Task 2 — Based on direction from City staff, MIG will utilize the example public realm
document(s) to update the existing Metro East Public Realm Plan including the
expansion of Metro East on 1st Street to Grand Avenue (per email Melanie McCann
email November 16, 2017) or create a new Public Realm Plan for one selected Land
Use Corridor. The other potential Land Use Corridors are as follows:
• Seventeenth Street
• Bristol Street
• Main Street
• Grand Avenue
• Tustin Avenue
• Santa Ana Boulevard
• First Street
• Redhill/Alto/Warner Avenue
Harbor Boulevard
MIG anticipates two months for completion of this task including one Draft Final version
(approximately 30-35 pages) and a Final document (approximately 30 - 35 pages). The
City of Santa Ana will provide one set of consolidated comments to the Draft Final
document within two weeks of submittal to the City of Santa Ana. MIG will return the
Final document within two weeks of return of consolidated comments from the City of
Santa Ana.
MIG Santa Ana Green and Complete Public Realm (PS-3) 1
MIG will provide five hard copies of the Draft Final (Administrative Draft) and one copy
of the Final document, plus a digital PDF version per the RFP.
Task 3 — This task includes two options, based on direction from City staff:
Option One -- Utilized the example public realm plan to create a second Public Realm
Plan for one of the Land Use Corridors identified in Task 2. Where efficient and
feasible, portions of the second Public Realm Plan may be coordinated and prepared at
the same as the First Public Realm Plan. The draft and final products shall be the same
for the First Public Realm Plan and Second Public Realm plan per below:
MIG anticipates two months for completion of this task including one Draft Final version
(approximately 30-35 pages) and a Final document (approximately 30 - 35 pages). The
City of Santa Ana will provide one set of consolidated comments to the Draft Final
document within two weeks of submittal to the City of Santa Ana. MIG will return the
Final document within two weeks of return of consolidated comments from the City of
Santa Ana.
MIG will provide five hard copies of the Draft Final (Administrative Draft) and one copy
of the Final document, plus a digital PDF version per the RFP.
Option Two - Building on literature search, MIG will create a Public Realm Plan
Resource Guide and template to facilitate the creation of future public realm plans used
by Santa Ana City staff. This will include but not limited to eco-friendly swales in
parkways, a menu of corridor design features supporting walkability, biking, transit and
non -motorized travel, as well as landscape and design solutions that promote active
streets, a scenic corridor, and a sense of place.
Specifically, the Resource Guide will include a menu of images and descriptions for
hardscape design and materials, sidewalk pavement, streetscape furnishings applicable
for various land use intensities, landscaping (California -friendly plant palette), lighting,
LID best practices, wayfinding, bike parking, rest stops/benches, transit stop designs,
the integration of art, and other amenities that encourage pedestrian safety and
enhance the streetscape.
MIG will primarily utilize the reference documents that have been recently authored by
MIG for other municipalities, by creating new standards and guidelines that are specific
to the City of Santa Ana.
The Public Realm Plan Resource Guide and template will be primarily graphic with easy
to read bullets and notations. It will include custom graphics created specifically for this
MIG Santa Ana Green and Complete Public Realm (PS-3) 2
Resource Guide, as well as select precedent imagery that is specific to Santa Ana
streets.
MIG anticipates two months for completion of this task including one Draft Final (20 to
25 pages) version and a Final document (20 to 25 pages). The City of Santa Ana will
provide one set of consolidated comments to the Draft Final document within one week
of submittal to the City of Santa Ana.
MIG will provide five hard copies of the Draft Final (Administrative Draft) and one copy
of the Final document, plus a digital PDF version per the RFP. The In Design native file
will also be provided to the City for future edits and use.
Approach and Methodologies
MIG has reviewed the Metro East Public Realm Plan as well as other documents
referenced in the RFP. The Metro East Public Realm Plan is an excellent document
published in 2007. Although that may not seem too dated compared to other city and
community plans, many changes have occurred in the planning and design of
stormwater control, green streets, complete streets, and pedestrian amenities that
necessitates a thorough update.
MIG has authored many of public realm plan documents that will assist in Task 1. In
addition, MIG landscape architects and civil engineers included in this proposal,
particularly in our Seattle office, have led numerous green street projects for the City of
Seattle, Pacific Northwest communities, and California communities.
Many of these projects began as design guidelines and policy documents but more
importantly, resulted in constructed projects. This full -circle approach has provided MIG
landscape architects and civil engineers a complete and thorough understanding of
what works and what doesn't, resulting in a robust understanding of lessons learned,
which will be applied to the Santa Ana Green and Complete Public Realm project.
In addition, MIG landscape architects and civil engineers are sought-after public
speakers at a variety of conferences focused on green streets and complete streets
around the country. It is important for Santa Ana to have industry leaders that stay
ahead of the rapidly changing fields of green streets and complete streets. MIG
practitioners are industry leaders.
In addition, MIG has conducted a driving, walking, and photographic survey of the Metro
East and other corridors being considered. There are significant opportunities for
transformation of the corridors and streets being considered. Opportunities for
modifications to the Metro East Public Realm Plan and other corridors include the
following:
STORMWATER CONTROL
MIG Santa Ana Green and Complete Public Realm (PS-3) 3
Management and control of stormwater in urban areas has seen significant change in a
decade. Requirements for storm water control have become more restrictive and
regulated, which thankfully has led to an overall improvement in the water quality of our
water bodies. While requirements are imposed by the State of California, Santa Ana
also has requirements. However, despite more regulations, there are also more
opportunities for funding of stormwater improvements from Federal, State and Local
sources. As an example of this, many cities are reducing excess hardscape including
asphalt, for increased direct stormwater infiltration into soils. This not only
improvements stormwater quality before it enters water bodies and aquifers, it also
becomes opportunities for added landscaping and green streets.
GREEN STREETS
Like stormwater, the greening of urban streets is a rapidly changing field that can result
in more attractive public realm and pedestrian environments, but can also strain city
maintence and operations budgets if not done properly. The science and best practices
of growing healthy trees in urban areas is a field that MIG practitioners are experts in. In
addition, knowing which trees grow best in each type of urban environment is essential,
as well undertesting the design objectives of each street, especially in Santa Ana.
MIG landscape architects and civil engineers understand the real importance of
subsurface growing conditioner and bring a thorough understanding of the nexus
between tree health, soil, aeration and irrigation. MIG landscape architects and civil
engineers also are experts in preparation of cost estimates and maintenance manuals
for municipalities. This full -circle approach will be key to creating sustainable and cost-
effective green streets in Santa Ana.
MIG will work closely with the City of Santa Ana staff to identify opportunities and cost-
effective recommendations for the greening of Santa Ana's streets. This includes but is
not limited to expanding tree planting areas in sidewalks with additional parkway
planting, creating bioswales within sidewalks and parkway areas, and removal of
excessive areas of street asphalt and replacement with rain garden and infiltration
basins. An understanding of subsurface soils and soil composition as evidenced
through existing geotechnical reports will be also be an important factor. In addition, the
creation of green streets within Santa Ana will be a great opportunity for education and
will incorporate interpretive displays that can demonstrate the benefit of "going green".
Parkway planting and bioswales can also feature design elements such as pollinator
plants that are both beneficial to the environment but also become teachable moments
for residents and school children.
MOBILITY AND COMPLETE STREETS
MIG Santa Ana Green and Complete Public Realm (PS-3) 4
MIG has been leading the revolution in rethinking the design of American streets for
over a decade. As demonstrated in the MIG created and curated website
www.restreets.org, MIG has gone well beyond Complete Streets and has been
designing and building streets that focus on sustainability, livability, and economics in
addition to accommodating the traditional Complete Streets mobility modes. Like
stormwater engineering and green streets design, MIG planners are national authorities
in creating complete streets that accommodate all forms of mobility. MIG understands
the trade-offs associated with design challenges such as reduction in lane widths to
create buffered bike lanes, or increasing sidewalk widths and creation of bioswales.
MIG's observation of the street designs within the Metro East Public Realm Amenity
Plan and our driving and walking tours of this area, and other street corridors being
considered, and initial review of other Santa Ana documents including the Complete
Streets Plan and Bicycle Master Plan, suggests that there are ample opportunities for
better accommodation of all modes of traffic.
DESIGN AMENITIES
As requested in the RFP, a public realm plan that identifies design solutions related to
hardscape designs, art, landscape and trees, benches, street and pedestrian lighting,
bike racks, and activating the street are a key. MIG will provide expertise and
recommendation for a variety of design amenities for the public realm plans to be
developed.
Special Suggestions/Concerns
MIG does not anticipate or have any special suggestions or concerns other than those
outlined in the above approach, which are typical for any complete streets and urban
greening project.
MIG Santa Ana Green and Complete Public Realm (PS-3) 5
2. APPROACH (PS8)
Approach and Methodology
MIG's approach leverages our staff's extensive
experience providing graphic design, document editing
and web technology services to planning agencies for
community engagement, public education and document
and website production. As planners, designers,
communication specialists and web engineers, the MIG
Team possesses the breadth of professional skills required
to support your planning team's graphic design and
document production needs throughout the General Plan
Update process.
Our approach anticipates the completion of three major
deliverables:
1. Ongoing graphic and web design support providing
visually interesting content to promote community
engagement and understanding of the General Plan
Update;
2. An elegant and technically robust printed General Plan
document; and,
3. An interactive, searchable and mobile -optimized
web -based General Plan website.
Cupeitlno General Plan
The MIG Team fully understands the third deliverable
is not a requirement of this RFP. However, we are
including this deliverable In our proposal because it Is
a valuable and extremely cost-effective result of our
innovative document production methodology and tools.
Specifically, our approach includes the use of ingenious
new software, called TangerineTm, that enables planning
agencies to easily, automatically and cost-effectively
convert complex and long print documents to searchable
interactive websites,
The use of the Tangerine'rM software solves a problem
that cities, counties and planning agencies have faced for
years — how to convert print documents Into interactive
web documents simply and affordably. Tangerines^^ does
this by using the same Adobe InDesign or Microsoft
Word document template created to produce an elegant
complex print document and automatically converts it Into
a mobile -optimized, searchable and interactive website In
just minutes.
Tanger{neTM is new open source software that was
just awarded the American Planning Association (APA)
Technology Division's 2017 Smart Cities Award. (For
more information an the Tangerine'^' software, please
go to www.tahgerinedocuments.com)
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CITY OF SANTAANA I Comprehensive General Plan Update and Envisioning Sustainabillty Together
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Moreover, the use of TangerineTM in our approach enables
the MIG Team to offer the City of Santa Ana an elegant
and technically robust printed General Plan document
and a personalized, ADAcompliant, fully searchable
and mobile -optimized website at an exceptionally
cost-effective cost.
Detailed Work Plan
This detailed wont plan includes the following
assumptions:
a The General Plan Draft text will be written by the City
of Santa Ana staff and provided to MIG for editing as a
Microsoft Word document.
x All General Plan photos and graphics will be provided by
the City in the highest resolution available and in native
format. The MIG Team will provide diagram enhancements
(e.g, enhancements to process diagrams, charts and
graphs) and photo correct or enhance photos as needed
to ensure they are consistent with the General Plan style
guide created by the MIG Team.
e The City will prepare all maps and MIG will stylize the maps
following the guidelines established in the General Plan
style guide.
AR MIG will either host and support the City's new web -based
General Plan on its enterprise -class Amazon Web Services
(AWS) cloud infrastructure or help the City contract with
another hosting provider.
M Ga
SA Tomorrow Comprehensive Pfan
TASK 1: GREA7E; THE GENPRAL PLAN STYLE; GUIDE
The MIG Team will create a City of Santa Ana General
Plan style guide that illustrates the typography, colors and
graphic styles for maps, charts, diagrams, photos and text
that will appear in the General Plan, The style guide will
apply to both print and web versions of the General Plan,
calling out differences whenever appropriate,
This task includes the creation of two distinct style guides
for the City to review, The City will select one of the
style guides and MIG will perform one round of edits
to the selected style guide based on City comments.
Completion of a City -approved style guide provides the
final design direction for all graphic elements contained in
the General Plan document,
TASK2: DEVELOP THE GENERAL PLAN DOCUMENT
LAYOUT AND CONTENT ARCHITECTURE
The MIG Team will review relevant General Plan
documents with City of Santa Ana staff. Based on City
feedback and comments on these documents, the MIG
Team will produce a draft layout for review that contains
City of Santa Ana sample content and accurately depicts
the content architecture for the General Plan. The MIG
Team will perform one round of refinements to the draft
layout and content architecture based on City comments
and direction.
PSB Graphic Design and Support
M "`
Completion of a City -approved document layout and
content architecture establishes the foundation from
which the MIG Team can create the Microsoft Word or
Adobe InDesign document framework required for staff
to use for writing and editing of the Administrative Draft
General Plan,
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DO"UrIMNT 6RAMrWORX
Depending on City staff expertise and software
availability, MIG will build the document framework for
the General Plan using the City's choice of either Adobe
InDesign or Microsoft Word,
Using the MIG-created document framework when you
start writing the General Plan ensures that draft versions
of the General Plan adhere to the approved style guide
and document layout from the beginning.
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MIG will support City staff as needed to ensure that
all graphics (diagrams, photos, charts and maps, etc.)
adhere to the approved style guide. This support will
include providing City staff with design samples and
specifications as well as direct graphic manipulation and
graphic production work.
As part of this task, MIG will recommend compelling
graphics forthe web -based General Plan and create
web -ready versions of these graphics. In addition, MIG will
provide graphic support to illustrate unique urban design
considerations.
'f`A5K Si is c.f,C4+Nf;':AJS suPP.JR!• AND PR;,1XA1rCOON
MIG will support the City during the development
of the draft document by providing professional and
experienced General Plan planning staff to review and
edit the draft document In the budget we provide an
allowance forthis task.
MIG will provide five printed Administrative Drafts and
a printed Final Draft. MIG will provide the City with an
editable file of all final public drafts and final public
planning reports in either Microsoft Word or Adobe
InDesign formats and editable PDF format.
North Tryon Vision and Implementation Plan
CITY OF SANTA ANA I Comprehensive General Plan Update and Envisioning 5ustalnabilrty Together
North Tryon Vision and Implementation Plan
TASK d; CONFIGURS AND CUSTOMIZE TANGRITNc:srn
MIG will setup and customize the TangerineTM software
for single click website creation using the In Design or MS
Word template.
This task includes an Alpha release of the website upon
25%completion of the content loading and a Beta release
upon 50%completion of the content loading. This tack
also includes development of any auxiliary website pages
such as the home page or other landing pages not part of
the InDesign template.
Once the General Plan is approved for public review, MIG
will make the web -based General Plan version publicly
accessible.
TASK 7, hv{NNUAG YJEFISi VE S€6'PO4l' Auy(: `rD"s$'TING
0 Y'FARi
MIG will provide the City of Santa Ana with support and
hosting of its new web -based General Plan for one year,
If after the initial year, the City chooses to continue using
the TangerineTm SaaS platform for the ePian, MIG offers
competitive, high -quality annual and multi -year support
options tailored for public agencies,
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PS5. Community Engagement
TEAM ORGANIZATION
COLIN DRUCKER
a �tltlse Pr- iM,r.t,+�r
BRIAN JUDD
d acre Prir ral-Altennate l'nA
SUZANNE SCHWAB, AICP
A :..cat- Pin "' "
ROBER'T KAIN
Basra, P'la:vn¢r
M EGA KNO ALLIES, IED aP
a ea Phir, i)eai;n amd
b'is"I"'r,cn
STEVE GUNNELLS
k000-nlc J c_.Nant,"e'
BRIAN JUDD
Akerrone ilr,w
JESSICA WUYEK
M1 flstwnaf r- tlPrneCt
Planne
WENDY NOWAK, AICP
Engagement Project Manager
MEGAN KNOWLES, LEEOAP
Alternate PM/Designer
JESSICA WUYEK
Project Planner
JEN CHUNG
Graphic Design
ROBERT KAIN
6eapY L. o, fr_Iaer Man-ger
MEG AN KNOWLES, trIfDAP
C, a pina )o,i, , Web estgn
and AR.ern_=,e Prgco Marmper
JEN CHUNG
(nartw i)s11.; n
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Docoimant,a and 7rnln[rg
STAFF ASSIGNMENTS
Brian Judd will be Principal -in -Charge. The Project Manager/Principal Agent for this planning study category is shown below, as
well as each Backup Associate -in -Charge in the event the Project Manager/Principal Agent is absent, and any technical support
staff. Please note that commitment percentages are an average, and more time can be made available as needed.
Name, Title, Office, Contact Info
Roles)/Level of Commitment
Experience/Responsibilities Summary
BRIAN JUDD
Principal -in -Charge
Oversees and works hands on with an integrated team of practiced
Principal
2%
policy planners and innovative designers to create resourceful
Santa Ana I x2330
solutions for complex and always challenging projects. Expert in
bjudd@placeworks.com
intergovernmental coordination, land use planning, long-range
advance planning with focus on implementation. Keen understanding
of regulatory and political processes.
WENDY NOWAK, AICP
Engagement Project Manager
Experienced and versatile planner with 20 years of professional
Associate Principal
15%average and more as
experience in the public and private sector. Has managed projects of
Santa Ana I x2350
needed
a diverse variety and scale including public outreach and visioning,
wnowak@placeworks.com
general plan updates, specific plans, corridor Inflll development, grant
writing and entitlement coordination.
MEGAN KNOWLES, LEED AP
Graphic Design/Outreach
Strong, talented designer with the ability to think creatively and
Associate Designer
Materials Content
envision change while keeping projects grounded with achievable
Santa Ana I x2333
15%
benchmarks and Implementable policy goals. Excels at
mknowles@placeworks.com
communicating complex information and policy ideas graphically —to
educate, inform, and persuade. Well versed in web -based
documentation.
4 CITY OF SANTA ANA I REP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY- PS5: COMMUNITY ENGAGEMENT
PS5. Community Engagement
Name, Title, Office, Contact Info
Role(s)/Level of Commitment Experience/Responsibilities Summary
JEN CHUNG
Graphic Design Designs at multiple scales —from smaller, site -scale residential designs
Associate Designer
to regional -scale design guidelines and vision plans. Projects reflect
60%
various degrees of complexity. Expert at making strong visual impact
Santa Ana I x2333
that conveys information clearly while being aesthetically pleasing.
jchung@piaceworks.com
3.Scope of Services, Methodologies, Work Products,
S:
SCOPE, METHODOLOGY, AND WORK PRODUCTS
METHODOLOGY
Public outreach efforts conducted for general plan updates can range from minimal to extravagant. The key is to strike the right
balance for Santa Ana so that outreach is effective but not excessive. The following program is recommended based on our
experience with outreach in other jurisdictions. Although the nature and tools of public outreach may vary, the broad objectives
and measures of success for conducting outreach for a general plan update remain largely the same:
A Set and manage expectations for process
• Create sense of trust; transparent, open process
a Maximize participation through multiple engagement means (in person and online)
• Avoid/minimize bullying; make everyone feel that their input is welcome
m Demonstrate that the City is listening
• Educate the public on the City's history, socioeconomic and market trends, and fiscal health
• Obtain input on the areas of desired change
Generate consensus while reducing concerns
v Build capacity for future public outreach and education
• Engage key stakeholders to perpetuate strategic involvement
• Engage those who are typically silent by allowing for a variety of in -person or online input opportunities
• Identify and clarify the rationale for decisions
• Raise the profile of the General Plan Update and establish a greater connection to current planning issues
Creation of a public engagement program that is inclusive, educational, and results oriented will be instrumental to the success of
the General Plan Update effort. Based on our experience, the traditional approach to civic engagement is changing, and the roles
of the public and government are reversing. Residents increasingly expect their governments to reach out to them, provide
information, and solicit their input on important issues. By pairing in -person outreach workshops and meetings with online
engagement tools, local governments can distribute information and gather input more effectively and across a broader
spectrum of participants. PlaceWorks will bring its knowledge of the City (existing General Plan and community issues) and public
participation to this effort to provide overall direction on outreach and to advise the City on engagement strategies and tactics.
There are several different outreach tools the City can use to engage the public, including print material, surveys, online
engagement, stakeholder interviews, and a General Plan Advisory Group (GPAG). Each one has its own advantages and
disadvantages, and we are open to refining the outreach program to best suit your needs. Our scope proposes creation of a
Community Outreach and Engagement Plan coupled with the crafting of meaningful content and messaging throughout various
stages of the process to help guide the project through the public process and ensure that the public feels they have been
REP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY- PSS: COMMUNITY ENGAGEMENT I PLACEWORKS 5
PS5. Community Engagement
adequately consulted and considered in decisions that will ultimately shape land use changes In their neighborhoods and
corridors.
SCOPE OF SERVICES
TASK 1. PEER REVIEW OF COMMUNITY ENGAGEMENT PLAN
We understand that the City will be facilitating all community outreach meetings and that our role will be to provide materials to
support that effort. We will collaborate with staff to make suggestions about the outreach materials that could garner the largest
response or solicit feedback, they will likely be very different between groups such as the Neighborhood Wards, GPAC, and City
Council. It is also a priority of the City to identify ways to engage underserved or underrepresented groups in the City so that the
proposed General Plan changes are truly reflective of community sentiment and the materials produced will respond to that
approach.
PlaceWorks will provide a high-level peer review of the City's Community Engagement Plan that serves as an outreach manual to
communicate with the public during key milestones of the General Plan process. Peer review of the Community Engagement Plan
will enable the City and consultant team to make decisions about and fine-tune the public involvement process and materials to
be generated at various milestones in the process.
Review of the Community Engagement Plan and subsequent discussions with staff will:
® Identify relationship between the public engagement efforts requiring support materials and the General Plan Update planning
tasks.
Provide feedback on the stakeholders that should be included when gathering input for the effort, including advisory groups
(GPAG, Com-Link), special interest groups (Neighborhood Wards), and other community organizations and ambassadors that
could be consulted during the process for input or to help get the word out about meetings/workshops.
Identify what the City needs assistance preparing (e.g., meeting notices, flyers, fact sheets, agendas, announcements/notices,
memorandums, FACs, maps and posters, project website information) and who will be responsible for generating content,
printing, and distribution
m Establish protocols for who is responsible for preparing specific products (e.g., final review and approval of deliverables,
meeting materials, digital communications, social media posts, website content, printing, press release preparation and
distribution, etc.).
a Confirm communication and meeting format techniques (open house, pop -ups, town halls, etc.) associated with key
milestones and branding or messaging requirements to ensure products produced are consistent with established City
protocols.
Since community engagement Is an ongoing effort throughout all stages of the General Plan process, it will be important to
integrate key deliverables and milestones with the other PS tasks the City is undertaking concurrently. Review of the Community
Engagement Plan will clearly Identify timeframes and key decision points where it will be essential for PlaceWorks to develop the
materials that will be needed for various outreach efforts to maximize participation and transparency and to gain the feedback of
the community.
Deliverables:
- Peer review of Community Engagement Plan (digital memorandum)
- In -person meeting (or conference call) to review Plan and clarify refinements
TASK 2. CREATING CONTENT: OUTREACH MEETING MATERIALS
There are numerous types of meeting materials requiring review and approval by the City prior to sharing at an outreach event—
e.g., posters, maps, PowerPoint presentations, surveys, social media posts, email notifications, and handouts. Per the RFP, the
consultant, in coordination with the City, will create community outreach materials that will be distributed to local business
groups, religious organizations, residents, local schools, etc. PlaceWorks will prepare draft text that can be used for digital
notifications, and the City will post information about workshops and applicable Information on the City website and social media.
6 CITY OF SANTA ANA I REP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY- PS5: COMMUNITY ENGAGEMENT
PS5. Community Engagement
In this task, PlaceWorks will support the City in preparing materials for workshops and community events and getting the word
out about the General Plan Update effort. Materials generated as part of this task can include a General Plan 101 brochure,
meeting notices, General Plan summary sheets, and other materials that can be used to communicate key ideas related to the
plan. This task can integrate graphics produced through other PS tasks, including simulations; Illustratives; and/or massing scale,
infrastructure, public realm, and transportation improvement diagrams of existing and future uses in the eight Land Use Scenario
Corridors, as appropriate to convey an idea or message. The specific number and type of materials and products to be prepared
(other than those specifically noted below) will be determined during the preparation of the Review of the Community
Engagement Plan in Task 1.
It is anticipated that the supporting materials will be prepared for events such as Neighborhood Ward workshops, pop -ups at
community events, city boards and commissions, and Santa Ana Coml-ink. The hope is that the materials prepared over the
duration of the update process can be used during discussions with the various groups and events. It is assumed that the
preparation of land use maps or alternatives will be produced and budgeted separately. (This task does not include preparation of
or printing costs for large scale maps.)
PlaceWorks will work with the City to identify materials that require translation into multiple languages. PlaceWorks has the in-
house capability to translate materials into Spanish and would look to the City to assist with materials prepared in Vietnamese.
(We used this same approach with the City of Westminster and the materials that were prepared for their recent General Plan
Update.) If outside translation services are needed, they would be extra to this contract.
Deliverables:
— Digital versions (draft and final) of:
Advertising and Meeting Support Materials, including flyers/notices (Design)
Up to 6 General Plan Summary Sheets or FAQs (English, Spanish, Vietnamese)
Banners (English, Spanish)
Process Infographic (English, Spanish)
TASK 3. MEETINGS AND CONFERENCE CALLS
This task assumes that in -person meetings and conference calls will be needed periodically during the update effort to gain
clarification or input on the materials drafted and to receive input on the effectiveness of meetings and the outreach collateral
that was prepared to support the City's outreach efforts. This effort assumes approximately 30 total hours of time over an 8-
month timeframe to participate in these discussions with City staff. If it is determined that more hours are necessary to touch
base regarding product edits or other items over the estimated 8-month timeframe, a scope and budget refinement would be
needed.
Deliverables:
— Meetings and Conference Calls (30 hours)
Reimbursables
To keep costs at a minimum, the majority of deliverables proposed for this task will be produced and provided to the City in a
digital format for printing and reproduction. Deliverables and products produced as part of this effort should be closely
connected to the deliverables and products produced in conjunction with PS8, Graphic Design and Document Support, to avoid
duplication and identify cost savings. Reimbursables include things such as map production, photocopies, graphics, materials,
mileage, and supplies. The project budget assumes that reimbursables will not exceed 5 percent of the labor total (and we will
work within that budget as we are defining the hard -copy deliverables for the Community Engagement Plan and Creating Content
tasks). If the City requests more copies of documents or printouts of maps than the estimated budget can accommodate, an
augment to the budget would be required.
SCHEDULE
Community outreach and engagement tasks are expected to occur at key milestones throughout the process and are estimated
to be complete within an 8-month timeframe. Task 1, Peer Review of Outreach and Engagement Plan, will be completed at the
outset of the effort (within approximately the first month) because it sets the stage for communications with the community and
will help to tie together the engagement efforts needed for the other tasks associated with the General Plan Update. Task 2,
RFP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY—PSS: COMMUNITY ENGAGEMENT I PLACEWORKS 7
PS5. Community Engagement
Creating Content, will occur periodically (as needed for meetings and milestones defined in Task 1) over the duration of the
project and at the rollout of the changes that are anticipated to be complete in March 2018.
8 CITY OF SANTA ANA I RFP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY- PS5: COMMUNITY ENGAGEMENT
AECOM
' ••• •r,, • • ' ••
Task 1.0: Kick -Off Meeting and Project Initiation
We have included an initial meeting between City and AECOM staff to refine the work plan and outline
and discuss and clarify key issues, variables, and project objectives and goals. The AECOM team will then
provide a detailed work plan and schedule to the City. This initial meeting along with the deliverables
will serve to enhance cooperation and expectations throughout the project to achieve efficiency, cost-
effectiveness, and high -quality deliverables.
Due to a number of recently completed City documents such as the Santa Ana Economic Development
Strategy in 2016 and the Consolidated Plan, a significant amount of the basic market information and
economic development programs have been documented in just the last few years. As such, the initial
phases of this work will include a review and validation of the background data for these documents as
well as identify any gaps or additional research that must be done. The scope and budget assumes that
much of this background data will be readily available, in a usable format, and that would only need to
be updated with more recent data.
We anticipate the bulk of the work will involve estimating future land use demand based off of forward
looking demographic and market trends and then applying these tests to the viability of the Land Use
Visioning Map, the Identification of innovative land use mixes, and fiscal analysis of selected Preferred
Land Use Alternatives.
Deliverables:
• Refined Project Workplan
- Refined Project Schedule
- One (1) Project Kick -Off Meeting Attended by Two (2) AECOM Team Members
Task 2 — Existing Conditions Analysis
Task 2.1 Demographic Profile
The market analysis will include documentation of various socioeconomic and demographic trends
based primarily on data from the most current Census, American Community Survey, SCAG, and other
AECOM
similar sources as necessary. Where data from multiple sources is necessary AECOM will evaluate data
methodology to ensure consistency between sources.
Population and demographic trends will include growth and characteristics such as age distribution,
gender, languages spoken, ethnicity, and education levels. Household trends will include growth and
characteristics such as income distribution and sources of income, renter vs. owner tenure, household
size and occupied unit distribution, and households by age of householder. A thorough documentation
of Santa Ana's existing demographics and potential long-term trends is especially important for the
overall market analysis given its unique characteristics. The demographic profile will be compared to
Orange County as a whole, and neighboring cities.
This analysis is expected to demonstrate a continuation of long-term trends in Santa Ana that include
high population density, a large average household size, and per capita and household incomes that are
on average lower than the county and neighboring cities.
An important consideration is the distribution of household income by income category. It's not unusual
to see a market that has low average incomes overall, but not realize that average incomes are low
because the market analyzed has a high percentage of lower income households and low percentage of
high income households, not recognizing that the market may have a comparable and growing share of
moderate income households. Many credit retailers only look at the averages, not the distributions
when looking at markets. It's been our experience that some markets with low averages actually have a
healthy middle income population that in aggregate provides significant buying power, but is under -
served. This creates opportunities for commercial economic development.
Task 2.2 Employment Profile
Employment profiles related to the workforce will be documented in the population profile above, with
the addition of wage distribution, unemployment, and sources of income for the workforce living in
Santa Ana and surrounding communities.
Destination/Origin data will be reviewed to evaluate the geographic distribution of the workforce
working within Santa Ana, and the workforce living within Santa Ana and their commuting patterns.
Documentation of employment within Santa Ana using U.S. Census Bureau data augmented with SCAG
data will be completed and compared to Orange County as a whole, and neighboring cities:
• Employment in place
• Employment by firm size categories
• Growth in firms by size categories
• Trend data to the extent it is available
• Major employers
/.\D[KHUI
The Santa Ana employment and industry profile will be compared to the region and the nation as a
whole. A location quotient and shift -share analysis of industry will be prepared. The export orientation
of selected industries will be described using data sources as the Orange County Community
Investments Division industry cluster analyses. Average wage of clusters by category will be
documented. Existing jobs/housing balance will be compared to the county as a whole and nearby cities.
Task 2.3 Market Trends
Retail, Office. and Industrial
AECOM will document and analyze retail, office, and industrial trends over time including the
rental/lease rates (NNN), vacancy rates, and absorption and the competitive environment, augmented
by identified planned and proposed projects using the best available data from sources such as Costar,
brokerage houses, and others. Characteristics of the market will be evaluated including different
categories, size and sales. Again, we will validate recent market research which will likely reveal the
continuation of recent trends rates in Santa Ana as compared to Orange County and neighboring cities
For the retail sector we will estimate existing and future Santa Ana income levels and average amount
spent per household to estimate the total resident buying power and the amount of retail leakage that
is occurring in Santa Ana as well as potential for additional retail attraction to the market. Factors such
as the growth in Internet sales will be taken into account based on national trends and accounted for in
the assessment of leakage and potential retail attraction. Comparisons to neighboring cities will be
made.
We will add factors for worker purchases and visitor -related purchases to estimate aggregate buying
power potential. Based on market share assumptions given the existing and anticipated competitive
environment, we will estimate captured sales in Santa Ana by major retail category and translate these
sales into supportable space and land area given sales/square foot factors, stabilized occupancy rates,
and FAR assumptions. We will conduct sensitivity analysis of key variables to estimate supportable space
under up to three scenarios.
Again utilizing data from sources such as Costar and others, industrial and office trends of the Santa Ana
area will be documented and analyzed. This will include a more detailed evaluation of the key industrial
and office employers by sector. As necessary additional data will be drawn from the Census, Bureau of
Labor Statistics, and similar sources if it is necessary to augment existing city background data from
previous documents such as the aforementioned Santa Ana Economic Development Strategic Plan.
Vacancy rates and asking rent per square foot for industrial and office space will be documented by
location and by type based on secondary data sources for the Santa Ana market as a whole and the
opportunity areas. Net absorption will also be documented for Santa Ana and the same opportunity
areas.
Potential market demand will be based on historical absorption trends and projected employment in
those sectors that generate demand for industrial and office space for Santa Ana, compared to the
AECOM
county as a whole, and neighboring cities and also for the opportunity areas as compared to similar
areas in the region. Potential industrial and office employment will be translated into demand for
occupied space and land area at employment density and FAR factors. Major anticipated changes in the
market that could result in significant changes in historical trends, positively or negatively, will be
identified. One of the key questions to address for each of these three sectors is the extent to which
market rents support new construction costs, and, if not, how much would they have to increase in real
terms to support new construction
Housine Market Trends
The existing housing stock will be documented to include age, type, and current market costs for
ownership and rental housing based on the most recent data available from secondary data sources.
Costs will include an evaluation of long-term trends in terms of housing value and absorption utilizing
information from secondary data sources. Estimates of future housing costs will be projected using long
term residential property appreciation assumptions.
AECOM will estimate the minimum income required to afford current and potential future housing
based on current standards for rental and ownership costs as a percentage of income. This will then be
compared to estimated household income growth and distribution.
AECOM will estimate future demand and absorption for housing units based on projected regional
population and employment growth, household formation assumptions by age of householder, and size
categories, and the portion that could reasonably be expected to accrue to the Santa Ana market. SCAG
projections for the county and Santa Ana will augment Census and American Community Survey data
where necessary. Various market share assumptions for the Santa Ana market will be applied to test
different scenarios for residential, retail, office and industrial growth in the overall market. Residential
absorption rates will also be applied to the Land Use Envisioning Map potential residential transition
areas to estimate how much of future residential multifamily demand absorbed in those areas at
different price points overtime and at the currently identified densities.
We also propose two stakeholder group meetings to supplement the analysis. These meetings would
include a range of stakeholders from the different sectors as well as neighborhood and community
stakeholders that can share challenges of the current housing market.
Deliverables:
• Two (2) stakeholder group meetings
• Draft Existing Conditions Report
• Final Existing Conditions Report
• 1 Presentation of Existing Conditions Report attended by two AECOM members
AECOM
• Ongoing Coordination with City (email, phone, etc.)
Task 3.0 Feasibility Analysis
AECOM will conduct an analysis of the economic feasibility of the baseline opportunity areas by land
uses as identified in the Envisioning Land Use Map at buildout. While these are not approved land uses it
will be important to provide an estimated rough sale and rental cost per unit of residential, office, and
retail development to gauge whether the market can support expected rental prices per absorption
projections and whether residual land values can support development. High, medium, and low
development buildout densities will be evaluated to gauge reasonability. AECOM will confer with City
staff to identify these densities. Once this baseline has been established our team will evaluate up to
three alternative configurations that include appropriate land use mixes to gauge whether they are
consistent with reasonable market absorption estimates and are economically feasible.
While not called out specifically in the scope we anticipate that coordination between this task and PS 1
will be necessary in terms of outlining what types of land use configurations are economically feasible
according to this market analysis.
Deliverables:
• Draft Market Feasibility Analysis
• Final Market Feasibility Analysis
• 1 Presentation of Market Feasibility Analysis
• Ongoing Coordination with City (email, phone, etc.)
Task 4.0 Fiscal Analysis
AECOM will prepare a fiscal model for up to three (3) scenarios based on the analysis of current and
projected fiscal conditions. The focus of the analysis will be on the General Fund revenues and costs, but
may include otherfunds based on discussion with City staff. Working closely with the project team, the
land uses for the scenarios will be assembled into a data base for fiscal analysis, including: acres, square
feet and valuation of non-residential development; housing units by value and type, persons per
household and household income; and infrastructure assumptions about public works, public buildings,
parks, recreation facilities, open space, fire stations and other public facilities. Public revenue and cost
fiscal factors will be developed through a current budget analysis and interviews with key departmental
staff based on the City's current levels of service standards. Cost factors will be established at the
departmental level.
AECOM
The demographic and market study will inform the development of the fiscal impact model. The net
fiscal impacts of the opportunity corridors will be reported as a part of the overall scenario fiscal impacts
and as separate line items to illustrate the fiscal impact of different development intensities and
configurations. In consultation with City staff and drawing from the proposed development plan,
AECOM will create fiscal assumptions that will be integrated into the fiscal model for evaluating the
preferred General Plan and up to two of the proposed alternatives. AECOM will estimate these existing
and potential revenue sources for General Plan land use alternatives and will compare them to
projected costs to estimate net fiscal impacts associated with General Plan alternatives.
In this Subtask we will also identify potential sources of capital financing to implement the General
Plan's infrastructure and public facilities, including potential development impact fees, assessments, and
special taxes; EIFD tax increment; grants and loans; new financing legislation being considered in the
state legislature; and existing and potential federal, state, regional, and county funding sources. As an
optional task, we can project potential capital financing revenue compared to costs for additional
budget. These projections would be for planning purposes only, and not for public financing instruments
without additional due diligence.
It is important to note that AECOM has also submitted a proposal for PS1. AECOM's land use modeling
tools can be tailored to provide fiscal analysis as well. If AECOM is selected for both issue areas we can
prepare a scope that would include integration of this task into that model.
Deliverables:
• Draft Fiscal Models for up to Three (3) Selected Scenarios
• Final Fiscal Models for up to Three (3) Selected Scenarios
• One (1) Presentation of Fiscal Models Attended by Two (2) AECOM Team Members
• Ongoing Coordination with City (email, phone, etc.)
MOU No.:M-011-18-00
SCAG Project/OW No.:275-4823.01
Exhibit B
COPY OF CONSULTANT CONTRACT
April 19,2018
Page 17
AGREEMENT WITH MG, INC. TO PROVIDE PLANNING AND
TECHNICAL SERVICES FOR PREPARATION OF THE
COMPREHENSIVE GENERAL PLAN UPDATE
THIS AGREEMENT is made and entered into this 19Tn day of December, 2017 by and between
MIG'Ind.; a California corporation ("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. On July 6, 2017, the City issued Request for Proposal ("RFP") No. 17-082 seeking
consultants to provide planning and technical services for the preparation of the City's
comprehensive General Plan Update.
B. Consultant was one of three consulting firms which submitted a responsive proposal that
was selected by the City. Consultant represents that it is able and willing to provide such
services to the City including: RFP Item PS 1— Existing Land Use and Build -Out Analysis;
RFP Item PS3 - Green and Complete Public Realm Approach and Methodologies; and RFP
Item PS8 — Graphic Design and Web support services in furtherance of the General Plan
Update.
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 during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete RFP Items PSI, PS3 and PS8 services described and set forth in Exhibit
A, attached hereto and incorporated by reference. Consultant's proposal is incorporated by
reference as though fully set forth herein.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit B — Budget for RFP Items PS 1, PS3
and PS8. The total amount to be expended under this Agreement shall not exceed
$238,500. Consultant has the ability to adjust line item amounts in the budget with the
approval of the Executive Director, so long as the total budget amount does not
increase.
EXHIBIT 2
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110
b. Payment by City shall be made within 45 days (forty-five) 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 December 19, 2017 and continue for a two (2) year
term with the option for the City to grant up to a one (1) year renewal, exercisable by a writing by
the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16,
below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage .Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to
fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the
City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
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.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
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25M-24
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
7. INSURANC>
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, employees, agents,
volunteers and representatives 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, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
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
3700 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 with $2,000,000 in the aggregate.
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 by the City.
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25M-25
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.
iv. Consultant shall supply City with a fully executed additional insured
endorsement.
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.
8. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, 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 death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its 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. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782,8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
Page 4 of 11
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
11. 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.
12. 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.
13. DISCRBUNATION
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.
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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, the terms and conditions hereof, shall not bind or obligate Consultant or 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.
15. 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.
16. 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(s) 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.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
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18. 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.
19. 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 its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement,
20. 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.
21. 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 fax 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
Fax: 714- 647-6956
Page 7 of 11
irI
With courtesy copies to:
Executive Director, Planning
and Building Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Fax:714-647-5897
To Consultant:
MIG, Inc.
Attn: Rick Barrett, Principal
I I 1160' Ave., Ste. 404
San Diego, CA 92101
Sonia R. Carvalho
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6515
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 fax, 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.
[signature page to follow]
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IN W n NESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
Mafia D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By:�,
Lisa Storck
Assistant City Attorney
FOR APPROVAL:
CANDIDA HEAL
Interim Executive Director
Planning and Building Agency
CITY OF SANTA ANA
Raul Godinez H
City Manager
MIG, Inc.:
By:
Title:
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EXHIBIT A
SCOPE OF SERVICES -- RFP Items PSI, PS3 and PS8
25M-32
Exhibit A
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PS1)
Scope of Work
The MIGTeam'swork program includes a series of major tasks and subtasks, with Information from each step creating the foundation for
the next task. We will perform the following tasks:
TASK 1-PROJECT KICK-OFF AND COORDINATION
Task 1.1 Project Initiation and City Tour
The MIG Project Management Team will meet with Santa Ana's Project Team to kickoff the project, Identify communication protocols and
review procedures, confirm the schedule and work plan tasks, and discuss communication strategies for the project, including coordination
with other consultants assigned General Plan -related tasks. This meeting will be used to help define the Initial planning area for base
mapping and early visualization efforts. MIG will also provide an information request to City staff outlining the GIS and other data needs for
the project. Following the meeting, we will tour Santa Ana with City staff to experience conditions in the field and understand your vision
for Implementing land use policy. City staff will be responsible for arranging a van for the tour and developing the tour route.
Because MIG will be providing services related to corridor planning, graphic support, and document formatting support, our scope assumes
that a single kick-off meeting will be held for our entire scope of services.
Task 1.2 Project Management and City Coordination
MIG will meet and teleconference with City staff at key points during the project to discuss progress, confirm upcoming milestones, and
anticipate upcoming challenges. This task covers day-to-day project management tasks, Including Invoice review and preparation and
contract administration for all services provided. Assuming a six-month work for the existing land use and build -out analysis tasks, the
budget includes an allowance for this task. Any additional time required for project coordination of other program components beyond the
allowance will be billed as provided In the master contract.
Task I Deliverobles and Meetings
Klck-Off Meeting
• Project Management Teleconferences and Team Meetings
• Request for information letter(PDF)
TASK 2 —BASE ANALYSIS AND EXISTING LAND USE INVENTORY
Task 2.1 GIS Base Map
MIG, In coordination with the City, will define and format base maps for use throughout the process. MIG will collect and review existing
GIS data from the City, Including citywide existing land use, General Plan land use designations, zoning, existing dwelling units per parcel,
existing jobs or non-residential square footage per parcel, street centerlines, and, If available, building footprint and height attributes. We
will provide recommendations for map layout In letter (8.5" x 11") and tabloid (11" x 17") sizes for use In the General Plan document. We
understand the City has many GIS layers and various data available at the start of the project that will be provided to us.
Task 2.2 Visualization Base Model
MIG's visualization specialists will begin the groundwork for developing the initial stages of the existing physical environment for the study
area. This preliminary work will be done at a high level for planning study purposes, with more details to be added during subsequent
tasks. Using GIS data from Task 2.1, MIG will re-create the existing streetscapes, building forms and massing (Including number of building
stories), urban open spaces, public right -a -way, and other physical features of the built environment. MIG will provide City staff up to 10
view Images showing the draft visualization base model work.
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work .................
Page 1
25M-33
Task 2.3 Existing Land Use Inventory and Baseline Land Use Analysis
In coordination with City staff, MIS will update the existing land use data within areas defined in the Santa Ana Envisioning Map. Prior to
updating the GIS data, MIG will confirm with the City which existing land uses to refine as part of this task. Using existing land use databases
provided by the City, Including the Santa Ana Property Information Network (SAPIN), MIG will begin to refine the existing land uses on a
parcel -by -parcel basis. MIG will work with staff on using the SAPIN building permit database. Refinement will include identifying and
researching outdated assessor parcel numbers, verifying building square footage and residential units, and recategorizing datasets to allow
for consistency between General Plan land use categories. If necessary, MIG will conduct limited land use survey using aerial imagery and
Google Street View (Google Maps). One citywide draft existing land use map featuring up to eight subareas will be provided to City staff for
review in PDF and ArcGIS Map Package format, with two rounds of edits. The existing land use data will also be provided in Excel format
that can be used with the SAPIN database. If GIS data requires updating beyond the detailed land use survey, as discussed In the following
tasks, it will be performed on a time -and -materials basis with prior written authorization from the City.
Once the existing land use data have been confirmed by City staff, MIG will build the Baseline Land Use Analysis spreadsheet In Excel that
establishes the existing conditions for housing units, population, non-residential square feet, and number of employees for each existing
land use category to establish baseline land use conditions for planning and CEQA analysis purposes. We will coordinate with the City to
establish appropriate factors for population and employment estimates. This will create the baseline spreadsheet that will be integrated
into Task 3A (Draft Land Use Alternatives Build -Out Model).
Task oellverables and Meetings
GIS Base Map
• Draft Base Model Images (10 images and PDF)
• GIS Existing Land Use Map and associated tabular data (PDF and ArcGIS Map Package)
• Baseline Land Use Analysis Estimates (Excel)
TASKS -LAND USE BUILD -OUT ANALYSIS
Task 3.1 Client Working Session #1(Confirm Build -Out Assumptions/Methodology)
To begin measuring the quantitative assessment of socioeconomic and environment factors, MIG will meet with City staff, and if necessary
the Inter -Team (City staff, MIG, and other General Plan program consultants), to brainstorm land use alternatives for one -day charrette
(Task 3.2) and confirm preliminary assumptions, formulas, and indicators for the land use alternatives. This work will inform Task 3.2. MIG
will also outline the methodology that will form the frameworkfor the Draft Land Use Alternatives Build -Out Model. Examples of
assumptions Include, but are not limited to, average residential densities, non-residential floor -area ratio (FAR), vacancy rates, household
size, and employees per square foot of building area. MIG will prepare an agenda and other materials In advance of the meeting to support
this discussion. The list of assumptions, formulas, and methodology will be summarized Ina memorandum and revised based on one round
of City comments.
Task 3.2 City Staff One -Day Digital Land Use/Design Charrette (Land Use Alternatives and 3D Visualization)
MIG proposes to conduct a one -day charrette with City staff. The first half of the day will involve a working session meeting with City staff
on land use alternatives from Task 3.1. During the second half of the day, our 3-D specialist, Chase Mullen, will help visualize the land use
alternatives. In the first charrette session, MIG will use ESRI ArcGIS to identify land use alternatives with the software running and displayed
on a large screen. At key study areas, staff can adjust land uses applied to certain corridors. During the afternoon, and based on the
information produced during the land use alternatives session, we will focus on creating a 3D visual environment for the study areas based
on a refined set of alternatives. Prior to the charrette, MIG will build the existing conditions for potential change areas by drawing existing
buildings and street layouts as defined in Task 2.2. MIG can illustrate and present various alternatives scenario in a 3D format. The 3D focus
of the charrette provides staff a preview of what the physical environment can look like based on architectural design, massing, height,
building style, setbacks, and open space features.
Task 3.3 Land Use Envisioning Map — Draft Preferred Land Use Plan Alternative
Based on City staff guidance from the alternatives analysis Identified in Task 3.1 and Task 3.2, MIG will develop a Draft Preferred Land Use
Plan Alternative. The maps will include one Land Use Envisioning Map and Individual focus/corridor maps for further refinement with staff
and the General Plan Advisory Group (GPAG). MIG will produce the maps and revise them based on two rounds of City and GPAG
comments.
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work .................
Page 2
25M-34
Task 3.4 Land Use Alternatives Build -Out Model
MIG will build a Land Use Alternatives Build -Out Model using Microsoft Excel that will Integrate the existing baseline land use Information,
assumptions, and formulas for indicators and the quantitative results from the land use alternatives developed in the previous tasks. The
custom Build -out Model will identify all the assumptions for each land use category and for each alternative. The Build -Out Model will
analyze two land use alternatives for the Land Use Visioning focus and corridor areas. The Model will also summarize the results in a simple,
easy -to -read summary page that can be exported into Microsoft Word or PowerPoint or PDF.
Task 3.5 Client Working Session 112 (Review Alternatives and Draft Model)
MIG will meet with City staff, and if necessary the Inter -Team, to review findings from the one -day land use and design charrette. The
meeting will also be used to present the Draft Land Use Alternatives Build -Out Model. MIG will bring a laptop with a working version of the
model and review the results project on a screen. MIG will prepare an agenda and materials in advance of the meeting to support this
discussion.
Task 3 Deliverables
• Client Working Session #1 (Assumptions/Methodology)
Land Use Assumptions and Methodology Memorandum (PDF)
• Land Use Alternatives Envision Map(s) (PDF and ArcGIS Map Package)
• Draft Land Use Alternatives Build -Out Model (Excel)
• Client Working Session #2 (Review Draft Model)
TASK 4 — LAND USE SCENARIO VISUALIZATION
Task 4.1 Draft Visualization Concepts
After ca pturing the essence of each land use alternatives area through the charrette process and City staff working sessions, MIG will create
a collection of graphics that illustrate the visual conditions proposed within each of the areas and alternatives. MIG will work with City staff
to Identify how best to illustrate the visual conditions and what combination of visualization tools and methods will best tell the story about
the potential changes for each area and alternative, and how the changes will fit into the surrounding context,
MIG has an array of visualization tools ranging from photo -realistic animations, photo simulations, interactive real-time virtual models, and
conceptual artist renderings. We will stay flexible throughout the visual analysis process until as late as possible to help the team identify
the right style(s) and process to communicate effectively. MIG has budgeted visualization for up to eight areas and up to two land use
scenarios for each area. MIG will prepare up to 16 draft images of the selected visualization tools and revise them based on one round of
City comments. Visualization will Include building type and massing, street and public realm Improvements, and transportation
Improvements. Draft virtual models will be provided to City staff using Sketch Up Viewer software.
Task 4.2 Client Working Session #3 (Draft Visualization Results)
MIG will present the draft visualization concepts from Task4.1 (Draft Visualization Concepts) to City staff during a working session. The
purpose of the meeting is to get feedback from City staff to move to the final visualization phase. MIG will prepare an agenda and materials
in advance of the meeting to support this discussion.
Task 4.3 Final Rendering and Photoshop Compositions
With direction from City staff in Task 4.2, MIG will finalize the photo -realistic animations, photo simulations, Interactive real-time virtual
models, and conceptual artist renderings. MIG will prepare up to 16 final Images of the selected visualization tools and revise them based
on one round of City comments.
Task 4.4 Integration with Urban Footprint (SLAG Scenario Planning Model)
MIG will work with City staff to integrate the land use alternatives Into the SCAG's Scenario Planning Model. MIG will develop a matrix that
aligns the City proposed land use designations with SCAG's library of 35 Place Types. MIG will also assist with the assumptions transfer from
the build out model to SCAG's model, as well as analyzing scenario results. We have budgeted a specific number of hours for this task, not
knowing the extent to which City staff will want our assistance. If additional work is needed beyond the budgeted amount for this task, it
will be performed on a time -and -materials basis with prior written authorization from the City.
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work .................
Page 3
26M-35
Task Dellverobles
• Draft Visualization Concepts(16 Images and PDF)
• Client/Inter-Team Working Session N3 (Draft Visualization Results)
+ Final Rendering and Photoshop Compositions(16 images and PDF)
• Final Land Use Alternatives Build Out Model (Excel)
• Scenario Planning Model Matrix (Excel)
Santa Ana General Plan Update Planning Studies
Existing Land Use and Build -Out Analysis (PSI): Scope of Work .................
Page 4
25M-36
Santa Ana Green and Complete Public Realm (PS3)
November 28, 2017
Scopes
Following the scope of work as described in the Request for Proposals, MIG will
perform the following tasks:
Task 1 — MIG will identify two example documents of best practices for "green",
sustainable, complete corridors, and amenitized public realm plans, for review by City
staff. Based on City staff feedback MIG will summarize results and key components of
the example public realm plans in brief 5 to 8-page memorandum. The memorandum
will also include 1-2 pages of best practices recommendations for funding of capital
construction and operation/maintenance of a model public realm plan. Example
documents will be selected for their specific applicability to Santa Ana.
MIG anticipates one month for this phase including identification, review, and summary
of resource documents, and preparation of best management practices for funding of
capital construction and maintenance/maintenance of model public realm plan.
Task 2 — Based on direction from City staff, MIG will utilize the example public realm
document(s) to update the existing Metro East Public Realm Plan Including the
expansion of Metro East on 18' Street to Grand Avenue (per email Melanie McCann
email November 16, 2017) or create a new Public Realm Plan for one selected Land
Use Corridor. The other potential Land Use Corridors are as follows:
• Seventeenth Street
• Bristol Street
• Main Street
• Grand Avenue
• Tustin Avenue
• Santa Ana Boulevard
• First Street
• RedhilVAlto/WarnerAvenue
Harbor Boulevard
MIG anticipates two months for completion of this task including one Draft Final version
(approximately 30-35 pages) and a Final document (approximately 30 - 35 pages). The
City of Santa Ana will provide one set of consolidated comments to the Draft Final
document within two weeks of submittal to the City of Santa Ana. MIG will return the
Final document within two weeks of return of consolidated comments from the City of
Santa Ana.
MIG Santa Ana Green and Complete Public Realm (PS-3)1
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MIG will provide five hard copies of the Draft Final (Administrative Draft) and one copy
of the Final document, plus a digital PDF version per the RFP.
Task 3 — This task includes two options, based on direction from City staff.
Option One — Utilized the example public realm plan to create a second Public Realm
Plan for one of the Land Use Corridors identified in Task 2. Where efficient and
feasible, portions of the second Public Realm Plan may be coordinated and prepared at
the same as the First Public Realm Plan. The draft and final products shall be the same
for the First Public Realm Plan and Second Public Realm plan per below:
MIG anticipates two months for completion of this task including one Draft Final version
(approximately 30-35 pages) and a Final document (approximately 30 - 35 pages). The
City of Santa Ana will provide one set of consolidated comments to the Draft Final
document within two weeks of submittal to the City of Santa Ana. MIG will return the
Final document within two weeks of return of consolidated comments from the City of
Santa Ana.
MIG will provide five hard copies of the Draft Final (Administrative Draft) and one copy
of the Final document, plus a digital PDF version per the RFP.
Option Two - Building on literature search, MIG will create a Public Realm Plan
Resource Guide and template to facilitate the creation of future public realm plans used
by Santa Ana City staff. This will include but not limited to eco-friendly swales in
parkways, a menu of corridor design features supporting walkability, biking, transit and
non -motorized travel, as well as landscape and design solutions that promote active
streets, a scenic corridor, and a sense of place.
Specifically, the Resource Guide will include a menu of images and descriptions for
hardscape design and materials, sidewalk pavement, streetscape furnishings applicable
for various land use intensities, landscaping (California -friendly plant palette), lighting,
LID best practices, wayfinding, bike parking, rest stops/benches, transit stop designs,
the integration of art, and other amenities that encourage pedestrian safety and
enhance the streetscape.
MIG will primarily utilize the reference documents that have been recently authored by
MIG for other municipalities, by creating new standards and guidelines that are specific
to the City of Santa Ana.
The Public Realm Plan Resource Guide and template will be primarily graphic with easy
to read bullets and notations. It will include custom graphics created specifically for this
MIG Santa Ana Green and Complete Public Realm (PS-3) 2
25M-38
Resource Guide, as well as select precedent imagery that is specific to Santa Ana
streets.
MIG anticipates two months for completion of this task including one Draft Final (20 to
25 pages) version and a Final document (20 to 25 pages). The City of Santa Ana will
provide one set of consolidated comments to the Draft Final document within one week
of submittal to the City of Santa Ana.
MIG will provide five hard copies of the Draft Final (Administrative Draft) and one copy
of the Final document, plus a digital PDF version per the RFP. The In Design native file
will also be provided to the City for future edits and use.
Approach and Methodologies
MIG has reviewed the Metro East Public Realm Plan as well as other documents
referenced in the RFP. The Metro East Public Realm Plan is an excellent document
published in 2007. Although that may not seem too dated compared to other city and
community plans, many changes have occurred in the planning and design of
stormwater control, green streets, complete streets, and pedestrian amenities that
necessitates a thorough update.
MIG has authored many of public realm plan documents that will assist in Task t. In
addition, MIG landscape architects and civil engineers included in this proposal,
particularly in our Seattle office, have led numerous green street projects for the City of
Seattle, Pacific Northwest communities, and California communities.
Many of these projects began as design guidelines and policy documents but more
importantly, resulted in constructed projects. This full -circle approach has provided MIG
landscape architects and civil engineers a complete and thorough understanding of
what works and what doesn't, resulting in a robust understanding of lessons learned,
which will be applied to the Santa Ana Green and Complete Public Realm project.
In addition, MIG landscape architects and civil engineers are sought-after public
speakers at a variety of conferences focused on green streets and complete streets
around the country. It is important for Santa Ana to have industry leaders that stay
ahead of the rapidly changing fields of green streets and complete streets. MIG
practitioners are industry leaders.
In addition, MIG has conducted a driving, walking, and photographic survey of the Metro
East and other corridors being considered. There are significant opportunities for
transformation of the corridors and streets being considered. Opportunities for
modifications to the Metro East Public Realm Plan and other corridors include the
following:
STORMWATER CONTROL
MIG Santa Ana Green and Complete Public Realm (PS-3) 3
25M-39
Management and control of stormwater in urban areas has seen significant change in a
decade. Requirements for storm water control have become more restrictive and
regulated, which thankfully has led to an overall improvement in the water quality of our
water bodies. While requirements are imposed by the State of California, Santa Ana
also has requirements. However, despite more regulations, there are also more
opportunities for funding of stormwater improvements from Federal, State and Local
sources. As an example of this, many cities are reducing excess hndscape including
asphalt, for increased direct stormwater infiltration into soils. This not only
improvements stormwater quality before it enters water bodies and aquifers, it also
becomes opportunities for added landscaping and green streets.
GREEN STREETS
Like stormwater, the greening of urban streets is a rapidly changing field that can result
in more attractive public realm and pedestrian environments, but can also strain city
maintence and operations budgets if not done properly. The science and best practices
of growing healthy trees in urban areas is a field that MIG practitioners are experts in. In
addition, knowing which trees grow best in each type of urban environment is essential,
as well undertesting the design objectives of each street, especially in Santa Ana.
MIG landscape architects and civil engineers understand the real importance of
subsurface growing conditioner and bring a thorough understanding of the nexus
between tree health, soil, aeration and irrigation, MIG landscape architects and civil
engineers also are experts in preparation of cost estimates and maintenance manuals
for municipalities. This full -circle approach will be key to creating sustainable and cost-
effective green streets in Santa Ana.
MIG will work closely with the City of Santa Ana staff to identify opportunities and cost-
effective recommendations for the greening of Santa Ana's streets. This includes but is
not limited to expanding tree planting areas in sidewalks with additional parkway
planting, creating bioswales within sidewalks and parkway areas, and removal of
excessive areas of street asphalt and replacement with rain garden and infiltration
basins. An understanding of subsurface soils and soil composition as evidenced
through existing geotechnical reports will be also be an important factor. In addition, the
creation of green streets within Santa Ana will be a great opportunity for education and
will incorporate interpretive displays that can demonstrate the benefit of "going green".
Parkway planting and bioswales can also feature design elements such as pollinator
plants that are both beneficial to the environment but also become teachable moments
for residents and school children.
MOBILITY AND COMPLETE STREETS
MIG Santa Ana Green and Complete Public Realm (PS-3) 4
25M-40
MIG has been leading the revolution in rethinking the design of American streets for
over a decade. As demonstrated in the MIG created and curated website
www.restreets.ora, MIG has gone well beyond Complete Streets and has been
designing and building streets that focus on sustainability, livability, and economics in
addition to accommodating the traditional Complete Streets mobility modes. Like
stormwater engineering and green streets design, MIG planners are national authorities
in creating complete streets that accommodate all forms of mobility. MIG understands
the trade-offs associated with design challenges such as reduction in lane widths to
create buffered bike lanes, or increasing sidewalk widths and creation of bioswales.
MIG's observation of the street designs within the Metro East Public Realm Amenity
Plan and our driving and walking tours of this area, and other street corridors being
considered, and initial review of other Santa Ana documents including the Complete
Streets Plan and Bicycle Master Plan, suggests that there are ample opportunities for
better accommodation of all modes of traffic.
DESIGN AMENITIES
As requested in the RFP, a public realm plan that identifies design solutions related to
hardscape designs, art, landscape and trees, benches, street and pedestrian lighting,
bike racks, and activating the street are a key. MIG will provide expertise and
recommendation for a variety of design amenities for the public realm plans to be
developed.
Special Suggestions/Concerns
MIG does not anticipate or have any special suggestions or concerns other than those
outlined in the above approach, which are typical for any complete streets and urban
greening project.
MIG Santa Ana Green and Complete Public Realm (PS-3) 5
2. APPROACH (PS8)
Approach and Methodology
MIG's approach leverages our staffs extensive
experience providing graphic design, document editing
and web technology services to planning agencies for
community engagement, public education and document
and website production. As planners, designers,
communication specialists and web engineers, the MIG
Team possesses the breadth of professional skills required
to support your planning team's graphic design and
document production needs throughout the General Plan
Update process.
Our approach anticipates the completion of three major
deliverables:
1. Ongoing graphic and web design support providing
visually interesting content to promote community
engagement and understanding of the General Plan
Update;
2. An elegant and technically robust printed General Plan
document; and,
3. An interactive, searchable and mobile -optimized
web -based General Plan website.
Cupertino General Plan
The MIG Team fully understands the third deliverable
is not a requirement of this RFP. However, we are
including this deliverable in our proposal because it is
a valuable and extremely cost-effective result of our
innovative document production methodology and tools.
Specifically, our approach includes the use of ingenious
new software, called Tangerinel', that enables planning
agencies to easily, automatically and cost-effectively
convert complex and long print documents to searchable
interactive websites.
The use of the TangerineT software solves a problem
that cities, counties and planning agencies have faced for
years — how to convert print documents into interactive
web documents simply and affordably. Tangerine'"" does
this by using the same Adobe In Design or Microsoft
Word document template created to produce an elegant
complex print document and automatically converts it into
a mobile -optimized, searchable and interactive website in
just minutes.
TangerineTM is now open source software thatwas
just awarded the American Planning Association (APA) j
Technology Division's 2017 Smart Cities Award. (For 4I
more information on the TangerineTM software, please
go to www.tangerinedocuments.com)
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0 CITY OF SANTA ANA I comprehensive General Plan Update and Envisioning Sustainability Together
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the MIG Team to offer the City of Santa Ana an elegant
and technically robust printed General Plan document
and a personalized, ADA compliant, fully searchable
and mobile -optimized website at an exceptionally
cost-effective cost.
Detailed Work Plan
This detailed work plan includes the following
assumptions:
• The General Plan Draft text will be written by the City
of Santa Ana staff and provided to MIG for editing as a
Microsoft Word document.
• All General Plan photos and graphics will be provided by
the City in the highest resolution available and in native
format. The MIG Team will provide diagram enhancements
(e.g. enhancements to process diagrams, charts and
graphs) and photo correct or enhance photos as needed
to ensure they are consistent with the General Plan style
guide created by the MIG Team.
• The City will prepare all maps and MIG will stylize the maps
following the guidelines established in the General Plan
style guide.
• MIG will either host and support the City's new web -based
General Plan on its enterprise -class Amazon Web Services
(AWS) cloud infrastructure or help the City contract with
another hosting provider.
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TASK 1: CREATE THE GENERAL PLAN STYLE GUIDE
The MIG Team will create a City of Santa Ana General
Plan style guide that illustrates the typography, colors and
graphic styles for maps, charts, diagrams, photos and text
that will appear in the General Plan. The style guide will
applyto,both print and web versions of the General Plan,
calling out differences whenever appropriate.
This task includes the creation of two distinct style guides
for the City to review. The City will select one of the
style guides and MIG will perform one round of edits
to the selected style guide based on City comments.
Completion of a City -approved style guide provides the
final design direction for all graphic elements contained in
the General Plan document.
TASK 2: DEVELOP THE GENERAL PLAN DOCUMENT
LAYOUT AND CONTENT ARCHITECTURE
The MIG Team will review relevant General Plan
documents with City of Santa Ana staff. Based on City
feedback and comments on these documents, the MIG
Team will produce a draft layout for review that contains
City of Santa Ana sample content and accurately depicts
the content architecture for the General Plan. The MIG
Team will perform one round of refinements to the draft
layout and content architecture based on City comments
and direction.
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Completion of a City -approved document layout and
content architecture establishes the foundation from
which the MIG Team can create the Microsoft Word or
Adobe InDesign document framework required for staff
to use for writing and editing of the Administrative Draft
General Plan.
TASK 3: CREATE INDESIGN OR MICROSOFT WORD
DOCUMENT FRAMEWORK
Depending on City staff expertise and software
availability, MIG will build the document framework for
the General Plan using the City's choice of either Adobe
InDesign or Microsoft Word.
Using the MIG-created document framework when you
start writing the General Plan ensures that draft versions
of the General Plan adhere to the approved style guide
and document layout from the beginning.
TASK 4: GRAPHIC SUPPORT AND PRODUCTION
MIG will support City staff as needed to ensure that
all graphics (diagrams, photos, charts and maps, etc.)
adhere to the approved style guide. This support will
include providing City staff with design samples and
specifications as well as direct graphic manipulation and
graphic production work.
As part of this task, MIG will recommend compelling
graphics forthe web -based General Plan and create
web -ready versions of these graphics. In addition, MIG will
provide graphic support to illustrate unique urban design
considerations.
TASK S: DOCUMENT SUPPORT AND PRODUCTION
MIG will support the City during the development
of the draft document by providing professional and
experienced General Plan planning staff to review and
edit the draft document. In the budget we provide an
allowance for this task.
MIG will provide five printed Administrative Drafts and
a printed Final Draft. MIG will provide the City with an
editable file of all final public drafts and final public
planning reports in either Microsoft Word or Adobe
InDesign formats and editable PDF format.
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0 CITY OF SANTA ANA 1 Comprehensive General Plan Update and Envisioning Sustainability Together
25M-44
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TASK b: CONFIGURE AND CUSTOMIZE TANGERINE''^
MIG will setup and customize the TangerineW software
for single click website creation using the InDesign or MS
Word template.
This task includes an Alpha release of the website upon
25%completion of the content loading and a Beta release
upon 50% completion of the content loading. This task
also includes development of any auxiliary website pages
such as the home page or other landing pages not part of
the InDesign template.
Once the General Plan is approved for public review, MIG
will make the web -based General Plan version publicly
accessible.
TASK 7: ANNUAL WEBSITE SUPPORT AND HOSTING
(1 YEAR)
MIG will provide the City of Santa Ana with support and
hosting of its new web -based General Plan for one year.
If after the Initial year, the City chooses to continue using
the Tangerine''" SaaS platform for the ePlan, MIG offers
competitive, high -quality annual and multi -year support
options tailored for public agencies.
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EXHIBIT B
BUDGET - RFP Items PS1, PS3 and PS8
Page 11 of 11
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3, FEE SCHEDULE (PSS)
Fee Proposal
The MIG Team has provided our estimated cost by task
and a total project cost to complete the Detailed Work
Plan proposed on the following page.
OPTIONAL TASKS
With regard to Optional Tasks described in the Detailed
Work Plan, the associated costs would vary depending
upon the level of effort requested by City Staff. In the Fee
Proposal we provide estimated costs for each optional
task. We would discuss the costs with you prior to scope
refinement.
HOURLY RATES
Professional time is billed according to the hourly rates as
presented in the Fee Proposal table. The proposed hours
and associated professional time costs for MIG team
members are provided In the table.
DIRECT COSTS
Direct costs or project expenses such as photocopying
(large -quantity), plotting and printing (b&w, color) are
charged at cost, plus 10%. The cost of communications
including postage, courier and other delivery costs
are charged at cost, plus 10%. The mileage charge for
personal autos will be the currently applicable mileage
rate established by the Internal Revenue Service. All other
travel expenses such as accommodations, parking, tolls,
etc, are charged at cost plus 10%.
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Should we be selected,
MIG will review each
assignment's objectives
carefully with City staff and
tailor our scope and cost
to best meet the needs
and resources of the City
of Santa Ana.
25M-50 PSG Graphic Design and Support 0
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AGREEMENT WITH AECOM TO PROVIDE PLANNING AND
TECHNICAL SERVICES FOR PREPARATION OF THE
COMPREHENSIVE GENERAL PLAN UPDATE
THIS AGREEMENT is made and entered into this 1911 day of December, 2017 by and between
AECOM, a Delaware corporation ("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. On July 6, 2017, the City issued Request for Proposal ("RFP") No. 17-082 seeking
consultants to provide planning and technical services for the preparation of the City's
comprehensive General Plan Update,
B. Consultant was one of three consulting firms which submitted a responsive proposal that
was selected by the City. Consultant represents that it is able and willing to provide such
services to the City and provide market and fiscal analysis services in furtherance of the
General Plan Update.
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 during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services described and set forth in Exhibit A, attached hereto and
incorporated by reference. Consultant's proposal is incorporated by reference as though fully set
forth herein.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit B — Budget. The total amount to be
expended under this Agreement shall not exceed.$69,069.30. Consultant has the ability
to adjust line item amounts in the budget with the approval of the Executive Director,
so long as the total budget amount does not increase.
b. Payment by City shall be made within 45 days (forty-five) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
EXHIBIT 3 Page l of 10
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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.
® ,116
This Agreement shall commence on December 19, 2017 and continue for a two (2) year
term with the option for the City to grant up to a one (1) year renewal, exercisable by a writing by
the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16,
below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to
fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the
City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
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.
6. OWNERSIIIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual Iicense for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
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Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
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:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives 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, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
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
3700 of the Labor Cade, 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 with $2,000,000 in the aggregate.
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 by the City.
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.
Page 3 of 10
iv. Consultant shall supply City with a fully executed additional insured
endorsement.
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.
8, INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, 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 death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its 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. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infiingement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
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charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
11. 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.
12. 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.
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. 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
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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 Consultant or 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.
15. 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.
16. 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(s) 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.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. 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.
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19. 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 its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
20. 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.
21. 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 fax 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.Q. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Planning
Soria R. Carvalho
and Building Agency
City Attorney
City of Santa Ana
City of Santa Ana
20 Civic Center Plaza (M-21)
20 Civic Center Plaza (M-29)
F.O. Box 1988
P.O. Box 1988
Santa Ana, California 92702
Santa Ana, California 92702
Fax: 714-647-5897
Fax: 714- 647-6515
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To Consultant:
AECOM
Attn: Ryan Wiggins, Principal Agent
410 West A. Street, Ste. 1200
San Diego, CA 92101
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 fax, 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.
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:
SONIA R. CARVALHO
City Attorney
By:
Lisa Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
CANDIDA NEAL
Interim Executive Director
Planning and Building Agency
CITY OF SANTA ANA
Raul Godinez II
City Manager
AECOM:
By:
Title:
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EXHIBIT A
SCOPE OF SERVICES
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Exhibit A: Santa Ana Market and Fiscal Analysis Scope of
Services, Methodologies, and Work Products
Task 1.0: Kick -Off Meeting and Project Initiation
We have included an initial meeting between City and AECOM staff to refine the work plan and outline
and discuss and clarify key issues, variables, and project objectives and goals. The AECOM team will then
provide a detailed work plan and schedule to the City. This initial meeting along with the deliverables
will serve to enhance cooperation and expectations throughout the project to achieve efficiency, cost-
effectiveness, and high -quality deliverables.
Due to a number of recently completed City documents such as the Santa Ana Economic Development
Strategy in 2016 and the Consolidated Plan, a significant amount of the basic market Information and
economic development programs have been documented in just the last few years. As such, the initial
phases of this work will include a review and validation of the background data for these documents as
well as identify any gaps or additional research that must be done. The scope and budget assumes that
much of this background data will be readily available, in a usable format, and that would only need to
be updated with more recent data.
We anticipate the bulk of the work will involve estimating future land use demand based off of forward
looking demographic and market trends and then applying these tests to the viability of the Land Use
Visioning Map, the Identification of Innovative land use mixes, and fiscal analysis of selected Preferred
Land Use Alternatives.
Deliverables:
• Refined Project Workplan
• Refined Project Schedule
• One (1) Project Kick -Off Meeting Attended by Two (2) AECOM Team Members
Task 2 — Existing Conditions Analysis
Task 2.1 Demographic Profile
The market analysis will include documentation of various socioeconomic and demographic trends
based primarily on data from the most current Census, American Community Survey, SCAG, and other
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similar sources as necessary. Where data from multiple sources Is necessary AECOM will evaluate data
methodology to ensure consistency between sources.
Population and demographic trends will include growth and characteristics such as age distribution,
gender, languages spoken, ethnicity, and education levels. Household trends will include growth and
characteristics such as income distribution and sources of income, renter vs. owner tenure, household
size and occupied unit distribution, and households by age of householder. A thorough documentation
of Santa Ana's existing demographics and potential long-term trends is especially Important forthe
overall market analysis given its unique characteristics. The demographic profile will be compared to
Orange County as a whole, and neighboring cities.
This analysis is expected to demonstrate a continuation of long-term trends in Santa Ana that include
high population density, a large average household size, and per capita and household incomes that are
on average lower than the county and neighboring cities.
An important consideration is the distribution of household Income by income category. It's not unusual
to see a market that has low average incomes overall, but not realize that average Incomes are low
because the market analyzed has a high percentage of lower income households and low percentage of
high income households, not recognizing that the market may have a comparable and growing share of
moderate income households. Many credit retailers only look at the averages, not the distributions
when looking at markets. It's been our experience that some markets with low averages actually have a
healthy middle Income population that in aggregate provides significant buying power, but Is under -
served. This creates opportunities for commercial economic development.
Task 2.2 Employment Profile
Employment profiles related to the workforce will be documented in the population profile above, with
the addition of wage distribution, unemployment, and sources of income forthe workforce living in
Santa Ana and surrounding communities.
Destination/Origin data will be reviewed to evaluate the geographic distribution of the workforce
working within Santa Ana, and the workforce living within Santa Ana and their commuting patterns.
Documentation of employment within Santa Ana using U.S. Census Bureau data augmented with SCAG
data will be completed and compared to Orange County as a whole, and neighboring cities:
• Employment in place
• Employment by firm size categories
• Growth in firms by size categories
• Trend data to the extent it is available
• Major employers
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The Santa Ana employment and industry profile will be compared to the region and the nation as a
whole. A location quotient and shift -share analysis of industry will be prepared. The export orientation
of selected Industries will be described using data sources as the Orange County Community
Investments Division industry cluster analyses. Average wage of clusters by category will be
documented. Existing jobs/housing balance will be compared to the county as a whole and nearby cities.
Task 2.3 Market Trends
Retail, Office, and Industrial
AECOM will document and analyze retail, office, and industrial trends overtime including the
rental/lease rates (NNN), vacancy rates, and absorption and the competitive environment, augmented
by Identified planned and proposed projects using the best available data from sources such as CoStar,
brokerage houses, and others. Characteristics of the market will be evaluated including different
categories, size and sales. Again, we will validate recent market research which will likely reveal the
continuation of recent trends rates in Santa Ana as compared to Orange County and neighboring cities.
Forthe retail sector we will estimate existing and future Santa Ana Income levels and average amount
spent per household to estimate the total resident buying power and the amount of retail leakage that
is occurring in Santa Ana as well as potential for additional retail attraction to the market. Factors such
as the growth in Internet sales will be taken into account based on national trends and accounted for in
the assessment of leakage and potential retail attraction. Comparisons to neighboring cities will be
made.
We will add factors forworker purchases and visitor -related purchases to estimate aggregate buying
power potential. Based on market share assumptions given the existing and anticipated competitive
environment, we will estimate captured sales in Santa Ana by major retail category and translate these
sales into supportable space and land area given sales/square foot factors, stabilized occupancy rates,
and FAR assumptions. We will conduct sensitivity analysis of key variables to estimate supportable space
under up to three scenarios.
Again utilizing data from sources such as CoStar and others, industrial and office trends of the Santa Ana
area will be documented and analyzed. This will include a more detailed evaluation of the key industrial
and office employers by sector. As necessary additional data will be drawn from the Census, Bureau of
Labor Statistics, and similar sources if it is necessary to augment existing city background data from
previous documents such as the aforementioned Santa Ana Economic Development Strategic Plan.
Vacancy rates and asking rent per square foot for Industrial and office space will be documented by
location and by type based on secondary data sources forthe Santa Ana market as a whole and the
opportunity areas. Net absorption will also be documented for Santa Ana and the same opportunity
areas.
Potential market demand will be based on historical absorption trends and projected employment in
those sectors that generate demand for industrial and office space for Santa Ana, compared to the
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county as a whole, and neighboring cities and also for the opportunity areas as compared to similar
areas in the region. Potential industrial and office employment will be translated into demand for
occupied space and land area at employment density and FAR factors. Major anticipated changes in the
market that could result in significant changes in historical trends, positively or negatively, will be
identified. One of the key questions to address for each of these three sectors is the extent to which
market rents support new construction costs, and, if not, how much would they have to increase in real
terms to support new construction.
Housing Market Trends
The existing housing stock will be documented to include age, type, and current market costs for
ownership and rental housing based on the most recent data available from secondary data sources.
Costs will include an evaluation of long-term trends in terms of housing value and absorption utilizing
Information from secondary data sources. Estimates of future housing costs will be projected using long-
term residential property appreciation assumptions.
AECOM will estimate the minimum Income required to afford current and potential future housing
based on current standards for rental and ownership costs as a percentage of income. This will then be
compared to estimated household income growth and distribution.
AECOM will estimate future demand and absorption for housing units based on projected regional
population and employment growth, household formation assumptions by age of householder, and size
categories, and the portion that could reasonably be expected to accrue to the Santa Ana market. SCAG
projections for the county and Santa Ana will augment Census and American Community Survey data
where necessary. Various market share assumptions for the Santa Ana market will be applied to test
different scenarios for residential, retail, office and industrial growth in the overall market. Residential
absorption rates will also be applied to the Land Use Envisioning Map potential residential transition
areas to estimate how much of future residential multifamily demand absorbed in those areas at
different price points over time and at the currently identified densities.
We also propose two stakeholder group meetings to supplement the analysis. These meetings would
include a range of stakeholders from the different sectors as well as neighborhood and community
stakeholders that can share challenges of the current housing market.
Deliverables:
• Two (2) stakeholder group meetings
• Draft Existing Conditions Report
o rinal Existing Conditions Report
1 Presentation of Existing Conditions Report attended by two AECOM members
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AECOM
• Ongoing Coordination with City (email, phone, etc
Task 3.0 Feasibility Analysis
AECOM will conduct an analysis of the economic feasibility of the baseline opportunity areas by land
uses as identified in the Envisioning Land Use Map at buildout. While these are not approved land uses it
will be important to provide an estimated rough sale and rental cost per unit of residential, office, and
retail development to gauge whether the market can support expected rental prices per absorption
projections and whether residual land values can support development. High, medium, and low
development buildout densities will be evaluated to gauge reasonability. AECOM will confer with City
staff to identify these densities. Once this baseline has been established our team will evaluate up to
three alternative configurations that include appropriate land use mixes to gauge whether they are
consistent with reasonable market absorption estimates and are economically feasible.
While not called out specifically In the scope we anticipate that coordination between this task and PS 1
will be necessary in terms of outlining what types of land use configurations are economically feasible
according to this market analysis.
Deliverables:
6 Draft Market Feasibility Analysis
• Final Market Feasibility Analysis
• 1 Presentation of Market Feasibility Analysis
• Ongoing Coordination with City (email, phone, etc.)
Task 4,0 Fiscal Analysis
AECOM will prepare a fiscal model for up to three (3) scenarios based on the analysis of current and
projected fiscal conditions. The focus of the analysis will be on the General Fund revenues and costs, but
may include other funds based on discussion with City staff. Working closely with the project team, the
land uses for the scenarios will be assembled into a data base for fiscal analysis, including: acres, square
feet and valuation of non-residential development; housing units by value and type, persons per
household and household income; and infrastructure assumptions about public works, public buildings,
parks, recreatlon facilities, open space, fire stations and other public facilities. Public revenue and cost
fiscal factors will be developed through a current budget analysis and interviews with key departmental
staff based on the City's current levels of service standards. Cost factors will be established at the
departmental level.
4 I'1_ V,
AECOM
The demographic and market study will inform the development of the fiscal impact model. The net
fiscal impacts of the opportunity corridors will be reported as a part of the overall scenario fiscal impacts
and as separate line Items to illustrate the fiscal impact of different development intensities and
configurations. In consultation with City staff and drawing from the proposed development plan,
AECOM will create fiscal assumptions that will be integrated into the fiscal model for evaluating the
preferred General Plan and up to two of the proposed alternatives. AECOM will estimate these existing
and potential revenue sources for General Plan land use alternatives and will compare them to
projected costs to estimate net fiscal impacts associated with General Plan alternatives.
In this Subtask we will also identify potential sources of capital financing to implement the General
Plan's infrastructure and public facilities, including potential development Impact fees, assessments, and
special taxes; EIFD tax increment; grants and loans; new financing legislation being considered in the
state legislature; and existing and potential federal, state, regional, and county funding sources. As an
optional task, we can project potential capital financing revenue compared to costs for additional
budget. These projections would be for planning purposes only, and not for public financing instruments
without additional due diligence.
It is Important to note that AECOM has also submitted a proposal for PS1. AECOM's land use modeling
tools can be tailored to provide fiscal analysis as well. If AECOM Is selected for both issue areas we can
prepare a scope that would include integration of this task into that model.
Deliverables:
• Draft Fiscal Models for up to Three (3) Selected Scenarios
• Final Fiscal Models for up to Three (3) Selected Scenarios
• One (1) Presentation of Fiscal Models Attended by Two (2) AECOM Team Members
• Ongoing Coordination with City (email, phone, etc.)
25M-67
EXIHBIT B
COMPENSATION
Fee Proposal including hourly rates if applicable
Page 10 of 10
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AECOM
Exhibit B: Budget & Fee Schedule:
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PM/IW bJr
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25M-70
AGREEMENT WITH PLACEWORKS, INC. TO PROVIDE PLANNING
AND TECHNICAL SERVICES FOR PREPARATION OF THE
COMPREHENSIVE GENERAL PLAN UPDATE
THIS AGREEMENT is made and entered into this 191 day of December, 2017 by and between
PlaceWorks;'Irie:, a California corporation ("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. On July 6, 2017, the City issued Request for Proposal ("RFP") No. 17-082 seeking
consultants to provide planning and technical services for the preparation of the City's
comprehensive General Plan Update.
B. Consultant was one of three consulting firms which submitted a responsive proposal that
was selected by the City. Consultant represents that it is able and willing to provide such
services to the City and provide community outreach materials in furtherance of the
General Plan Update.
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 during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services described and set forth in Exhibit A, attached hereto and
incorporated by reference. Consultant's proposal is incorporated by reference as though fully set
forth herein.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit B - Budget. The total amount to be
expended under this Agreement shall not exceed $48,000. Consultant has the ability
to adjust line item amounts in the budget with the approval of the Executive Director,
so long as the total Budget amount does not increase.
b. Payment by City shall be made within 45 days (forty-five) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
EXHIBIT 4 Page 1 of 10
25M-71
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 December 19, 2017 and continue for a two (2) year
term with the option for the City to grant up to a one (1) year renewal, exercisable by a writing by
the City Manager and the City Attorney, unless terminated earlier in accordance with Section 16,
below.
4. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to
fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the
City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
S. 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.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a Iron -exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Page 2 of 10
25M-72
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
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:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives 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, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
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
3700 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 with $2,000,000 in the aggregate.
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 famished to the City upon execution of
this Agreement and shall be approved by the City.
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.
Page 3 of 10
25M-73
iv. Consultant shall supply City with a fully executed additional insured
endorsement.
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.
S. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, 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 death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section I 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. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
10. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
Page 4 of 10
26M-74
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
11. 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.
12. 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.
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. 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
Page 5 of 10
25M-75
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 Consultant or 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.
15. 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.
16. 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(s) 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.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. 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 10
25M-76
19. 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 its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
20. NIISCELLANEOUS 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.
21. 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
frrst class or certified mail, postage prepaid, or sent by fax 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
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Planning
Sonia R. Carvalho
and Building Agency
City Attorney
City of Santa Ana
City of Santa Ana
20 Civic Center Plaza (M-21)
20 Civic Center Plaza (M-29)
P.O. Box 1988
F.O. Box 1988
Santa Ana, California 92702
Santa Ana, California 92702
Fax:714-647-5897
Fax: 714- 647-6515
Page 7 of 10
25M-77
To Consultant:
PlaceWorks, Inc.
Attn: Wendy Nowak, Assoc. Principal
3 MacArthur Place, Ste. 1100
Santa Ana, CA 92707
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 fax, 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.
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:
SONIA R. CARVALHO
City Attorney
By:
Lisa Storck
Assistant City Attorney
RECOMMENDED FOR APPROVAL:
CANDIDA NEAL
Interim Executive Director
Planning and Building Agency
CITY OF SANTA ANA
Raul Godinez II
City Manager
PLACEWORK,S, INC.:
By:
Title:
Page 8 of 10
25M-78
1 W4 11 11 I�II1
SCOPE OF SERVICES
25M-79
Exhibit A - Placeworks
PS5. Community Engagement
Name, Title, Office, Contact Info Role(s)/Level of Commitment Experience/Responsibilities Summary
JEN CHUNG Graphic Design Designs at multiple scales —from smaller, site -scale residential designs
Associate Designer 60% to regional -scale design guidelines and vision plans. Projects reflect
Santa Ana I x2383 various degrees of complexity. Expert at making strong visual impact
jchung@placeworks.com that conveys information tlearlywhile being aesthetically pleasing.
3.Scope of Services, Methodologies, Work Products,
Schedule, and Fees
SCOPE, METHODOLOGY, AND WORK PRODUCTS
METHODOLOGY
Public outreach efforts conducted for general plan updates can range from minimal to extravagant. The key is to strike the right
balance for Santa Ana so that outreach is effective but not excessive. The following program is recommended based on our
experience with outreach in other jurisdictions. Although the nature and tools of public outreach may vary, the broad objectives
and measures of success for conducting outreach for a general plan update remain largely the same:
• Set and manage expectations for process
• Create sense of trust; transparent, open process
• Maximize participation through multiple engagement means (in person and online)
• Avoid/minimize bullying; make everyone feel that their Input is welcome
• Demonstrate that the City is listening
• Educate the public on the City's history, socioeconomic and market trends, and fiscal health
• Obtain input on the areas of desired change
• Generate consensus while reducing concerns
• Build capacity forfuture public outreach and education
• Engage key stakeholders to perpetuate strategic involvement
• Engage those who are typically silent by allowing for a variety of in -person or online input opportunities
• Identify and clarify the rationale for decisions
• Raise the profile of the General Plan Update and establish a greater connection to current planning issues
Creation of a public engagement program that is inclusive, educational, and results oriented will he Instrumental to the success of
the General Plan Update effort, Based on our experience, the traditional approach to civic engagement Is changing, and the roles
of the public and government are reversing. Residents increasingly expect their governments to reach out to them, provide
information, and solicit their input on important issues. By pairing in -person outreach workshops and meetings with online
engagement tools, local governments can distribute information and gather input more effectively and across a broader
spectrum of participants. PlaceWorks will bring Its knowledge of the City (existing General Plan and community issues) and public
participation to this effort to provide overall direction on outreach and to advise the City on engagement strategies and tactics.
There are several different outreach tools the City can use to engage the public, including print material, surveys, online
engagement, stakeholder interviews, and a General Plan Advisory Group (GPAG). Each one has its own advantages and
disadvantages, and we are open to refining the outreach program to best suit your needs. Our scope proposes creation of a
Community Outreach and Engagement Plan coupled with the crafting of meaningful content and messaging throughout various
stages of the process to help guide the project through the public process and ensure that the public feels they have been
RFP 17.082: GENERAL PLAN UPDATE AND SUSTAINABILITY-PS5: COMMUNITY ENGAGEMENT I PLACEWORKS 5
25M-80
PS5. Community Engagement
adequately consulted and considered in decisions that will ultimately shape land use changes in their neighborhoods and
corridors.
SCOPE OF SERVICES
TASK 1. PEER REVIEW OF COMMUNITY ENGAGEMENT PLAN
We understand that the City will be facilitating all community outreach meetings and that our role will be to provide materials to
support that effort. We will collaborate with staff to make suggestions about the outreach materials that could garner the largest
response or solicit feedback; they will likely be very different between groups such as the Neighborhood Wards, GPAC, and City
Council. It is also a priority of the City to identify ways to engage underserved or underrepresented groups in the City so that the
proposed General Plan changes are truly reflective of community sentiment and the materials produced will respond to that
approach.
PlaceWorks will provide a high-level peer review of the City's Community Engagement Plan that serves as an outreach manual to
communicate with the public during key milestones of the General Plan process. Peer review of the Community Engagement Plan
will enable the City and consultant team to make decisions about and fine-tune the public involvement process and materials to
be generated atvarious millstones in the process.
Review of the Community Engagement Plan and subsequent discussions with staff will:
• Identify relationship between the public engagement efforts requiring support materials and the General Plan Update planning
tasks.
• Provide feedback on the stakeholders that should be included when gathering Input for the effort, Including advisory groups
(GPAG, Corr Link), special interest groups (Neighborhood Wards), and other community organizations and ambassadors that
could be consulted during the process for input orto help get the word out about meetings/workshops.
• Identify what the City needs assistance preparing (e.g., meeting notices, flyers, fact sheets, agendas, announcements/notices,
memorandums, FA4s, maps and posters, project website information) and who will be responsible for generating content,
printing, and distribution
• Establish protocols for who is responsible for preparing specific products (e.g., final review and approval of deliverables,
meeting materials, digital communications, social media posts, website content, printing, press release preparation and
distribution, etc.).
• Confirm communication and meeting format techniques (open house, pop -ups, town halls, etc.) associated with key
milestones and branding or messaging requirements to ensure products produced are consistent with established City
protocols.
Since community engagement is an ongoing effort throughout all stages of the General Plan process, it will be important to
Integrate key deliverables and milestones with the other PS tasks the City is undertaking concurrently. Review of the Community
Engagement Plan will clearly identify timeframes and key decision points where it will be essential for PlaceWorks to develop the
materials that will be needed for various outreach efforts to maximize participation and transparency and to gain the feedback of
the community.
Deliverables:
— Peer review of Community Engagement Plan (digital memorandum)
— In -person meeting (or conference call) to review Plan and clarify refinements
TASK 2. CREATING CONTENT: OUTREACH MEETING MATERIALS
There are numerous types of meeting materials requiring review and approval by the City prior to sharing at an outreach event—
e.g., posters, maps, PowerPoint presentations, surveys, social media posts, email notifications, and handouts. Per the RFP, the
consultant, in coordination with the City, will create community outreach materials that will be distributed to local business
groups, religlous organizations, residents, local schools, etc. PlaceWorks will prepare draft text that can be used for digital
notifications, and the City will post information about workshops and applicable information on the City website and social media.
6 CITY OF SANTA ANA I RFP 17-082: GENERAL PLAN UPDATE AND SUSTAINABILITY-PS5: COMMUNITY ENGAGEMENT
o
PS5. Community Engagement
In this task, PlaceWorks will support the City in preparing materials for workshops and community events and getting the word
out about the General Plan update effort. Materials generated as part of this task can include a General Plan 101 brochure,
meeting notices, General Plan summary sheets, and other materials that can be used to communicate key Ideas related to the
plan. This task can integrate graphics produced through other PS tasks, including simulations; illustratives; and/or massing scale,
infrastructure, public realm, and transportation Improvement diagrams of existing and future uses in the eight Land Use Scenario
Corridors, as appropriate to convey an idea or message, The specific number and type of materials and products to be prepared
(other than those specifically noted below) will be determined during the preparation of the Review of the Community
Engagement Plan in Task 1.
It is anticipated that the supporting materials will be prepared for events such as Neighborhood Ward workshops, pop -ups at
community events, city boards and commissions, and Santa Ana ComLink. The hope is that the materials prepared over the
duration of the update process can be used during discussions with the various groups and events. It is assumed that the
preparation of land use maps or alternatives will be produced and budgeted separately. (This task does not include preparation of
or printing costs for large scale maps.)
PlaceWorks will work with the City to identify materials that require translation into multiple languages. PlaceWorks has the in-
house capability to translate materials into Spanish and would look to the City to assist with materials prepared in Vietnamese.
(We used this same approach with the City of Westminster and the materials that were prepared for their recent General Plan
Update.) If outside translation services are needed, they would be extra to this contract.
Deliverables;
— Digital versions (draft and final) of:
Advertising and Meeting Support Materials, including flyers/notices (Design)
Up to G General Plan Summary Sheets or FAQs (English, Spanish, Vietnamese)
Banners (English, Spanish)
- Process Infographic (English, Spanish)
TASK 3. MEETINGS AND CONFERENCE CALLS
This task assumes that in -person meetings and conference calls will be needed periodically during the update effort to gain
clarification or input on the materials drafted and to receive input on the effectiveness of meetings and the outreach collateral
that was prepared to support the City's outreach efforts. This effort assumes approximately 30 total hours of time over an 8-
month timeframe to participate in these discussions with City staff. If It is determined that more hours are necessary to touch
base regarding product edits or other items over the estimated 8-month timeframe, a scope and budget refinement would be
needed.
Deliverables:
— Meetings and Conference Calls (30 hours)
Reimbursables
To keep costs at a minimum, the majority of deliverables proposed for this task will be produced and provided to the City in a
digital format for printing and reproduction. Deliverables and products produced as part of this effort should be closely
connected to the deliverables and products produced in conjunction with PS8, Graphic Design and Document Support, to avoid
duplication and identify cost savings. Reimbursables include things such as map production, photocopies, graphics, materials,
mileage, and supplies. The project budget assumes that reimbursables will not exceed 5 percent of the labor total (and we will
work within that budget as we are defining the hard -copy deliverables forthe Community Engagement Plan and Creating Content
tasks), If the City requests more copies of documents or printouts of maps than the estimated budget can accommodate, an
augment to the budget would be required.
SCHEDULE
Community outreach and engagement tasks are expected to occur at key milestones throughout the process and are estimated
to be complete within an 8-month timeframe. Task 1, Peer Review of Outreach and Engagement Plan, will be completed at the
outset of the effort (within approximately the first month) because it sets the stage for communications with the community and
will help to tie together the engagement efforts needed for the other tasks associated with the General Plan Update. Task 2,
RFP 17.082: GENERAL PLAN UPDATE AND SUSTAINABILITY- P$5: COMMUNITY ENGAGEMENT I PLACEWORKS 7
25M-82
PS5. Community Engagement
Creating Content, will occur periodically (as needed for meetings and milestones defined in Task 1) over the duration of the
project and at the rollout of the changes that are anticipated to be complete in March 2018.
8 CITY OF SANTA ANA I RFP 17•082: GENERAL PLAN UPDATE AND SUSTAINABILITY-PS5: COMMUNITY ENGAGEMENT
1W4 ,If:Iil17:1
COMPENSATION
Tee Proposal including hourly rates if applicable
Page 10 0£ 10
25M-84
Exhibit B -Fee Schedule
Plecoworks
3 MacAOhur Pl., Sake 1100
Santa Ana, C4 92707
714 966 9220
lal
LINE ITEM BUDGET
Title of Project: Ccuo,mbenthe Oenend Plan Update end Emtsimdng Sos:aioabilityTogether
RFPItiumber. mon
Ibl IA Id1 1e1 fn fe4 fla fws 6,1
Cost Categories
.
Maximum
Hourly Rate
Task
Task
Task3
CRAND TOTAL
(All Tasks)
Counawly Wreath &
EnPRment Plan
Crafting Cnnlem
6leeang AttendaneelConfemse
Calls
Hours Amnum
Hours
Amount
Hours
Amount
Hours Amount
ss' c
Roan Judd. Principal
$86.34
0.00
$0,00
4.00
$346,16
0.00
S0.00
4.00
$346.16
Weady Now4, Associate Principal
$6731
8.00
S53S48
40,00
$2692.40
20.00
$1346.20
68.00
S4577.08
Associate
536.00
1 4.00
S144.00
160.00
$5,760.00
12.00
S432.00
176.00
$6,336.00
Project Planner
$32.00
0,00
Woo
89.00
$2,816,00
0.00
$0,00
88.00
S2,816.00
Subtotal- Direct Labor
-' M
112.00
1 S652.48
292.00
S11,614.56
32.00
$1,778,20�
336.00
S14,075.24
Overhead & Fr1M(inn c&e .
ya
Overhead
124.06yo
64,
5846.21
' -
$14.402.05
W,, ",'.3
$2.204.97
$17,433,30
Fria
38.83%
't"'J:"U"
$4oI.5c
`
$6.832,83
WMM.
$1,046.12
WOM
S8,280.46
Shbtoml- Overbead&Frio a line G&At
$1.247.78
S21,234.90
$3;25Ln8
$2S,733.76
FYxed Fee
L00%
Subtotal-:FixMIFeta
,$154.43
S2627.96
S402.34
SMS4.72
he i edC ODCs
Mattrials
81,000.00
- a$
$3,006.28
'.
$L,000.00
��
5,006.28
Subtotal '-ODCs:'
$4,000.00
53006.28
.$1000.00
$g 006:28
Suhcansultantls)e
Subtotal- Sobconsullonls:
! Sam
$0.00
$0.00
50:00
GRAND TOTAL
12.00
S3,054.68
292.00
S38,483,7tl
32.00
S6431.63
0.00
$48.tlOp.00
e Usea mrpy oftldseemplmetu(dentlfy any subronsultam ran, by task InprrtJinalJtguresfareachsubconsu/rrtnr in Calumastoe" thru aeto.
25M-55
WiT,
Exhibit C
Invoice Report Format
April 19, 2018
Page 18
MOU No.:M-011-18-00
SCAG Project/OWP No.:275-4823.01