HomeMy WebLinkAboutAGENDA PACKET_2021-10-05
RESOLUTION 2021-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA,
CALIFORNIA AUTHORIZING USE OF REMOTE TELECONFERENCING
PROVISIONS (AB 361)
WHEREAS, the Ralph M. Brown Act (Government Code section 54950 et seq.)
generally requires local agencies meeting via teleconference, including through other
virtual or electronic means, to, among other things, provide public access at each location
in which members of the legislative body are teleconferencing; and
WHEREAS, the Legislature recently enacted Assembly Bill 361 (AB 361), which
amended Government Code section 54953 to allow local agencies to meet fully virtually,
without fully adhering to the rules otherwise applicable to teleconferencing, during a
proclaimed state of emergency if state or local officials have imposed or recommended
measures to promote social distancing; and
WHEREAS, the Governor issued a proclamation declaring a state of emergency on
March 4, 2020 due to the COVID-19 pandemic, pursuant to section 8625 of the California
Emergency Services Act, and this proclaimed state of emergency currently remains in
effect; and
WHEREAS, the City Council of the City of Santa Ana declared a local emergency
on March 17, 2020 pursuant to Santa Ana Municipal Code section 2-404A (now section
2-646A); and
WHEREAS, Orange County, California continues to be in an area of high
transmission rate of COVID-19, including the highly transmissible Delta Variant, as
identified by the Center for Disease Control;
WHEREAS, the City Council of the City of Santa Ana has reconsidered the
circumstances of the state of emergency; and
WHEREAS, state or local officials continue to recommend measures to promote
social distancing to prevent the spread of COVID-19; and
WHEREAS, the continuation of virtual meetings will allow for full participation by
members of the public until social distancing recommendations are lifted; and
WHEREAS, the City Council of the City of Santa Ana desires to continue to hold
virtual meetings pursuant to AB 361 and Government Code section 54953(e).
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Santa
Ana as follows:
SECTION 1. The above recitals are true and correct and shall be the findings of
the City of Santa Ana
Resolution 2021-XXX
Page 1 of 3
SECTION 2.The City Council and all other legislative bodies of the City of Santa
Anacreated by the City Council or createdthrough its City Charter shall continue to meet
virtually in accordance with Government Code section 54953(e) and without compliance
with section 54953(b)(3)based upon the findings and determinations hereby made by the
City Council.
SECTION 3. TheCity Clerk shall attest to and certify to the passage and adoption
of this resolution and it shall be effective immediately upon its approval.
ADOPTED this ___day ofOctober, 2021.
___________________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
AYES:Councilmembers
NOES:Councilmembers
ABSTAIN:Councilmembers
NOT PRESENT:Councilmembers
Resolution 2021-XXX
Page 2of 3
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2021-___ to be the original Resolution adopted by the City Council of
the City of Santa Ana on _____________, 2021
Date: ___________________ ____________________________
Clerk of the Council
City of Santa Ana
Resolution 2021-XXX
Page 3 of 3
ORDINANCE NO. NS-XXXX
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF SANTA ANA PROHIBITING RESIDENTIAL REAL
PROPERTY AND MOBILEHOME SPACE RENTAL RATE
INCREASES THAT EXCEED THREE PERCENT (3%)
ANNUALLY, OR EIGHTY PERCENT (80%) OF THE
CHANGE IN CONSUMER PRICE INDEX, WHICHEVER IS
LESS, WITHIN THE CITY
THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS
FOLLOWS:
Section 1. The City Council of Santa Ana hereby finds, determines and
declares as follows:
A. At the City Council meeting on September 21, 2021, the City Council discussed
the City of Santa Ana ability to address rent increases
on residential real property and in mobilehome parks.
B. The increasing housing rent burden and poverty faced by many residents in the
City of Santa Ana threatens the health, safety, and welfare of its residents by
forcing them to choose between paying rent and providing food, clothing, and
medical care for themselves and their families.
C. According to the May 2017 report by the California Housing Partnership
Corporation, median rent in Orange County, which includes Santa Ana, has
increased twenty-eight percent (28%) since 2000, while median renter household
income has declined by 9%, when adjusted for inflation. Additionally, the May
2020 report by the California Housing Partnership Corporation demonstrated that
renters need to earn $42.23/hr, or, 3.2 times the state minimum wage to afford
an average monthly asking rent of $2,196 for a two-bedroom apartment in
Orange County.
D. ncome renters spend eighty-one percent (81%) of their
income on rent, leaving very little to meet other basic human needs such as food
and health.
E. If Santa Ana renter-occupied households paid thirty percent (30%) of their
income on housing, renters would have an extra $176 million dollars of
disposable income (income minus housing costs) to spend in the community
each year, or $7,000 per household. Additionally, racial inequities would
decrease, as the yearly disposable income would increase by 14% for Latinos,
13% for Asian or Pacific Islanders, and 7% for Whites.
Ordinance No. NS - ____
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F.The housing rent burden and poverty faced by many residents in Santa Ana
threatens the health, safety, and welfare of its residents, particularly when
resulting in eviction and displacement. Studies have shown that evictions play an
impactful role in the lives of low income renter households and can also
contribute to poverty through disruptive effects such as job loss, adverse health
effects, and negative consequences for children.
G. Moreover, an
.
H. The Costa-Hawkins Rental Housing Act, California Civil Code section 1954.50, et
seq., limits the applicability of local rent stabilization policies, including prohibiting
local jurisdictions from applying rent stabilization to certain residential rental
properties. This Ordinance intends to comply with the Costa-Hawkins Rental
Housing Act, and all other applicable state and federal laws.
I. Mobilehome Parks comprise approximately five percent (5.1%) of all housing in
Santa Ana. The city has 29 Mobilehome Parks containing 3,913 spaces. Six of
the Mobilehome Parks and one thousand twenty spaces in Santa Ana are
currently age-restricted to persons 55 years of age or older.
J. Many residents of mobilehome parks could become homeless if mobilehome
park owners were to impose significant rent increases.
K. Increasing the number of homeless residents in Santa Ana, particularly elderly
residents who may be in need of medical or other care, could create a public
health and safety risk.
L. The economic conditions and recognized housing shortage in Southern
California has the potential to detrimentally impact a substantial number of
residents in Santa Ana, and impose a particular hardship on senior citizens,
persons living on fixed incomes, and other vulnerable persons living in
mobilehome parks in Santa Ana.
M. The Mobilehome Residency Law , California Civil Code sections 798, et
seq., expressly authorizes cities to regulate the setting and/or increasing of rents
for the use and occupancy of a mobilehome space, subject to certain exceptions.
N. Santa Ana Municipal Code , Chapter 41, Article X, establishes
standards for the development of mobilehome parks as a type of multiple-family
residential development, and provides for the establishment of said development
in areas throughout the City that will ensure their compatibility with other
permitted uses in the district, consistent
General Plan.
Ordinance No. NS - ____
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O.The City has not previously regulated the setting and increasing of rents for
residential real property or mobilehome spaces. However, given the concerns
discussed herein, the City Council desires to evaluate rent stabilization policies
protecting residents from unreasonable rent increases, while ensuring that the
owners of residential real property and mobilehome parks may earn a fair and
reasonable return on their property.
P. Plice power, as granted broadly under Article XI, section 7
of the California Constitution, and Santa Ana Charter section 200, the Santa Ana
City Council has the authority to enact and enforce ordinances and regulations
for the public peace, health, and welfare of the City and its residents.
Q. Based on the foregoing facts, and the facts presented to the City Council at the
meetings at which this ordinance was introduced and adopted, the City Council
finds that allowing owners of residential real property and mobilehome parks to
have unfettered discretion to increase rents, would pose a threat to the public
health, safety or welfare, and that a prohibition of rent increases, except as
allowed herein, is therefore necessary.
R. The City Council hereby adopts these regulations in order to address the threats
set forth below.
1. Absent the adoption of this ordinance, as a result of the economic conditions
and recognized housing shortage in Southern California, significant rent
increases will impact a substantial number of residents in Santa Ana and
constitute a threat to public health, safety and welfare, and a particular
hardship for senior citizens, persons living on fixed incomes, and other
vulnerable persons living in Santa Ana;
2. Housing costs continue to escalate in Orange County, and mobilehome parks
serve as an important affordable housing option for Santa Ana residents;
3. Because a mobilehome is affixed to the property on which it resides, it is
generally not cost effective to move it, resulting in the owner losing the
mobilehome if they cannot pay the rent imposed by the landlord;
4. Certain aspects of public health, safety, and welfare are not adequately
protected due to the lack of rent stabilization mechanics or controls in Santa
Ana, and it is the interest of the City, the owners, residents, and the
community as a whole that the City consider regulations to protect affordable
housing within the City, including, but not limited to, rent stabilization
regulations applicable to residential real property and mobilehomes.
S. The Request for Council Action for this ordinance dated September 21, 2021,
shall be incorporated herein by this reference, and together with this ordinance,
Ordinance No. NS - ____
Page 3 of 11
any amendments or supplements, and oral testimony,shall constitute the
necessary findings for this ordinance.
T. The City Council finds, determines and declares that the threat to the public
health, safety and welfare of the City and its residents necessitates the
enactment of the ordinance.
Section 2. The recitals and statements of fact set forth in the preamble to this
ordinance are true and correct, constitute a substantive part of this ordinance, and are
incorporated herein by this reference.
Section 3. Section 8-1998 of the Santa Ana Municipal Code is deleted in its
entirety.
Section 4. Division 5 is hereby added to Article X (Property Maintenance) of
Chapter 8 (Buildings and Structures) of the Santa Ana Municipal Code to read as
follows:
Division 5. RENT STABILIZATION
Section 8-1998.1 Prohibited Increases.
(a) Increases in rent on residential real property or mobilehome spaces in the
City of Santa Ana in excess of three percent (3%), or eighty (80%) of the
change in the Consumer Price Index, whichever is less, and more than
one rent increase in any twelve (12) month period, are prohibited, unless
expressly exempt under the Costa-Hawkins Rental Housing Act codified in
California Civil Code section 1954.50, et seq., or the Mobilehome
Residency Law codified in California Civil Code sections 798, et seq. If
the change in the Consumer Price Index is negative, no rent increase is
permitted. The term Consumer Price Index means, at the time of the
adjustment calculation completed by the City pursuant to subsection (b),
the percentage increase in the United State Consumer Price Index for all
Urban Consumers in the Los Angeles-Long Beach-Anaheim Metropolitan
Area published by the Bureau of Labor Statistics, not seasonally adjusted,
for the most recent twelve (12) month period ending prior to the
calculation pursuant to subsection (b). A violation of this section occurs
upon the service of notice or demand for a prohibited increase in rent.
(b) No later than June 30th each year, beginning with the year 2022, the City
shall announce the amount of allowable rent increase based on
subsection (a) herein, which shall be effective as of September 1st of that
year.
Ordinance No. NS - ____
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Section 8-1998.2Reasonable Rate of Return.
This ordinance allows for an annual adjustment of residential real property or
mobilehome space rent of up to three percent (3%), or eighty (80%) of the change in the
Consumer Price Index, whichever is less. A Consumer Price Index-based increase is
found and determined to provide a just and reasonable return on an
and has been adopted to encourage good management, reward efficiency, and
discourage the flight of capital, as well as to be commensurate with returns on
comparable investments, but not so high as to defeat the purpose of curtailing
excessive rents and rental increases. Notwithstanding the foregoing, however, any
owner of residential real property or a mobilehome park who contends that the limit on
rental increases set forth in Section 8-1998.1 above will prevent the owner from
receiving a fair and reasonable return on their property may petition for relief from the
cap set forth in section 8-1998.1 pursuant to the procedures set forth in section 8-
1998.3.
Section 8-1998.3 Fair Return Petition for Rent Increase.
(a) An owner of residential real property or a mobilehome park owner may
petition for a rent increase in excess of that provided in section 8-1998.1 in order to
obtain a fair and reasonable return on their property ). Such Fair
Return Petition shall be on an application form prescribed by the City Manager and shall
be decided by the City Manager, or their Owner shall
provide a copy of any Fair Return Petition submitted to the City to the applicable
tenant(s), and provide City with proof of completing such service to the applicable
tenant(s). The tenant(s) will then have thirty (30) days from the date of receiving the
Fair Return Petition to reply or provide additional materials to the City in response to the
Fair Return Petition. The applicant shall bear the burden of establishing that a rate
increase in excess of that provided in section 8-1998.1 is necessary to provide the
applicant with a fair and reasonable return on their property, including by providing an
independent financial report and verified financial data demonstrating that without such
an increase, they will not realize a fair and reasonable return on their property.
(b)
review of the Fair Return Petition. Upon receipt of a Fair Return Petition, the City
Manager shall determine the anticipated costs of review and if the employment of
request. If the City Manager so determines, the City Manager shall also determine the
anticipated costs of employing such expert(s). The resulting figure shall be
communicated to the applicant, and the Fair Return Petition shall not be processed until
the applicant has paid to the City the estimated cost of the complete analysis. City will
provide applicant with an invoice of all costs incurred after the review of the Fair Return
Petition. Any unused portion of the advance payment for analysis shall be refunded to
the applicant. If additional funds are required, payment will be required before applicant
receives the determination on the Fair Return Petition from the City.
Ordinance No. NS - ____
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(c)The factors the City Manager may consider in deciding a Fair Return
Petition may include, but not be limited to:
(1) Changes in the Consumer Price Index for All Urban Consumers in
the Los Angeles-Long Beach-Anaheim Metropolitan Area published
by the Bureau of Labor Statistics.
(2) The rent lawfully charged for comparable residential real property
or mobilehome spaces in the City.
(3) The length of time since the last determination by the City Manager
on a rent increase application, or the last rent increase if no
previous rent increase application has been made.
(4) The completion of any capital improvements or rehabilitation work
related to the residential real property or mobilehome space or
spaces specified in the Fair Return Petition, and the cost thereof,
including materials, labor, construction interest, permit fees, and
other items the City Manager deems appropriate.
(5) Changes in property taxes or other taxes related to the subject
residential real property or mobilehome park.
(6) Changes in the rent paid by the applicant for the lease of the
residential real property or land on which the subject mobilehome
park is located.
(7) Changes in the utility charges for the subject residential real
property or mobilehome park paid by the applicant, and the extent,
if any, of reimbursement from the tenants.
(8) Changes in reasonable operating and maintenance expenses.
(9) The need for repairs caused by circumstances other than ordinary
wear and tear.
(10) The amount and quality of services provided by the applicant to the
affected tenant(s).
(11) Any existing written lease lawfully entered into between the
applicant and the affected tenant(s).
(d) A Fair Return Petition shall be decided by the City Manager within sixty
(60) calendar days of the date that the application has been deemed complete,
including proof of service of the Fair Return Petition on the applicable tenant(s). The
decision shall be emailed and sent by mail, with proof of mailing to the subject property
Ordinance No. NS - ____
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owner, the owner's designated representative(s) for the Fair Return Petition, and a
designated representative of the tenant(s). Any appeal of the City Manager decision on
a Fair Return Petition shall proceed pursuant to the administrative appeal procedures
found in Chapter 3 of the Santa Ana Municipal Code.
Section 8-1998.4 Exemptions.
(a) Pursuant to the Costa-Hawkins Rental Housing Act, the provisions of this
ordinance regulating the amount of rent that a residential real property owner may
charge shall not apply to the following: any residential real property that has a certificate
of occupancy issued after February 1, 1995 (California Civil Code section
1954.52(a)(1)); and, any other provisions of the Costa-Hawkins Rental Housing Act
addressing exemptions, as applicable.
(b) Pursuant to the Mobilehome Residency Law, the provisions of this interim
ordinance regulating the amount of rent that a mobilehome park owner may charge for a
mobilehome space shall not apply to the following: any mobilehome space subject to a
long term (more than one year) rental agreement (California Civil Code section 798.17);
any newly constructed mobilehome space first offered for rent on or after January 1,
1990 (California Civil Code section 798.45); mobilehome
primary residence that are not being leased to someone else (California Civil Code
section 798.21); and, any other provisions of the Mobilehome Residency Law
addressing exemptions, as applicable.
Section 8-1998.5 Rent Increase Ineffective.
No rent increase shall be effective if the owner:
(a) Fails to substantially comply with all provisions of this Division, including
but not limited to the failure to provide notices as required; or
(b) Fails to maintain the residential real property or mobilehome space in
compliance with California Civil Code Sections 1941.1 et seq. and California Health and
Safety Code sections 17920.3 and 17920.10; or
(c) Fails to make repairs ordered by the City or court of competent
jurisdiction.
Section 8-1998.6 Notice Requirements.
(a) An owner of any residential real property or mobilehome space subject to
this provision shall, on or before the date of commencement of a tenancy, give the
tenant a written notice in a form prescribed by the City which must include the following
information:
Ordinance No. NS - ____
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(1)The existence and scope of this Division 5 of Chapter 8 of the
Santa Ana Municipal Code; and
(2) The right to respond to any Fair Return Petition filed with
the City by the owner pursuant to section 8-1998.3.
(b) As part of any notice to increase rent, an owner must include:
(1) Notice of the existence of this Division 5 of Chapter 8 of the Santa
Ana Municipal Code; and
(2) The right to respond to any Fair Return Petition filed with
the City by the owner pursuant to section 8-1998.3, unless such
rent increase is pursuant to an approved Fair Return Petition.
(3) No rent increase shall take effect until the requirements of this
Division have been met.
(c) The owner must give notices to the tenant in the language that the owner
and tenant used to negotiate the terms of the tenancy (e.g., English, Spanish, Chinese,
Tagalog, Vietnamese, and Korean) as well as English.
Section 8-1998.7 Definition of Rent.
For the purposes of this Division,
nonmonetary consideration, including, but not limited to, the fair market value of goods
or services rendered to or for the benefit of the owner under an agreement concerning
the use or occupancy of residential real property or mobilehome space, including all
payment and consideration demanded or paid for parking, pets, furniture, subletting and
security deposits for damages and cleaning.
Section 8-1998.78 Violations.
It shall be unlawful and a misdemeanor for any person to violate or fail to comply
with any provision of the ordinance. The violation of any provision of this ordinance
shall first be punished through the use of an administrative citation, as provided in Santa
Ana Municipal Code section 1-21, et seq., prior to prosecution as a misdemeanor or
infraction, as provided in Santa Ana Municipal Code section 1-8.
Section 5. The City Council finds that this ordinance is not subject to the
California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2),
15060(c)(3) and 15061(b)(3) of the State CEQA Guidelines because it will not result in a
direct or reasonably foreseeable indirect physical change in the environment, because
there is no possibility it will have a significant effect on the environment, and it is not a
"project", as defined in section 15378 of the State CEQA Guidelines.
Ordinance No. NS - ____
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Section 6.If any section, subsection, phrase, or clause of this ordinance is for
any reason held to be unconstitutional, such decision shall not affect the validity of the
remaining portions of this ordinance. The City Council hereby declares that it would
have passed this ordinance and each section, subsection, phrase or clause thereof
irrespective of the fact that any one or more sections, subsections, phrases, or clauses
be declared invalid or unconstitutional.
Section 7. The Clerk of the Council shall certify to the adoption of this
ordinance and cause the same to be published in the manner prescribed by law.
Ordinance No. NS - ____
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ADOPTED this ___day of ___________________,2021.
_______________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
_______________________________
Ryan O. Hodge
Assistant City Attorney
AYES: Councilmembers: ________________________________________
NOES: Councilmembers: ________________________________________
ABSTAIN: Councilmembers: ________________________________________
NOT PRESENT: Councilmembers: ________________________________________
Ordinance No. NS - ____
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CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached
Ordinance No. NS-XXXX to be the original ordinance adopted by the City Council of the
City of Santa Ana on _________________, 2021.
Date: ________________ ____________________________________
Clerk of the Council
City of Santa Ana
Ordinance No. NS - ____
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ORDINANCE NO. NS-XXXX
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF SANTA ANA REQUIRING JUST CAUSE EVICTIONS
THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS
FOLLOWS:
Section 1. The City Council of Santa Ana hereby finds, determines, and
declares as follows:
A. At the City Council meeting on September 21, 2021, the City Council discussed
the City of Santa Ana ability to address just cause
evictions.
B. Housing instability threatens the public peace, health, and safety as eviction from
loss of community; strain on household finances due to the necessity of paying
rental application fees and security deposits; stress and anxiety experienced by
those displaced; increased commute times and traffic impacts if displaced
workers cannot find affordable housing within the city in which they work; and
interruption of the education of children in the home.
C. Eviction creates particular hardships for individuals and households of limited
means, given the shortage of affordable housing within the City of Santa Ana and
the region generally.
D. According to the May 2017 report by the California Housing Partnership
Corporation, median rent in Orange County, which includes Santa Ana, has
increased twenty-eight percent (28%) since 2000, while median renter household
income has declined by 9%, when adjusted for inflation. Additionally, the May
2020 report by the California Housing Partnership Corporation demonstrated that
renters need to earn $42.23/hr, or, 3.2 times the state minimum wage to afford
an average monthly asking rent of $2,196 for a two-bedroom apartment in
Orange County.
E. -one percent (81%) of their
income on rent, leaving very little to meet other basic human needs such as food
and health.
F. If Santa Ana renter-occupied households paid thirty percent (30%) of their
income on housing, renters would have an extra $176 million dollars of
disposable income (income minus housing costs) to spend in the community
each year, or $7,000 per household. Additionally, racial inequities would
decrease, as the yearly disposable income would increase by 14% for Latinos,
13% for Asian or Pacific Islanders, and 7% for Whites.
Ordinance No. NS - ____
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G. The housing rent burden and poverty faced by many residents in Santa Ana
threatens the health, safety, and welfare of its residents, particularly when
resulting in eviction and displacement. Studies have shown that evictions play an
impactful role in the lives of low income renter households and can also
contribute to poverty through disruptive effects such as job loss, adverse health
effects, and negative consequences for children.
H. st seven
.
I. Mobilehome Parks comprise approximately five percent (5.1%) of all housing in
Santa Ana. The city has 29 Mobilehome Parks containing 3,913 spaces. Six of
the Mobilehome Parks and one thousand twenty spaces in Santa Ana are
currently age-restricted to persons 55 years of age or older.
J. The City Council has received public testimony at multiple meetings from Santa
Ana residents who declared that they and their neighbors were unwilling to
register complaints against their landlords over unsuitable living conditions and/or
violations of their leases by landlords or management companies, based on a
fear of being evicted without just cause.
K. The California State Legislature adopted
codified in part in California Civil Code section 1946.2 ,
which became effective by its own terms on January 1, 2020, and, with certain
exceptions, prohibits an owner of residential property from terminating a tenancy
without just cause.
L. AB 1482 provides that a local ordinance adopted after September 1, 2019,
requiring just cause for termination of a residential tenancy shall supersede
California Civil Code section 1946.2 only if the ordina
than section 1946.2.
M. In accordance with California Civil Code section 1946.2(g)(1)(B), the City Council
finds that the provisions of this Ordinance regulating just cause terminations or
tenancies are more protective than California Civil Code section 1946.2 for the
following reasons:
1. The just cause for termination of a residential tenancy under this Ordinance is
consistent with California Civil Code section 1946.2.
2. This Ordinance provides additional tenant protections that are not prohibited
by any other provisions of applicable law.
N. The City Council finds and determines that regulating the relations between
residential landlords and tenants will increase certainty and fairness within the
Ordinance No. NS - ____
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residential rental market in the City andthereby serve the public peace, health,
and safety.
O. Pnted broadly under Article XI, section 7
of the California Constitution, and Santa Ana Charter section 200, the Santa Ana
City Council has the authority to enact and enforce ordinances and regulations
for the public peace, health, and welfare of the City and its residents.
P. The City Council hereby adopts these regulations in order to address the threats
set forth below.
1. Housing, particularly affordable housing, is difficult to procure in this region,
including in Santa Ana. Evictions without just cause destabilize the housing
market and can result in the loss of affordable housing;
2. For the preservation of the public peace, health, and safety, the City Council
finds that it is necessary to adopt an ordinance regulating just cause
evictions, for all of the reasons set forth in the recitals above, which are
hereby incorporated by reference;
3. Without the imposition of this Ordinance, evictions without just cause may
result in the displacement of residential tenants who would be forced to find
new housing in an ever-more expensive housing market, and would
significantly increase the risk of residential tenants becoming homeless; and,
4. There is a threat to the public peace, health, and safety of the City and its
community, thereby necessitating the enactment of this Ordinance in order to
ensure that tenants are not turned out of their homes without just cause.
Q. The Request for Council Action for this ordinance dated September 21, 2021,
shall be incorporated herein by this reference, and together with this ordinance,
any amendments or supplements, and oral testimony, shall constitute the
necessary findings for this ordinance.
R. The City Council finds, determines, and declares that the threat to the public
health, safety, and welfare of the City and its residents necessitates the
enactment of the ordinance.
Section 2. The recitals and statements of fact set forth in the preamble to this
ordinance are true and correct, constitute a substantive part of this ordinance, and are
incorporated herein by this reference.
Section 3. Sections 8-1993 through 8-1997 of the Santa Ana Municipal Code
are deleted in their entirety.
Ordinance No. NS - ____
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Section 4.Division 4 is hereby added to Article X(Property Maintenance)of
Chapter 8 (Buildings and Structures) of the Santa Ana Municipal Code to read as
follows:
Division 4. JUST CAUSE EVICTIONS
Section 8-1993 Citation.
This Division
Section 8-1994 Restrictions on Termination of Tenancy Without Just Cause
(a) Notwithstanding any other law, after a tenant has continuously and
lawfully occupied a residential real property for thirty (30) days, the Owner
of the residential real property shall not terminate the Tenancy without just
cause, which shall be stated in the written notice to terminate Tenancy.
1) The Owner shall post a notice on a form prescribed by the City,
providing information about the existence of this Division 4 of Article X
of Chapter 8 of the Santa Ana Municipal Code, including protections
related to immigration or citizenship status of tenant found under Civil
Code section 1940.35 and Code of Civil Procedure section 1161.4, as
may be amended. Notice must be posted in a conspicuous location on
the property. The notice shall be written in the language that the Owner
and tenant used to negotiate the terms of the Tenancy (e.g., Spanish,
Chinese, Tagalog, Vietnamese and Korean), as well as English.
2) In addition to all other notice requirements specified elsewhere in this
Division, the Owner of any residential real property or mobilehome
space, is required to provide written notice to tenants of their rights
under this Division as follows:
A. The notice required by this Division must be on a form
prescribed by the City and include the following information:
i. The existence and scope of this Division 4 of Article X of
Chapter 8 of the Santa Ana Municipal Code; and,
ii. The right to relocation assistance in limited
circumstances pursuant to subsection (d)(2) herein.
B. The Owner must provide tenant with the notice upon serving
any notice of change in terms of Tenancy.
Ordinance No. NS - ____
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C.The Ownermust provide the notice on or before the
commencement of all Tenancies initiated after the effective date
of this Division.
(b)
1) At-fault just cause, which is any of the following:
A. Default in the payment of rent.
B. A breach of a material term of the lease, as described in
paragraph (3) of Section 1161 of the Code of Civil Procedure,
including, but not limited to, violation of a provision of the lease
after being issued a written notice to correct the violation. A
i. The obligation to limit occupancy, provided that the
additional occupant who joins the tenant of the residential
real property thereby exceeding the limits on occupancy
set forth in the lease is:
I. A dependent under age 18, or
II. A replacement tenant who moved in after an
approved tenant vacated the residential real
property, so long as the addition does not exceed
the Uniform Housing Code.
i. The Owner shall have the right to approve
or deny the prospective additional or
replacement tenant, who is not a minor
dependent child, provided that the Owner
does not unreasonably withhold approval. If
the Owner fails to respond to the tenant in
writing with a description of the reasons for
the denial of the request within a
reasonable amount of time of receipt of the
written request, the
request shall be deemed approved by the
Owner if the lease is for a period of one (1)
year or less.
ii. A change in the terms of the Tenancy that is not the
result of an express written agreement signed by both of
the parties. An Owner is not required to obtain a te
written consent to a change in the terms of the Tenancy if
Ordinance No. NS - ____
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the change in the terms of the Tenancy is authorized by
this section, or if the Owner is required to change the
terms of the Tenancy pursuant to federal, State, or local
law. Nothing in this subsection shall exempt an Owner
from providing legally required notice of a change in the
terms of the Tenancy.
C. Maintaining, committing, or permitting the maintenance or
commission of a nuisance as described in paragraph (4) of
Section 1161 of the Code of Civil Procedure.
D. Committing waste as described in paragraph (4) of Section
1161 of the Code of Civil Procedure.
E. The tenant had a written lease that terminated on or after the
effective date of this Ordinance, and after a written request or
demand from the Owner, the tenant has refused to execute a
written extension or renewal of the lease for an additional term
of similar duration with similar provisions, provided that those
terms do not violate this section or any other provision of law.
F. Criminal activity by the tenant on the residential real property,
including any common areas, or any criminal activity or criminal
threat, as defined in subdivision (a) of Section 422 of the Penal
Code, on or off the residential real property, that is directed at
any Owner or agent of the Owner of the residential real property
residential real property. This at-fault, just cause provision shall
apply if the Owner has, within a reasonable time, reported the
criminal activity to law enforcement. Further, at-fault, just cause
eviction of a tenant under this provision shall only apply to that
tenant who committed the criminal activity described herein. If a
tenant is acquitted or found not guilty of the charges giving rise
to eviction, or if charges are not filed against the tenant within
the applicable statute of limitations period, the tenant shall be
offered the right to restore the Tenancy only if the same
residential real property is available.
G. Assigning or subl
lease, as described in paragraph (4) of Section 1161 of the
Code of Civil Procedure.
i. Notwithstanding any contrary provision in this section, an
Owner shall not take any action to terminate a Tenancy
based on a sublease of the residential real
property if all the following requirements are met:
Ordinance No. NS - ____
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I. The tenant requests permission from the Owner in
writing to sublease the residential real property;
II. The tenant continues to reside in the residential
real property as their primary residence;
III. The sublease replaces one or more departed
tenants under the lease on a one-for-one basis;
and
IV. The Owner fails to respond to the tenant in writing
within a reasonable amount of time of the receipt
of the written request. If the Owner fails to
respond to the written request, the
request shall be deemed approved by the Owner if
the lease is for a period of one (1) year or less. An
Ownertwritten
request may be based on, but is not limited to, the
ground that the total number of occupants in a
residential real property exceeds the maximum
number of occupants as determined under Section
503(b) of the Uniform Housing Code or successor
provision.
H. The allow the Owner to enter the residential
real property as authorized by Sections 1101.5 and 1954 of the
Civil Code, and Sections 13113.7 and 17926.1 of the Health
and Safety Code.
I. Using the premises for an unlawful purpose as described in
paragraph (4) of Section 1161 of the Code of Civil Procedure.
J.
termination as an employee, agent, or a licensee as described
in paragraph (1) of Section 1161 of the Code of Civil Procedure.
K. When the tenant fails to deliver possession of the residential
real property after providing the Owner written notice as
provided in Section 1946 of the Civil Code
intention to terminate the hiring of the real property, or makes a
written offer to surrender that is accepted in writing by the
Owner but fails to deliver possession at the time specified in that
written notice as described in paragraph (5) of Section 1161 of
the Code of Civil Procedure.
Ordinance No. NS - ____
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2)No-fault just cause, which includes any of the following:
A.
i. Intent to occupy the residential real property by the
Owner or their spouse, domestic partner, children,
grandchildren, parents, or grandparents.
ii. For leases entered into on or after the effective date of
this Ordinance, this subsection shall apply only if the
tenant agrees, in writing, to the termination, or if a
provision of the lease allows the Owner to terminate the
lease if the Owner, or their spouse, domestic partner,
children, grandchildren, parents, or grandparents
unilaterally decides to occupy the residential real property
for a period of at least 24 months, as affirmed by the
Owner in a written affidavit submitted to the City. Addition
of a provision allowing the Owner to terminate the lease
as described in this clause to a new or renewed rental
agreement or fixed-term lease constitutes a similar
provision for the purposes of subparagraph (E) of
paragraph (1).
B. Withdrawal of the residential real property from the rental
market for an anticipated period of at least 24 months, as
affirmed by the Owner in a written affidavit submitted to the City.
C.
i. The Owner complying with any of the following:
I. An order issued by a government agency or court
relating to habitability that necessitates vacating
the residential real property.
II. An order issued by a government agency or court
to vacate the residential real property.
III. A local ordinance that necessitates vacating the
residential real property.
ii. If it is determined by any government agency or court
that the tenant is at fault for the condition or conditions
triggering the order or need to vacate under clause (i),
the tenant shall not be entitled to relocation assistance as
outlined in paragraph (3) of subdivision (d).
D.
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i.Intent to demolish or to substantially remodel the
residential real property.
ii.
I. The Owner shall provide advance notice to the
tenant of the ability to reoccupy the unit upon
completion of the repairs, or if requested by the
tenant, the right of first refusal to any comparable
vacant rental unit which has been offered at
comparable rent owned by the Owner; and
II. In the event the Owner seeks to rent the
remodeled unit within six (6) months following the
completion of the remodeling work, the evicted
tenant shall have the right of first refusal to
reoccupy and rent the unit, unless the Owner
provides a written waiver by the tenant of their
right to reoccupy the premises pursuant to this
subsection.
iii.
modification of any structural, electrical, plumbing, or
mechanical system that requires a permit from a
governmental agency, or the abatement of hazardous
materials, including lead-based paint, mold, or asbestos,
in accordance with applicable federal, State, and local
laws, that cannot be reasonably accomplished in a safe
manner with the tenant in place and that requires the
tenant to vacate the residential real property for at least
30 days. Cosmetic improvements alone, including
painting, decorating, and minor repairs, or other work that
can be performed safely without having the residential
real property vacated, do not qualify as a substantial
remodel.
(c) Before an Owner of residential real property issues a notice to terminate a
Tenancy for just cause that is a curable lease violation, the Owner shall
first give notice of the violation to the tenant with an opportunity to cure the
violation pursuant to paragraph (3) of Section 1161 of the Code of Civil
Procedure. If the violation is not cured within the time period set forth in
the notice, a three-day notice to quit without an opportunity to cure may
thereafter be served to terminate the Tenancy.
1) Any written notice to cease or correct must:
Ordinance No. NS - ____
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A.Be dated and served upon the tenant, pursuant to at least one
of the methods authorized under California Code of Civil
Procedure Section 1162, as may be amended;
B. Inform the tenant that failure to cure may result in the initiation
of eviction proceedings;
C. Inform the tenant of the right to request a reasonable
accommodation;
D. Inform the tenant of the contact number for the Eviction Defense
Fund or the City if no such fund exists; and
E. Include a specific statement of the reasons for the written notice
to cease or correct with specific facts to help the tenant
determine the date(s), place(s), witness(es), and
circumstance(s) that support the reason(s) for the eviction.
(d)
1) For a Tenancy for which just cause is required to terminate the
Tenancy under subdivision (a), if an Owner of residential real property
issues a termination notice based on a no-fault just cause described in
paragraph (2) of subdivision (b), the Owner shall, regardless of the
A. Assist the tenant to relocate by providing a direct payment to the
tenant as described in paragraph 3; or
B. Waive in writing the payment of rent for the final three (3)
months of the Tenancy, prior to the rent becoming due.
2) If an Owner issues a notice to terminate a Tenancy for no-fault just
cause, the O
relocation assistance or rent waiver and all other rights pursuant to this
section. If the Owner elects to waive the rent for the final three (3)
month of the Tenancy as provided in subparagraph (B) of paragraph
(1), the notice shall state the amount of rent waived and that no rent is
due for the final three (3) months of the Tenancy.
3)
A. The amount of relocation assistance or rent waiver shall be
equal to three (3)
when the Owner issued the notice to terminate the Tenancy.
Any relocation assistance shall be provided within 15 calendar
days of service of the notice.
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B.If a tenant fails to vacate after the expiration of the notice to
terminate the Tenancy, the actual amount of any relocation
assistance or rent waiver provided pursuant to this subdivision
shall be recoverable as damages in an action to recover
possession.
C. The relocation assistance or rent waiver required by this section
shall be credited against any other relocation assistance
required by any other law.
4) An Oailure to strictly comply with this section shall render the
notice of termination void.
(e) This section shall not apply to the following types of residential real
properties or residential circumstances:
1) Transient and tourist hotel occupancy as defined in subdivision (b) of
Section 1940 of the Civil Code.
2) Housing accommodations in a nonprofit hospital, religious facility,
extended care facility, licensed residential care facility for the elderly,
as defined in Section 1569.2 of the Health and Safety Code, or an
adult residential facility, as defined in Chapter 6 of Division 6 of Title 22
of the Manual of Policies and Procedures published by the State
Department of Social Services.
3) Dormitories owned and operated by an institution of higher education
or a kindergarten and grades 1 to 12, inclusive, school.
4) Housing accommodations in which the tenant shares bathroom or
kitchen facilities with the Owner who maintains their principal residence
at the residential real property.
5) Single-family Owner-occupied residences, including a residence in
which the Owner-occupant rents or leases no more than two units or
bedrooms, including, but not limited to, an accessory dwelling unit or a
junior accessory dwelling unit.
6) A duplex in which the Owner occupied one of the units as the O
principal place of residence at the beginning of the Tenancy, so long
as the Owner continues in occupancy.
7) Housing that has been issued a certificate of occupancy within the
previous 15 years.
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8)Residential real property that is alienableseparate from the title to any
other dwelling unit, provided that both of the following apply:
A. The Owner is not any of the following:
i. A real estate investment trust, as defined in Section 856
of the Internal Revenue Code.
ii. A corporation.
iii. A limited liability company in which at least one member
is a corporation.
B.
i. The tenants have been provided written notice that the
residential property is exempt from this section using the
following statement:
just cause requirements of Santa Ana Municipal Code
Chapter 8, Article X, Division 4. This property meets the
requirements of Santa Ana Municipal Code section 8-
1994(e)(8) and the Owner is not any of the following: (1)
a real estate investment trust, as defined by Section 856
of the Internal Revenue Code; (2) a corporation; or (3) a
limited liability company in which at least one member is
ii. For a Tenancy existing before the effective date of this
Ordinance, the notice required under clause (i) may, but
is not required to, be provided in the rental agreement.
iii. For any Tenancy commenced or renewed on or after the
effective date of this Ordinance, the notice required under
clause (i) must be provided in the rental agreement.
iv. Addition of a provision containing the notice required
under clause (i) to any new or renewed rental agreement
or fixed-term lease constitutes a similar provision for the
purposes of subparagraph (E) of paragraph (1) of
subdivision (b).
9) Housing restricted by deed, regulatory restriction contained in an
agreement with a government agency, or other recorded document as
affordable housing for persons and families of very low, low, or
moderate income, as defined in Section 50093 of the Health and
Safety Code, or subject to an agreement that provides housing
subsidies for affordable housing for persons and families of very low,
Ordinance No. NS - ____
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low, or moderate income, as defined in Section 50093 of the Health
and Safety Code or comparable federal statutes.
(f) An Owner of residential real property subject to this section shall provide
notice to the tenant as follows:
1) For any Tenancy commenced or renewed on or after the effective date
of this Ordinance, as an addendum to the lease or rental agreement, or
as a written notice signed by the tenant, with a copy provided to the
tenant.
2) For a Tenancy existing prior to the effective date of this Ordinance, by
written notice to the tenant no later than thirty (30) days after the
effective date of this Ordinance, or as an addendum to the lease or
rental agreement.
3) The notification or lease provision shall be in no less than 12-point
type, and shall include the following: The Santa Ana Municipal Code
provides that after all of the tenants have continuously and lawfully
occupied the property for at least thirty (30) days, an Owner must
provide a statement of cause in any notice to terminate a Tenancy.
See Division 4 of Article X of Chapter 8 of the Santa Ana Municipal
Code
(g) It shall be a defense to an action for possession of a rental unit under this
Division if a trier of fact determines that:
1) Both of the following provisions apply:
A. The tenant or tenant
or acts that constitute domestic violence, elder or dependent
adult abuse, sexual assault, human trafficking, or stalking if the
domestic violence, elder or dependent adult abuse, sexual
assault, human trafficking, or stalking has been documented by
one of the following:
i. A temporary restraining order, emergency protective
order, or protective order issued within the last 180 days
pursuant to law that protects the tenant or a household
member from domestic violence, elder or dependent
adult abuse, sexual assault, human trafficking, or
stalking; or
ii. The tenant or a member of their household has filed a
police report within the previous 180 days alleging that
they are a victim of domestic violence, elder or
Ordinance No. NS - ____
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dependent adult abuse, sexual assault, human
trafficking, or stalking.
B. The notice to vacate is substantially based upon the act or acts
constituting domestic violence, elder or dependent adult abuse,
sexual assault, human trafficking, or stalking against the tenant
or their household member, including, but not limited to, an
action for possession based on complaints of noise,
disturbances, or repeated presence of police.
2) Notwithstanding this Section, an Owner may terminate the Tenancy if:
A. The tenant or the person protected by a court order or who filed
a police report allows the person against whom the protective
order has been issued or who was named in the police report as
committing an act of domestic violence, elder or dependent
adult abuse, sexual assault, human trafficking, or stalking, to
visit the rental property; or
B. The Owner reasonably believes the presence of the person
against whom the protective order has been issued or who was
named in the police report as having committed an act of
domestic violence, elder or dependent adult abuse, sexual
assault, human trafficking, or stalking poses a physical threat to
other tenants, guests, invitees, or to a ts right to quiet
enjoyment and the Owner previously gave the tenant a three (3)
day written notice to cease and correct this violation.
(h) It shall be a defense to a no fault just cause action for possession of a
rental unit under this Division if a person under the age of 21 is a resident
of the subject rental unit, or has a custodial or family relationship with a
tenant in the subject rental unit, and who is registered and actively
attending any level of school during a specified school term.
(i) Any sale of a mobilehome park shall be considered a change of use
pursuant to Government Code section 65863.7. Accordingly, at least sixty
(60) days prior to the sale of a mobilehome park, the Owner shall provide
notice of such proposed sale to the mobilehome park residents and
prepare a report on the impact of the sale of the mobilehome park,
including a replacement and relocation plan that adequately mitigates the
impact upon the ability of any displaced residents of the mobilehome park
to be sold to find adequate housing in a mobilehome park, as applicable,
pursuant to the requirements of Government Code section 65863.7.
(hj) Any waiver of the rights under this section shall be void as contrary to
public policy.
Ordinance No. NS - ____
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(ik) For the purposes of this Division, the following definitions shall apply:
1)
those terms are defined in Civil Code Section 1954.51.
2) or
mobilehome space and includes a lease or sublease, as such may be
subject to local ordinance pursuant to the terms of the Costa-Hawkins
Rental Housing Act, California Civil Code section 1954.50. et seq., and
the Mobilehome Residency Law, Civil Code section 798, et seq.
Section 8-1995 Notice of Termination of Tenancy.
(a) When terminating a Tenancy either at-fault or no-fault, an Owner must
comply with all of the following:
1) The Owner must serve a written notice in accordance with Civil Code
sections 1946 through 1946.5, to the tenant that states that, in addition
to any information required by federal or State law, the Owner will
terminate the Tenancy, and that indicates at least one at-fault or no-
fault just cause reason as provided in section 8-1994(b); and
2) The Owner has not accepted and will not accept rent or any other
consideration in return for the continued use of the residential property
beyond the term of the terminated Tenancy in compliance with Civil
Code sections 1945 through 1946.5; and
3) The Owner qualifies the termination as at-fault or no-fault just cause,
as specified in section 8-1994(b); and
4) The Owner has submitted to the City, within five (5) days after service
of the notice of termination on the tenant, a true and accurate copy of
the Owner's written notice of termination, and proof of such service,
signed under penalty of perjury, on the tenant. The Owner shall
maintain proof of service to the City as evidence that the Owner has
complied with this section.
5) The Owner must provide the notice in the language that the Owner and
tenant used to negotiate the terms of the Tenancy, in addition to
English.
Section 8-1996 Retaliatory Eviction and Anti-Harassment.
(a) Retaliatory Eviction.
Ordinance No. NS - ____
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1)If the main intent of the Ownerin terminating a Tenancy or refusing to
renew a Tenancy is retaliatory in nature, and if the tenant is not in
default as to the payment of rent, then the Owner may not terminate
the Tenancy or refuse to renew the Tenancy or cause the tenant to quit
involuntarily.
2) A tenant may assert retaliation affirmatively or as a defense to the
action regardless of the period of time which has elapsed
between the tenant's assertion or exercise of rights under this Article
and the alleged act of retaliation.
3) Retaliation against a tenant because of the tenant's exercise of rights
under this Article is prohibited. Retaliation claims may only be brought
in court and may not be addressed administratively. A court may
consider the protections afforded by this Article in evaluating a claim of
retaliation.
(b) Anti-Harassment. No Owner, or any person, acting as a principal or agent,
offering residential real property for rent, or any contractor, subcontractor or
employee of the Owner shall, with respect to residential real property under
any Rrental Aagreement or other Tenancy or estate at will, however created,
do any of the following:
1) Interrupt, terminate, or fail to provide housing services required by
Rrental Aagreement or by federal, State, County, or local housing,
health, or safety laws, or threaten to do so, or violate or threaten to
violate Civil Code section 789.3.
A.
provision does not include interruptions, terminations, or failure
to provide housing services as a result of interruptions, outages,
or terminations caused by events or actions outside of the
disaster. Further, this provision does not include stoppages,
outages, terminations, and interruptions properly noticed to
tenants as required by a signed rental agreement.
2) Take any of the following actions in bad faith:
A. Fail to perform repairs and maintenance required by Rrental
Aagreement or by federal, State, or local laws;
B. Fail to exercise due diligence in completing repairs and
maintenance once undertaken;
Ordinance No. NS - ____
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C.Fail to follow appropriate industry repair, containment, or
remediation protocols designed to minimize exposure to noise,
dust, lead, paint, mold, asbestos, or other building materials with
potentially harmful health impacts;
D. Conduct elective renovation or construction of unit for the
purpose of harassing a tenant;
E. Refuse to acknowledge or accept receipt of a tenant's lawful
rent payment as set forth in a Rrental Aagreement, by usual
practice of the parties, or in a notice to pay rent or quit;
F. Refuse to cash or process a rent check or other form of
acceptable rent payment for over thirty (30) days after it is
tendered;
G. Fail to maintain a current address for delivery of rent payments;
H. Violate a tenant's right to privacy without limitation, by
requesting information regarding residence or citizenship status,
protected class status, or social security number, except as
required by law or in the case of a social security number, for
the purpose of obtaining information for the qualifications for a
Tenancy;
I. Release information protected by the tenant's right to privacy
except as required or authorized by law; or
J. Request or demand an unreasonable amount of information
from tenant in response to a request for reasonable
accommodation.
3) Abuse the right of access into residential real property as established
by Civil Code section 1954 or other applicable law. This includes
entries for inspections that are not related to necessary repairs or
services; entries excessive in number; entries that improperly target
certain tenants or are used to collect evidence against the occupant or
otherwise beyond the scope of an otherwise lawful entry; entries or
demands for entry at times outside of normal business hours, unless
for health and safety reasons or if the tenant agrees otherwise; entries
contrary to a tenant's reasonable request to change the date or time of
entry; photographing or otherwise recording portions of a rental unit
that are beyond the scope of lawful entry or inspection; and
misrepresenting the reasons for accessing residential real property.
Ordinance No. NS - ____
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4)Influence or attempt to influence a tenant to vacate residential real
property through fraud, misrepresentation, intimidation or coercion,
which shall include threatening to report a tenant to the United States
Department of Homeland Security.
5) Threaten the tenant, by word or gesture, with physical harm, or abuse
tenant with words, either orally or in writing, which are offensive and
inherently likely to provoke an immediate violent reaction. This includes
words used during in-person conversations, through social media
postings or messages, or other communications.
6) Violate any law which prohibits discrimination based on race, gender,
sexual preference, sexual orientation, ethnic background, nationality,
religion, age, parenthood, marriage, pregnancy, disability, human
immunodeficiency virus (HIV)/ acquired immune deficiency syndrome
(AIDS), occupancy by a minor child, or source of income.
7) Take action to terminate any Tenancy including service of any notice to
quit or other eviction notice or bring any action to recover possession
of a rental unit based upon facts which the Owner has no reasonable
cause to believe to be true or upon a legal theory which is untenable
under the facts known to the Owner. No Owner shall be liable under
this subsection for bringing an action to recover possession unless and
until the tenant has obtained a favorable termination of that action.
8) Remove from the rental unit personal property, furnishings, or any
other items without the prior written consent of the tenant, except when
done pursuant to enforcement of a legal termination of Tenancy.
9) Provide false written or verbal information regarding any federal, State,
County, or local Tenant protections, including mischaracterizing the
nature or effect of a notice to quit or other eviction notice. False
information includes, without limitation, requesting or demanding a
tenant:
A. Sign a new Rrental Aagreement not in the tenant's primary
language if:
i. Rrental Aagreement negotiations were conducted in the
tenant's primary language;
ii. The existing Rrental Aagreement is in the tenant's
primary language; or
iii. Owner is otherwise aware that the new Rrental
Aagreement is not in tenant's primary language.
Ordinance No. NS - ____
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B. Enter into a rent repayment plan if the Owner states,
misrepresents, suggests, or implies, that the tenant should or
must do so to take advantage of tenant protection laws that do
not in fact require such plans.
10) Offer payments to:
A. A tenant to vacate more than once in six (6) months, after the
tenant has notified the Owner in writing that the tenant does not
desire to receive further offers of payments to vacate;
B. Attempt to coerce tenant to vacate accompanied with threats or
intimidation. This shall not include settlement offers in pending
eviction actions made in good faith and not accompanied with
threats or intimidation.
11) Communicate with tenant in a language other than tenant's primary
language for the purpose of intimidating, confusing, deceiving or
annoying tenant.
12) Interfere with a tenant's right to quiet use and enjoyment of a rental unit
as that right is defined by law.
13) Commit repeated acts or omissions of such significance as to
substantially interfere with or disturb the comfort, repose, peace, or
quiet of any person lawfully entitled to occupancy of such rental unit
and that cause, are likely to cause, or are intended to cause any
person lawfully entitled to occupancy of a rental unit to vacate such
rental unit or to surrender or waive any rights in relation to such
occupancy.
14) Remove a housing service for the purpose of causing the tenant to
vacate the residential real property. For example, taking away a
parking space knowing that a tenant cannot find alternative parking
and must move.
15) Interfere with the right of tenants to organize as tenants and engage in
concerted activities with other tenants for the purpose of mutual aid
and protection; provide property access to tenant organizers,
advocates, or representatives working with or on behalf of tenants
living at a property; convene tenant or tenant organization meetings in
an appropriate space accessible to tenants under the terms of their
Rrental Aagreement; or distribute and post literature informing other
tenants of their rights and of opportunities to involve themselves in
Ordinance No. NS - ____
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their project in common areas, including lobby areas andbulletin
boards.
16) Threatening or intimidating a tenant based on their immigration or
citizenship status in violation of California Civil Code section
1940.35(a) and California Code of Civil Procedure section 1161.4, as
may be amended.
Section 8-1997 Violations.
It shall be unlawful and a misdemeanor for any person to violate or fail to comply
with any provision of the ordinance. The violation of any provision of this ordinance
shall first be punished through the use of an administrative citation, as provided in Santa
Ana Municipal Code section 1-21, et seq., prior to prosecution as a misdemeanor or
infraction, as provided in Santa Ana Municipal Code section 1-8.
Section 5. The City Council finds that this ordinance is not subject to the
California Environmental Quality Act (CEQA) pursuant to sections 15060(c)(2),
15060(c)(3) and 15061(b)(3) of the State CEQA Guidelines because it will not result in a
direct or reasonably foreseeable indirect physical change in the environment, because
there is no possibility it will have a significant effect on the environment, and it is not a
"project," as defined in section 15378 of the State CEQA Guidelines.
Section 6. If any section, subsection, phrase, or clause of this ordinance is for
any reason held to be unconstitutional, such decision shall not affect the validity of the
remaining portions of this ordinance. The City Council hereby declares that it would
have passed this ordinance and each section, subsection, phrase or clause thereof
irrespective of the fact that any one or more sections, subsections, phrases, or clauses
be declared invalid or unconstitutional.
Section 7. The Clerk of the Council shall certify to the adoption of this
ordinance and cause the same to be published in the manner prescribed by law.
Ordinance No. NS - ____
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ADOPTED this ___day of ___________________,2021.
_______________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
_______________________________
Ryan O. Hodge
Assistant City Attorney
AYES: Councilmembers: ________________________________________
NOES: Councilmembers: ________________________________________
ABSTAIN: Councilmembers: ________________________________________
NOT PRESENT: Councilmembers: ________________________________________
Ordinance No. NS - ____
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CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached
Ordinance No. NS-XXXX to be the original ordinance adopted by the City Council of the
City of Santa Ana on .
Date: ________________ ____________________________________
Clerk of the Council
City of Santa Ana
Ordinance No. NS - ____
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Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Approve an Agreement with Orange County Transportation Authority for the
Senior Mobility Program
AGENDA TITLE:
Approve an Agreement with Orange County Transportation Authority for the Senior
Mobility Program for the Period July 1, 2021 through June 30, 2026 with an Option to
Extend the Agreement Five Years through June 30, 2031 (General Fund and Non-
General Fund)
RECOMMENDED ACTION
Approve an agreement with Orange County Transportation Authority for the Senior
Mobility Program for the period July 1, 2021 through June 30, 2026 with an option to
extend the agreement five years through June 30, 2031, subject to non-substantive
changes approved by the City Manager and City Attorney.
DISCUSSION
The Orange County Transportation Authority (OCTA) developed the Senior Mobility
Program for the purpose of improving transportation services for seniors in the region.
Under this agreement, the Parks, Recreation and Community Services Agency will
provide transportation services for Santa Ana residents 60 years of age and older. The
program will assist participants with accessing programs, services and activities to
enhance their quality of life. Transportation will include trips to senior centers, museums,
parks, beaches, libraries, theaters, county fairs, for shopping and for nutrition.
Funds for the program are identified as one percent of Renewed Measure M (M2), also
called OC GO, net sales tax revenue (Net Revenue) and will be allocated to all local
jurisdictions based upon the participating entity's respective percentage of the senior
population of the entire County. The City will match twenty percent of the total annual
program expenditures, which will be provided by the General Fund.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
Approve an agreement with Orange County Transportation Authority for the Senior
Mobility Program
October 5, 2021
Page 2
FISCAL IMPACT
Since funding is based on Measure M net sales tax revenue, the amount available for the
program will vary from year to year. The City will continue to review information received
from the Orange County Transportation Authority concerning expected revenues and
budget future years accordingly, as part of the City’s budgetary process. For fiscal year
2021-2022 the following estimated amounts have been budgeted and are available in the
following accounts for implementation of the program.
Fiscal YearAccounting Unit-Fund Accounting Unit, Amount
Account #DescriptionAccount Description
FY 21-2216913202-VariousRecreation OCTA Senior Mobility $301,580
Grant FundsProgram, Various
FY 21-2201113230-VariousGeneral FundPRCSA-Recreation & $75,395
Community Services,
Various
EXHIBIT(S)
1. Agreement
Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community
Services
Approved By: Kristine Ridge, City Manager
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Exhibit 1
Police Department
www.santa-ana.org/pd
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Accept State Office of Traffic Safety Funding for Traffic Program Services
AGENDA TITLE:
Approve Appropriation Adjustment and Agreement Accepting $536,000 from the State
Office of Traffic Safety for Traffic Program Services (Non-General Fund)
RECOMMENDED ACTION
1. Authorize the City Manager to execute a one-year agreement with the State of
California - Office of Traffic Safety (OTS) (PT22130) to fund traffic program services, for
the period of October 1, 2021 through September 30, 2022, in an amount not to exceed
$536,000, subject to non-substantive changes approved by the City Manager and City
Attorney.
2. Approve an appropriation adjustment accepting $536,000 in the Office of Traffic Safety
–Grant revenue account (no. 16514002-52001) and appropriate same to the grant
expenditure account (no. 16514414 various). (Requires five affirmative votes)
DISCUSSION
The Santa Ana Police Department has been awarded $536,000 in grant funding from the
State of California, Office of Traffic Safety (OTS) under the Selective Traffic Enforcement
Program (STEP). This one-year agreement covers the program period from October 1,
2021 through September 30, 2022. The goal of OTS STEP is to reduce the number of
fatalities and injuries in crashes involving alcohol, speed, red-light violations, distracted
driving, and other primary collision factors. To accomplish these goals, the program will
fund both education and enforcement activities.
The enforcement activities will follow proven “best practice” strategies and will be
conducted on an overtime basis. The funded strategies will include DUI checkpoints, DUI
saturation patrols, as well as DUI enforcement operations in collaboration with
neighboring cities to apprehend impaired drivers. The program will also concentrate on
bicycle/pedestrian safety, speed violations, aggressive driving, and seat belt
enforcement. The educational portion of the grant will include funding for Santa Ana
Police Department staff to facilitate multi-media presentations at local schools in
partnership with the Santa Ana Unified School District. Promotional and educational
materials will be made available to support ongoing outreach programs already in place.
State Office of Traffic Safety Funding for the Selective Traffic Enforcement Program
October 5, 2021
Page 2
This contract also includes funding to purchase bicycle helmets for community outreach
and education efforts. Overall, the grant includes $515,125 for Officer overtime, $2,700
for training, and $18,175 for other direct costs.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The appropriation adjustment will recognize $536,000 in the Office of Traffic Safety –
Traffic Offender Program Grant revenue account (no. 16514002-52001) and appropriate
same in the Selective Traffic Enforcement expenditure account (no. 16514414
various) for the following fiscal years:
Accounting Unit- Accounting Unit, Account
Fiscal YearAmount
Account #Description
FY 2021-2216514414 Various$402,000
Office of Traffic Safety
FY 2022-2316514414 Various$134,000
Office of Traffic Safety
$536,000
Total
EXHIBIT(S)
1. Agreement with Office of Traffic Safety - Selective Traffic Enforcement Program
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
Police Department
www.santa-ana.org/pd
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Agreement for Janitorial Services for Police Department Facilities
AGENDA TITLE:
Approve an Agreement with Allied Universal Janitorial Services for Janitorial Services for
Police Department Facilities in the amount of $2,233,523.04 (General Fund)
RECOMMENDED ACTION
Approve a three-year agreement with Allied Universal Janitorial Services for janitorial
services for Police Department facilities for the period of November 1, 2021 through
October 31, 2024, with an option for two one-year renewals, in the amount of
$2,233,523.04, including a ten percent contingency ($203,047.55), subject to non-
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On July 13, 2021, the Police Department issued RFP #21-077 to select a vendor to
provide janitorial services for Police Department facilities. The Santa Ana Police
Department and Jail Facility opened in January 1997. The Police facility is 240,000
square feet and the Jail is 160,000 square feet. The Police Department and Jail are 24-
hour, seven-day-a-week operations. In addition to these facilities, Allied Universal will
maintain the Southeast Substation, the Westend Substation, the Centennial Training
Facility, and the Evidence Warehouse. Over 600 employees work from these facilities,
which deal with: daily normal police business, sensitive security issues, training classes,
VIP tours, community-oriented policing, and many other law enforcement responsibilities.
Seventeen contractors attended the mandatory job walk, and on August 10, 2021.
Guaranteed Janitorial, Jan Point Building Maintenance Services, LGC Global, Santa Fe
Building Maintenance, Tribeca Corp., and Allied Universal Janitorial Services each
submitted proposals for consideration. A summary of the RFPs and offers received is as
follows:
158 Vendors were notified
45 Vendors downloaded the RFP
21 Santa Ana vendors notified
6 Proposals received
Agreement for Janitorial Services for Police Department Facilities
October 5, 2021
Page 2
Of the six proposals received, Tribeca Corporation, was deemed non responsive due to
submitting an incomplete proposal. The five remaining proposals were opened on August
10, 2021, and evaluated. A team of staff from the Police Department and Public Works
Agency evaluated and rated each proposal. The proposers were ranked by the review
committee based on the following criteria as established in the RFP:
Responsiveness to the RFP (10%)
Experience of Firm and Personnel (40%)
Pricing (50%)
The scoring for each proposal out of a maximum of 500 points is as follows:
Allied Universal490
Guaranteed465
Santa Fe462
Jan Point357
LGC Global285
TribecaNon-Responsive
Allied Universal was the most responsive and capable respondent. Allied Universal has
over a decade of experience working with multiple government agencies throughout
Southern California, and the police departments at the City of Los Angeles, the City of
Anaheim, the City of Newport Beach, and the City of Phoenix. Police departments have
unique and challenging needs when it comes to janitorial services, with the facilities being
open 24 hours per day, seven days per week. These facilities require various types of
spaces cleaned, including office areas, visitation rooms, fitness center, locker rooms, and
medical areas. Additionally, Allied Universal was awarded the contract for the City of
Santa Ana’s janitorial services in November 2019. The City contract includes a total of 16
buildings, with City Hall, Corporate Yard, the Santa Ana Regional Transit Center, six
community centers, and the City’s two libraries. Allied Universal is a local Santa Ana
business with its corporate offices located at 1551 N Tustin Avenue.
The Police Department is recommending the City enter into a three-year agreement with
Allied Universal Janitorial Services. The three-year agreement will cover the period of
November 1, 2021 through October 31, 2024, in the amount of $2,233,523.04. The three-
year pricing for the agreement is as follows:
Year 1Year 2Year 3Total
Annual Base656,920.47 676,628.09 696,926.93 2,030,475.49
Contingency65,692.05 67,662.81 69,692.69 203,047.55
722,612.52 744,290.90 766,619.62 2,233,523.04
Agreement for Janitorial Services for Police Department Facilities
October 5, 2021
Page 3
The contingency will cover unanticipated services and temporary services, such as
enhanced COVID-19 disinfection services.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for this agreement are available and will be budgeted in future budget years as
follows:
Accounting Unit- Accounting Unit, Account
Fiscal YearAccount #DescriptionAmount
FY 2021-2201114403 62300Building and Facility - Contract Svcs481,741.68
FY 2022-2301114403 62300Building and Facility - Contract Svcs737,064.77
FY 2023-2401114403 62300Building and Facility - Contract Svcs759,176.72
FY 2024-2501114403 62300Building and Facility - Contract Svcs255,539.87
Total2,233,523.04
EXHIBIT(S)
1. Agreement with Allied Universal Janitorial Services
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
Community Development Agency
santa-ana.org/cd
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Approve Street Outreach and Engagement Agreement with City Net
AGENDA TITLE:
Approve an Agreement with City Net to Provide Street Outreach and Engagement
Services and an Enhanced Pilot Program to Divert Santa Ana Police Department Calls
for Service for Quality-of-Life Services, in an Amount not to Exceed $1,300,000 through
June 30, 2022 (Non-General Fund (Revive Santa Ana Program)
RECOMMENDED ACTION
1.Authorize the City Manager to execute an agreement with City Net in an amount not
to exceed $1,300,000 to provide street outreach and engagement services and an
enhanced Pilot Program to divert Santa Ana Police Department calls for service for
quality-of-life services from November 1, 2021 through June 30, 2022, subject to non-
substantive changes approved by the City Manager and City Attorney.
2.Authorize the City Manager to execute agreements required by state or federal
agencies for the use of HHAP and ARPA funding.
DISCUSSION
In October, 2019, the City Council approved an agreement with City Net to provide a pilot
program for street outreach and engagement services for individuals experiencing
homelessness in Santa Ana. Following their early successes, the pilot agreement was
amended and extended through October 2021. Since this time, City Net has provided
over 9,000 outreach contacts and has successfully exited over 700 individuals off the
streets of Santa Ana. With approval of this item, agreement #A-2021-104 will be
terminated and a new agreement will be executed that will include the enhanced Pilot
Program.
People living on the streets are confronted with unimaginable challenges every day, and
deploying effective programs and mental health workers to meet their diverse needs is
essential to achieve positive results. The Santa Ana outreach and engagement program
and Quality of Life Team officers’ efforts have brought into glaring focus the mental health
perils of people living on the streets. The streets have become unsuitable waiting rooms
Approve Street Outreach and Engagement Agreement with City Net
October 5, 2021
Page 2
for individuals needing both housing and mental health services. Over the last 12 months,
16 percent of Santa Ana Police Department (SAPD) calls for service have been
homeless-related and many of these calls were regarding mental health concerns. To
address both on-going street outreach/engagement services and calls for service, staff
proposes an innovative response to traditional street outreach and engagement that will
divert non-violent mental health or substance abuse calls for service for individuals
experiencing homelessness away from the Police Department and from the mySantaAna
App to these teams. The goal is to transition calls to subject-matter experts who are
highly trained in their profession of homeless services crisis intervention, mental health,
addiction and medical services to provide the best response to those in need. These
experts rely on trauma-informed techniques to de-escalate situations and bring them to a
non-violent resolution. Teams will only request the SAPD to respond if the situation
presents criminal activity or public safety concerns.
With the goal of expanding outreach services, the City released a request for proposals
(RFP), including a program to divert 911 calls. The City received applications from three
organizations. A review committee composed of the Community Development Agency
and Santa Ana Police Department staff rated the applications and interviewed the three
organizations. It is the review team’s recommendation that City Net is best suited to
provide these services. City Net has successfully provided a similar program this past
year for the City of Anaheim. City Net has worked on a myriad of the most visible
homeless encampments in Southern California, including the Santa Ana River Trail, the
Civic Center Plaza of the Flags, and more recently, El Centro Cultural de Mexico. They
have been a tremendous partner, working collaboratively with SAPD, providing referrals
to shelter, and providing case management for a number of individuals experiencing
homelessness in Santa Ana.
During the pilot program, City Net will provide teams working across the City, seven days
a week from 7 a.m. to 9 p.m. The program will be evaluated in spring 2022 to determine
the recommended outreach program and financial requirements needed for Fiscal Year
2022-23.
FISCAL IMPACT
Accounting Unit,
Accounting
Fund DescriptionAccount
Fiscal YearAmount
Unit-Account
Description
ARPA-CDA,
American
FY 21-22
18118013-69135Payment to $1,000,000
(Nov.-June)
Rescue Plan Act
Subagent
HHAP-1,
Emergency and
FY 21-22
12218716-69135Payment to $ 300,000
(Nov.-June)
Health Grants
Subagent
Total$1,300,000
Approve Street Outreach and Engagement Agreement with City Net
October 5, 2021
Page 3
Funds may vary slightly should additional American Rescue Plan Act (ARPA) funding be
allocated to this Pilot program, thus reducing Homeless Housing, Assistance and
Prevention (HHAP) funding.
EXHIBIT(S)
1. Agreement with City Net
Submitted By: Steven Mendoza, Assistant City Manager
Approved By: Kristine Ridge, City Manager
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Public Works Agency
www.santa-ana.org/pw
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Agreement Amendments with Ocean Blue Environmental Services, Inc., and
United Storm Water, Inc.
AGENDA TITLE
Approve Agreement Amendments with Ocean Blue Environmental Services, Inc., and
United Storm Water, Inc., for COVID-19 Sanitization Services (Non-General Fund)
(Revive Santa Ana Program)
RECOMMENDED ACTION
1.Authorize the City Manager to execute a first amendment to the agreement with Ocean
Blue Environmental Services, Inc., to provide COVID-19 Sanitization Services and
increase the annual expenditure amount for the FY 2021-22 term by $250,000, for a
total aggregate amount not to exceed $2,000,000, including the optional extension
period, subject to non-substantive changes approved by the City Manager and City
Attorney.
2.Authorize the City Manager to execute a first amendment to the agreement with United
Storm Water, Inc., to provide COVID-19 Sanitization Services and increase the annual
expenditure amount for the FY 2021-22 term by $250,000, for a total aggregate
amount not to exceed $2,000,000, including the optional extension period, subject to
non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
In response to the COVID-19 pandemic in 2020, Ocean Blue Environmental Services,
Inc. and United Storm Water, Inc. provided COVID-19 sanitation services throughout the
public right-of-way and at City-owned facilities to help reduce community transmission of
COVID-19. An extensive sanitization program was established which included the routine
sanitization of bus shelters citywide, municipal facilities, parks, City-owned parking
structures, and public right-of-way segments in Downtown Santa Ana.
On June 15, 2021, the City entered into new agreements with Ocean Blue Environmental
Services, Inc., and United Storm Water, Inc. for spill response, hazardous waste disposal,
and storm drain facility maintenance services. As Santa Ana has historically been one of
the cities with the highest number of daily COVID-19 cases in Orange County, there is a
need to amend these agreements to again provide COVID-19 sanitization services to help
Agreement Amendments with Ocean Blue Environmental & United Stormwater
October 5, 2021
Page 2
reduce community transmission of COVID-19 and variants. A COVID-19 sanitization
schedule will be developed, similar to the schedule implemented in 2020, which will focus
on the routine sanitization at congregate settings, such as bus shelters, street furniture,
and high-contact surfaces. This project will be funded using federal American Rescue
Plan Act (ARPA) funding.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for expenditure in Fiscal Year 2021-22 and will be budgeted in
subsequent fiscal years as shown below in the estimated spending plan:
Ocean Blue Environmental Services, Inc.
Agreement Term (June 15, 2021, through June 14, 2024)
Accounting
Fiscal Fund Accounting Unit,
Unit – Amount
YearDescriptionAccount Description
Account No.
Federal Clean Federal Clean Water
2020-2105717640-Water Protection Enterprise,
$12,500
(June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2021-2207413250-Civic Center Maintenance,
$2,500
(June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Federal Clean Federal Clean Water
2021-2205717640-Water Protection Enterprise,
$300,000
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2021-2207413250-Civic Center Maintenance,
$50,000
(July-June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Federal Clean Federal Clean Water
2022-2305717640-Water Protection Enterprise,
$300,000
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2022-2307413250-Civic Center Maintenance,
$50,000
(July-June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Agreement Amendments with Ocean Blue Environmental & United Stormwater
October 5, 2021
Page 3
Ocean Blue Environmental Services, Inc.
Accounting
Fiscal Fund Accounting Unit,
Unit – Amount
YearDescriptionAccount Description
Account No.
Federal Clean Federal Clean Water
2023-2405717640-Water Protection Enterprise,
$287,500
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2023-2407413250-Civic Center Maintenance,
$47,500
(July-June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Previously Approved Funding:$1,050,000
First Amendment
18117013-American ARPA – PWA,
2021-22
62300Rescue Plan Contract Services-$250,000
(Oct.-June)
(22-1307)Act (ARPA)Professional
Amended FY 2021-22 Funding:$250,000
3-Year Agreement Term - SUBTOTAL:$1,300,000
Optional Extension Period (June 15, 2024, through June 14, 2026)
Federal Clean Federal Clean Water
2023-2405717640-Water Protection Enterprise,
$12,500
(June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2023-2407413250-Civic Center Maintenance,
$2,500
(June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Federal Clean Federal Clean Water
2024-2505717640-Water Protection Enterprise,
$300,000
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2024-2507413250-Civic Center Maintenance,
$50,000
(July-June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Federal Clean Federal Clean Water
2025-2605717640-Water Protection Enterprise,
$287,500
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Agreement Amendments with Ocean Blue Environmental & United Stormwater
October 5, 2021
Page 4
Ocean Blue Environmental Services, Inc.
Accounting
Fiscal Fund Accounting Unit,
Unit – Amount
YearDescriptionAccount Description
Account No.
Civic Center-Regular
2025-2607413250-Civic Center Maintenance,
$47,500
(July-June)62320MaintenanceMaintenance & Repair
Buildings & Ground
2-Year Extension Funding (Previously Approved) - SUBTOTAL:$700,000
AGREEMENT TOTAL:$2,000,000
United Storm Water, Inc.
Agreement Term (June 15, 2021, through June 14, 2024)
Accounting
Fiscal Fund Accounting Unit,
Unit – Amount
YearDescriptionAccount Description
Account No.
Federal Clean Federal Clean Water
2020-2105717640-Water Protection Enterprise,
$12,500
(June)62300Protection Contract Services-
EnterpriseProfessional
Refuse Refuse Collection
2020-2106917940-
Collection Service, Contract $2,500
(June)62300
ServiceServices-Professional
Federal Clean Federal Clean Water
2021-2205717640-Water Protection Enterprise,
$300,000
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Refuse Refuse Collection
2021-2206917940-
Collection Service, Contract $50,000
(July-June)62300
ServiceServices-Professional
Federal Clean Federal Clean Water
2022-2305717640-Water Protection Enterprise,
$300,000
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Refuse Refuse Collection
2022-2306917940-
Collection Service, Contract $50,000
(July-June)62300
ServiceServices-Professional
Federal Clean Federal Clean Water
2023-2405717640-Water Protection Enterprise,
$287,500
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Agreement Amendments with Ocean Blue Environmental & United Stormwater
October 5, 2021
Page 5
United Storm Water, Inc.
Accounting
Fiscal Fund Accounting Unit,
Unit – Amount
YearDescriptionAccount Description
Account No.
Refuse Refuse Collection
2023-2406917940-
Collection Service, Contract $47,500
(July-June)62300
ServiceServices-Professional
Previously Approved Funding:$1,050,000
First Amendment
18117013-American ARPA – PWA,
2021-22
62300Rescue Plan Contract Services-$250,000
(Oct.-June)
(22-1307)Act (ARPA)Professional
Amended FY 2021-22 Funding:$250,000
3-Year Agreement Term - SUBTOTAL:$1,300,000
Optional Extension Period (June 15, 2024, through June 14, 2026)
Federal Clean Federal Clean Water
2023-2405717640-Water Protection Enterprise,
$12,500
(June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2023-2407413250-Civic Center Maintenance,
$2,500
(June)62320MaintenanceMaintenance & Repair
Buildings & Ground
Federal Clean Federal Clean Water
2024-2505717640-Water Protection Enterprise,
$300,000
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Refuse Refuse Collection
2024-2506917940-
Collection Service, Contract $50,000
(July-June)62300
ServiceServices-Professional
Federal Clean Federal Clean Water
2025-2605717640-Water Protection Enterprise,
$287,500
(July-June)62300Protection Contract Services-
EnterpriseProfessional
Civic Center-Regular
2025-2607413250-Civic Center Maintenance,
$47,500
(July-June)62320MaintenanceMaintenance & Repair
Buildings & Ground
2-Year Extension Funding (Previously Approved) - SUBTOTAL:$700,000
TOTAL$2,000,000
Agreement Amendments with Ocean Blue Environmental & United Stormwater
October 5, 2021
Page 6
EXHIBIT(S)
1.First Amendment to Agreement with Ocean Blue Environmental Services, Inc.
2.First Amendment to Agreement with United Stormwater, Inc.
Submitted By: Nabil Saba, Executive Dir Public Works
Approved By: Kristine Ridge, City Manager
GJSTUBNFOENFOU!UPBHSFFNFOUUP!QSPWJEF!TQJMM
SFTQPOTF-!IB\[BSEPVT!XBTUF!EJTQPTBM-BOE!TUPSN!ESBJO!GBDJMJUZ!
NBJOUFOBODFTFSWJDFT
THIS FIRSTAMENDMENT to the above-referenced agreementis entered into on October 5,
2021,by and between Ocean Blue Environmental Services, Inc. (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).
SFDJUBMT
A.The parties entered into Agreement No.A-2021-097-01,dated June 15, 2021,by which
Consultant agreed to provide spill response, hazardous waste disposal,and storm drain
facilitymaintenanceThe term of the Agreement isfor threeyears
(with one two-year option exercisable by the City), and the Agreement remains in effect.
B.The primary purpose of the Agreement is for spill response, hazardous waste disposal,and
storm drain facilitymaintenanceservices, thoughthe Consultant represents it is able and
willing to provide COVID-19 Sanitization Servicesto assist the City in controlling the
spread of COVID-19and variants.
C.The parties now wish toamend the scope of services to provide further COVID-19
Sanitization Services, andtoadjustthe amount to beexpendedunder the Agreementusing
.
D.ARPA was signed into law in March 2021. ARPA provides funding for a number of
different programs, including the Coronavirus State and Local Fiscal Recovery Fund
recover from the COVID-19 public health emergency.
E.Thescope of services provided by Consultant is an allowable use under the SLFRF because
it addresses public health risks related to homelessness and exacerbated by the pandemic, and
because it improves conditions in areas of the City used primarily by underserved
communities and/or in qualified census tracts.
Uif!Qbsujft!uifsfgpsf!bhsff;!!
1.Tfdujpo!2-Tdpqf!pg!Tfswjdft, is amended to include COVID-19 Sanitization Services, as
further described in Exhibit A, attached hereto and incorporated herein by reference.
2.Tfdujpo!3-Dpnqfotbujpo,is amended to increase the not-to-exceed expenditure under the
Agreement from $350,000 to $600,000for theone-year term ending on June 30, 2022. As the
recipient of ARPA SLFRF funds, Consultant will be required to comply with any and all
compliance requirements for the use of SLFRF funds, any and all reporting requirements for
expenditures of SLFRF funds, as well as compliance with 2 CFR 200.332 regarding pass-
through entities.
Page 2 of 3
3.Except as modified by this First Amendment, all terms and conditions of the Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this FirstAmendment to the
Agreement on the date and year first written above.
BUUFTUDJUZ!PG!TBOUB!BOB
_____________________________________________________________
Daisy GomezKristine Ridge
Clerk of the CouncilCity Manager
BQQSPWFE!BT!UP!GPSNDPOTVMUBOU
Sonia R. Carvalho
City Attorney
By:__________________________________________________________
Ryan O. HodgeName:
Assistant City AttorneyTitle:
SFDPNNFOEFE!GPS!BQQSPWBM
________________________________
Nabil Saba, PE
Executive Director
Public Works Agency
Page 3 of 3
!
FYIJCJU!B!
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B/ DPWJE.2:!TBOJUJ\[BUJPO!TFSWJDFT!
!
1. Contractor shall provide COVID-19 Sanitization Services at congregate settings and on high-
contact surfaces throughout the public right-of-way including, but not limited to:
a. Bus shelters;
b. Street furniture;
c. Signs;
d. Waste receptacles;
e. Park facilities;
f. Santa Ana Regional Transportation Center (SARTC);
g. City Hall;
h. Libraries;
i. Senior Centers;
j. Other surfaces/locations identified by the City.
2. Methods to provide COVID-19 Sanitization Services shall include, but are not limited to:
a. Pressure washing surfaces with disinfection solutions;
b. Hand-wiping/scrubbing surfaces with disinfection solutions;
c. Using a hand-held sprayer with disinfection solutions;
d. Other methods suggested by Contractor and approved by the City.
3. Contractor shall manifest, transport, and dispose of all waste and wastewater generated from
providing COVID-19 Sanitization Services to the satisfaction of the California Department of
Toxic Substance Control (DTSC), the United States Department of Transportation (DOT), the
United States Environmental Protection Agency (USEPA), the permitted disposal facilities
receiving the waste or wastewater, and any other applicable Federal, State, or local regulations.
No waste or wastewater generated from providing COVID-19 Sanitization Services shall be
transported to the City Corporate Yard for disposal.
4. Contractor shall only use disinfection solution(s) proven to be effective at eliminating COVID-
19. Disinfection solutions must be approved by the City prior to use.
5. Contractor shall ensure all employees are supplied with and use adequate Personal Protective
Equipment (PPE) while providing COVID-19 Sanitization Services.
6. Contractor shall establish a safe perimeter to ensure the public is not impacted while providing
COVID-19 Sanitization Services.
7. Contractor shall immediately notify the City if any of its employees conducting COVID-19
Sanitization Services test positive for COVID-19 and shall take all necessary precautions, as
recommended by the Orange County Health Care Agency, to mitigate the spread of COVID-19
to City Staff and the public.
Page 2 of 3
!
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8. Contractor shall implement Best Management Practices (BMPs) to ensure no disinfection
solutions or wastewater are
negative environmental impacts associated with COVID-19 Sanitization Services. Contractor
shall immediately notify the City in the event any disinfection solutions or wastewater are
.
9. Contractor shall document all COVID-19 Sanitization Services and send the City weekly
updates, including photos and dates, of each location sanitized.
Page 3 of 3
Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Proposed Athletics Facility Reservation Policy
AGENDA TITLE:
Adopt a Resolution for Athletic Facility Reservation Policy
RECOMMENDED ACTION
Adopt a resolution for Athletic Facility Reservation Policy.
DISCUSSION
Information regarding the current inequitable athletic field allocation process was brought
to the City of Santa Ana’s attention, alleging certain organizations/league owners received
preferential treatment with respect to reserving Athletic Facilities. In addition, allegations
that local organizations were forced to sub-lease fields in order to obtain playing time in
the City of Santa Ana after being informed that fields were unavailable through the normal
reservation process was also brought forward.
The alleged disparate allocation of Athletic Facilities and sub-leasing of fields to select
individuals and organizations over the course of many years prompted the City of Santa
Ana to conduct a fair and impartial investigation which lasted five months.
The development of the Athletic Facility Reservation Policy (“Policy”) included the
following process:
Utilization of the investigation results and evaluation of the current system to create
a Policy that provides equitable and fair access to all users.
Incorporation of best practices within the Parks and Recreation profession related
to policies and process.
Current athletic facility users notified and received the draft Policy and Guide on
September 20, 2021. PRCSA did not solicit input from current athletic facility users
in order to prevent organizations/league owners who were alleged to have
received preferential treatment to influence the updated Facility Allocation process.
The Parks, Recreation and Community Services Commission reviewed and
discussed the proposed Policy at their regular meeting held on September 23,
2021. Commissioners (one vacant position) provided input as follows:
Commissioners Woo, Nelson and Gomez are in support of the policy and moving
Proposed Athletics Facility Reservation Policy
October 5, 2021
Page 2
forward. Commissioners Mouet, Ramirez and Torreblanca preferred to have
significant outreach efforts conducted before a policy is implemented.
The proposed Policy will provide an effective framework for the administration of
reservation permits while providing equitable and reasonable access to City’s public
athletic facilities. The intent of this Policy (Exhibit 2) is to guide access, reservations, and
use of the City’s athletic facilities by residents, community organizations, businesses, and
nonresidents. This Policy governs all City of Santa Ana fields, courts, and their supporting
amenities.
In addition to the proposed Policy, the City of Santa Ana developed an Athletic Facility
Allocation Guide (Exhibit 3) that outlines procedures and requirements associated with
athletic facility use in the City of Santa Ana.
Significant areas of this proposed Policy include:
Athletic Facility User Classifications
Athletic facility users are classified into groups for purposes of determining priority of use
and assessing fees. City athletic Facilities shall be available for use by the public for
recreational, educational, civic, and commercial purposes. Athletic facilities are playing
areas used for softball/baseball, football, soccer, and other similar sports.
Implementation of a New Santa Ana Youth Sports Coalition (YSC)
Membership consists of qualified local, non-profit youth organizations. Groups must
maintain an official tax exempt, non-profit status with the Internal Revenue Service.
Organizations must be established and affiliated with a nationally recognized sports
organization. A minimum of 90% of participants playing in recreation focused programs
and 70% participants in travel/club focused programs must be Santa Ana
residents. Verification of an organization’s player residency is due no later than 30
calendar days prior to the first scheduled Youth Sports Coalition meeting. YSC
organizations meet twice annually, in October for sports played during January through
June and in March for sports played during July through December, for approval of field
allocation usage.
Permit Fees
Reservation fees referenced in this Policy for use of the athletic facilities shall be pursuant
to the City’s Miscellaneous Fee Schedule as adopted by the City Council. Payment in full
for the athletic facility permit is due 15 days prior to the reservation and failure to pay is
grounds for cancellation of permit.
Permits Nontransferable
Reservation requests must be submitted on approved City application forms. Applicants
must be at least 21 years of age, and when applicable the applicant must provide
evidence authorizing them to reserve facilities on behalf of an organization. Reservation
Proposed Athletics Facility Reservation Policy
October 5, 2021
Page 3
permits are nontransferable. Reservations will be cancelled due to the misrepresentation
or falsification of information, and/or failure to comply with City Policy and procedural
requirements. Such cancellations may be subject to forfeit of all fees and deposits paid.
Athletic Facility Allocation Process
Athletic facility reservation requests are accepted and processed on a first-come, first-
served basis following the allocation of fields and courts for Priority 1 and 2 organizations.
Next steps to move this Policy forward include the following steps:
1.Adopt a Resolution for Athletic Reservation Policy (October 5, 2021)
2.Amend Miscellaneous Fee Schedule (November 16, 2021)
3.Implementation of Policy and Miscellaneous Fee Schedule (January 1, 2022)
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact related to this report.
EXHIBIT(S)
1. Resolution to adopt the Athletic Facility Reservation Policy
2. Proposed Athletic Facility Reservation Policy
3. Athletic Facility Allocation Guide
Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community
Services
Approved By: Kristine Ridge, City Manager
LR 10/5/21
Exhibit 1
RESOLUTION NO. 2021-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA
APPROVING THE ATHLETIC FACILITY RESERVATION POLICY
WHEREAS,use of City parks and athletic facilitiesshould be prioritized for use by City
residents;
WHEREAS, facilitiesare widely used by many youth and adultsports
organizationsand the City has received complaints over the years about the way in which facility
reservations werehandled;
WHEREAS, the City of Santa Ana Parks, Recreation & Community Services Agency
fair, equitable, and transparent way for the PRCSA to handle acces
facilities and provide guidance for City staff and the public on access, reservations and use of the
City athletic facilities by residents, youth and adult sports organizations, businesses and non-
residents;and
WHEREAS, theParks, Recreation and Community Services Commission considered the
draft Athletic Facility Reservation Policyand Allocation Guideat their September 23, 2021
meetingand provided input.
NOW, THEREFORE, BE IT RESOLVEDby the City Council of the City of Santa Ana as
follows:
Section 1.The Athletic Facility Reservation Policy, attached as Exhibit A, ishereby
approved.
Section 2.This Resolution shall take effect immediately upon its adoption by the City
Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution.
ADOPTED this___day of October,2021.
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By:
Laura A. Rossini
ChiefAssistant City Attorney
Resolution No. 2021-XXX
Page 1of2
LR 10/5/21
Exhibit 1
AYES:Councilmembers
NOES: Councilmembers
ABSTAIN:Councilmembers
NOT PRESENT:Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I,DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Resolution
No.2021-XXXto be the original resolution adopted by the City Council of the City of Santa Ana
onOctober___,2021.
Date:
Daisy Gomez
Clerk of the Council
City of Santa Ana
Resolution No. 2021-XXX
Page 2of2
Exhibit A
PARKS, RECREATION AND COMMUNITY SERVICES AGENCY
Athletics Facility Reservation Policy
City Council Resolution Number: xx-xx
City Council Approved: xx/xx/xxxx
ExecutiveDirector
1.0POLICY STATEMENT
The Parks, Recreation and Community Services Agency (PRCSA) is responsible for
managing the City’s athletics facilities for public enjoyment. This Athletics Facility
Reservation Policy (Policy) is established to ensure the use of City facilities 1) aligns with
the City’s core mission, vision, and values; 2) provides equitable and fair access to all
users; 3) remains equitably and fairly priced; 4) operates in a fiscally responsible manner;
and 5) supports a healthy, safe, vibrant, and sustainable community.
2.0 POLICY PURPOSE AND INTENT
The purpose of the Policy is to provide an effective framework for the administration of
reservation permits that provide equitable and reasonable access to City public athletic
facilities. The intent of this Policy is to guide access, reservations, and use of the City’s
athletic facilities by residents, community organizations, businesses, and nonresidents.
This Policy governs all City of Santa Ana fields, courts, and their supporting amenities.
3.0POLICY ESTABLISHMENT AND PERMIT FEES
The PRCSA shall implement and administer the Policy. All fees charged for use of the
athletics facilities shall be pursuant to the City’s Miscellaneous Fee Schedule as adopted
by the City Council.
4.0 RESERVATION PERMIT PRIORITIES
The resident and nonresident permit prioritiesbelow define the scheduling priority and
corresponding fees.
Priority 1
City-sponsored athletic activities serving Santa Ana residents.
Priority 2
Resident: Non-Profit Organization for Recreational Use. Santa Ana based youth sports
organizations with participation equal to, or exceeding 90 percent Santa Ana residents for
recreation-based programs, and 70percent for competitive level club programs. Santa
Ana schools/colleges, incorporated nonprofit, civic, social, and cultural/religious
organizations with at least 51 percent Santa Ana residents. To qualify, organizations must
meet and fulfill all team and organization requirements of the City’s Allocation Procedure
for Sports Facilities.
Exhibit A
Priority 3
Resident: Group, Private Party or Business athletic activities and events for Recreational
Use.
Priority 4
Resident: Private Party or Business for Commercial Use or Profit Making. Santa Ana
businesses and profit-making organizations.
Priority 5
Non-Resident: Group or Private Party for Recreational Use. Non-Santa Ana businesses
and profit-making organizations/companies.
Priority 6
Non-Resident:Private Party or Business for Commercial Use or Profit Making. Non Santa
Ana businesses and profit-making organizations.
5.0 YOUTH SPORTS COALITION
Scheduling for City athletic field use occurs through the City of Santa Ana Youth Sports
Coalition (YSC) program. The PRCSA manages the YSC consisting of qualified local, non-
profit youth organizations. These groups must maintain an official tax exempt, non-profit
status with the Internal Revenue Service (IRS). Additionally, a minimum of 90% of their
participants must be Santa Ana residents. YSC organizations meet twice annually, in
October for sports played during January through June and in March for sports played
during July through December, for approval of field allocation usage.
5.1 Youth Sports Coalition Member Process
The Athletic Field Use Allocation Program outlines the specific YSC eligibility
requirements for youth sports member organizations. Youth sports organizations
qualifying under this program must attend biannual YSC meetings facilitated by the
PRCSA.
5.2 Youth Sports Coalition Organization Criteria
5.2.1The qualified local non-profit youth organization is a functioningentity
with its own governing body with rules and regulations.
5.2.2Organizations must be recognized as non-profit or tax-exempt and be
in good standing with the IRS. Copy of the IRS tax exemption letter
certifying its current non-profit or tax-exempt status is required.
5.2.3No less than 90 percent of the organization’s participants must be
Santa Ana residents in the following zip codes: 92701; 92702; 92703;
92704; 92705; 92706 92707; 92708. Addresses listed on the player
documentation needed to verify the Santa Ana residency requirement.
5.2.4 Organizations must be established and affiliated with a nationally
recognized sports organization.
5.2.5The organization’s primary function is to provide an opportunity for
youth to be involved in sports primarily at a recreational level.
Exhibit A
Recreation level is participation being open to all participants
regardless of talent level and all participants provided playing time.
5.2.6 Each member organization is responsible for appointing a single
representative. It is the responsibility of the organization’s
representative to attend all meetings scheduled by the PRCSA
pertaining to use of athletic fields through the YSC process.
5.3 Youth Sports Coalition Application Submittal
Athletic field-use application requests are due to the PRCSA 30-days prior to the
scheduled fall and spring YSC meetings. Athletic field-use applications must
include:
5.3.1Completed and signed Athletic Field Permit Application
5.3.2 The City of Santa named as additionally insured on the Certificate of
Liability Insurance and on the Additional Insured Endorsement page.
5.3.3 A copy of the organizations indemnity waiver including the City of
Santa Ana listed in the hold harmless section.
5.3.4 Proof of an IRS tax-exempt non-profit status.
5.3.5 Player residency documentation and or rosters must be certified by
one governing association (main chapter parent organization), which
will be used to determine classification status and be signed by the
league’s board of officers. Player addresses with a post office box
number are not accepted. PRCSA staff will verify player
documentation/residency. All determinations made by the PRCSA are
final.
6.0ADULT SPORTSFACILITY USERS
Adult sports facility reservation requests will be accepted and processed on a first-come,
first-served basis following the allocation of fields and courts for Priority 1 and 2
organizations. The City will determine which days, times, and fields are available for
reservation based on other scheduled use, field capacity, and maintenance requirements.
6.1 Requests to reserve a field or court must be received a minimum of 30 days prior to
the scheduled activity/event. Athletic field-use applications must include:
6.1.1 Completed and signed Athletic Field Permit Application
6.1.2The City of SantaAnanamed as additionally insured on the Certificate
of Liability Insurance and on the Additional Insured Endorsement page.
6.1.3A copy of the organizations indemnity waiver including the City of Santa
Ana listed in the hold harmless section.
Exhibit A
6.1.4 No less than 70 percent of the organization’s participants must be Santa
Ana residents in the following zip codes: 92701; 92702; 92703; 92704;
92705; 92706 92707; 92708. Addresses listed on the player documentation
needed to verify the Santa Ana residency requirement.
6.1.5 Verification of an organization’s player residency is due no later than 30
calendar days prior to the scheduled activity/event reservation request.
Player addresses with a post office box number are not accepted.
PRCSA staff will verify player documentation. All determinations made
by the PRCSA are final.
7.0 RESERVATION CALENDAR
7.1 Field/Court Allocations
Athletics facilities will be provided in seasonal allocations to meet community needs for
City programs and local youth sports organizations (Priority 1 and 2). Seasonal
allocation schedule requests will be reviewed by PRCSA prior to the YSC regular
meetings in October and March. The City will make the final field allocation
determinations dependent upon which days, times, and fields are available for
reservation based on other scheduled use, field capacity, and maintenance
requirements.
7.2Tournament Permit Requests
Requests of Priority 1 and 2 organizations, for national championship caliber events
must be submitted a minimum of 12 months in advance. Other tournament requests
may be considered and approved during the seasonal allocation process. Limit of one
Tournament Permit to be issued per organization per year.
7.3Other PermitRequests
Following the allocation of fields and courts for Priority 1 and 2 organizations,
reservation requests will be accepted and processed on a first-come, first-served
basis. The City will determine which days, times, and fields are available for reservation
based on other scheduled use, field capacity, and maintenance requirements.
7.4Requests to reserve a field or court must be received a minimum of 30 days prior to
the scheduled activity/event. Requests received with less than 30 days’ noticewill be
accommodated as time and conditions allow. Upon receipt and review of all required
documentation, City staff will confirm approval of the reservation in writing.
8.0 PERMIT REQUIREMENTS
8.1 Asdetermined by the City, public and private events such as opening day ceremonies and
nationalathleticevents may require allof the following:
8.1.1 Special Event Permit
8.1.2 Additional liability insurance as determined by the City’s Risk Management
8.1.3Hold Harmless Agreement and Certificate of Worker’s Compensation
8.1.4Security services
Exhibit A
8.1.5 Fees for additional services (e.g. event staff, custodial, parking management, and
portable restrooms)
8.1.6Additional event plans (e.g. event marketing, parking, security, crowd-control,
ticketing, waste management/recycling)
8.1.7 List of vendors, including names, addresses, contact informationand business
license
8.1.8 Installation of temporary structures (e.g.bleachers, stages, fences, tents)
8.1.9Additional requirements and City department approvals as identified by the City
8.1.10 Reservations may require additional program, facility, or maintenance personnel
due to the size or nature of the event. Full costs associated with the assigned city
staff apply.
8.1.11 Additionally, Police Services may be required depending on size of the event.
Respective police services fees will apply.
8.2Camp/Clinic Permit Requirements
As space allows requests for camps and clinics will be considered following the completion
of the allocation schedule. Clinics and camps may not exceed 50 participants per field.
Exceptions granted upon written approval by the PRCSA. YSC organizations may host
one (1) clinic or camp per calendar year.
9.0 FEES, PAYMENTS, DEPOSITS, AND INSURANCE
9.1Fees and Payments
The reservation fees referenced in this Policy for use of the athletics facilities shall be
pursuant to the City’s Miscellaneous Fee Schedule as adopted by the City Council.
Payment in full for athletic field permit isdue 15 days prior to the reservation and failure
to pay is grounds for cancellation of permit.
9.2Deposits
Applicants must pay a deposit at the time of application. Depositswill be refunded
following the event assuming all conditions set forth in the permit are fulfilled.
Reservation depositswill not be refunded until after the final reservation date.
9.3 Insurance
The City requires applicants to provide liability insurance for an activity/event.
Insurance requirements are determined based on the City’s risk assessment of the
activity/event. Insurance requirements vary by the type of event, facility, and number
of anticipated guests, and are subject to change without notice. Insurance
requirements must be fulfilled prior to approval of the application and proof of insurance
is required 30 calendar days or more prior to the event.
Exhibit A
10.0 RESERVATION CANCELLATIONS AND AMENDMENTS
10.1 Permit Cancellations
Field/Court cancellations and refunds will be processed as follows:
All cancellations incur a Processing Fee for each occurrence as outlinedby the
Miscellaneous Fee Schedule.
Failure by the applicant or authorized event contact person to arrive at a scheduled
event, and/or failure to provide written cancellation notice will be considered a “No
Show.” Applicants with three or more “No Shows” may lose reservation privileges and
remaining reservations will be cancelled for the calendar year.
10.2 Permit Amendments
Reservation changes include, but are not limited to the following: date, time, fields,
courts, number of teams/attendees, and amenities. One change permitted at no
charge if requested 5 days or more prior to reservation. A Processing Fee will be
charged for each subsequent change. Dependent on when request is submitted,
other fees will apply for cancellations or modifications to the original reservation. On
the day of the event, additional fees will be invoiced to the nearest half-hour when any
member of applicant’s party arrives prior to, or departs after the approved reservation
time. Except for tournaments, no refunds or credits will be issued for early departure
from an approved reservation permit.
11.0 FACILITY AND SITE REQUIREMENTS
11.1 Drop-In Activities
Reservation permits are required for use of City facilities (except in areas where drop-
in use is permitted), and for all gatherings with 40 or more people (SAMC Section 31-
3.)Unreserved outdoor athletics facilities are available for drop-in use by private
parties on a first-come, first-served basis. Reservations have priority over drop-
in/walk-on activities. Organized use of fields or courts, such as officiated games,
organized team practices, or activities offered or associated with for-profit or nonprofit
organizations is prohibited without an approved reservation. Drop-in use may be
limited to accommodate maintenance needs of the turf on all fields. Stadium fields
and lighted sports fields are not available for drop-in activities.
11.2 Permits Nontransferable
Reservation requests must be submitted on approved City application forms.
Applicants must be at least 21 years of age, and when applicable the applicant must
provide evidence authorizing them to reserve facilities on behalf of an organization.
Reservation permits are nontransferable.
11.3 Unless stated otherwise, reservation periods are in 30-minute increments. The date
and hours for the reservation permit shall include the entire activity/event, including
time for set-up and clean up after the activity/event.
11.4 Applicants are responsible for following all athletic facility rules, regulations, and
requirements of the reservation permit. Failure to comply may result in the forfeit of up
Exhibit A
to 100 percent of deposit and fees. The City reserves the right to reject future
applications.
11.5 The City reserves the right to modify, relocate, or cancel reservations to
accommodate unanticipated community needs, maintenance needs, inclement
weather, or unforeseen circumstances. As space permits, accommodations will be
provided at an alternate field, court, or park site. When alternate facilities are not
available or are not acceptable to the applicant, an alternate date or refund will be
provided.
11.6 A reservation may be cancelled by the City when an organization is out of compliance
with any City policy. A confirmed reservation may be cancelled before or during an
event due to unsafe conditions, and/or actions of participants. When appropriate, a
mutually agreeable alternate date or a prorated refund will be provided.
11.7 Reservations will be cancelled due to the misrepresentation or falsification of
information, and/or failure to comply with City Policy and procedural requirements.
Such cancellations may be subject to forfeit of all fees and deposits paid.
11.8 To ensure public safety, the City may access all activities/events in order to confirm
rules, regulations, and to ensure applicable laws are being followed during the
reservation.
11.9 Emergency Response
Applicants will be held responsible for all charges related to a police or fire department
response associated with the actions and behavior of participants during the
reservation.
11.10 Inspection and Conditions of Facilities
Reserved facilities must be left in the same condition as received by the applicant.
Any damage or defacement of City athletic facilities, equipment, and/or park amenities
will be deducted from the reservation deposit and/or invoiced to the applicant to
replace/repair the damage as determined by the City. The City reserves the right to
bill the applicant for damages incurred above the deposit amount.
11.11 Reservation Walkthrough
First time applicant and/or event contact person must arrange and attend a
reservation walk-through meeting at the reserved site at least 30 days prior to the
reservation. Failure to complete a site walk-through may result in reservation
cancellation and forfeiture of fees and deposits.
11.12 Concession Stands
Requests for use of concession stands are due at the time of application. Concession
stands typically are equipped with refrigerators, freezers, and ice machines. As
available, this equipment is included with the Concession Stand reservation. While
the City provides ongoing maintenance of this equipment, the City will not be
responsible should the equipment be unavailable due to maintenance issues. All
supply and utensil needs for the operation of concession stands is the responsibility
of the applicant. If the applicant is planning to operate a Temporary Food Facility
(TFF) during a reservation, they are required to apply, meet requirements and obtain
a TFF permit prior to selling or giving away food or beverage at an event. The
Exhibit A
California Health and Safety Code requires a TFF Permit of any person or
organization providing food at a community event. All food vendors, including
permitted restaurants, are required to apply for and obtain a TFF Permit when
participating in a community event.
11.13 Public Address and Amplified Sound Systems
Use of public address and amplified sound systems permitted in designated locations
in accordance with the terms of the reservation permit. Requests for public address
systems will be approved during the application process.
11.14 Security Services
Santa Ana Police Department (SAPD) may deem an activity warrants the presence
of one or more security personnel and the cost of such service shall be borne by the
applicant. Licensed security personnel in uniform are required and subject to approval
by the City. Proof of obtaining security personnel is due to the SAPD two weeks prior
to the event.
11.15 Custodial Services
Clean up after a reservation must be completed by the end of the approved permit
time or additional charges may be assessed.
11.16 Additional Permits and Licenses
Applicants are responsible for obtaining all necessary permits and licenses required
by the City or other regulatory agencies including, but not limited to Special Event
Permit, Business License, Alcohol and Beverage Control (ABC) Permit, Orange
County Health Department Temporary Food Facility (TFF) Inspection Permit, Orange
County Fire Authority Permit, Film Permit, and Vendor Permit.
12.0 ADDITIONAL CITY POLICIES AND AGREEMENTS
This Policy may be subject to other City Council approved policies and agreements that
establish separate user reservation relationships and associated fees for specific
programs and/or entities.
PARKS, RECREATION AND COMMUNITY SERVICES AGENCY
Athletics Facility Reservation Policy
City Council Resolution Number: xx-xx
City Council Approved: xx/xx/xxxx
Executive Director
1.0POLICY STATEMENT
The Parks, Recreation and Community Services Agency (PRCSA) is responsible for
managing the City’s athletics facilities for public enjoyment. This Athletics Facility
Reservation Policy (Policy) is established to ensure the use of City facilities 1) aligns with
the City’s core mission, vision, and values; 2) provides equitable and fair access to all
users; 3) remains equitably and fairly priced; 4) operates in a fiscally responsible manner;
and 5) supports a healthy, safe, vibrant, and sustainable community.
2.0POLICY PURPOSE AND INTENT
The purpose of the Policy is to provide an effective framework for the administration of
reservation permits that provide equitable and reasonable access to City public athletic
facilities. The intent of this Policy is to guide access, reservations, and use of the City’s
athletic facilities by residents, community organizations, businesses, and nonresidents.
This Policy governs all City of Santa Ana fields, courts, and their supporting amenities.
3.0POLICY ESTABLISHMENT AND PERMIT FEES
The PRCSA shall implement and administer the Policy. All fees charged for use of the
athletics facilities shall be pursuant to the City’s Miscellaneous Fee Schedule as adopted
by the City Council.
4.0RESERVATION PERMIT PRIORITIES
The resident and nonresident permit priorities below define the scheduling priority and
corresponding fees.
Priority 1
City-sponsored athletic activities serving Santa Ana residents.
Priority 2
Resident: Non-Profit Organization for Recreational Use. Santa Ana based youth sports
organizations with participation equal to, or exceeding 90 percent Santa Ana residents for
recreation-based programs, and 70 percent for competitive level club programs. Santa
Ana schools/colleges, incorporated nonprofit, civic, social, and cultural/religious
organizations with at least 51 percent Santa Ana residents. To qualify, organizations must
meet and fulfill all team and organization requirements of the City’s Allocation Procedure
for Sports Facilities.
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 1
Priority 3
Resident: Group, Private Party or Business athletic activities and events for Recreational
Use.
Priority 4
Resident: Private Party or Business for Profit Making. Santa Ana businesses and profit-
making organizations.
Priority 5
Non-Resident: Group or Private Party for Recreational Use. Non-Santa Ana businesses
and profit-making organizations/companies.
Priority 6
Non-Resident: Private Party or Business for Profit Making. Non Santa Ana businesses
and profit-making organizations.
5.0YOUTH SPORTS COALITION
Scheduling for City athletic field use occurs through the City of Santa Ana Youth Sports
Coalition (YSC) program. The PRCSA manages the YSC consisting of qualified local, non-
profit youth organizations. These groups must maintain an official tax exempt, non-profit
status with the Internal Revenue Service (IRS). Additionally, a minimum of 90% of their
participants must be Santa Ana residents. YSC organizations meet twice annually, in
October for sports played during January through June and in March for sports played
during July through December, for approval of field allocation usage.
5.1Youth Sports Coalition Member Process
The Athletic Facility Use Allocation Program outlines the specific YSC eligibility
requirements for youth sports member organizations. Youth sports organizations
qualifying under this program must attend biannual YSC meetings facilitated by the
PRCSA.
5.2Youth Sports Coalition Organization Criteria
5.2.1The qualified local non-profit youth organization is a functioning entity
with its own governing body with rules and regulations.
5.2.2Organizations must be recognized as non-profit or tax-exempt and be
in good standing with the IRS. Copy of the IRS tax exemption letter
certifying its current non-profit or tax-exempt status is required.
5.2.3No less than 90 percent of the organization’s participants must be
Santa Ana residents in the following zip codes: 92701; 92702; 92703;
92704; 92705; 92706 92707; 92708. Addresses listed on the player
documentation needed to verify the Santa Ana residency requirement.
5.2.4Organizations must be established and affiliated with a nationally
recognized sports organization.
5.2.5The organization’s primary function is to provide an opportunity for
youth to be involved in sports primarily at a recreational level.
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 2
Recreation level is participation being open to all participants
regardless of talent level and all participants provided playing time.
5.2.6Each member organization is responsible for appointing a single
representative. It is the responsibility of the organization’s
representative to attend all meetings scheduled by the PRCSA
pertaining to use of athletic fields through the YSC process.
5.3Youth Sports Coalition Application Submittal
Athletic facility-use application requests are due to the PRCSA 30-days prior to the
scheduled fall and spring YSC meetings. Athletic facility-use applications must
include:
5.3.1Completed and signed Athletic Facility Permit Application
5.3.2The City of Santa named as additionally insured on the Certificate of
Liability Insurance and on the Additional Insured Endorsement page.
5.3.3A copy of the organizations indemnity waiver including the City of
Santa Ana listed in the hold harmless section.
5.3.4Proof of an IRS tax-exempt non-profit status.
5.3.5Player residency documentation and or rosters must be certified by
one governing association (main chapter parent organization), which
will be used to determine classification status and be signed by the
league’s board of officers. Player addresses with a post office box
number are not accepted. PRCSA staff will verify player
documentation/residency. All determinations made by the PRCSA are
final.
6.0ADULT SPORTS FACILITY USERS
Adult sports facility reservation requests will be accepted and processed on a first-come,
first-served basis following the allocation of fields and courts for Priority 1 and 2
organizations. The City will determine which days, times, and fields are available for
reservation based on other scheduled use, field capacity, and maintenance requirements.
6.1Requests to reserve a field or court must be received a minimum of 30 days prior to
the scheduled activity/event. Athletic field-use applications must include:
6.1.1Completed and signed Athletic Facility Permit Application
6.1.2The City of Santa Ana named as additionally insured on the Certificate
of Liability Insurance and on the Additional Insured Endorsement page.
6.1.3A copy of the organizations indemnity waiver including the City of Santa
Ana listed in the hold harmless section.
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 3
6.1.4No less than 70 percent of the organization’s participants must be Santa
Ana residents in the following zip codes: 92701; 92702; 92703; 92704;
92705; 92706 92707; 92708. Addresses listed on the player documentation
needed to verify the Santa Ana residency requirement.
6.1.5Verification of an organization’s player residency is due no later than 30
calendar days prior to the scheduled activity/event reservation request.
Player addresses with a post office box number are not accepted.
PRCSA staff will verify player documentation. All determinations made
by the PRCSA are final.
7.0RESERVATION CALENDAR
7.1Field/Court Allocations
Athletics facilities will be provided in seasonal allocations to meet community needs for
City programs and local youth sports organizations (Priority 1 and 2). Seasonal
allocation schedule requests will be reviewed by PRCSA prior to the YSC regular
meetings in October and March. The City will make the final field allocation
determinations dependent upon which days, times, and fields are available for
reservation based on other scheduled use, field capacity, and maintenance
requirements.
7.2Tournament Permit Requests
Requests of Priority 1 and 2 organizations, for national championship caliber events
must be submitted a minimum of 12 months in advance. Other tournament requests
may be considered and approved during the seasonal allocation process. Limit of one
Tournament Permit to be issued per organization per year.
7.3Other Permit Requests
Following the allocation of facilities for Priority 1 and 2 organizations, reservation
requests will be accepted and processed on a first-come, first-served basis. The City
will determine which days, times, and fields are available for reservation based on other
scheduled use, field capacity, and maintenance requirements.
7.4Requests to reserve a field or court must be received a minimum of 30 days prior to
the scheduled activity/event. Requests received with less than 30 days’ notice will be
accommodated as time and conditions allow. Upon receipt and review of all required
documentation, City staff will confirm approval of the reservation in writing.
8.0PERMIT REQUIREMENTS
8.1As determined by the City, public and private events such as opening day ceremonies and
national athletic events may require all of the following:
8.1.1Special Event Permit
8.1.2Additional liability insurance as determined by the City’s Risk Management
8.1.3Hold Harmless Agreement and Certificate of Worker’s Compensation
8.1.4Security services
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 4
8.1.5Fees for additional services (e.g. event staff, custodial, parking management, and
portable restrooms)
8.1.6Additional event plans (e.g. event marketing, parking, security, crowd-control,
ticketing, waste management/recycling)
8.1.7List of vendors, including names, addresses, contact information and business
license
8.1.8Installation of temporary structures (e.g. bleachers, stages, fences, tents)
8.1.9Additional requirements and City department approvals as identified by the City
8.1.10City may require additional program, facility, or maintenance personnel due to the
size or nature of the event. Full costs associated with the assigned city staff apply.
8.1.11Additionally, Police Services may be required depending on size of the event.
Respective police services fees will apply.
8.2Camp/Clinic Permit Requirements
As space allows requests for camps and clinics will be considered following the completion
of the allocation schedule. Clinics and camps may not exceed 50 participants per field.
Exceptions granted upon written approval by the PRCSA. YSC organizations may host
one (1) clinic or camp per calendar year.
9.0FEES, PAYMENTS, DEPOSITS, AND INSURANCE
9.1Fees and Payments
The reservation fees referenced in this Policy for use of the athletics facilities shall be
pursuant to the City’s Miscellaneous Fee Schedule as adopted by the City Council.
Payment in full for athletic field permit is due 15 days prior to the reservation and failure
to pay is grounds for cancellation of permit.
9.2Deposits
Applicants must pay a deposit at the time of application. Deposits will be refunded
following the event assuming all conditions set forth in the permit are fulfilled.
Reservation deposits will not be refunded until after the final reservation date.
9.3Insurance
The City requires applicants to provide liability insurance for an activity/event.
Insurance requirements are determined based on the City’s risk assessment of the
activity/event. Insurance requirements vary by the type of event, facility, and number
of anticipated guests, and are subject to change without notice. Insurance
requirements must be fulfilled prior to approval of the application and proof of insurance
is required 30 calendar days or more prior to the event.
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 5
10.0RESERVATION CANCELLATIONS AND AMENDMENTS
10.1Permit Cancellations
Facility cancellations and refunds will be processed as follows:
All cancellations incur a Processing Fee for each occurrence as outlined by the
Miscellaneous Fee Schedule.
Failure by the applicant or authorized event contact person to arrive at a scheduled
event, and/or failure to provide written cancellation notice will be considered a “No
Show.” Applicants with three or more “No Shows” may lose reservation privileges and
remaining reservations will be cancelled for the calendar year.
10.2Permit Amendments
Permit changes include, but are not limited to the following: date, time, fields, courts,
number of teams/attendees, and amenities. One change permitted at no charge if
requested 5 days or more prior to reservation. A Processing Fee will be charged for
each subsequent change. Dependent on when request is submitted, other fees will
apply for cancellations or modifications to the original reservation. On the day of the
event, additional fees will be invoiced to the nearest half-hour when any member of
applicant’s party arrives prior to, or departs after the approved reservation time.
Except for tournaments, no refunds or credits will be issued for early departure from
an approved reservation permit.
11.0FACILITY AND SITE REQUIREMENTS
11.1 Drop-In Activities
Permits are required for use of City facilities (except in areas where drop-in use is
permitted), and for all gatherings with 40 or more people (SAMC Section 31-3.)
Unreserved outdoor athletics facilities are available for drop-in use by private parties
on a first-come, first-served basis. Permits have priority over drop-in/walk-on
activities. Organized use of fields or courts, such as officiated games, organized team
practices, or activities offered or associated with for-profit or nonprofit organizations is
prohibited without an approved permit. Drop-in use may be limited to accommodate
maintenance needs of the turf on all fields. Stadium fields and lighted sports fields
are not available for drop-in activities.
11.2 Permits Nontransferable
Permit requests must be submitted on approved City application forms. Applicants
must be at least 21 years of age, and when applicable the applicant must provide
evidence authorizing them to reserve facilities on behalf of an organization. Permits
are nontransferable.
11.3 Unless stated otherwise, permit periods are in 30-minute increments. The date and
hours for the permit shall include the entire activity/event, including time for set-up and
clean up after the activity/event.
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 6
11.4 Applicants are responsible for following all athletic facility rules, regulations, and
requirements of the permit. Failure to comply may result in the forfeit of up to 100
percent of deposit and fees. The City reserves the right to reject future applications.
11.5 The City reserves the right to modify, relocate, or cancel permits to accommodate
unanticipated community needs, maintenance needs, inclement weather, or
unforeseen circumstances. As space permits, accommodations will be provided at an
alternate facility or park site. When alternate facilities are not available or are not
acceptable to the applicant, an alternate date or refund will be provided.
11.6 A permit may be cancelled by the City when an organization is out of compliance with
any City policy. A confirmed permit may be cancelled before or during an event due to
unsafe conditions, and/or actions of participants. When appropriate, a mutually
agreeable alternate date or a prorated refund will be provided.
11.7 Permits will be cancelled due to the misrepresentation or falsification of information,
and/or failure to comply with City Policy and procedural requirements. Such
cancellations may be subject to forfeit of all fees and deposits paid.
11.8 To ensure public safety, the City may access all activities/events in order to confirm
rules, regulations, and to ensure applicable laws are being followed.
11.9 Emergency Response
Applicants will be held responsible for all charges related to a police or fire department
response associated with the actions and behavior of participants during the permitted
event.
11.10 Inspection and Conditions of Facilities
Reserved facilities must be left in the same condition as received by the applicant.
Any damage or defacement of City athletic facilities, equipment, and/or park amenities
will be deducted from the deposit and/or invoiced to the applicant to replace/repair the
damage as determined by the City. The City reserves the right to bill the applicant for
damages incurred above the deposit amount.
11.11 Reservation Walkthrough
First time applicant and/or event contact person must arrange and attend a walk-
through meeting at the reserved site at least 30 days prior to the reservation. Failure
to complete a site walk-through may result in permit cancellation and forfeiture of fees
and deposits.
11.12 Concession Stands
Requests for use of concession stands are due at the time of application. Concession
stands typically are equipped with refrigerators, freezers, and ice machines. As
available, this equipment is included with the Concession Stand permit. While the City
provides ongoing maintenance of this equipment, the City will not be responsible
should the equipment be unavailable due to maintenance issues. All supply and
utensil needs for the operation of concession stands is the responsibility of the
applicant. If the applicant is planning to operate a Temporary Food Facility (TFF)
during a reservation, they are required to apply, meet requirements and obtain a TFF
permit prior to selling or giving away food or beverage at an event. The California
Health and Safety Code requires a TFF Permit of any person or organization providing
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 7
food at a community event. All food vendors, including permitted restaurants, are
required to apply for and obtain a TFF Permit when participating in a community event.
11.13 Public Address and Amplified Sound Systems
Use of public address and amplified sound systems permitted in designated locations
in accordance with the terms of the permit. Requests for public address systems will
be approved during the application process.
11.14 Security Services
Santa Ana Police Department (SAPD) may deem an activity warrants the presence
of one or more security personnel and the cost of such service shall be borne by the
applicant. Licensed security personnel in uniform are required and subject to approval
by the City. Proof of obtaining security personnel is due to the SAPD two weeks prior
to the event.
11.15 Custodial Services
Clean up after a reservation must be completed by the end of the approved permit
time or additional charges may be assessed.
11.16 Additional Permits and Licenses
Applicants are responsible for obtaining all necessary permits and licenses required
by the City or other regulatory agencies including, but not limited to Special Event
Permit, Business License, Alcohol and Beverage Control (ABC) Permit, Orange
County Health Department Temporary Food Facility (TFF) Inspection Permit, Orange
County Fire Authority Permit, Film Permit, and Vendor Permit.
12.0ADDITIONAL CITY POLICIES AND AGREEMENTS
This Policy may be subject to other City Council approved policies and agreements that
establish separate user reservation relationships and associated fees for specific
programs and/or entities.
Parks, Recreation and Community Services Agency Athletics Facility Reservation PolicyPage 8
Exhibit 3
Exhibit 3
Table of Contents
LETTER FROM THE EXECUTIVEDIRECTOR ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Ќ
ATHLETIC FACILITY USER CLASSIFICATIONS ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Ѝ
YOUTH SPORTS COALITION MEMBER PROCESS ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Ў
A. YSC Organization Criteria ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Ў
B. YSC Application Submittal ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Ў
C. YSC Facility Allocation ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Џ
ATHLETIC FACILITY APPLICANT GUIDELINES ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ А
A. Athletic Facility Use Applications ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ А
B. Banners and Temporary Signs ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ А
C. Enforcement of Park Rules ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Б
D. Facility User Responsibilities and Expectations ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ Б
E. Facility Use Notice of Cancellation ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ В
F. Facility Use Application Denial͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ В
FEES, PAYMENTS AND DEPOSITS ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЉ
INSURANCE AND INDEMNIFICATION REQUIREMENTS ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЉ
SPECIAL EVENT PERMITINSTRUCTIONS ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЋ
A. Sports Organization Tournaments ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЋ
B. Sports Organization Host Invitational Tournament ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЋ
C. Opening Day Ceremony ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЋ
D. Commercial Use Activities ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЋ
ATHLETIC FACILITY INFORMATION ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЌ
ATHLETIC FACILITY CLOSURES ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊЏ
USER CHECKLIST FOR FACILITY USE APPLICATION ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊБ
FACILITY MODIFICATION APPLICATION INSTRUCTIONS ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊБ
EXHIBIT 1 ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊВ
PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊВ
ATHLETIC FACILITY RESERVATION POLICY ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЊВ
EXHIBIT 2 ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЋЉ
ATHLETIC FACILITY USE APPLICATION ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЋЉ
EXHIBIT 3 ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЋЊ
FACILITY MODIFICATION APPLICATION ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЋЊ
EXHIBIT 4 ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЋЋ
YOUTH SPORTS ATHLETIC FACILITY USEFEES ͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵͵ ЋЋ
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 Ћ
Exhibit 3
LETTER FROM THE EXECUTIVE DIRECTOR
The Santa Ana Parks, Recreation and Community Services Agency (PRCSA) proudly
providesa variety of services to the community including recreational programs and
facilities,parks, trails and operationof the Santa Ana Zoo. The core services the agency
provides is essential in makingthelivesof residentsand communities better now and in
the future by providing access to nature, outdoor space to play and exercise, facilities for
self-directedand organized recreation, positive alternatives for youth, and activities that
encourage social connections, human development, and lifelong learning.
The intent of this Athletic FacilityUse Allocation Guide (Guide) is to provide an effective
framework for the administration of reservation permits that provide equitable and
reasonable access to City public athletic facilities. This Guide corresponds with the Athletic
Facility Policy (Policy) outlining procedures and requirements associated with the
management of athletic field use in the City of Santa Ana.
On behalf of the PRCSA,Ithank you for your commitment and contributions to the overall
health and wellness of your community by supporting soundand positive useof athletic
fields within the City.
please know we will continue to be dedicated partners in that vision.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 Ќ
Exhibit 3
ATHLETIC FACILITYUSER CLASSIFICATIONS
Cityathletic facilitiesshall be available for use by the pubic for recreational, educational,
civic, and commercial purposes. Athletic facilitiesare playing areas used for
softball/baseball, football, soccer, or other similar sports. Athletic facilityusers are
classified into the below groups for purposes of assessing fees and determining priority
of use as described below.
PRIORITYTYPE OF GROUPEXAMPLE
1City-sponsoredCity programs/activities serving Santa Ana residents
Recreation-based organizations:(Little League,
AYSO, NJB, Pop Warner) comprised of at least 90%
of Santa Ana residents.
Competitive level organizations/teams:(travel
Resident: Non-Profit
teams, club teams, select teams) comprised of at
2Youth Sports
least 70% of Santa Ana residents.
Organization*
Santa Ana Schools/Colleges; Incorporated
nonprofits; civic; social;andcultural/religious
organizations: with at least 51% Santa Ana
residents.
Resident:Group, Private
3Party or Business for Athletic activities and events for recreational use.
Recreational Use
Resident:Private Party Commercial use or profit making. Santa Ana
or Businessesfor businesses and profit-making organizations.
4
Commercial Use or Profit
making.
Non-Resident:Group or
Recreational Use by Non-Santa Ana businesses and
5Private Party for
profit-making organizations/companies.
Recreational Use
Non-Resident:Private
Party or Business for Commercial use or profit making. Non-Santa Ana
6
Commercial Use or Profit businesses and profit-making organizations.
Making
*To qualify, organizations must meet and fulfill all team and organization requirements of
Procedure for Sports Facilities
Following the allocation of facilitiesfor Priority 1 and 2 groups, reservation requests will
be accepted and processed on a first-come, first-served basis. The City will determine
which days, times, and facilitiesare available for reservation based on other scheduled
use, field/courtcapacity, and maintenance requirements.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 Ѝ
Exhibit 3
YOUTH SPORTS COALITION MEMBER PROCESS
Toserve local youth sports organizations (Priority 2) needs equitably, the PRCSA is
implementing a NEW City of Santa AnaYouth Sports Coalition (YSC) to ensure the
process is effectiveand efficient. To qualify, organizations must meet and fulfill all team
A.YSCOrganization Criteria
1.Theorganization is a functioning entity with its own governing body (Board of
Directors or Trustees) with rules and regulations (By-laws).
2.Organizations must be recognized as non-profit or tax-exemptand be in good
standing with the Internal Revenue Service(IRS). Acopy of the IRS tax
exemption letter certifying its current non-profit or tax-exempt status is required.
3.No less than 90ants must be Santa Ana
residentsfor recreation-based programs in the following zip codes: 92701;
92702; 92703; 92704; 92705; 92706 92707; 92708. No less than 70 percent for
competitive level club programs. Santa Ana schools/colleges, incorporated
nonprofit, civic, social, and cultural/religious organizations with at least 51
percent Santa Ana residents. Addresses listed on the player documentation
verifies the Santa Ana residency requirement.
4.Organizationsmust be established and affiliated with a nationally recognized
sports organization.
5.The organizations primary function is to provide an opportunity for youthto be
involved in sports primarily at a recreational level. Recreation is participation
being open toall participants regardless of talent level and all participants
provided playing time.
6.Each member organizationis responsible for appointing a single representative.
It is the responsibility of the to attend all meetings
scheduled by the PRCSA pertaining touse of athletic fields through the YSC
process.
B.YSCApplication Submittal
Athletic facility-use application requests are due to the PRCSA 30-days prior to the
scheduled October(January-Junefield use)andMarch(July-Decemberfield use)
YSCmeetings. Athletic facility-use applications must include:
1.Completed and signed Athletic FacilityUse Application (Exhibit 2)
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 Ў
Exhibit 3
2.The City of SantaAnanamed as additionally insured on the Certificate of Liability
Insurance and on the Additional Insured Endorsement page.
3.A copy ofthe organizations indemnity waiver including the City of Santa Ana
listed in the hold harmless section.
4.Proof of an IRS tax-exempt non-profit status.
5.s player residency is due no later than 30 calendar
days prior to the YSCfield allocation meeting. Player documentation must be
verified by one governing association (main chapter parent organization), which
will be used to determine priority classification status and be signed by the
dresses with a post office box number will
notbeaccepted. PRCSAstaff will verify playerdocumentation and all
determinations made by the PRCSA are final.
C.YSCFacilityAllocation
FacilityAllocation determined by sports playedannually during January through
June and July through December as well as historical use.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 Џ
Exhibit 3
ATHLETIC FACILITYAPPLICANT GUIDELINES
A.Athletic FacilityUse Applications
1.Applications for facilityuse, other than Priority 1 and 2 user groups, accepted
on a first-come-first service basis. Requestswill be accepted beginning in
December annually.
2.A higher priority group does not have the right to bump a lower priority group
previously scheduled. Events will be scheduled upon approval of a
completed athletic facilityuse application, submission ofall required
documents, payment of permit fees and a signed permit.
3.Users shall observe, obey & comply with applicable athletic facility rules, as
well as, City, County, State and Federal laws, rules and regulations.
4.The City is under no obligation to provide equipment or on-site storage to
user groups. All equipment used at a facility is subject to approval and must
be included in the permit application.
5.The City will maintain all athletic facilitiesin a manner that is conducive to the
safe play of athletic field/courtsports. Report items found to be damaged,
non-working or unsafe immediately to the City. Field users cannot use field
grooming machines and/or other motorized equipment on fields without
permission from the City.
B.Banners and Temporary Signs
Events may require or include different types of signage. Please include a signage
and/or traffic control plan for events including parking signs, detour signs, or other
traffic signs.
Events including promotional signs/banners and other signage items shall not be
placed on City facilities or premises without prior written approval from the City and
must include a sign/banner permit and site plan. Additional information about Santa
Ana Municipal Code 41-871 & 41-872 parameters are provided here.
Sponsorship signs/banner throughout the park are only allowed on the day of the
event and must be removed at the end of the day/event.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 А
Exhibit 3
C.Enforcement of Park Rules
1.All permit holders must abide by posted facilityrules.
2.Except for emergencies or by special authorization of the City, specific
vehicles for facilitymaintenance are allowed in designated areas only.
3.All vehicles must be off-site at closing time.
D.FacilityUser Responsibilities and Expectations
1.Use the facilityin the intended manner for the sport specificpractices and
games.
2.Be responsible for performing their own field preparation, e.g. dragging
infields, painting lines, etc.
3.Maintain bases, cones, portable goals, and/or all other special equipment
needed for activity and put away in a safe manner.
4.Place approved practice/game equipment on the athletic facilityas specified
within the facility permit.
5.Leave the facilityin a clean, neat condition. If it is necessary for the City to
provide cleaning services following the reserved activity, the permit holder will
be assessed an additional fee and the City will review whether to permit
future use by the permit holder. A cleanup deposit may be required if
deemed necessary.
6.Provide all referees, umpires or other officials needed for their approved
activity.
7.Organizations are required to adhere to their respective approved permit and
not allow another organization and/orgroup to use the facilityunder their
permitted time. The City reserves the right to revoke a permit if permittee
subleases their permit.
8.Provide competent, adult supervision, bythe individual or organization using
the park facility or equipment.
9.Responsible for the damage to the facility or equipment. It is the
responsibility of the permit holder to have the damage repaired at their
expense within five calendar days. If the damage interrupts service or causes
an immediate hazardous condition, the City may repair the damage and
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 Б
Exhibit 3
use permit, or both. If deemed necessary, a damage deposit may be
required.
10.Do not drive or park private vehicles on turf surfaces, sidewalks, service
driveways, or emergency zones. Only parking lots are to be used for loading
and unloading.
11.Comply with planned/unplanned facilityclosures. The City reserves the right
to close or suspend activities onits athletic facilitydue to inclement weather,
unsafe playing/field conditions or lack of compliance with City policies
regarding field use. (Reference p. 16-17for anticipated facilityclosures for
maintenance)
12.Remove any equipment and supplies used in athletic activities fromthe
facilityafter each use; remove goal nets after each season. Storage of these
items is the responsibility of each user group or individual. In order to store
equipment at the facilityusers must obtain permission by the City.
E.FacilityUse Notice ofCancellation
Upon notice of cancellation, any financial obligations incurred by the City to
accommodate the applicant, or reservationwill be invoiced,and the applicant must
pay the outstanding balance within seven calendar days of the date of the invoice.
F.FacilityUse Application Denial
The City reserves the right to refuse, deny orcancel any application or facilityuse
permit. The City will provide written notification to the applicant, including an
explanation for denial. Grounds for denial of an application may include but are not
limited to the following:
1.Unsatisfactory prior use by applicant or organization including but not limited
to the following:
a.Group played despite closure
b.Damage to field
c.Subletting fields
d.Past due balances
2.Existing hazardous conditions.
3.Facilityuse application submitted less than 30 calendar days in advance.
4.Non-payment of application fee, rental fees, or required cleaning/damage
deposit by due date.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 В
Exhibit 3
5.Higher priority activity taking place such as baseball in the spring or soccer in
the fall.
6.Groups that have previously not given timely cancellation notice.
7.Applicant is under 21 years of age.
8.Special Event Permit application, e.g. opening ceremonies,notsubmitted 90
calendar days in advance.
9.Refusal to consent to specific conditions or restrictions for the reservation.
10.Failure to obtain a permit when required.
11.Failure to submit timely and acceptable insurance documents.
FEES, PAYMENTS AND DEPOSITS
1.Fees and Payments
The reservation fees referenced in this Policy are listed in the City Council approved
Miscellaneous Fees Schedule(Exhibit 4). Payment in full for athletic facilitypermit is
due 15 days prior to the reservation and failure to pay is grounds for cancellation of
permit.
2.Deposits
Applicants must pay a deposit at the time of application. Deposits will be refunded
following the event assuming all conditions set forth in the permit are fulfilled.
Reservation deposits will not refunded until after the final reservation date.
INSURANCE AND INDEMNIFICATION REQUIREMENTS
The City requires applicants to provide liability insurance for an activity/event. Insurance
Insurance requirements vary by the type of event, facility, and number of anticipated
guests, and are subject to change without notice. Insurance requirements must be
fulfilled prior to approval of the application and proof of insurance is required 30
calendar days or more prior to the event.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЉ
Exhibit 3
1.Applicants must provide proof of liability insurance naming the City of Santa Ana
as anadditional insured on the Certificate of Insurance and provide a separate
Additional Insured Endorsement page or copy of the Blanket Endorsement no
later than 30 days prior to the start of each season. The required endorsement
amounts are:
General Liability Insurance$1 million
Each Occurrence$1 million
2.The policy shall also contain the statement that the City will be notified 30
calendar days prior to termination, cancellation, suspension, or expiration of the
policy.
3.Applicants and user Groups must agree to hold the City harmless and to
indemnify the City. Approved events will require authorized applicant or event
organizer to sign a Hold Harmless Statement on the permit itself.
4.Applications must include a copy of the player waiver for City review and
approval. All players are required to sign a copy of the player/participant waiver
holding the City harmless.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЊ
Exhibit 3
SPECIAL EVENT PERMIT INSTRUCTIONS
Tournaments, special ceremonies,and clinics are considered special events.
Applicants wishing to operate an event of this nature are required to complete a Special
Event Permit application. Applications are due 30 days prior for recurring events,90
days prior for first time eventsand 12 months for tournaments. The Special Event
Planning Guide and Permit Appl-
ana.org/parks/event-planningor by clicking here.
A.Sports Organization Tournaments
A resident organization tournament is a culminating event in which multiple
teams compete, and advance as they win their scheduled contests. There are
tournaments structured as culminating events to the end of a regular season as a
same participants who participated throughout a season matched against each
other in a playoff format. Athletes or teams participating in this tournament must
have participated in a Santa Ana league prior to the tournament and there are no
additional entry fees charged for playing in the tournament. Athletes or teams
that did not participate in a Santa Ana league during league play will not
participate in this tournament.
B.Sports Organization Host Invitational Tournament
An invitational tournament includes athletes/teams of multiple organizations
(resident or nonresident). The host resident organization charges entry fees to
participating teams in the tournament for fundraisers and/or special events.
C.Opening Day Ceremony
Opening Day Ceremonies are the fi
teams participate in a planned ceremony outside of regular games, creating
additional impacts to the facility and surrounding neighborhood.
D.Commercial Use Activities
A Commercial Use Permit is required for any proposed camp, class or clinic on
City recreational property and will be considered following the completion of the
allocation schedule.
1.May not exceed 50 participants per field.
2.Exceptions to participant capacity will be granted upon written approval by
the PRCSA.
3.YSC organizations may host one(1)clinic, campor tournamentper
calendar year.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЋ
Exhibit 3
ATHLETIC FACILITY INFORMATION
PRCSA manages the following field sites for field use allocations:
PRCSA SITEFIELDINVENTORY/SIZE
Adams Park
BaseballLightsOR ǒ se as anOverlay Soccer
2302 S. Raitt St.
or Football
Angels Park
Lights
300 N. Flower St.
Bomo Korral Park
900 W. MacArthur Blvd
Cabrillo ParkBaseballases) with LightsOR use as an Overlay
1820 E. FruitMultipurpose
Field #2 DYSC: SoccerorFootball
withLights.
Field #3 DYSCLights.
Centennial Park
3000 W. Edinger
Field #4 DYSCLights.
Overlay Mult
Cesar Chavez
Multi-Purpose Fiel
Campesino Park
3311 W. 5th St.
Field #1:BaseballMultipurposeField
Delhi Park
2314 S. Halladay
ghts.
Field #1
Overlay MultipurposeField (12
El Salvador ParkField #2: Baseball Field()withLightsOR use as an
1825 W. Civic Ctr. Dr.
Field #3: T-Ball Field with No Lights.
Field #4: T-Ball Field with No Lights.
Facilitieswith Operational Hours 8 am 10pm Facilitieswith Operational Hours 8 am Dusk
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЌ
Exhibit 3
Multipurpose
Hector Godinez High with Lights.
SchoolField #1:Baseball Fi
(Joint Use Site)Field #2:Baseball
Running Track
Heritage ParkBaseballLightsOR use as an Overlay
4812 W. Camille
Field #1: BaseballLightsOR use as an
Field #2: Baseball Field
Jerome Park
a
726 S. Center St.
anOverlay Multipurpose Field (105 x 165
Light installation in progress on Fields#2 and Field #3.
Field #4(@ Monte Vista Elementary School): Baseball
Bases) with LightsOR use as an Overlay Multipurpose Field (130x
Lillie King Park
th No Lights.
500 W. Alton
Field #1:BaseballLights.
Madison Park
Field #2: BaseballLights.
1528 S. Standard
Field #3: T-Ball Field with No Lights.
Field #1:BaseballLights.
Memorial ParkField #2: Baseballights.
2102 S. FlowerField #3:BaseballLights.
Bases) with LightsOR use as an
Morrison Park
2801 N. Westwood
Monroe ElementaryBaseballLightsOR use as an Overlay
(Joint Use)
Portola Park
with No Lights.
1700 E. Santa Clara
Field #1:Baseball/Lights
Riverview ParkField #2:Baseball/Lights
1817 W. 21st St.Field #3:Baseball/Lights
Field #4: T-Ball Field with No Lights
Rosita ParkBaseballLightsOR use as an Overlay
706 N. NewhopeMulti
FootballSoccer)Synthetic Turf with
Santa Ana Stadium
Lights.
Santa Anita ParkSoccer)Synthetic Turf or Flag Football
300 S. FigueroaLights.
Santiago Park
BaseballLights.
2535 N. Main
Facilitieswith Operational Hours 8 am 10pm Facilitieswith Operational Hours 8 am Dusk
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЍ
Exhibit 3
Field #1/Lights
Thornton Park
Field #2/Lights
1801 W. Segerstrom
Field #3: Softball/T-Ball Field with No Lights.
Football)Synthetic Turf)\\OR Soccer
Willard Intermediate
with Lights.
Sports Field (Joint Use)
Running Track
Windsor Park
2915 W. La Verne
Facilitieswith Operational Hours 8 am 10pm Facilitieswith Operational Hours 8 am Dusk
The permit process for athletic facilityuse begins with submittal of the permit application
to the PRCSA. All attachments and supporting documentationrequired with the original
application. Acceptance of the permit application or the initiation of the review process
does not deem the permit application to be complete, nor submission of a permit
application be construed as final approval of the application.
Throughout the permit review process, additional information and/or documents may be
requested by the PRCSA for clarification. Delays in providing the additional required
information may affect the ability to complete the permit application review in a timely
manner. PRCSA staff endeavors to keep applicants apprised of any issues regarding
the permit application throughout the review process.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЎ
Exhibit 3
ATHLETIC FACILITYCLOSURES
Toeffectively provide and sufficientlymaintain City athletic facilities, scheduled rotating
facilityclosures occur during the year for turf recovery, facilitymaintenance and overall
improvements. Understanding that our valued sports organizations have a desire for
optimum use of city athletic facilities, the city may reserve the right to set aside
additional closure time if deemed necessary. Facilityclosures occur approximately 60-
90 days per year for needed turf renovation, repairs and maintenance. The facility
closure schedule is as followsbut is subject to change:
PRCSA FIELD RENOVATION
SITETYPECLOSURE
Adams ParkBaseball Field
Centennial ParkDYSC Field #1,Multi-
Purpose Field #5Octoberthrough
December
Morrison ParkBaseball Field
Rosita ParkMulti-Purpose Field
Angels ParkMultipurpose Field
Februarythrough March
Bomo Korral ParkMultipurpose Field
October through
Cabrillo ParkBaseball Field
January
Centennial ParkDYSC Field #3
Heritage ParkBaseball Field
Thornton ParkSoftball Field #2Februarythrough April
Thornton ParkSoftball Field #3
Windsor ParkMultipurpose Field
Cesar Chavez (Campesino) Novemberthrough
Multi-Purpose Field
ParkDecember
Baseball Field
Delhi ParkSoccerNorth FieldJulythrough September
Soccer South Field
Baseball North Field
Baseball South FieldSeptember through
El Salvador Park
Baseball T-ball Field #1November
Baseball T-ball Field #2
September through
November-Lighting
Baseball Field #1
Installation
Jerome ParkBaseball Field #2
Baseball Field#3
October through
January-Field
Renovation
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊЏ
Exhibit 3
Hector Godinez High SchoolMultipurpose Field
Aprilthrough July
SAUSD(Football/Soccer)
Hector GodinezNovemberthrough
Baseball North Field
High SchoolJanuary
Decemberthrough
Hector Godinez High SchoolBaseball South Field FebruarySAUSD
Fields
February throughApril-
Lillie King ParkMulti-Purpose
Field Renovation
Madison ParkBaseball NorthSAUSD -T.B.D.
Baseball SouthSeptemberthrough
Madison Park
Baseball T-ball FieldNovember
Memorial ParkBaseball Field #1
Baseball Field #2
Baseball Field #3
Novemberthrough
Baseball Field #4
January
Portola ParkFootball Field
Baseball/Softball Field
Monroe ElementaryBaseball FieldSAUSD -T.B.D.
August through
November-Fields #1 and
Baseball Field #1#2 Sports Lighting
Baseball Field #2Installation
Riverview Park
Baseball Field #3
Baseball T-ball Field #4October through
December-Backstop
installations
Santiago ParkBaseball FieldApril through June
ThorntonPark Softball Field#1Julythrough September
Rain Out Information
To ensure the safety of all users and the quality of the playing areas during periods of
inclement weather, City staff will completefacilityinspections to determine if facilities
will be available for use. Theathletic facilitycondition line is 714-571-4201and is
updated by 3:00 pm on weekdays and 8:00 am on weekends during inclement weather.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊА
Exhibit 3
USER CHECKLIST FOR FACILITYUSE APPLICATION
Please include the following documents with your application:
Insurance Certificate
Additional Insured Endorsement page or Blanket Endorsement
Player/Participant Waiver
FacilityModification Form; if applicable
Proof of Non-Profit Status
Proof of Residency
FACILITYMODIFICATION APPLICATION INSTRUCTIONS
A Facility Modification Application (Exhibit 3) is required when a youth sports
organization proposes to make any change to a field or playing surface. Submittal must
include detailed plans of the work requested, as well as proposed materials used. An
approvedFacilityModification Application required by the PRCSA prior to the start of
work.
Acceptable modifications include, but are not limited to, adding infield mix, artificial turf,
scoreboards, field netting, batting cage, pitching mounds, base anchors, and other
apparatus or equipment.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊБ
Exhibit 3
EXHIBIT1
PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY
ATHLETICFACILITYRESERVATION POLICY
Approved by City Council xx/xx/xxxx
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЊВ
Exhibit 3
EXHIBIT 2
PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY
ATHLETIC FACILITYUSE APPLICATION
ORGANIZATION NAME:
APPLICANT NAME:
ADDRESS:
CITY:STATE:ZIP:
CELL PHONE:EMAIL:
DATE TO DATETIMEPARKFIELD DAY
APPLICANT SIGNATURE:
DATE:
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЋЉ
Exhibit 3
EXHIBIT 3
__________________________________________________________________
PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY
SignatureDate
FACILITYMODIFICATION APPLICATION
GROUP NAME:EMAIL:
CONTACT NAME:CELLPHONE:
ADDRESS:CITY/ZIP:
Describe requested modification/improvement including materials and attach a copy of
the plan or diagram.
USER GROUP SIGNATURE:DATE:
OFFICE REVIEW:
Park and Facilities Division Comments:
Recreation and Community Services Comments:
Executive Director Comments:
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЋЊ
Exhibit 3
EXHIBIT 4
PARKS, RECREATION AND COMMUNITY SERIVICES AGENCY
YOUTH SPORTS ATHLETIC FACILITYUSE FEES
MiscellaneousFees-Parks Recr Ļ ation & Community Services-Athletic Facilities
https://www.santa-ana.org/sites/default/files/finance/budget/2021-2022/Adopted%20Documents/FINAL_Misc%20Fees%20Schedule_6.23.21.pdf
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЋЋ
Exhibit 3
MiscellaneousFees-Parks Recreation & Community Services-Athletic Facilities-Cont.
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЋЌ
Exhibit 3
MiscellaneousFees-Parks Recreation & Community Services-Athletic Facilities-Cont.
https://www.santa-ana.org/sites/default/files/finance/budget/2021-2022/Adopted%20Documents/FINAL_Misc%20Fees%20Schedule_6.23.21.pdf
City of Santa Ana
Athletic FacilityUse Allocation Guide
September 23, 2021 ЋЍ
City Manager Office
www.santa-ana.org/cm
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Revive Santa Ana Spending Plan
AGENDA TITLE:
nd
Approve the 2 Revision to the Revive Santa Ana Spending Plan and Adopt a Resolution
to Amend the FY 21-22 Annual Budget to Add Limited-Term Full-Time Positions (Revive
Santa Ana Program)
RECOMMENDED ACTION
nd
1.Approve the 2 Revision to the Revive Santa Ana Spending Plan.
2.Adopt a Resolution to Amend the Fiscal Year 21-22 Annual Budget to add limited-
term full-time positions for the implementation of Revive Santa Ana projects.
DISCUSSION
The Revive Santa Ana Spending Plan was approved by the City Council at the July 20,
2021 meeting. The spending plan includes five expenditure categories: recovery from the
pandemic, direct assistance programs, public health and safety, critical infrastructure, and
th
city fiscal health. Following the July 20 meeting, staff began to prepare for the
implementation of the newly approved programs and projects. This included an analysis
with Best Best & Krieger LLP (BBK) to confirm eligibility of projects in accordance with
federal guidelines. Based on this analysis, two projects from the original spending plan
were determined to be ineligible: Memorial to Lives Lost and Reimbursement of the
Unemployment Fund and Paid Leave.
In response, staff is proposing to reallocate funding in the spending plan as follows:
Reduce the Memorial to Lives Lost from $200,000 to $0
Reduce the Reimbursement of the Unemployment Fund and Paid Leave from
$500,000 to $0
Reduce the Reserve for Revenue Loss Allocation from $7,180,000 to $2,880,000
Increase the Sanitization and Prevention Project from $2,300,000 to $2,800,000
Add the Public Health Plaza and Wellness Programming to the spending plan and
allocate $4,000,000
Add the HR Service Enhancement Program to the spending plan and allocate
$200,000
Add the Rent Stabilization and Just Cause Eviction Program to the spending plan
and allocate $300,000
Revive Santa Ana Spending Plan
October 5, 2021
Page 2
Sanitization and Prevention Project
The Revive Santa Ana Spending Plan was initially revised on September 7, 2021 when
the City Council approved the Sanitization and Prevention Project. The project involves
$2.3 million for enhanced sanitization and cleaning efforts of areas in qualified census
tracts with high-foot traffic and frequented by the City’s homeless population. Funding for
two full-time Maintenance Workers II (limited term) and contract services will increase
staffing levels to ensure high-traffic pedestrian/bicyclists areas are maintained and
cleaned several times a week to ensure the timely removal of trash, debris, leaves,
personal property, and other miscellaneous items. Enhancements of such services will
inspire the public to engage in safe and healthy activities such as walking, biking and
other outdoor activities. Maintaining the public areas free of these items will reduce the
potential spread of dangerous pathogens and assist with recovery efforts from the effects
of COVID-19. During the September 7, 2021 meeting, the City Council also approved an
appropriation adjustment of $1.8 million dollars for this project. Staff is requested an
additional $500,000 to fully fund this project.
Public Health Plaza and Wellness Programming
In response to the COVID-19 pandemic, the Human Resources Department is proposing
to utilize $4 million in ARPA funding to transform the City of Santa Ana Courtyard outside
of City Hall into a COVID-19 and ADA compliant Public Health Plaza. This outdoor Public
Health Plaza will help reduce the spread of COVID-19 and will be utilized for a variety of
purposes, not limited to the following: host COVID-19 vaccination clinics; staging area for
COVID testing; space for health, wellness programming and training; public
communication efforts; community gathering and meeting space; public recreation event
space; and an alternative outdoor Council Meeting space. The Public Health Plaza is
located in a HUD designated Qualified Census Tract and is walking distance to several
disadvantaged communities. The project will include ADA enhancements including new
pavement and ADA compliant public restrooms, along with awnings to provide shade and
cover from inclement weather.
Human Resources Service Enhancement Program
The HR Service Enhancement program will provide administrative support to all Revive
Santa Ana projects through recruitment of staff, contract management support, and other
administrative support functions.
Rent Stabilization and Just Cause Eviction Program
On September 20, 2021, the City Council authorized the City Manager to reallocate up to
$300,000 from the Revive Santa Ana Plan to create an Eviction Defense Fund by entering
into an Agreement with a consultant for the administration, management and
implementation of the rent stabilization ordinance and just cause eviction ordinance.
Previously, the City Council had approved $200,000 for a Covid-19 Memorial for Lives
Lost. After reviewing the project with BBK, it appears that that project is not eligible for
ARPA funding. Therefore, the Community Development Agency is requesting to
reprogram the money allocated towards the Memorial, along with $100,000 from the
Revive Santa Ana Spending Plan
October 5, 2021
Page 3
Reserve for Revenue Loss Allocation to fund the Rent Stabilization and Just Cause
Eviction Program.
Below are the final Revive Santa Ana Spending Plan allocations for each of the proposed
expenditure categories for the first allocation (for FY 2021-22):
Expenditure CategoryOriginal AmountRevised Amount
Recovery from the Pandemic$5,400,000$7,500,000
Direct Assistance Programs$26,832,101$27,132,101
Public Health and Safety$16,350,000$20,350,000
Critical Infrastructure$21,250,000$21,250,000
City Fiscal Health$10,180,000$3,780,000
Total$80,012,101$80,012,101
nd
Staff recommends that the City Council approve the 2 Revision to the Revive Santa Ana
Spending Plan.
ADMINISTRATION OF REVIVE SANTA ANA PROGRAMS
The implementation of the Revive Santa Ana programs requires an extensive amount of
staff resources to administer and manage in accordance with federal program guidelines.
In order to successfully administer the large volume of programs, staff is requesting the
addition of several limited-term positions to augment existing staff resources and deliver
these programs in an efficient and effective matter. The table below outlines the amount
of limited-term positions requested by department. The complete list of requested
classifications is outlined in Exhibit 1.
NUMBER OF
LIMITED-TERM
DEPARTMENTFULL-TIME 6 MONTH TOTAL
POSITIONS
REQUESTED
City Manager’s Office153,160
Community Development Agency10*540,900
Finance and Management Services3154,620
Human Resources Department157,600
Planning and Building Agency4234,420
Public Works Agency285,440
TOTAL21 POSITIONS*$1,126,140
*Includes Reallocation of One Existing Position
Therefore, staff is seeking City Council’s approval to adopt a resolution to amend the FY
21-22 annual budget to add twenty-one limited-term full-time positions and reallocate one
Revive Santa Ana Spending Plan
October 5, 2021
Page 4
existing position to support in the administration of the Revive Santa Ana spending plan.
All of the positions will be funded by Revive Santa Ana from their respective project
budgets.
Staff anticipates the spending plan will evolve, as the U.S. Department of Treasury is
continually updating the spending guidelines and program popularity and use will affect
spending priorities.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Multiple departments will manage the various spending initiatives, and accounting units
have been set-up accordingly in the new ARPA special revenue fund 181 to account for
Revive Santa Ana expenditures.
DepartmentAccount NumberAmount
Community Development18118013-6XXXX100,000
Finance18110013-6XXXX(4,800,000)
Human Resources18109013-6XXXX4,200,000
Public Works18117013-6XXXX500,000
EXHIBITS
1.Resolution
2.Revive Santa Ana Spending Plan
Submitted By: Steven Mendoza, Assistant City Manager
Approved By: Kristine Ridge, City Manager
9IL.L Њ
RESOLUTION NO. 2021-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA TO AMEND THE CURRENTFISCAL YEAR 2021-
2022ANNUAL BUDGET TO REALLOCATE AND ADD
LIMITED-TERM FULL-TIME POSITIONS IN THE CITY
AGENCY, FINANCE AND MANAGEMENT SERVICES
AGENCY, HUMAN RESOURCES DEPARTMENT, PLANNING
AND BUILDING AGENCY, AND PUBLIC WORKS AGENCY
FOR THE IMPLEMENTATION OF AMERICAN RESCUE PLAN
ACT PROJECTS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1: The City Council hereby finds, determines and declares as follows:
A.On June 15, 2021, the City Council passed and adopted Ordinance
No. NS-3005, establishing the Cit2021-2022
andauthorizing position allocations for Fiscal Year2021-2022. The
Ordinance also sets forththe requirement that alterations in the
allocation of authorized positions be reviewed and approved by the
City Council.
B.to amendits
Fiscal Year 2021-2022budget to add one (1) limited-term full-time
Management Aide for the implementation of the American Rescue
Plan Act projects.
C.The Executive Director of the Finance and Management Services
Agency requests to amend its Fiscal Year 2021-2022budgetto add
one (1) limited-term full-time Accountant II, one (1) limited-term full-
timeBuyer, and one (1) limited-term full-time Purchasing Specialist for
the implementation of the American Rescue Plan Act projects.
D.The Executive Director of the Community Development Agency
requeststo amend its Fiscal Year 2021-2022 budget to add one (1)
limited-term full-time Housing Programs Analyst, one (1) limited-term
full-time Community Development Analyst, two (2) limited-term full-time
Economic Development Specialist I, one (1) limited-term full-time
Management Aide, one (1) limited-term full-time Accounting Assistant,
one (1)limited-term full-timeSenior Accounting Assistant, one (1)
limited-termfull-timeManagement Analyst, two (2)limited-term full-
timeWorkforce Specialist II,and to reallocate one (1) full-time
Workforce Specialist III to one (1) limited-term full-time Workforce
Resolution 2021-
XXX Page 1 of
Specialist IV for the implementation of the American Rescue Plan Act
Projects.
E.The Executive Director of the Human Resource Department requests
to amend its Fiscal Year 2021-2022 budget to addone (1)limited-term
full-time Human Resources Analystfor the implementation of the
American Rescue Plan Act projects.
F.The Executive Director of the Planning and Building Agency requests
to amend its Fiscal Year 2021-2022 budget to add one (1) limited-term
Assistant Plan Check Engineer, one (1) limited-term full-time Permit
Services Technician, one (1) limited-term full-time Assistant PlannerI,
and one (1) limited-term full-time Management Analystfor the
implementation of the American Rescue Plan Act projects.
G.The Executive Director of the Public Works Agency requests to amend
its Fiscal Year 2021-2022 budget to add two (2) limited-term full-time
Maintenance Worker II for the implementation of the American Rescue
Plan Act projects.
H.It is now desired to amendthe Fiscal Year 2021-2022, as amended, in
order to effect this change, as shown below.
Section 2:T-2022, as amended,
is hereby further amended by:
A.Addingthe following position in theCity Managee, at the monthly
six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Management Aide1 $5,759 -$7,351
B.Adding the following positions in the Finance and Management Services
Agency, at the monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Purchasing Specialist1$4,317-$5,790
Accountant II1$6,384 -$8,557
Buyer1$5,905 -$7,913
Resolution 2021-
XXX Page 2 of
9IL.L Њ
C.Adding the following positions in the Community Development Agency, at
the monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Housing Programs Analyst1$7,005-$9,388
Community Development Analyst1$6,230 -$8,349
Economic DevelopmentSpecialist I2$6,415 -$8,599
Accounting Assistant1$4,317-$5,790
Senior Accounting Assistant1$4,648 -$6,230
Workforce Specialist II2$4,764 -$6,384
D.Reallocating the following positions in the Community Development
Agency, at the monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Workforce Specialist III-1$5,252-$7,039
Workforce Specialist IV1$6,869 -$9,205
E.Adding the following positions in the Community Development Agency, at
the monthly six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Management Aide1$5,759 -$7,351
Management Analyst1$6,538 -$8,346
Resolution 2021-
XXX Page 3 of
F.Adding the following position in the Human Resources Department, at the
monthly six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Human Resources Analyst1$6,380 -$8,142
G.Adding the following positions in the Planning and Building Agency, at the
monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Assistant Plan Check Engineer1$8,269 -$11,086
Permit Services Technician1$5,515 -$7,391
Assistant Planner I1$5,790 -$7,761
H.Adding the following positionin the Planning and Building Agency, at the
monthly six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Management Analyst1$6,538 -$8,346
I.Adding the following positions in the Public WorksAgency, at the monthly
seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification TitleNumber of Positions AddedMonthly Salary
Minimum-Maximum
Maintenance Worker II2$4,296 -$5,762
Section 3:All salary rate range classifications are set forth in the City's "Salary
Schedule" as periodically updated.
Section 4:That except as amended by this Resolution, all other provisions of
the Annual Budgetfor Fiscal Years 2021-2022, as amended, shall remain in full force
and effect.
Resolution 2021-
XXX Page 4 of
9IL.L Њ
Section 5:This Resolution is operative from and after the date upon which it is
adopted.
ADOPTED this5thday ofOctober, 2021.
___________________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
AYES:Councilmembers
NOES:Councilmembers
ABSTAIN:Councilmembers
NOT PRESENT:Councilmembers
Resolution 2021-
XXX Page 5 of
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I,Daisy Gomez, Clerk of the Council, do hereby attest to and certifythe attached
Resolution No. 2021-___ to be the original Resolution adopted by the City Council of the
City of Santa Ana on October 5, 2021
Date: ___________________ ____________________________
Clerk of the Council
City of Santa Ana
Resolution 2021-
XXX Page 6 of
9IL.L Њ
RESOLUTION NO. 2021-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA TO AMEND THE CURRENT FISCAL YEAR 2021-
2022 ANNUAL BUDGET TO ADD LIMITED-TERM FULL-TIME
COMMUNITY DEVELOPMENT AGENCY, FINANCE AND
MANAGEMENT SERVICES AGENCY, HUMAN RESOURCES
DEPARTMENT, PLANNING AND BUILDING AGENCY, AND
PUBLIC WORKS AGENCY FOR THE IMPLEMENTATION OF
AMERICAN RESCUE PLAN ACT PROJECTS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1: The City Council hereby finds, determines and declares as follows:
A. On June 15, 2021, the City Council passed and adopted Ordinance
No. NS-3005, establishing the Cit 2021-2022
and authorizing position allocations for Fiscal Year 2021-2022. The
Ordinance also sets forth the requirement that alterations in the
allocation of authorized positions be reviewed and approved by the
City Council.
B. to amend its
Fiscal Year 2021-2022 budget to add one (1) limited-term full-time
Management Aide for the implementation of the American Rescue
Plan Act projects.
C. The Executive Director of the Finance and Management Services
Agency requests to amend its Fiscal Year 2021-2022 budget to add
one (1) limited-term full-time Accountant II, one (1) limited-term full-
time Buyer, and one (1) limited-term full-time Purchasing Specialist for
the implementation of the American Rescue Plan Act projects.
D. The Executive Director of the Community Development Agency
requests to amend its Fiscal Year 2021-2022 budget to add one (1)
limited-term full-time Housing Programs Analyst, one (1) limited-term
full-time Community Development Analyst, two (2) limited-term full-time
Economic Development Specialist I, one (1) limited-term full-time
Management Aide, one (1) limited-term full-time Accounting Assistant,
one (1) limited-term full-time Senior Accounting Assistant, one (1)
limited-term full-time Management Analyst, and two (2) limited-term
full-time Workforce Specialist II for the implementation of the American
Rescue Plan Act Projects.
Resolution 2021-XXX
Page 1 of 5
E. The Executive Director of the Human Resource Department requests
to amend its Fiscal Year 2021-2022 budget to add one (1) limited-term
full-time Human Resources Analyst for the implementation of the
American Rescue Plan Act projects.
F. The Executive Director of the Planning and Building Agency requests
to amend its Fiscal Year 2021-2022 budget to add one (1) limited-term
Assistant Plan Check Engineer, one (1) limited-term full-time Permit
Services Technician, one (1) limited-term full-time Assistant Planner I,
and one (1) limited-term full-time Management Analyst for the
implementation of the American Rescue Plan Act projects.
G. The Executive Director of the Public Works Agency requests to amend
its Fiscal Year 2021-2022 budget to add two (2) limited-term full-time
Maintenance Worker II for the implementation of the American Rescue
Plan Act projects.
H. It is now desired to amend the Fiscal Year 2021-2022, as amended, in
order to effect this change, as shown below.
Section 2: T-2022, as amended,
is hereby further amended by:
A. Adding the following position in the City Manage
six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Management Aide 1 $5,759 - $7,351
B. Adding the following positions in the Finance and Management Services
Agency, at the monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Purchasing Specialist 1 $4,317- $5,790
Accountant II 1 $6,384 - $8,557
Buyer 1 $5,905 - $7,913
Resolution 2021-XXX
Page 2 of 5
9IL.L Њ
C. Adding the following positions in the Community Development Agency, at
the monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Housing Programs Analyst 1 $7,005 - $9,388
Community Development Analyst 1 $6,230 - $8,349
Economic Development Specialist I 2 $6,415 - $8,599
Accounting Assistant 1 $4,317- $5,790
Senior Accounting Assistant 1 $4,648 - $6,230
Workforce Specialist II 2 $4,764 - $6,384
D. Adding the following positions in the Community Development Agency, at
the monthly six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Management Aide 1 $5,759 - $7,351
Management Analyst 1 $6,538 - $8,346
E. Adding the following position in the Human Resources Department, at the
monthly six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Human Resources Analyst 1 $6,380 - $8,142
F. Adding the following positions in the Planning and Building Agency, at the
monthly seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Assistant Plan Check Engineer 1 $8,269 - $11,086
Resolution 2021-XXX
Page 3 of 5
Permit Services Technician 1 $5,515 - $7,391
Assistant Planner I 1 $5,790 - $7,761
G. Adding the following position in the Planning and Building Agency, at the
monthly six-step range as indicated:
6-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Management Analyst 1 $6,538 - $8,346
H. Adding the following positions in the Public Works Agency, at the monthly
seven-step range as indicated:
7-Step Salary Rate Range Effective 10/05/2021
Classification Title Number of Positions Added Monthly Salary
Minimum-Maximum
Maintenance Worker II 2 $4,296 - $5,762
Section 3: All salary rate range classifications are set forth in the City's "Salary
Schedule" as periodically updated.
Section 4: That except as amended by this Resolution, all other provisions of
the Annual Budget for Fiscal Years 2021-2022, as amended, shall remain in full force
and effect.
Section 5: This Resolution is operative from and after the date upon which it is
adopted.
ADOPTED this 5th day of October, 2021.
___________________________
Vicente Sarmiento
Mayor
Resolution 2021-XXX
Page 4 of 5
9IL.L Њ
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
AYES:Councilmembers
NOES:Councilmembers
ABSTAIN:Councilmembers
NOT PRESENT:Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I,Daisy Gomez, Clerk of the Council, do hereby attest to and certifythe attached
Resolution No. 2021-___ to be the original Resolution adopted by the City Council of the
City of Santa Ana on October 5, 2021
Date: ___________________ ____________________________
Clerk of the Council
City of Santa Ana
Resolution 2021-XXX
Page 5of 5
Public Works Agency
https://www.santa-ana.org/pw
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Campesino Park, Memorial Park, and Madison Park Restroom Projects
AGENDA TITLE
Award a Construction Contract to iBuild Spectrum, Inc. in the Amount of $1,408,575, for
the Campesino Park, Memorial Park, and Madison Park Restrooms Fiscal Year 2021-22
Projects, with an Estimated Project Delivery Cost of $1,640,000, and Amend the Fiscal
Year 2021-22 Capital Improvement Program (Project Nos. 21-7533, 21-7534, 21-7535)
(Non-General Fund) (Revive Santa Ana Program)
RECOMMENDED ACTION
1.Award a construction contract to iBuild Spectrum, Inc., the lowest responsible bidder,
in accordance with the base bid in the amount of $1,408,575, for construction of the
Campesino Park, Memorial Park, and Madison Park Restroom Projects, for the term
beginning September 21, 2021, and ending upon project completion, and authorize
the City Manager to execute the contract subject to non-substantive changes
approved by the City Manager and the City Attorney.
2.Approve the Project Cost Analysis for a total estimated construction delivery cost of
$1,640,000, which includes $1,408,575 for the construction contract, $91,072 for
contract administration, inspection and testing, and a $140,353 project contingency
for unanticipated or unforeseen work.
3.Approve an amendment to the Fiscal Year 2021-22 Capital Improvement Program to
add the Campesino Park, Memorial Park, and Madison Park Restroom Projects, for
the total amount of $1,731,072, which includes $1,640,000 in construction funds and
an additional $91,072 for preliminary design engineering.
DISCUSSION
The City has identified three park restrooms (Exhibit 1) that are a target for vandalism
and require major efforts to maintain due to the old age and existing conditions. This
project scope includes: demolishing the existing restroom buildings, installing new pre-
fabricated restroom buildings, and some site improvements to provide an accessible path
of travel to these facilities.
Award Construction Contract to iBuild Spectrum, Inc.
September 21, 2021
Page 2
Public Outreach and Contractor Participation
To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was
advertised in the Orange County Register newspaper on February 26 and March 5, 2021.
The project was also advertised on PlanetBids, and bids were received electronically via
PlanetBids on April 15, 2021.
The City notified a total of 580 regional vendors via PlanetBids, two of which were Santa
Ana based, and 52 vendors requested bidding documents. The lowest responsive bid
was received from a Santa Ana contractor.
Bid Results Summary
RANK BIDDER’S NAMELOCATIONBASE BID
1iBuild Spectrum, Inc.Santa Ana$1,408,575.00
2HYM Engineering, Inc.Fullerton$1,478,200.00
3C.S. Legacy Construction, Inc.Chino$1,541,850.00
4JF EngineeringPomona$1,582,006.74
5Aneen Construction, Inc.Riverside$1,643,340.00
6AG ConstructionTarzana$1,649,115.00
A total of six bids were received, and all were deemed responsive. iBuild Spectrum, Inc.,
submitted the lowest responsive base bid, in the amount of $1,408,575 (Exhibit 2). As
specified in the bid documents, the lowest bid shall be determined on the basis of the
Base Bid. Based on the bid analysis and a contractor’s reference check, staff
recommends awarding the construction contract to iBuild Spectrum, Inc., in the amount
of the base bid totaling $1,408,575 (Exhibit 3).
Project Delivery
To deliver a complete project, in addition to the construction contract, the estimated total
project delivery cost includes: construction administration, inspection, and testing, along
with an allowance for contingencies to account for unexpected or unforeseen conditions.
Construction administration and inspection includes: construction management,
implementation of the City’s Community Workforce Agreement requirements, inspection
of the Contractor’s work to ensure contract compliance, workmanship, and quality, and
materials testing. As indicated in the Cost Analysis (Exhibit 4) and as summarized in the
table below, the estimated total construction delivery cost of the project is $1,640,000.
Award Construction Contract to iBuild Spectrum, Inc.
September 21, 2021
Page 3
Project ItemTotal
Construction Contract$1,408,575
Construction Administration, Inspection, Testing$91,072
Contingencies$140,353
TOTAL CONSTRUCTION DELIVERY COST$1,640,000
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the recommended actions
are exempt from further review. Categorical Exemption Environmental Review No. ER-
2021-093 will be filed for the project.
FISCAL IMPACT
As indicated in the Cost Analysis, the estimated total construction delivery cost of the
project is $1,640,000, which includes construction, contract administration, inspection,
testing, and an authorized contingency. Project Nos. 21-7533, 21-7534, and 21-7535
have been assigned for tracking of all expenditures to deliver the construction of these
projects.
Funds for these projects were appropriated in Fiscal Year 2020-21. Approval of the
amendment to the FY 2021-22 Capital Improvement Program (Exhibit 5) will officially
incorporate these projects into the program. As part of the Citywide budget carry-forward
process, the Community Development Agency submitted to the Finance Department a
request for these funds to be carried forward into Fiscal Year 2021-22. This carry-forward
request was compiled with requests from other departments and is being presented for
City Council approval on this same agenda under a separate agenda item.
The following table summarizes the funds budgeted and available for expenditure to
deliver construction of these projects.
Accounting Unit - Accounting Unit -
Fiscal
Account No.Fund DescriptionAccount No. Amount
Year
(Project No.)Description
Community CDBG Programs,
13518783-66200
2021-22Development Building $223,214
(21-7533)
Block GrantImprovements
Community CDBG Programs,
13518783-66200
2021-22Development Building $510,786
(21-7534)
Block GrantImprovements
Community CDBG Programs,
13518783-66200
2021-22Development Building $24,928
(21-7535)
Block GrantImprovements
Award Construction Contract to iBuild Spectrum, Inc.
September 21, 2021
Page 4
Accounting Unit - Accounting Unit -
Fiscal
Account No.Fund DescriptionAccount No. Amount
Year
(Project No.)Description
ARPA-PRCSA,
18113013-66200American
2021-22Building $303,572
(21-7533)Rescue Plan Act
Improvements
ARPA-PRCSA,
18113013-66200American
2021-22Building $577,500
(21-7535)Rescue Plan Act
Improvements
Total$1,640,000
EXHIBIT(S)
1.Location Map
2.Bid Results
3.Construction Contract
4.Cost Analysis
5.FY 2021-22 Capital Improvement Program Sheets
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency and Lisa
Rudloff, Executive Director – Parks, Recreation, and Community Services
Approved By: Kristine Ridge, City Manager
Exhibit 1
SANTA ANA
Project No. 21-7533:
PWA CampesinoPark Restroom
PUBLIC WORKS AGENCY
Exhibit 1
SANTA ANA
Project No. 21-7535:
PWA Madison Park
Restroom
PUBLIC WORKS AGENCY
Exhibit 1
SANTA ANA
Project No. 21-7534:
PWA Memorial Park
Restroom
PUBLIC WORKS AGENCY
Exhibit 1
SANTA ANA
Project No. 21-7533:
Campesino, Memorial, & Madison Park Restroom
PWA
Rendering
PUBLIC WORKS AGENCY
Exhibit 1
SANTA ANA
Project No. 21-7533:
Campesino, Memorial, & Madison Park Restroom
PWA
Rendering
PUBLIC WORKS AGENCY
Exhibit 1
SANTA ANA
Project No. 21-7533:
Campesino, Memorial, & Madison Park Restroom
PWA
Rendering
PUBLIC WORKS AGENCY
Exhibit 1
SANTA ANA
Project No. 21-7533:
Campesino, Memorial, & Madison Park Restroom
PWA
Rendering
PUBLIC WORKS AGENCY
City of Santa AnaPage 1 of 3
Campesino Park, Memorial Park, & Madison Park Restrooms (21-7533, 21-7534, 21-5735), bidding on 04/15/2021 2:00 PM (PDT)Printed 07/28/2021
Exhibit 2
PlanetBids, Inc.
City of Santa AnaPage 2 of 3
Campesino Park, Memorial Park, & Madison Park Restrooms (21-7533, 21-7534, 21-5735), bidding on 04/15/2021 2:00 PM (PDT)Printed 07/28/2021
Exhibit 2
PlanetBids, Inc.
City of Santa AnaPage 3 of 3
Campesino Park, Memorial Park, & Madison Park Restrooms (21-7533, 21-7534, 21-5735), bidding on 04/15/2021 2:00 PM (PDT)Printed 07/28/2021
Exhibit 2
PlanetBids, Inc.
EXHIBIT 4
COST ANALYSIS
CONSTRUCTION OF PROJECT NO. 21-7533, 21-7534, 21-7535: CAMPESINO
PARK, MEMORIAL PARK, MADISON PARK RESTROOMS
Construction Contract$ 1,408,575.00
Contract Administration, Inspection and Testing$ 91,072.00
Contingencies$ 140,353.00
TOTAL ESTIMATED CONSTRUCTION COSTS$ 1,640,000.00
City1818
------
Exhibit 5
DATE:31-Aug-2021
FY 27/28FY 27/28
------
FY 26/27FY 26/27
------
FY 25/26FY 25/26
------
FY 24/25FY 24/25
PROJECT NEED:The restroom at Madison Park is one of three restrooms that has been identified as a target for vandalism and would require major efforts to maintain due to old age and
existing conditions.
------
FY 23/24FY 23/24
CONTACT:Ron Ono, Administrative Services Manager
------
FY 22/23FY 22/23
75,00062,428
564,928639,928577,500639,928
FY 21/22FY 21/22
TOTALTOTAL
CITY OF SANTA ANA FY 21/22CIP
CAPITAL IMPROVEMENT PROJECT WORKSHEET
DIVISION:Administration
PROJECT DESCRIPTION:Project scope includes demolishing the existing restroom building, installing a new pre-fabricated restroom building and site improvements to provide an accessible
path of travel to these facilities.
ConstructionEngineeringCDBG Programs
PROJECT COSTSSOURCE OF FUNDS
PROJECT TITLE:Madison Pre-Fab Restroom PROJECT CATEGORY:Park Facility ImprovementsPark Facility
LOCATION MAP
AGENCY:Parks, Rec. & Community Services
Exhibit 5
------
DATE:31-Aug-2021
FY 27/28FY 27/28
------
FY 26/27FY 26/27
------
FY 25/26FY 25/26
------
FY 24/25FY 24/25
PROJECT NEED:The restroom at Campesino Park is one of three restrooms that has been identified as a target for vandalism and would require major efforts to maintain due to old age and
existing conditions.
------
FY 23/24FY 23/24
CONTACT:Ron Ono, Administrative Services Manager
------
FY 22/23FY 22/23
53,572
500,000553,572303,572250,000553,572
FY 21/22FY 21/22
TOTALTOTAL
CITY OF SANTA ANA FY 21/22CIP
CAPITAL IMPROVEMENT PROJECT WORKSHEET
DIVISION:Administration
PROJECT DESCRIPTION:Project scope includes demolishing the existing restroom building, installing a new pre-fabricated restroom building, and site improvements to provide an accessible
path of travel to these facilities.
ConstructionEngineeringCDBG Programs
PROJECT COSTSSOURCE OF FUNDS
PROJECT TITLE:Campesino Pre-Fab Restroom PROJECT CATEGORY:Park Facility ImprovementsPark Facility
LOCATION MAP
AGENCY:Parks, Rec. & Community Services
Exhibit 5
-----
DATE:31-Aug-2021
FY 27/28FY 27/28
-----
FY 26/27FY 26/27
-----
FY 25/26FY 25/26
-----
FY 24/25FY 24/25
PROJECT NEED:The restroom at Memorial Park is one of three restrooms that has been identified as a target for vandalism and would require major efforts to maintain due to old age and
existing conditions.
-----
FY 23/24FY 23/24
CONTACT:Ron Ono, Administrative Services Manager
-----
FY 22/23FY 22/23
53,572
484,000537,572537,572537,572
FY 21/22FY 21/22
TOTALTOTAL
CITY OF SANTA ANA FY 21/22CIP
CAPITAL IMPROVEMENT PROJECT WORKSHEET
DIVISION:Administration
PROJECT DESCRIPTION:Project scope includes demolishing the existing restroom building, installing a new pre-fabricated restroom building and site improvements to provide an accessible
path of travel to these facilities.
ConstructionEngineeringCDBG Programs
PROJECT COSTSSOURCE OF FUNDS
PROJECT TITLE:Memorial Pre-Fab Restroom PROJECT CATEGORY:Park Facility ImprovementsPark Facility
LOCATION MAP
AGENCY:Parks, Rec. & Community Services
Police Department
www.santa-ana.org/pd
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Agreement for Police Department Public Awareness Campaigns
AGENDA TITLE:
Reconsideration of 8/17/2021 Approved Agenda Item: Agreement with Barrios and
Associates, LLC, DBA Communications Lab, for "Ready OC" Emergency Preparedness
and "If You See Something, Say Something" Public Awareness Campaigns
RECOMMENDED ACTION
Authorize the City Manager to enter into an agreement with Barrios & Associates, LLC,
dba Communications LAB. for the period of September 21, 2021 through June 30, 2024,
with two one-year options for renewal, to continue the Ready OC Emergency
Preparedness Campaign and the “If You See Something, Say Something™” Public
Awareness Campaign, for a total five-year amount not to exceed $1,150,000, subject to
non-substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The United States Department of Homeland Security has developed the Urban Areas
Security Initiative (UASI) funding program. UASI is designed to address the unique
planning, equipment, training, and exercise needs of high-threat, high-density urban
areas and provides funds to local emergency first responders that assist in building an
enhanced and sustainable capacity to prevent, protect, respond to, mitigate and recover
from acts of terrorism. The grant specifically provides funding for anti-terrorism
equipment, planning, training, exercises and technical assistance.
In FY 2006, the United States Department of Homeland Security combined the Anaheim
UASI and the Santa Ana UASI into a single Urban Area (ASAUA). The City of Santa Ana
now shares grant administrative responsibilities with the City of Anaheim, annually
alternating the function of lead administrative agency. Anaheim manages the grant during
the even years (i.e., 2018, 2020 etc.), while Santa Ana manages the grant during the odd
years (i.e., 2019, 2021, etc.).
Since 2008, the ASAUA has utilized a preparedness campaign that encourages Urban
Area businesses and residents to be prepared for catastrophic events such as acts of
Agreement for Police Department Public Awareness Campaigns
September 21, 2021
Page 2
terrorism. The campaigns utilize a multi-media approach in making residents and
businesses aware of the need to be prepared and the necessary steps they can take to
become better prepared. The campaigns have: provided printed material such as
brochures and children’s activity books, created video shorts and Public Service
Announcements (PSA’s), developed major Southern California radio station
advertisements, social media and YouTube channels, created display tables and
giveaways for community events, and designed a website that makes emergency
preparedness activities and information available to the public. The campaign has also
partnered with the private sector to increase preparedness among the private sector and
secure resources to further the campaigns’ preparedness efforts. The ASAUA seeks to
continue its emergency preparedness campaigns with maintenance and updates to the
existing website, and implementation of new micro-campaigns and multi-media events.
In addition to the “Ready OC” preparedness campaign, the ASAUA has utilized an
awareness campaign, “If You See Something, Say Something™” , to educate, inform,
and raise the awareness level of Urban Area businesses and residents to encourage
reporting of suspicious activity, persons, or objects in their community to local authorities.
Like “Ready OC”, this campaign utilizes an existing website, brochures, and children’s
activity pages, created video shorts and Public Service Announcements (PSAs), social
media and YouTube channels, created display tables and giveaways for community
events, micro-campaigns, and multi-media events to raise and spread awareness
throughout the Urban Area. The ASAUA seeks to continue its awareness campaign with
maintenance and updates to the website, and implementation of new micro-campaigns
and multi-media events.
The Request for Proposal (RFP) No. 20-009 was advertised on February 17, 2020 and
offers were solicited. A summary of the RFPs and offers received is as follows:
187 Vendors were notified
46 Vendors downloaded the RFP
12 Santa Ana vendors notified
4 Proposals received
Of the four proposals received, Cyfuture Inc. was deemed non responsive due to
submitting an incomplete proposal. The three remaining proposals were opened on
March 15, 2021, and evaluated.
Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and
publication system, which directly notified 12 Santa Ana vendors.
The proposers were ranked by the review committee based on the following criteria:
Agreement for Police Department Public Awareness Campaigns
September 21, 2021
Page 3
Responsiveness to the RFP (25%)
Experience of Firm and Personnel (30%)
Reasonableness of Cost (25%)
References (20%)
The results of the RFP evaluation are as follows:
VendorScore
Communications LAB94.6
Loma Media92.3
S. Groner Associates86.3
100 point max
Communications LAB was the most responsive, cost effective, and capable respondent.
Communications LAB Communications brings valuable expertise and institutional
knowledge to both campaigns. This includes all branding, strategies, micro-campaigns,
and established media relationships. Communications LAB presented a variety of
concepts that envision a refreshed and expanded campaign with strategies capable of
reaching a broader audience. Communications LAB has worked with the City of Anaheim,
Southern California Edison, OCTA, Cigna, and many others.
It is anticipated that the current scope of services developed by the consultant will differ
or expand as promotional opportunities arise. The final determination of services
provided by Communications LAB may be adjusted in writing and executed by the City
Manager and City Attorney’s Office, and by Communications LAB.
This agreement was originally approved by the City Council at the August 17, 2021 City
Council meeting, and at the September 7, 2021 meeting, the City Council voted to
reconsider this item at the September 21, 2021 meeting. The agreement term will run
from September 21, 2021 to June 30,2024, and provide for two one-year options for
renewal. The total agreement amount of $1,150,000 includes $600,000 for the initial
term, and $200,000 for each one-year renewal option. Each year includes an additional
15% contingency. The agreement also includes language that will allow for the processing
of invoices for work performed between August 17, 2021 and September 21, 2021.
Execution of years two, three, four and five of this agreement are contingent upon a UASI
Grant award to the Anaheim/Santa Ana Urban Area for the respective grant years, and
that the award is sufficient in size to sustain both campaigns. Future UASI grant funds
must be recognized and appropriated by the City Council prior to any expenditure on
these programs under this agreement.
Agreement for Police Department Public Awareness Campaigns
September 21, 2021
Page 4
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for the first year of this agreement in the FY19 UASI Grant Program
fund accounts.
Accounting Unit- Accounting Unit, Account
Fiscal YearAmount
Account #Description
FY19 UASI Grant Program – Santa
FY 2021-2212514407-62300$230,000
Ana
FY20 UASI Grant Program –
FY 2022-2312514491-62300$230,000
Anaheim
FY21 UASI Grant Program – Santa
FY 2023-2412514407-62300$230,000
Ana
FY22 UASI Grant Program –
FY 2024-2512514491-62300$230,000
Anaheim
FY23 UASI Grant Program – Santa
FY 2025-2612514407-62300$230,000
Ana
$1,150,000
Total
EXHIBIT(S)
1. Agreement with Barrios & Associates, LLC, dba Communications LAB.
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
BHSFFNFOU!XJUI!CBSSJPT!'!BTTPDJBUFT!UP!QSPWJEF!
DPNNVOJUZ!PVUSFBDI!BOE!QSPNPUJPOBM!TFSWJDFT!
!
THIS AGREEMENT is made and entered into this 17th day of August 2021, by and
between Barrios & Associates, LLC, dba Communications LAB, a California limited liability
company (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").
SFDJUBMT!
A. On February 17, 2021, the City issued Request for Proposal No. 21-009, by which it sought a
Consultant having special skill and knowledge in the field of community outreach and
promotional services related to the ReadyOC (ROC) Emergency Preparedness Campaign
B. The City, acting through the Santa Ana Police Department in its capacity as a Core City
for the Anaheim/Santa Ana Urban Area under the FY19 Urban Areas Security Initiative,
has applied for, received and accepted a grant from the U.S. Department of Homeland
Security, Federal Emergency Management Agency, through the State of California, Office
of Emergency Services, to enhance security and overall preparedness to prevent, protect,
mitigate respond to, and recover from acts of terrorism
C. Consultant represents that it has the necessary skills and experience to expand and enhance
existing websites utilizing successful marketing strategies and outlets such as multi-media
events, social media venues, Public Service Announcement videos, radio station
advertisements, and business partnership groups.
D. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
!
OPX!UIFSFGPSF, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
2/!TDPQF!PG!TFSWJDFT!
Consultant shall perform those services as set forth in Exhibit A for the Ready OC
Campaign and Consultant shall perform those services as set forth in Exhibit B
Something, Say Something Campaign. Scope of services for FY2022, FY2023, FY2024, and
FY2025 will be amended yearly no later than Q3 of the previous fiscal year and shall be approved
by the City Attorney and City Manager.
1
3/DPNQFOTBUJPO
!
a. City agrees to pay, and Consultant agrees to accept as total payment for its services
during the first year of the Agreement (2021-2022), the rates and charges identified in
Exhibit A and B (Scope of Services for year one). The total sum to be expended under
the term of this Agreement, including any extension periods, shall not exceed one
million one hundred fifty thousand dollars ($1,150,000.00) during the five-year term
of this Agreement. This amount is compromised of the base sum of (1) $600,000 for
years one through three, (2) $400,000 for years four and five, and (3) a 15%
contingency of up to $150,000 for additional costs or services as may be directed by
the City. Funding for 2022-2023, 2023-2024, 2024-2025 and 2025-2026 are contingent
upon grant funding being secured by the City and if such funding is not secured, then
the Agreement will terminate when the current funding is exhausted.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed and deliverables completed, subject to City
accounting procedures. Payment need not be made for work, which fails to meet the
standards of performance set for in the Recitals, which may reasonably be expected by
City.
!
4/!UFSN!
!
!This Agreement shall commence on August 17, 2021 and terminate on June 30, 2024,
unless terminated earlier in accordance with Section 15, below. The term of this Agreement may
be extended for up to two (2) one (1) year options to renew
contingent upon funding being secured by the City, as defined in Section 2.a., above.!
!
5/!PXOFSTIJQ!PG!NBUFSJBMT-!TVQQMJFT-!ESBXJOHT-!TQFDJGJDBUJPOT-!
QSPHSBNT!BOE!TZTUFNT!
!
Any and all records, papers, plans, drawings, specifications, programs, systems and other
materials prepared by Consultant pursuant to this Agreement shall be the property of the City.
Consultant agrees to provide the City with any such materials whenever requested to do so.
6/!JOEFQFOEFOU!DPOUSBDUPS!
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.
2
7/JOTVSBODF
Vendor/Consultant shall procure and maintain for the duration of the contract insurance
against claims for security breaches, system failures, injuries to persons, damages to software,
or damages to property (including computer equipment) which may arise from or in connection
with the performance of the work hereunder by the Vendor, its agents, representatives, or
employees. Vendor shall procure and maintain for the duration of the contract insurance claims
arising out of their services and including, but not limited to loss, damage, theft or other misuse of
data, infringement of intellectual property, invasion of privacy and breach of data.
NJOJNVN!TDPQF!BOE!MJNJU!PG!JOTVSBODF!
Coverage shall be at least as broad as:
1. Dpnnfsdjbm!Hfofsbm!Mjbcjmjuz!(CGL): Insurance Services Office Form CG 00 01
property damage, bodily injury and personal & advertising injury with limits no less than
%2-111-111!per occurrence. If a general aggregate limit applies, either the general aggregate
limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general
aggregate limit shall be twice the required occurrence limit.
2. Bvupnpcjmf!Mjbcjmjuz;!Insurance Services Office Form Number CA 0001 covering, Code
1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non- owned), with
limit no less than %2-111-111!per accident for bodily injury and property damage.
3. insurance as required by the State of California, with Statutory
$1,000,000 per
accident for bodily injury or disease. (Not required if consultant provides written
verification it has no employees)
4. Dzcfs!Mjbcjmjuz!Insurance, with limits not less than %3-111-111!per occurrence or claim,
%3-111-111!aggregate. Coverage shall be sufficiently broad to respond to the duties and
obligations as is undertaken by Vendor in this agreement and shall include, but not be
limited to, claims involving security breach, system failure, data recovery, business
interruption, cyber extortion, social engineering, infringement of intellectual property,
including but not limited to infringement of copyright, trademark, trade dress, invasion of
privacy violations, information theft, damage to or destruction of electronic information,
release of private information, and alteration of electronic information. The policy shall
provide coverage for breach response costs, regulatory fines and penalties as well as credit
monitoring expenses.
Ufdiopmphz!Qspgfttjpobm!Mjbcjmjuz!Fsspst!'!Pnjttjpot!
Ufdiopmphz!Qspgfttjpobm!Mjbcjmjuz!Fsspst!boe!Pnjttjpot!Jotvsbodf!appropriate to the
Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by
the Vendor in this agreement and shall include, but not be limited to, claims involving security
3
breach, system failure, data recovery, business interruption, cyber extortion, social engineering,
infringement of intellectual property, including but not limited to infringement of copyright,
trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction
of electronic information, release of private information, and alteration of electronic information.
The policy shall provide coverage for breach response costs, regulatory fines and penalties as well
as credit monitoring expenses.
a. The Policy shall include, or be endorsed to include, property damage liability coverage for
damage to, alteration of, loss of, or destruction of electronic data and/or information
If the Vendor maintains broader coverage and/or higher limits than the minimums shown
above, the Entity requires and shall be entitled to the broader coverage and/or the higher
limits maintained by the contractor. Any available insurance proceeds in excess of the
specified minimum limits of insurance and coverage shall be available to the Entity.
!
Puifs!Jotvsbodf!Qspwjtjpot!
The insurance policies are to contain, or be endorsed to contain, the following provisions:
!
Additional Insured Status
The Entity, its officers, officials, employees, and volunteers are to be covered as additional
insureds on the CGL policy with respect to liability arising out of work or operations performed
by or on behalf of the Vendor including materials, parts, or equipment furnished in connection
with such work or operations. General liability coverage can be provided in the form of an
both
CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this contract, the primary. Coverage
for commercial liability shall be at least as broad as ISO CG 20 01 04 13 as respects the Entity, its
officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the
and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, except with
notice to the Entity.
Waiver of Subrogation
Vendor hereby grants to Entity a waiver of any right to subrogation which any insurer of said
Vendor may acquire against the Entity by virtue of the payment of any loss under such insurance.
Vendor agrees to obtain any endorsement that may be necessary to affect this waiver of
subrogation, but this provision applies regardless of whether or not the Entity has received a waiver
of subrogation endorsement from the insurer.
4
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the Entity. The Entity may require the
Vendor to provide proof of ability to pay losses and related investigations, claim administration,
and defense expenses within the retention. The policy language shall provide, or be endorsed to
provide, that the self-insured retention may be satisfied by either the named insured or Entity.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current
-:VII, unless otherwise acceptable to the Entity.
Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:
1. The Retroactive Date must be shown and must be before the date of the contract or the
beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five
(5) years after completion of the contract of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy
form with a Retroactive Date prior to the contract effective date, the Vendor must purchase
five (5) years after completion of contract
work.
Verification of Coverage
Vendor shall furnish the Entity with original Certificates of Insurance including all required
amendatory endorsements (or copies of the applicable policy language effecting coverage required
by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all
policy endorsements to the Entity before work begins. However, failure to obtain the required
tion to provide them.
The Entity reserves the right to require complete, certified copies of all required insurance policies,
including endorsements required by these specifications, at any time.
Subcontractors
Vendor shall require and verify that all subcontractors maintain insurance meeting all the
requirements stated herein, and Vendor shall ensure that Entity is an additional insured on
insurance required from subcontractors.
Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other special circumstances.
8/!JOEFNOJGJDBUJPO!
Consultant agrees to and shall defend, indemnify and hold harmless the City, its officers,
agents, employees, Consultants, special counsel, and representatives from liability: (1) for personal
5
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 direct
or indirect operations of the Consultant or its subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement; and
(2) from any claim that personal injury, damages, just compensation, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this Agreement. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
may make all reasonable decisions with respect to its representation in any legal proceeding.
9/ DPOGPSNJUZ!XJUI!MBX!BOE!TBGFUZ
In performing any services under this Agreement, Contractor shall observe and comply
with all applicable laws, ordinances, codes, and regulations of governmental agencies, including
federal, state, municipal, and local governing bodies having jurisdiction over the scope of services,
including all provisions of the California Occupational Safety and Health Act. Contractor shall
indemnify, defend, and hold harmless City from any and all liability, fines, penalties, and
regulations.
:/ SFDPSET
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor 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 Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor 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. Contractor 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 Contractor under this Agreement. The Contractor
agrees to provide the City, the FEMA Administrator, the Comptroller General of the United States,
or any of their authorized representatives access to any books, documents, papers, and records of
the Contractor which are directly pertinent to this contract for the purposes of making audits,
examinations, excerpts, and transcriptions. The Contractor agrees to permit any of the foregoing
parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably
needed. The Contractor agrees to provide the FEMA Administrator or his authorized
representatives access to construction or other work sites pertaining to the work being completed
under the contract.
6
21/!DPOGJEFOUJBMJUZ!
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 c
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.
22/!!DPOGMJDU!PG!JOUFSFTU!DMBVTF
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.
23/!OPUJDF!
!
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic
communication in the manner provided in this Section, to the following persons:
To City:
Clerk of the Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: (714) 647-6956
Copy to: Chief of Police
City of Santa Ana
60 Civic Center Plaza (M-97)
P.O. Box 1981
Santa Ana, CA 92702
Fax: (714) 245-8007
7
With courtesy copies to:
Roland Andrade, Sergeant
UASI Grant Coordinator
Homeland Security Division
Santa Ana Police Department
60 Civic Center Plaza
Santa Ana, CA 92701
To Consultant:
Barrios & Associates, LLC, dba Communications
Arianna Barrios
701 E Chapman Avenue
Orange, CA 92866
Telephone: (949) 215-5539 ext. 101
A party may change its address by giving notice in writing to the other party. Thereafter,
any notice, tender, demand, delivery, or other communication shall be addressed and transmitted
to the new address. If sent by mail, any notice, tender, demand, delivery, or other communication
shall be effective or deemed to have been given three (3) days after it has been deposited in the
United States mail, duly registered or certified, with postage prepaid, and addressed as set forth
above. If sent by telefacsimile, any notice, tender, demand, delivery, or other communication shall
be effective or deemed to have been given twenty-four (24) hours after the time set forth on the
transmission report issued by the transmitting facsimile machine, addressed as set forth above. For
purposes of calculating these time frames, weekends, federal, state, County or City holidays shall
be excluded.
24/!FYDMVTJWJUZ!BOE!BNFOENFOU!
This Agreement represents the complete and exclusive statement between the City and
Consultant regarding the subject matter herein and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be
modified except by written instrument signed by the City and by an authorized representative of
Consultant. The parties agree that any terms or conditions of any purchase order or other
instrument that are inconsistent with, or in addition to, that terms and conditions hereof, shall not
bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, which are not embodied herein.
25/!BTTJHONFOU!
!
!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
8
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 Cityity to have any of the services which are the subject to this
Agreement performed by City personnel or by other Consultants retained by City.
!
26/!UFSNJOBUJPO
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 City of Santa Ana may require Consultant to deliver
to the City all work product completed as of such date, and in such case such work product
shall be the property of the City unless prohibited by law, and Consultant consents to the
City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work, which fails to meet the standard of performance
specified in the Recitals of this Agreement.
27/!OPO.EJTDSJNJOBUJPO!
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
28/!KVSJTEJDUJPO!.!WFOVF!
!This Agreement and all questions relating to its validity, interpretation, performance, and
enforcement shall be government and construed in accordance with the laws of the State of
California. This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further agree
that Orange County, California, shall be the venue for any action or proceeding that may be brought
or arise out of, in connection with or by reason of this Agreement.
!
29/!QSPGFTTJPOBM!MJDFOTFT
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
9
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.
2:/!!!TFWFSBCJMJUZ!
!
In the event that one or more of the phrases, sentences, clauses, paragraphs or sections
contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree
of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the
remaining phrases, sentences, clauses, paragraphs or sections of this Agreement, which shall be
interpreted to carry out the intent of the parties hereunder.
!31/!!!!!DFSUJGJDBUJPOT
a. Debarment and Suspension. Contractor will comply, and all its subcontractors will
comply, with applicable federal suspension and debarment regulations including, but not limited
to, Executive Orders 12549 and 12689, and 2 Code of Federal Regulations (CFR) §200.212 and
codified in 2 CFR Part 200.
b. Section 504 of the Rehabilitation Act of 1973. All recipients of federal funds must
comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds
recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise
qualified disabled person shall, solely by reason of disability be excluded from the participation
in, be denied the benefits of or be subject to discrimination, including discrimination in
employment, in any program or activity that receives or benefits from federal financial assistance.
Contractor agrees it will ensure that requirements of The Act shall be included in any agreements
with and be binding on all of its subcontractors, assignees, or successors.
c. Americans with Disabilities Act of 1990 (ADA). Contractor must comply with all
requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable.
d. Lobbying and Political Activity. None of the funds, materials, property, or services
provided directly or indirectly under this Agreement shall be used for any partisan political
activity, or to further the election or defeat of any candidate for public office, or otherwise in
e. Contractor will comply, and all its subcontractors will comply, with all applicable
lobbying prohibitions and laws, including those found in United States Code Title 31, § 1352, et
seq., and agrees that none of the funds provided under this award may be expended by the
Contractor to pay any person to influence, or attempt to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with any federal action concerning the award or renewal of any federal
contract, grant, loan, or cooperative agreement.
f. Contractor will comply, and all its subcontractors will comply, with all
requirements of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352), as applicable. Contractors
who apply or bid for an award of more than $100,000 shall file the required certification regarding
10
lobbying. Each tier certifies to the tier above that it will not and has not used federally appropriated
funds to pay any person or organization for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, officer or employee of Congress, or an employee
of a Member of Congress in connection with obtaining any federal contract, grant, or any other
award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-federal
funds that takes place in connection with obtaining any federal award. Such disclosures are
forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the
federal awarding agency.
g. Non-Discrimination and Equal Opportunity. Contractor will comply, and all its
subcontractors will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section
504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with
Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age
Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as
amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of
1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice
Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of
Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or
State court, Federal or State administrative agency, or the Contractor makes a finding of
discrimination after a due process hearing on the grounds of race, color, religion, national origin,
sex, or disability against Contractor, Contractor will forward a copy of the findings to City, which
will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S.
Department of Justice.
h. Contractor will comply, and all its subcontractors will comply, with all
1375 of October 13, 1967, and as supplemented
in Department of Labor regulations (41 CFR chapter 60), as applicable. During the performance
of this contract, the contractor agrees as follows:
(1) The contractor will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, sexual orientation, gender
identity, or national origin. The contractor will take affirmative action to ensure that
applicants are employed, and that employees are treated during employment
without regard to their race, color, religion, sex, sexual orientation, gender identity,
or national origin. Such action shall include, but not be limited to the following:
Employment, upgrading, demotion, or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices
to be provided setting forth the provisions of this nondiscrimination clause.
(2) The contractor will, in all solicitations or advertisements for employees placed by
or on behalf of the contractor, state that all qualified applicants will receive
11
consideration for employment without regard to race, color, religion, sex, sexual
orientation, gender identity, or national origin.
(3) The contractor will not discharge or in any other manner discriminate against any
employee or applicant for employment because such employee or applicant has
inquired about, discussed, or disclosed the compensation of the employee or
applicant or another employee or applicant. This provision shall not apply to
instances in which an employee who has access to the compensation information
of other employees or applicants as a part of such employee's essential job functions
discloses the compensation of such other employees or applicants to individuals
who do not otherwise have access to such information, unless such disclosure is in
response to a formal complaint or charge, in furtherance of an investigation,
proceeding, hearing, or action, including an investigation conducted by the
employer, or is consistent with the contractor's legal duty to furnish information.
(4) The contractor will send to each labor union or representative of workers with
which he has a collective bargaining agreement or other contract or understanding,
a notice to be provided advising the said labor union or workers' representatives of
the contractor's commitments under this section, and shall post copies of the notice
in conspicuous places available to employees and applicants for employment.
(5) The contractor will comply with all provisions of Executive Order 11246 of
September 24, 1965, and of the rules, regulations, and relevant orders of the
Secretary of Labor.
(6) The contractor will furnish all information and reports required by Executive Order
11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary
of Labor, or pursuant thereto, and will permit access to his books, records, and
accounts by the administering agency and the Secretary of Labor for purposes of
investigation to ascertain compliance with such rules, regulations, and orders.
(7) In the event of the contractor's noncompliance with the nondiscrimination clauses
of this contract or with any of the said rules, regulations, or orders, this contract
may be canceled, terminated, or suspended in whole or in part and the contractor
may be declared ineligible for further Government contracts or federally assisted
construction contracts in accordance with procedures authorized in Executive
Order 11246 of September 24, 1965, and such other sanctions may be imposed and
remedies invoked as provided in Executive Order 11246 of September 24, 1965, or
by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by
law.
(8) The contractor will include the portion of the sentence immediately preceding
paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract
or purchase order unless exempted by rules, regulations, or orders of the Secretary
of Labor issued pursuant to section 204 of Executive Order 11246 of September
24, 1965, so that such provisions will be binding upon each subcontractor or
12
vendor. The contractor will take such action with respect to any subcontract or
purchase order as the administering agency may direct as a means of enforcing such
provisions, including sanctions for noncompliance: provided, however, that in the
event a contractor becomes involved in, or is threatened with, litigation with a
subcontractor or vendor as a result of such direction by the administering agency,
the contractor may request the United States to enter into such litigation to protect
the interests of the United States.
The applicant further agrees that it will be bound by the above equal opportunity clause with
respect to its own employment practices when it participates in federally assisted construction
work: Provided, that if the applicant so participating is a state or local government, the above equal
opportunity clause is not applicable to any agency, instrumentality or subdivision of such
government which does not participate in work on or under the contract.
The applicant agrees that it will assist and cooperate actively with the administering agency and
the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal
opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it
will furnish the administering agency and the Secretary of Labor such information as they may
require for the supervision of such compliance, and that it will otherwise assist the administering
agency in the discharge of the agency's primary responsibility for securing compliance.
The applicant further agrees that it will refrain from entering into any contract or contract
modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred
from, or who has not demonstrated eligibility for, Government contracts and federally assisted
construction contracts pursuant to the Executive Order and will carry out such sanctions and
penalties for violation of the equal opportunity clause as may be imposed upon contractors and
subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart
D of the Executive Order. In addition, the applicant agrees that if it fails or refuses to comply with
these undertakings, the administering agency may take any or all of the following actions: Cancel,
terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain
from extending any further assistance to the applicant under the program with respect to which the
failure or refund occurred until satisfactory assurance of future compliance has been received from
such applicant; and refer the case to the Department of Justice for appropriate legal proceedings.
i. Contractor will comply, and all its subcontractors will comply, with all
requirements of the California Public Contract Code Section 10295.3, as applicable.
j. Contractor will comply, and all its subcontractors will comply, with all
-
Department of Labor regulations (29 CFR Part 3), as applicable. A breach of the contract clauses
above may be grounds for termination of the contract, and for debarment as a contractor and
subcontractor as provided in 29 C.F.R. § 5.12.
k. Contractor will comply, and all its subcontractors will comply, with all
requirements of the Davis-Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department
of Labor regulations (29 CFR Part 5), as applicable.
13
l. Contractor will comply, and all its subcontractors will comply, with all
requirements of Sections 103 and 107 of the Contract Work and Safety Standards Act (40 U.S.C.
327-330) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable.
Compliance with the Contract Work Hours and Safety Standards Act:
(1) Overtime requirements. No contractor or subcontractor contracting for any part of
the contract work which may require or involve the employment of laborers or
mechanics shall require or permit any such laborer or mechanic in any workweek
in which he or she is employed on such work to work in excess of forty hours in
such workweek unless such laborer or mechanic receives compensation at a rate
not less than one and one-half times the basic rate of pay for all hours worked in
excess of forty hours in such workweek.
(2) Violation; liability for unpaid wages; liquidated damages. In the event of any
violation of the clause set forth in paragraph (b)(1) of this section the contractor
and any subcontractor responsible therefor shall be liable for the unpaid wages. In
addition, such contractor and subcontractor shall be liable to the United States (in
the case of work done under contract for the District of Columbia or a territory, to
such District or to such territory), for liquidated damages. Such liquidated damages
shall be computed with respect to each individual laborer or mechanic, including
watchmen and guards, employed in violation of the clause set forth in paragraph
(b)(1) of this section, in the sum of $27 for each calendar day on which such
individual was required or permitted to work in excess of the standard workweek
of forty hours without payment of the overtime wages required by the clause set
forth in paragraph (b)(1) of this section.
(3) Withholding for unpaid wages and liquidated damages. The Contractor shall upon
its own action or upon written request of an authorized representative of the
Department of Labor withhold or cause to be withheld, from any moneys payable
on account of work performed by the contractor or subcontractor under any such
contract or any other federal contract with the same prime contractor, or any other
federally-assisted contract subject to the Contract Work Hours and Safety
Standards Act, which is held by the same prime contractor, such sums as may be
determined to be necessary to satisfy any liabilities of such contractor or
subcontractor for unpaid wages and liquidated damages as provided in the clause
set forth in paragraph (b)(2) of this section
(4) Subcontracts. The contractor or subcontractor shall insert in any subcontracts the
clauses set forth in paragraph (b)(1) through (4) of this section and also a clause
requiring the subcontractors to include these clauses in any lower tier subcontracts.
The prime contractor shall be responsible for compliance by any subcontractor or
lower tier subcontractor with the clauses set forth in paragraphs (b)(1) through (4)
of this section.
14
m. Contractor will comply, and all its subcontractors will comply, with all applicable
standards, orders or requirements issued under Section 306 of the Clean Air Act (42 U.S.C.
1857(h)), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and the
Environmental Protection Agency regulations (40 CFR part 15), as applicable. The contractor
agrees to report each violation to the City and understands and agrees that the City will, in turn,
report each violation as required to assure notification to the Federal Emergency Management
Agency (FEMA), and the appropriate Environmental Protection Agency Regional Office.
n. Contractor will comply, and all its subcontractors will comply, with all
requirements of the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871), (53 FR
8078, 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19645, Apr. 19, 1995), as applicable.
o. Contractor will comply, and all its subcontractors will comply, with all
requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource
Conservation and Recovery Act, as applicable. In the performance of this contract, the Contractor
shall make maximum use of products containing recovered materials that are EPA-designated
items unless the product cannot be acquiredcompetitively within a timeframe providing for
compliance with the contract performance schedule; meeting contract performance requirements;
or at a reasonable price. Information about this requirement, along with the list of EPA-designated
https://www.epa.gov/smm/comprehensive- procurement-guideline-cpg-program.
p. Contractor agrees that the Department of Homeland Security shall have the
authority to seek patent rights for any process, product, invention or discovery developed and paid
for with funding through this Agreement based on the requirements of 37 CFR§ 401, as applicable.
q. Contractor may copyright any books, publications or other copyrightable materials
developed in the course of or under this Agreement. However, the federal awarding agency, State
Administrative Agency (SAA), and City reserve a royalty-free, non-exclusive, and irrevocable
license to reproduce, publish or otherwise use, and to authorize others to use, for federal
government, SAA and/or City purpose:
(1) the copyright in any work developed through this Agreement; and
(2) any rights of copyright to which the Contractor purchases ownership with support
form must ensure the preservation of these rights.
(3) License and delivery of works subject to copyright and data rights. The Contractor
grants to the City, a paid-up, royalty-free, nonexclusive, irrevocable, worldwide
license in data first produced in the performance of this contract to reproduce,
publish, or otherwise use, including prepare derivative works, distribute copies to
the public, and perform publicly and display publicly such data. For data required
by the contract but not first produced in the performance of this contract, the
Contractor will identify such data and grant to the City or acquires on its behalf a
15
license of the same scope as for data first produced in the performance of this
contract. Data, as used herein, shall include any work subject to copyright under 17
U.S.C. § 102, for example, any written reports or literary works, software and/or
source code, music, choreography, pictures or images, graphics, sculptures, videos,
motion pictures or other audiovisual works, sound and/or video recordings, and
architectural works. Upon or before the completion of this contract, the Contractor
will deliver to the City data first produced in the performance of this contract and
data required by the contract but not first produced in the performance of this
contract in formats acceptable by the City.
r. Prohibition on Contracting for Covered Telecommunications Equipment or
Services.
(a) Definitions. As used in this clause, the terms backhaul; covered foreign country;
covered telecommunications equipment or services; interconnection arrangements; roaming;
substantial or essential component; and telecommunications equipment or services have the
meaning as defined in FEMA Policy 405-143-1, Prohibitions on Expending FEMA Award Funds
for Covered Telecommunications Equipment or Services (Interim), as used in this clause
(b) Prohibitions.
(1) Section 889(b) of the John S. McCain National Defense Authorization Act
for Fiscal Year 2019, Pub. L. No. 115-232, and 2 C.F.R. § 200.216 prohibit
the head of an executive agency on or after Aug.13, 2020, from obligating
or expending grant, cooperative agreement, loan, or loan guarantee funds
on certain telecommunications products or from certain entities for national
security reasons.
(2) Unless an exception in paragraph (c) of this clause applies, the contractor
and its subcontractors may not use grant, cooperative agreement, loan, or
loan guarantee funds from the Federal Emergency Management Agency to:
(i) Procure or obtain any equipment, system, or service that uses
covered telecommunications equipment or services as a substantial
or essential component of any system, or as critical technology of
any system;
(ii) Enter into, extend, or renew a contract to procure or obtain any
equipment, system, or service that uses covered telecommunications
equipment or services as a substantial or essential component of any
system, or as critical technology of any system;
(iii) Enter into, extend, or renew contracts with entities that use covered
telecommunications equipment or services as a substantial or
essential component of any system, or as critical technology as part
of any system; or
(iv) Provide, as part of its performance of this contract, subcontract, or
other contractual instrument, any equipment, system, or service that
16
uses covered telecommunications equipment or services as a
substantial or essential component of any system, or as critical
technology as part of any system.
(c) Exceptions.
(1) This clause does not prohibit contractors from providing
(i) A service that connects to the facilities of a third-party, such as
backhaul, roaming, or interconnection arrangements; or
(ii) Telecommunications equipment that cannot route or redirect user
data traffic or permit visibility into any user data or packets that such
equipment transmits or otherwise handles.
(2) By necessary implication and regulation, the prohibitions also do not apply to:
(i) Covered telecommunications equipment or services that:
i. Are not used as a substantial or essential component of any system;
and
ii. Are not used as critical technology of any system.
(ii) Other telecommunications equipment or services that are not
considered covered telecommunications equipment or services.
(d) Reporting requirement.
(1) In the event the contractor identifies covered telecommunications
equipment or services used as a substantial or essential component of any
system, or as critical technology as part of any system, during contract
performance, or the contractor is notified of such by a subcontractor at any
tier or by any other source, the contractor shall report the information in
paragraph (d)(2) of this clause to the recipient or subrecipient, unless
elsewhere in this contract are established procedures for reporting the
information.
(2) The Contractor shall report the following information pursuant to paragraph
(d)(1) of this clause:
(i) Within one business day from the date of such identification or
notification: The contract number; the order number(s), if
applicable; supplier name; supplier unique entity identifier (if
known); supplier Commercial and Government Entity (CAGE) code
(if known); brand; model number (original equipment manufacturer
number, manufacturer part number, or wholesaler number); item
description; and any readily available information about mitigation
actions undertaken or recommended.
(ii) Within 10 business days of submitting the information in paragraph
(d)(2)(i) of this clause: Any further available information about
mitigation actions undertaken or recommended. In addition, the
contractor shall describe the efforts it undertook to prevent use or
submission of covered telecommunications equipment or services,
and any additional efforts that will be incorporated to prevent future
use or submission of covered telecommunications equipment or
services.
17
(e) Subcontracts. The Contractor shall insert the substance of this clause, including this
paragraph (e), in all subcontracts and other contractual instruments.
s. Domestic Preference for Procurements. As appropriate, and to the extent consistent
with law, the contractor should, to the greatest extent practicable, provide a preference for the
purchase, acquisition, or use of goods, products, or materials produced in the United States. This
includes, but is not limited to iron, aluminum, steel, cement, and other manufactured products. For
purposes of this clause: produced in the United States means, for iron and steel products, that all
manufacturing processes, from the initial melting stage through the application of coatings,
occurred in the United States. Manufactured products mean items and construction materials
composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based
products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical
fiber; and lumber.
t. The contractor shall not use the DHS seal(s), logos, crests, or reproductions of flags
or likenesses of DHS agency officials without specific FEMA pre-approval. The contractor shall
include this provision in any subcontracts.
u. This is an acknowledgement that FEMA financial assistance will be used to fund
all or a portion of the contract. The contractor will comply with all applicable federal law,
regulations, executive orders, FEMA policies, procedures, and directives.
v. The federal government is not a party to this contract and is not subject to any
obligations or liabilities to the non-federal entity, contractor, or any other party pertaining to any
matter resulting from the contract.
w. The contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies
x If subcontracts are to be let, the prime contractor is required to take all necessary
steps identified in 2 C.F.R. § 200.321(b)(1)-(5) to ensure that small and minority businesses,
32/!FYIJCJUT!
!
All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in
the body of this Agreement.
33/!BVUIPSJUZ!
The person(s) executing this Agreement on behalf of the parties hereto warrant that they are
duly authorized to execute this Agreement on behalf of said parties and that by so executing this
Agreement, the parties hereto are formally bound to the provisions of this Agreement.
18
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
ATTEST:CITY OF SANTA ANA
_________________________________________________
DAISY GOMEZKRISTINE RIDGE
Clerk of the CouncilCity Manager
APPROVED AS TO FORM: BARRIOS & ASSOCIATES, LLC, DBA
SONIA R. CARVALHOCOMMUNICATIONS LAB
City Attorney
By:
TAMARA BOGOSIANARIANNA BARRIOS
Senior Assistant City AttorneyCEO
RECOMMENDED FOR APPROVAL
___________________________
DAVID VALENTIN
Chief of Police
19
FYIJCJU!B!
!
GZ32!SFBEZPD!TUBUFNFOU!PG!XPSL!
General Information:
The following Statement of Work (SOW) defines the principal activities and responsibilities of
all parties for public outreach services to support the ReadyOC (ROC) Emergency Preparedness
Campaign. This scope of work shall stand as an agreement between the City of Santa Ana (here-
in-after Santa Ana) and Communications LAB (here-in-after Comm LAB) for the contracted
period.
Comm LAB will supply the following services:
Marketing:
· Brand Management
· Collateral (kids books, brochures)
· Ready Fox OC Redo (new mascot)
Digital Communications
· Website
Site content updating
Site optimization
Site maintenance
· Newsletter Database Development
· Social Media
a. Content Development
b. Graphic Design
· App Management
Updating and maintenance
· Text Message Strategy
Develop Partnership with Alert OC
Advertising:
· Social/Search ads
· Paid Advertising
Media:
· Broadcast news promotions
· Media/corporate promotions
· Publicity Service Announcements (PSA)
· Media Training
· Public Information Support (ROC)
20
Outreach-Education-Partnerships:
· Local Stakeholder Outreach
· Elected Officials Outreach
· Partner Outreach
· Citizen and faith-based outreach
Project Management
· Project Administration Services
· Routine Meeting with ROC Strategy Team
· KPI Reports
No deviation of this SOW will be allowed without written consent from the Santa Ana Project
Manager. Nevertheless, Santa Ana recognizes that projects of this magnitude will likely
encounter various unforeseeable events that may cause tasks to overlap or change, and such
change will be permissible with the written approval of the Santa Ana Project Manager.
This SOW is contingent upon both Comm LAB and Santa Ana fulfilling their respective
responsibilities as defined in the Agreement and within this document.
Dpoufout
The following are included with this SOW:
· Task Descriptions
· Project Change Order
· Project Schedule
· Milestone Payment Schedule
!
Hfofsbm!Qspkfdu!Nbobhfnfou!Sftqpotjcjmjujft
Project management occurs throughout the project and is involved in every task. The overall
project management activities are listed here for reference.
Dpnn!MBC!Sftqpotjcjmjujft;
a.
b. Manage the efforts of the Comm LAB team and coordinate Comm LAB activities
with the Santa Ana Project Manager.
c. Conduct on-
basis or when reasonably required at the discretion of Santa Ana to discuss project
status.
d. Provide timely responses, within ten (10) business days, to issues raised by Santa
e. Prepare and submit, no later than the fifth business day of each month, a status
activity report that includes: the accomplishments of the previous month, activities
planned for the current month and any update to the project schedule.
f.
necessary.
21
g. Prepare and submit Task Completion Letter(s) with appropriate invoices to Santa
Tboub!Bob!Sftqpotjcjmjujft;
a. Maintain project communications with the Comm LAB Project Manager.
b. Manage the efforts of ROC involved staff and coordinate ROC activities with the
Comm LAB Project Manager.
c. The Project Manager must ensure that personnel have ample time, resources, and
expertise to carry out their respective tasks and responsibilities.
d. The Project Manager or his designee will participate in status meetings with the
Comm LAB Project Manager on a monthly basis or as may otherwise be
reasonably required to discuss project status.
e. Provide timely responses, within ten (10) business days, to issues raised by the
Comm LAB Project Manager.
f. Liaison with all Santa Ana-provided third-party vendors and associated systems.
g. Ensure acceptable Change Orders are approved by authorized signature(s).
h. Ensure acceptable Task Completion Letter(s) are approved by the Project
Manager or his designee.
i. Ensure timely payment of invoices.
j. Ensure Comm LAB access to server and network equipment and work areas on a
24x7 basis, with pre-authorization for off-hours.
k. Provide workspace for Comm LAB personnel as reasonably requested.
TPX!Gpsnbu;
Each task includes the following: Title, Objective, Task Description, Responsibilities and
Completion Criteria. The tasks are depicted on the project schedule. All parties recognize that the
SOW is not formatted chronologically with contractual obligations defaulting to the Project
Schedule unless otherwise noted.
UBTL!2;!3132.33!NBSLFUJOH!SPBENBQ!
Pckfdujwf;!!!!!!!!!!!!!!!!
Create, establish and implement a formal marketing plan and road map to best promote and
provide outreach for ROC during the campaign period. The road map will include target
audiences, objectives, management procedures and proposed activities.
Ubtl!Eftdsjqujpo;!
Develop, refine, review and approve plans for all campaign initiatives, including the marketing
plan and project schedule. Activities include:
a. Launch Meetings conduct a minimum of two meetings with the Santa Ana Project
Manager to present strategies and recommendations and to get approval to proceed
with the Road Map.
22
b. 2021-2022 Marketing Road Map develop and submit a comprehensive marketing
communications and promotions plan detailing strategies, objectives, tasks, schedules
and metrics for all ROC activities during the contracted period.
c. Project Schedule develop and complete a comprehensive project schedule that
details timing for all activities.
d. Project Management & Control Procedures review and update, as needed, all
currently approved control and administrative procedures (change orders, approval
processes, etc.) and documents currently on file with the Santa Ana Project Manager.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the initiative and seek plan approval from Santa Ana Project Manager
b. Execute the promotion in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotion elements
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!2.B;!CSBOEJOH!BOE!EJHJUBM!NBSLFUJOH!BVEJU
Pckfdujwf;!
presence. The audit will in
safeguard the integrity of this campaign. !!!!!!!!
Ubtl!Eftdsjqujpo;!
consider the appropriate use of tools and materials for the targeted audiences, image and visual
Sftqpotjcjmjujft;
Comm LAB shall:
a. Collect, review and evaluate branding and digital marketing materials.
b. Present audit findings and key recommendations to Santa Ana Project Manager.
Santa Ana shall:
a. Review audit and approve execution of key recommendations.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of August 2021.
23
UBTL!3;!EJHJUBM!DPNNVOJDBUJPOT
Pckfdujwf;!Create a digital communications outreach
communications strategy. This communications platform will mainly consist of a newsletter
distribution system and database retention effort.
Ubtl!Eftdsjqujpo;!
Through various digital outreach tactics, we will work to build an internal database for email
distribution. These monthly newsletters will support the following:
a. Micro-campaigns: promotion of various sub-campaigns in relation to our pre-
approved micro-campaigns (i.e. emergency kits, college earthquake preparedness,
etc.)
b. Ready OC messaging: promotion of general Ready OC information, tools, resources,
etc.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a newsletter system in combination with a database collection initiative
b. Routinely distribute information newsletter to database
c. Provide KPI report to Santa Ana Project to show progress
Santa Ana shall:
a. Review, edit and approve newsletter drafts for distribution
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!3.B;!OFXTMFUUFS!EBUBCBTF!DPMMFDUJPO!TUSBUFHZ
!
Pckfdujwf;!Establish a robust database of stakeholders to distribute newsletters, updates and
relevant information. !!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop a mechanism to collect contact information from Orange County
stakeholders interested in receiving news from ROC. The collector will include:
a. Email address
b. City of residence
c. Zip Code
e. Opt-in consent statement
Sftqpotjcjmjujft;
Comm LAB shall:
a. Add an email collector to the ROC website where stakeholders can register to receive
ROC newsletters and updates. Maintain and update the newsletter database accordingly.
b. Create a newsletter design with routine topics to be included
c. Present draft newsletter to the Santa Ana PD project manager for approval.
24
Santa Ana shall:
a. Provide any relevant databases in its possession to be added to the newly established
database.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of September 2021.
!
UBTL!3.C;!OFXTMFUUFS!EJTUSJCVUJPO
Pckfdujwf;!Establish ROC newsletter as a trusted resource for stakeholders to receive emergency
preparedness information and relevant updates.!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;! Develop newsletter template, elements and set distribution frequency. This
includes all aspects related to the curation of a newsletter including but not limited to writing
copy and generating graphics.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the newsletter format and distribution schedule and seek approval of Santa Ana
Project Manager.
b. Execute newsletter distribution in accordance with the approved plan.
Santa Ana shall:
a. Approve newsletter plan and approve subsequent newsletters before public distribution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of February 2022.
UBTL!4;!SFBEZ!PD!XFCTJUF!SFGSFTI
Pckfdujwf;! Refresh Ready OC Website to improve user experience, navigability and to meet the
needs of the new digital strategy. !!!!!!
Ubtl!Eftdsjqujpo;!
Evaluate, propose modifications and update Ready OC Website. This includes but is not limited
to: finding technical problems, removing outdated links, adding content and installing an email
collector for the new newsletter distribution strategy. This includes an SEO evaluation to ensure
the website is search engine friendly.
Sftqpotjcjmjujft;
25
Comm LAB shall:
a. Review Ready OC Website and identify any immediate modifications and updates
needed.
b. Seek approval from Santa Ana Project Manager to make modifications.
Santa Ana shall:
a. Approve website refresh recommendations.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!4.B;!SFBEZ!PD!XFCTJUF!BVEJU!'!UJNFMJOF!GPS!USBOTJUJPO
Pckfdujwf;!Assess areas to improve, growth and increase credibility of the Ready OC website.
!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!
a. Conduct an exhaustive content and technical audit of the Ready OC Website. Assess page
structures, navigability, accessibility and analytics. Create a timeline to transition the
website from .org to a .gov address.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Evaluate website components, website traffic and insights for growth opportunities.
b. Create a timeline to transition the ROC website efficiently and effectively.
Santa Ana shall:
a. Review audit and approve timeline for transition.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of August 2021.
UBTL!4.C;!SFBEZ!PD!XFCTJUF!TJUF!NBQ!'!GSBNFT
Pckfdujwf;!Based on team input and long-term strategy, staff will create an outline of the new
-
Ubtl!Eftdsjqujpo;!
The site-map and wireframes will showcase how all of the ROC content, imagery, resources etc.
will be organized on the new website. This draft will provide an opportunity to highlight the
!!!!!!!!!!
a. Provide a site-map of the new ROC navigation including all sub-pages
b. Provide wireframes or lay-
26
Sftqpotjcjmjujft;
Comm LAB shall:
a. Provide site-map and layout options for the approval of the Santa Ana Project
Manager
b. Implement any requested edits/changes to the site-map and wireframes
Santa Ana shall:
a. Review and audit draft site-map and wireframes
b. Provide any feedback,edits to staff
c. Rely final approval of site-map and wireframes
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of October 2021.
UBTL!4.D;!SFBEZ!PD!XFCTJUF!DPOUFOU!EFWFMPQNFOU
Pckfdujwf;!Develop a comprehensive document merging the existing ROC website copy with
additions required for the new website. This document will serve as a guide for website
developers as they finalize the new ROC website.
Ubtl!Eftdsjqujpo;!
The website content will include all the existing information in addition to information regarding
the following:
a. Micro-campaigns: staff will include copy for the upcoming micro-campaigns to avoid
any last minute changes that may be necessary on the website.
b. Database: the new website will encourage residents to sign up for the ROC newsletter
c. Local partners: Call-outs to ROC most significant partners.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Provide draft copy for the review of the Santa Ana Project Manager and team.
b. Update the document with any changes requested by the Santa Ana Project Manager
c. Provide a final copy of the website content
Santa Ana shall:
a. Review and edit the draft website copy
b. Provide edits and final approval
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of December 2021.
27
UBTL4.E;!SFBEZ!PD!XFCTJUF!EFTJHO!'!EFWFMPQNFOU
Pckfdujwf;!Create a contemporary design in support of the new website content that is reflective
contemporary model with an easy-to-navigate interface for users. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!
Develop a modern site with useful, yet aesthetically pleasing elements that will create a positive
experience for users accessing the website for information regarding ROC. This
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a draft website that is reflective of approved copy, sitemap and wireframes
b. Implement updates from the Santa Ana project manager
c. Provide final website
Santa Ana shall:
a. Provide all edits to staff to implement
b. Approve final website before transitioning live
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of February 2022.
UBTL!5;!TPDJBM!NFEJB!PVUSFBDI
Pckfdujwf;!Develop consistent social media content based on messaging strategies for Ready OC
objectives and micro-
engagements and website traffic. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ROC
social media timeline calendar, as well as social media advertising.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana
Project Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social
media post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar
when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
28
Santa Ana shall:
a. Provide feedback and input for social media calendar
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!5.B;!SFBEZ!PD!TPDJBM!NFEJB!DPOUFOU!
EFWFMPQNFOU0NBOBHFNFOU!)BVHVTU.EFDFNCFS!3132*
Pckfdujwf;!Develop consistent social media content based on messaging strategies for Ready OC
objectives and micro-campaigns. The content will be focused on increasing
engagements and website traffic. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ROC
social media timeline calendar, as well as social media advertising.
a. Develop Social Media Calendar
b. Post time-sensitive information on social media channels
c. Keep Social Media Channels Updated
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana
Project Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social
media post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar
when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Tboub!Bob!tibmm;
a. Provide feedback and input for social media calendar
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of December 2021.
29
UBTL!5.C;!SFBEZ!PD!TPDJBM!NFEJB!DPOUFOU!
EFWFMPQNFOU0NBOBHFNFOU!)KBO.NBSDI!3133*
Pckfdujwf;!Develop consistent social media content based on messaging strategies for Ready OC
objectives and micro-
engagements and website traffic. !!!!!!!!!!
Ubtl!Eftdsjqujpo;Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ROC
social media timeline calendar, as well as social media advertising.
a. Develop Social Media Calendar
b. Post time-sensitive information on social media channels
c. Keep Social Media Channels Updated
!
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana
Project Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social
media post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar
when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Santa Ana shall:
a. Provide feedback and input for social media calendar.
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of March 2022.
UBTL!5.D;!SFBEZ!PD!TPDJBM!NFEJB!DPOUFOU!
EFWFMPQNFOU0NBOBHFNFOU!)BQSJM.KVOF!3133*
Pckfdujwf;!!Develop consistent social media content based on messaging strategies for Ready
OC objectives and micro-
engagements and website traffic. !!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This content will be used for both the ROC
social media timeline calendar, as well as social media advertising.
30
a. Develop Social Media Calendar
b. Post time-sensitive information on social media channels
c. Keep Social Media Channels Updated
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana
Project Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social
media post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar when
needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Santa Ana shall:
a. Provide feedback and input for social media calendar
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of June 2022.
UBTL!6;!SFBEZ!PD!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!
Pckfdujwf;!Develop a comprehensive digital advertising strategy within the project budget to
-campaigns when relevant. The advertising
campaign will be primarily digital with concentration on social media channels and Google
search.
Ubtl!Eftdsjqujpo;!
channels, messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media
advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
31
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!6.B;!SFBEZ!PD!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!)BVHVTU.
EFDFNCFS!3132*
Pckfdujwf;!!Develop a comprehensive digital advertising strategy within the project budget to
and micro-campaigns when relevant. The advertising
campaign will be primarily digital with concentration on social media channels and Google
search. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;! media
channels, messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media
advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of December 2021.
UBTL!6.C;!SFBEZ!PD!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!)KBO.NBSDI!
3133*
32
Pckfdujwf;!Develop a comprehensive digital advertising strategy within the project budget to
-campaigns when relevant. The advertising
campaign will be primarily digital with concentration on social media channels and Google
search. !!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!
channels, messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media
advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of March 2022.
UBTL!6.D;!SFBEZ!PD!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!)BQSJM.KVOF!
3133*
Pckfdujwf;!!Develop a comprehensive digital advertising strategy within the project budget to
-campaigns when relevant. The advertising
campaign will be primarily digital with concentration on social media channels and Google
search. !!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!
channels, messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
33
a. Create a digital advertising budget with funds allocated to search and social media
advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of June 2022.
UBTL!7;!NJDSP!DBNQBJHO;!FBSUIRVBLF!GPS!DPMMFHF!TUVEFOUT
Pckfdujwf;!Develop a comprehensive plan to promote ROC and increase awareness of
earthquake preparedness tactics and tools among college students, especially important for
-of-state student population.
Ubtl!Eftdsjqujpo;!ke
preparedness micro-camp, specifically its earthquake resources during the micro campaign
period. The plan will include outreach channels, partnerships, procedures,proposed activities,
communications and schedule.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the micro campaign plan, identify partners, outreach channels, activities,
promotional materials, schedule and budget.
b. Present micro campaign plan timeline for the approval of Santa Ana Project Manager
c. Begin to execute micro-campaign tasks in accordance with the approved plan.
Santa Ana shall:
a. Approve micro campaign plan for execution and provide input.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!7.B;!NJDSP!DBNQBJHO;!FBSUIRVBLF!GPS!DPMMFHF!TUVEFOUT;!
EFWFMPQ!NFTTBHJOH!'!PVUSFBDI!TUSBUFHZ
34
Pckfdujwf;!!Develop an effective messaging and outreach strategy to deliver key messages to
Orange
promote earthquake safety.
Ubtl!Eftdsjqujpo;!Research, identify and craft messaging and outreach strategy to raise
awareness of earthquake preparedness. This task includes:
a. Mapping out effective messaging and calls to action
b. Identifying outreach channels with high-traffic in the selected demographic.
c. Setting messaging frequency
d. Identifying partnerships
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a strategy to appeal to the selected demographic.
b. Provide messagings options and taglines for marketing/advertising
c. Present strategy to and seek approval approval of Santa Ana Project Manager
d. Begin to execute strategy in accordance with the approved plan.
Santa Ana shall:
a. Approve messaging and outreach strategy for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of September 2021.
UBTL!7.C;!NJDSP!DBNQBJHO;!FBSUIRVBLF!GPS!DPMMFHF!TUVEFOUT;!
EFWFMPQ!DBNQBJHO!UJNFMJOF!
Pckfdujwf;!Establish a campaign timeline that delivers high impact and reach among targeted
demographic (college students). !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Create, establish and implement a timeline to promote ROC, specifically its
earthquake resources during the micro campaign period. This task includes:
a. Developing a draft calendar with respective outreach activities for Santa Ana Project
Manager approval
b. Reviewing college campus events calendars
c. Identifying any competing campaigns distributed during the selected timeline
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a timeline.
b. Present timeline to and seek approval approval of Santa Ana Project Manager
c. Execute activities in accordance with the approved timeline.
35
Santa Ana shall:
a. Approve timeline for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of October 2021.
UBTL!7.D;!NJDSP!DBNQBJHO;!FBSUIRVBLF!GPS!DPMMFHF!TUVEFOUT;!
JEFOUJGZ!QPUFOUJBM!QBSUOFST
Pckfdujwf;!!Execute an audit of existing ROC partners to then identify a new list of potential
patterns who can assist in the outreach, advertising and communications of our promoting
earthquake preparedness on college campuses.
Ubtl!Eftdsjqujpo;!Identify a list of existing and new partners to increase earthquake
preparedness amongst student bodies on college campuses throughout Orange County.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a list of existing and potential partners for the approval of the Santa Ana Project
Manager
b. Begin reaching out to existing partners to schedule strategy discussions and outreach
events
Santa Ana shall:
a. Provide approval on the list of potential partners.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of November 2021.
UBTL!8;!NJDSP!DBNQBJHO;!FWBDVBUJPO!UFYU!BMFSUT
Pckfdujwf;!Develop a communications and outreach strategy for evacuation areas during fire
season. This campaign will be in partnership with AlertOC or another local organization.!!!!!!!!
Ubtl!Eftdsjqujpo;!Create a text alert communications and outreach campaign for Orange
County residents who are in fire zones during fire season.
Sftqpotjcjmjujft;
Comm LAB shall:
36
a. Develop an outreach and communications plan
b. Provide outline to Santa Ana Project Manager for approval
Santa Ana shall:
a. Provide final approval of micro-campaign overview
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!8.B;!NJDSP!DBNQBJHO;!FWBDVBUJPO!UFYU!BMFSUT;!EFWFMPQ!
NFTTBHJOH!'!PVUSFBDI!TUSBUFHZ
Pckfdujwf;!!!Develop an effective messaging and outreach strategy to educate residents living in
fire hazard severity zones on the importance of enrolling in the evacuation text alert
system. !!!!!!!!!
Ubtl!Eftdsjqujpo;!Research, identify and craft messaging and outreach strategy to drive up
enrollment in evacuation text alerts. This task includes:
a. Mapping out effective messaging and calls to action
b. Identifying outreach channels with high-traffic in the selected demographic and
geographic areas.
c. Setting messaging frequency
d. Identifying partnerships
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a strategy to appeal to the selected demographics and geographic targeted areas.
b. Present strategy to and seek the approval of the Santa Ana Project Manager
c. Begin to execute strategy in accordance with the approved plan.
d. Provide messagings options and taglines for marketing/advertising
Santa Ana shall:
a. Provide feedback and input on messaging and outreach strategies.
b. Approve messaging and outreach strategy for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of September 2021.
UBTL!8.C;!NJDSP!DBNQBJHO;!FWBDVBUJPO!UFYU!BMFSUT;!EFWFMPQ!
DBNQBJHO!UJNFMJOF
Pckfdujwf;Establish a campaign timeline that delivers high impact and reach among targeted
demographic (residents living in fire hazard severity zones ). !!!!!!!!
37
Ubtl!Eftdsjqujpo;!Create, establish and implement a timeline to promote ROC, specifically the
evacuation text alert system during the micro campaign period. This task includes:
a.
which is typically around the month October
b. Developing a draft calendar with outreach activities for Santa Ana Project Manager
approval.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a timeline.
b. Present timeline to and seek approval approval of Santa Ana Project Manager
c. Execute activities in accordance with the approved timeline.
Santa Ana shall:
a. Approve timeline for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of October 2021.
UBTL!8.D;!NJDSP!DBNQBJHO;!FWBDVBUJPO!UFYU!BMFSUT;!JEFOUJGZ!
QPUFOUJBM!QBSUOFST
Pckfdujwf;!Execute an audit of existing ROC partners to then identify a new list of potential
patterns who can assist in the outreach, advertising and communications in our effort to inform
residents living in fire hazard severity zones!to enroll in our evacuation alerts system/!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Identify a list of existing and new partners to increase awareness of the
evacuation text alert system amongst Orange County residents living in fire hazard severity
zones.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a list of existing and potential partners for the approval of the Santa Ana Project
Manager
b. Begin reaching out to existing partners to schedule strategy discussions and outreach
events
Tboub!Bob!tibmm:
a. Provide approval on the list of potential partners.
Dpnqmfujpo!Dsjufsjb;
38
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of November 2021.
UBTL!9;!NJDSP!DBNQBJHO;!FNFSHFODZ!LJUT
Pckfdujwf;!Plan, develop and outline micro-campaign concept for residents to easily assemble a
five-gallon ROC emergency preparedness bucket at various locations throughout the county.
These potential partners and community stakeholders could range from Lowes, Home Depot, etc.
Ubtl!Eftdsjqujpo;
See sub-tasks for specifics.
Sftqpotjcjmjujft;
See sub-tasks for specifics.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete when all budgeted sub-tasks have been completed in their
respective entirety.
UBTL!9.B;!NJDSP!DBNQBJHO;!FNFSHFODZ!LJUT;!EFWFMPQ!NFTTBHJOHT!'!
PVUSFBDI!TUSBUFHZ
Pckfdujwf;!!Plan and develop a messaging and outreach strategy to increase the numbers of
residents who are assembling a five-gallon ROC emergency preparedness bucket at various
locations throughout the county.
Ubtl!Eftdsjqujpo;!Develop an outreach and messaging strategy to increase awareness amongst
residents to assemble a five-gallon ROC emergency bucket.
Sftqpotjcjmjujft;
Comm LAB shall:
a.
increase public awareness for preparedness.
b. Provide messagings options and taglines for marketing/advertising
Santa Ana shall:
c. Provide approval of messaging and outreach strategy
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be the end of September 2021.
39
UBTL!9.C;!NJDSP!DBNQBJHO;!FNFSHFODZ!LJUT;!EFWFMPQ!DBNQBJHO!
UJNFMJOF
Pckfdujwf;!Establish a campaign timeline that delivers in order to increase the number of
residents who assemble the five-gallon ROC emergency preparedness buckets/kits in their
homes/businesses. !!!!!!!!!!!!!!!!
!!!!!!!!!
Ubtl!Eftdsjqujpo;!Create, establish and implement a timeline to promote ROC, specifically the
importance of curating a 5-gallon ROC emergency bucket/kit. This task includes:
a. Developing a draft calendar with respective outreach activities for Santa Ana Project
Manager approval
b. Accounting for any competing/concurrent campaigns that potential partners/community
organizations may be engaged in.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a timeline.
b. Present timeline to and seek approval approval of Santa Ana Project Manager
c. Execute activities in accordance with the approved timeline.
Santa Ana shall:
a. Approve timeline for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of October 2021.
UBTL!9.D;!NJDSP!DBNQBJHO;!FNFSHFODZ!LJUT;!JEFOUJGZ!QPUFOUJBM!
QBSUOFST
Pckfdujwf;!!Execute an audit of existing ROC partners to then identify a new list of potential
patterns who can assist in the outreach, advertising and communications of our effort to
encourage residents to curate a five-gallon emergency bucket.
!!!!
Ubtl!Eftdsjqujpo;!!Identify a list of existing and new partners to increase awareness on the
importance of assembling a 5-gallon emergency bucket.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a list of existing and potential partners for the approval of the Santa Ana Project
Manager
b. Begin reaching out to existing partners to schedule strategy discussions and outreach
events.
40
Santa Ana shall:
a. Provide approval on the list of potential partners.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of November 2021.
UBTL!:;!FBSOFE!NFEJB!PVUSFBDI
Pckfdujwf;!Develop and implement media promotions and concentrated publicity outreach to
local print, online, broadcast and/or theater/cinema outlets to promote ROC programming
elements, initiatives and calendar of activities.
Ubtl!Eftdsjqujpo;!
Develop and implement media promotions including, but not limited to, management and
enhancement of the ROC smartphone app, advertising and/or online promotions, video PSA
creation and media outreach to local outlets to direct OC residents to commit to preparedness
steps. Task includes ongoing measurement and tracking of promotional elements.
Activities will include:
a. Publicity/Media Outreach conduct outreach to targeted local media to achieve a
minimum of two earned or sponsored placements during the contract period.
b. Video PSA leverage existing :30-second video PSA and focus on efforts to expand
exposure of ROC via additional placements within the OC community via the ROC
website, YouTube channel, city websites, local public access stations, selected regional
theatre venues, etc.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Plan, develop and produce the video with approval from the Santa Ana Project Manager
b. Execute distribution in accordance with approved plans
Santa Ana shall:
a. Approve initiative concepts, production and distribution plan.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!:.B;!FBSOFE!NFEJB!PVUSFBDI;!JEFOUJGZ!'!FYFDVUF!FBSOFE!NFEJB!
PQQPSUVOJUJFT!)GBMM!3132*
41
Pckfdujwf;!Develop and implement media promotions and concentrated publicity outreach to
local print, online, broadcast and/or theater/cinema outlets to promote ROC programming
elements, initiatives and the calendar of activities.
Ubtl!Eftdsjqujpo;!
Develop and implement media promotions including, but not limited to, management and
enhancement of the ROC app, advertising and/or online promotions, video PSA creation and
media outreach to local outlets to direct OC residents to commit to preparedness steps. Task
includes ongoing measurement and tracking of promotional elements.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Plan, develop and produce the video with approval from the Santa Ana Project Manager
in alignment with the ROC Steering Committee
b. Execute distribution in accordance with approved plans
Santa Ana shall:
c. Approve initiative concepts, production and distribution plan
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of October 2021.
UBTL!:.C;!FBSOFE!NFEJB!PVUSFBDI;!JEFOUJGZ!'!FYFDVUF!FBSOFE!NFEJB!
PQQPSUVOJUJFT!)XJOUFS!31320TQSJOH!3133*
Pckfdujwf;!Develop and implement media promotions and concentrated publicity outreach to
local print, online, broadcast and/or theater/cinema outlets to promote ROC programming
elements, initiatives and the calendar of activities.
Ubtl!Eftdsjqujpo;!
Develop and implement media promotions including, but not limited to, management and
enhancement of the ROC smartphone app, advertising and/or online promotions, video PSA
creation and media outreach to local outlets to direct OC residents to commit to preparedness
steps. Task includes ongoing measurement and tracking of promotional elements.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Plan, develop and produce the video with approval from the Santa Ana Project Manager
in alignment
b. Execute distribution in accordance with approved plans
Santa Ana shall:
c. Approve initiative concepts, production and distribution plan
42
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task
description above and when the Santa Ana Project Manager signs the task completion letter.
Planned completion and invoicing will be at the end of June 2022.
UBTL!21;!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI
Pckfdujwf;!
community, emergency preparedness, faith-based and other designated events and/or location to
increase ROC preparedness messaging.
Ubtl!Eftdsjqujpo;
See sub-tasks for specifics.
Sftqpotjcjmjujft;
See sub-tasks for specifics.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete when all budgeted sub-tasks have been completed in their
respective entirety.
UBTL!21.B;!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI!)GBMM!3132*
Pckfdujwf;!!!!!!!!!!!!!!!!
emergency preparedness, faith-based and other designated events and/or location to increase
ROC preparedness messaging.
Ubtl!Eftdsjqujpo;!
Calendar, staff and manage outreach briefings, virtual events, etc. to targeted community
organizations/groups.
Activities include:
a. Outreach List and Calendar - create and manage a master annual calendar for any local
organization/group to provide information, tools, resources, etc. for emergency
preparedness.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the outreach and seek plan approval from the Santa Ana Project Manager.
b. Execute the outreach in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotional elements
43
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the calendared event outreach and when
the Santa Ana Project Manager signs the task completion letter. Completion is planned
November 2021.
UBTL!21;!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI!)XJOUFS0TQSJOH!3133*
Pckfdujwf;!Develop and implement ongoing community and
community, emergency preparedness, faith-based and other designated events and/or
presentation venues, seeking to reach and engage with hundreds of thousands of citizens and
community members.
Ubtl!Eftdsjqujpo;!Calendar, staff and manage outreach briefings, virtual events, etc. to targeted
community organizations/groups.
Activities include:
a. Outreach List and Calendar - create and manage a master annual calendar for any local
organization/group to provide information, tools, resources, etc. for emergency
preparedness.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the outreach and seek plan approval from the Santa Ana Project Manager in
alignment with the ROC Steering Committee
b. Execute the outreach in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotional elements
!
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the calendared event outreach and when
the Santa Ana Project Manager signs the task completion letter. Completion is planned by April
2022.
UBTL!22;!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT
Pckfdujwf;
Manage campaign updates and activities including, but not limited to meetings, monthly activity
reporting, programming documentation, regular communications and presentations to Santa Ana
Project Manager and corresponding agency partners during this task order.
Ubtl!Eftdsjqujpo;
Provide campaign and promotion updates to the Santa Ana Project Manager through regularly
scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing
reporting and measurement of campaign data and maintain weekly and monthly communication
44
with the Santa Ana Project Manager including at least one formal meeting/conference call during
the quarter, unless otherwise directed and approved by the Santa Ana Project Manager.
!
Sftqpotjcjmjujft;
Comm LAB shall:
a. Coordinate, manage and participate in at least one team meting
b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana
Project Manager
c. Manage the weekly and monthly reporting of campaign measurement
d. Manage ongoing budget and campaign schedule
e. Submit task completion letters with task invoices to the Santa Ana Project Manager
Santa Ana shall:
a. Approve campaign progress, updates and promotions
b. Support and facilitate partnering and sponsorship efforts with Steering Committee
!
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!22.B;!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT!)TFQ.KBO!3133*
Pckfdujwf;
Manage campaign updates and activities including, but not limited to meetings, monthly activity
reporting, programming documentation, regular communications and presentations to Santa Ana
Project Manager and corresponding agency partners during this task order.
Ubtl!Eftdsjqujpo;
Provide campaign and promotion updates to the Santa Ana Project Manager through regularly
scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing
reporting and measurement of campaign data and maintain weekly and monthly communication
with the Santa Ana Project Manager including at least one formal meeting/conference call during
the quarter, unless otherwise directed and approved by the Santa Ana Project Manager.
!
Sftqpotjcjmjujft;
Comm LAB shall:
a. Coordinate, manage and participate in at least one Steering Committee meeting
b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana
Project Manager
c. Manage the weekly and monthly reporting of campaign measurement
d. Manage ongoing budget and campaign schedule
e. Submit task completion letters with task invoices to the Santa Ana Project Manager
Santa Ana shall:
a. Approve campaign progress, updates and promotions
b. Support and facilitate partnering and sponsorship efforts with Steering Committee
45
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for the task. Planned completion and
implementation is by the end of January 2022.
UBTL!22.C;!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT!)GFC.KVOF!3133*
Pckfdujwf;
Manage campaign updates and activities including, but not limited to meetings, monthly activity
reporting, programming documentation, regular communications and presentations to Santa Ana
Project Manager and corresponding agency partners during this task order.
Ubtl!Eftdsjqujpo;
Provide campaign and promotion updates to the Santa Ana Project Manager through regularly
scheduled phone calls and/or emails and meetings (as needed or requested). Manage the ongoing
reporting and measurement of campaign data and maintain weekly and monthly communication
with the Santa Ana Project Manager including at least one formal meeting/conference call during
the quarter, unless otherwise directed and approved by the Santa Ana Project Manager.
!
Sftqpotjcjmjujft;
Comm LAB shall:
a. Coordinate, manage and participate in at least one Steering Committee meeting
b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana
Project Manager
c. Manage the weekly and monthly reporting of campaign measurement
d. Manage ongoing budget and campaign schedule
e. Submit task completion letters with task invoices to the Santa Ana Project Manager
Santa Ana shall:
a. Approve campaign progress, updates and promotions
b. Support and facilitate partnering and sponsorship efforts with Steering Committee
!
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for the task. Planned completion and
implementation is by the end of May 2022.
UBTL!23;!DPSQPSBUF!BEWJTPSZ!DPVODJM!QBSUOFSJOH
Pckfdujwf;!!!!!!!!!!!!!!!!
Continue managing the current CAC group with emphasis on enhancing participation benefits,
retaining current active members, and expanding successes in leveraging CAC resources,
connections and contributions to the overall ROC initiative during the year.
46
Ubtl!Eftdsjqujpo;
Continue momentum to expand the success of the council to help provide opportunities,
extensions, and ongoing support for ROC. Activities include:
a. CAC Designated Ambassador continue to leverage and refine the designated CAC
ambassadors to facilitate and deepen relationship efforts.
b. One-on-One Outreach Tour continue successful strategy to outreach to CAC members
in a high-touch, one-to-one manner to generate customized opportunities for promotional
investment and support of the ROC campaign.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop and implement the program with approval from the Santa Ana Project Manager
in alignment with the ROC Steering Committee
Santa Ana shall:
a. Approve the program and promotional efforts
!
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the
Santa Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!23.B;!DPSQPSBUF!BEWJTPSZ!DPVODJM!QBSUOFSJOH!)GBMM!3132*
Pckfdujwf;!!!!!!!!!!!!!!!!
Continue managing the current CAC group with emphasis on enhancing participation benefits
and expanding successes in leveraging CAC resources, connections and contributions to the
overall ROC initiative during the year.
Ubtl!Eftdsjqujpo;
Continue momentum to expand the success of the council to help provide opportunities,
extensions, and ongoing support for ROC. Activities include:
a. CAC Designated Ambassador continue to leverage and refine the designated CAC
ambassadors to facilitate and deepen relationship efforts.
b. One-on-One Outreach Tour continue successful strategy to outreach to CAC members
to generate customized opportunities for promotional investment and support of the ROC
campaigns.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop and implement the program with approval from the Santa Ana Project Manager
in alignment with the ROC Steering Committee
Santa Ana shall:
a. Approve the program and promotional efforts
!
Dpnqmfujpo!Dsjufsjb;
47
This task will be implemented throughout the performance period and when the Santa Ana
Project Manager signs the task completion letter. Completion is planned to occur by November
2021.
UBTL!23.C;!DPSQPSBUF!BEWJTPSZ!DPVODJM!QBSUOFSJOH!)XJOUFS0TQSJOH!
3132*
Pckfdujwf;!!!!!!!!!!!!!!!!
Continue managing the current CAC group with emphasis on enhancing participation benefits
and expanding successes in leveraging CAC resources, connections and contributions to the
overall ROC initiative during the year.
Ubtl!Eftdsjqujpo;
Continue momentum to expand the success of the council to help provide opportunities,
extensions, and ongoing support for ROC. Activities include:
a. CAC Designated Ambassador continue to leverage and refine the designated CAC
ambassadors to facilitate and deepen relationship efforts.
b. One-on-One Outreach Tour continue successful strategy to outreach to CAC members
to generate customized opportunities for promotional investment and support of the ROC
campaign.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop and implement the program with approval from the Santa Ana Project Manager
in alignment with the ROC Steering Committee
Santa Ana shall:
a. Approve the program and promotional efforts
!
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana
Project Manager signs the task completion letter. Completion is planned to occur by May 2022.
UBTL!24;!XFCTJUF!'!NPCJMF!NBJOUFOBODF
Pckfdujwf;
Update, manage, host and maintain the ReadyOC.org website and provide recommendations for
updates to improve the user experience and functionality.
!
Ubtl!Eftdsjqujpo;
See sub-tasks for specifics.
Sftqpotjcjmjujft;
See sub-tasks for specifics.
48
Dpnqmfujpo!Dsjufsjb;
This task is considered complete when all budgeted sub-tasks have been completed in their
respective entirety.
UBTL!24.B;!XFCTJUF!'!NPCJMF!NBJOUFOBODF!)GBMM!3132*
Pckfdujwf;
Update, manage, host and maintain the ReadyOC.org website and provide recommendations for
updates to improve the user experience and functionality.
Ubtl!Eftdsjqujpo;
Provide routine updates of the ROC website including content, imagery and navigation.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Update the ROC website with any additions/changes provided by the Santa Ana Project
Manager
b. Ensure all hosting, server, maintenance, and updates are maintained.
Santa Ana shall:
a. Provide any edits and/or additions for the ROC website
b. Approve any update and/or additions to the ROC website.
!
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana
Project Manager signs the task completion letter. Completion is planned to occur by January
2022.
UBTL!24.C;!XFCTJUF!'!NPCJMF!NBJOUFOBODF!)XJOUFS0TQSJOH!3133*
Pckfdujwf;
Update, manage, host and maintain the ReadyOC.org website and provide recommendations for
updates to improve the user experience and functionality.
Ubtl!Eftdsjqujpo;
Provide routine updates of the ROC website including content, imagery and navigation.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Update the ROC website with any additions/changes provided by the Santa Ana Project
Manager
b. Ensure all hosting, server, maintenance, and updates are maintained.
49
Santa Ana shall:
a. Provide any edits and/or additions for the ROC website
b. Approve any update and/or additions to the ROC website.
!
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana
Project Manager signs the task completion letter. Completion is planned to occur by May 2022.
UBTL!25;!DPMMBUFSBM!NBUFSJBMT
Pckfdujwf;!Develop, produce and update ROC collateral materials for use in all programming
and communications as appropriate.
Ubtl!Eftdsjqujpo;!!!!!!!!!!!!!
Handle design, writing, production and distribution of all materials supporting ROC initiatives.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop all materials and seek approval from the Santa Ana Project Manager
b.
Santa Ana shall:
a. Approve materials and provide feedback
!
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the order or delivery of the promotional materials, given
requirements in some instances for upfront payment, and when the Santa Ana Project Manager
signs the task completion letter. Completion is planned to occur by March 2022.
UBTL!26;!QSPNPUJPOBM!NBUFSJBMT
Pckfdujwf;!Develop, produce and update ROC promotional materials for use in all programming
as appropriate.
Ubtl!Eftdsjqujpo;!Handle design, writing, production and distribution of all materials
supporting ROC.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop all materials and seek approval from the Santa Ana Project Manager in
alignment with the ROC Steering Committee
b. Produce materials in accordance with Steering Committee approvals
Santa Ana shall:
50
a. Approve materials
!
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the order or delivery of the promotional materials, given
requirements in some instances for upfront payment, and when the Santa Ana Project Manager
signs the task completion letter. Completion is planned to occur by January 2022.
51
GZ32!Njmftupof!Qbznfou!Tdifevmf
Njmftupof!Ubtl!Obnf!Njmftupof!Qmboofe!
Qbznfou!Dpnqmfujpo!
Ebuf!
UBTL!2!SFBEZPD!3132033!NBSLFUJOH!SPBENBQ!
- Brand & Digital Marketing Audit
Task 1-A $1,000.00 August 2021
UBTL!3!EJHJUBM!DPNNVOJDBUJPOT!
Task 2-A - Newsletter Database Collection Strategy $1,000.00 Sep 2021
Task 2-B - Newsletter Distribution $1,000.00 Feb 2022
UBTL!4!Sfbez!PD!XFCTJUF!SF.GSFTI!
- Ready OC Website Audit & Timeline for
Task 3-A $1,000.00 August 2021
Transition
Task 3-B - Ready OC Website Site Map & Frames $2,000.00 Oct 2021
Task 3-C - Ready OC Website Content Development!$2,000.00 Dec 2021
- Ready OC Website Design & Development!
Task 3-D $4,000.00 Feb 2022
UBTL!5!TPDJBM!NFEJB!PVUSFBDI!
- ReadyOC Social Media Content Development
Task 4-A!$6,500.00 Dec 2021
& Management (August-December 2021)!
- ReadyOC Social Media Content Development
Task 4-B!$5,500.00 March 2022
& Management (Jan-March 2022)!
- ReadyOC Social Media Content Development
Task 4-C!$5,000.00 June 2022
& Management (Apr 2022-June 2022)!
UBTL!6!BEWFSUJTJOH!
- ReadyOC Social Media/Search Advertising
Task 5-A!$5,000.00 Dec 2021
(August-December 2021)!
- ReadyOC Social Media/Search Advertising
Task 5-B!$4,000.00 March 2022
(Jan 2021 -March 2022)!
- ReadyOC Social Media/Search Advertising
Task 5-C!$3,000.00 June 2022
(Apr 2022-June 2022)!
NJDSP!DBNQBJHO;!FBSUIRVBLF!GPS!
UBTL!7!
DPMMFHF!TUVEFOUT!
Task 6-A!- Develop Messaging & Outreach Strategy $1,000.00 Sept 2021
October
Task 6-B!- Develop Campaign Timeline!$1,000.00
2021
November
Task 6-C - Identify Potential Partners $1,000.00
2021
NJDSP!DBNQBJHO;!FWBDVBUJPO!UFYU!
UBTL!8!
BMFSUT!
Task 7-A!- Develop Messaging & Outreach Strategy !$1,000.00 Sept 2021
October
Task 7-B!- Develop Campaign Timeline!$1,000.00
2021
November
Task 7-C!- Identify Potential Partners $1,000.00
2021
UBTL!9!NJDSP!DBNQBJHO;!FNFSHFODZ!LJUT!
Task 8-A - Develop Messaging & Outreach Strategy $1,000.00 Sept 2021
October
Task 8-B - Develop Campaign Timeline $1,000.00
2021
52
November
Task 8-C - Identify Potential Partners $1,000.00
2021
UBTL!:!FBSOFE!NFEJB!PVUSFBDI!
- Identify & Execute Earned Media Opportunities
Task 9-A!$7,000.00 Oct 2021
(Fall/Winter 2021)!
- Identify & Execute Earned Media Opportunities
Task 9-B!$7,000.00 June 2022
(Spring 2022)!
UBTL!21!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI!!
Task 10-A $2,000.00 Nov 2021
Community & Citizens Outreach (Fall 2021)
Community & Citizens Outreach
Task 10-B $2,000.00 April 2022
(Winter/Spring 2022)
UBTL!22!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT!
- ReadyOC Stakeholder Meetings & Promotions
Task 11-A!$2,000.00 Jan 2022
(Sep 2021-Jan 2022)!
- ReadyOC Stakeholder Meetings & Promotions
Task 11-B!$2,000.00 May 2022
(Feb 2022 -June 2022)!
DPSQPSBUF!BEWJTPSZ!DPVODJM!'!
UBTL!23!
QBSUOFSJOH!
- Corporate Advisory Council & Partnering (Fall
Task 12-A $2,500.00 Nov 2021
2021)
- Corporate Advisory Council & Partnering
Task 12-B $2,500.00 May 2022
(Winter/Spring 2022)
UBTL!24!XFCTJUF!'!NPCJMF!NBJOUFOBODF!
Website, Social Media & Mobile
Task 13-A $2,000.00 Jan 2022
Outreach/Maintenance (Fall 2021)!
Website, Social Media & Mobile
Task 13-B $2,500.00 May 2022
Outreach/Maintenance (Winter/Spring 2022)
UBTL!25!DPMMBUFSBM!NBUFSJBMT!$3,000.00 March 2022
$3,000.00 Jan 2022
UBTL!26!QSPNPUJPOBM!NBUFSJBMT!
$10,000.00
DPOUJOHFODZ!!
UPUBM! %:8-611/11!!
53
FYIJCJU!C
!
Jg!Zpv!Tff!Tpnfuijoh-!Tbz!Tpnfuijoh!)T5*!!PD!Jojujbujwf
GZ32!T5!TUBUFNFOU!PG!XPSL!
General Information:
The following Statement of Work (SOW) defines the principal activities and responsibilities of all
parties for public outreach services to support the See Something Say Something (S4) Emergency
Preparedness Campaign. This scope of work shall stand as an agreement between the City of Santa Ana
(here-in-after Santa Ana) and Communications LAB (here-in-after Comm LAB) for the contracted
period.
Comm LAB will supply the following services:
Marketing:
· Brand Management
· Collateral (kids books, brochures)
Digital Communications
· Website
Site content updating
Site optimization
Site maintenance
· Newsletter Database Development
· Social Media
c. Content Development
d. Graphic Design
· Text Message Strategy
Advertising:
· Social/Search ads
· Paid Advertising
Media:
· Broadcast news promotions
· Media/corporate promotions
· Publicity Service Announcements (PSA)
· Media Training
· Public Information Support (S4)
Outreach-Education-Partnerships:
· Local Stakeholder Outreach
· Elected Officials Outreach
· Partner Outreach
· Citizen and faith-based outreach
Project Management
54
· Project Administration Services
· Routine Meeting with S4 Strategy Team
· KPI Reports
No deviation of this SOW will be allowed without written consent from the Santa Ana Project Manager.
Nevertheless, Santa Ana recognizes that projects of this magnitude will likely encounter various
unforeseeable events that may cause tasks to overlap or change, and such change will be permissible
with the written approval of the Santa Ana Project Manager.
This SOW is contingent upon both Comm LAB and Santa Ana fulfilling their respective responsibilities
as defined in the Agreement and within this document.
Dpoufout
The following are included with this SOW:
· Task Descriptions
· Project Change Order
· Project Schedule
· Milestone Payment Schedule
Hfofsbm!Qspkfdu!Nbobhfnfou!Sftqpotjcjmjujft
Project management occurs throughout the project and is involved in every task. The overall project
management activities are listed here for reference.
Dpnn!MBC!Sftqpotjcjmjujft;
h.
i. Manage the efforts of the Comm LAB team and coordinate Comm LAB activities with the
Santa Ana Project Manager.
j. Conduct on-
when reasonably required at the discretion of Santa Ana to discuss project status.
k.
Project Manager.
l. Prepare and submit, no later than the fifth business day of each month, a status activity report
that includes: the accomplishments of the previous month, activities planned for the current
month and any update to the project schedule.
m. Prepare a
n.
Project Manager.
Tboub!Bob!Sftqpotjcjmjujft;
a. Maintain project communications with the Comm LAB Project Manager.
b. Manage the efforts of S4 involved staff and coordinate S4 activities with the Comm LAB
Project Manager.
c. The Project Manager must ensure that personnel have ample time, resources, and
expertise to carry out their respective tasks and responsibilities.
d. The Project Manager or his designee will participate in status meetings with the Comm
LAB Project Manager on a monthly basis or as may otherwise be reasonably required to
discuss project status.
e. Provide timely responses, within ten (10) business days, to issues raised by the Comm
LAB Project Manager.
55
f. Liaison with all Santa Ana-provided third-party vendors and associated systems.
g. Ensure acceptable Change Orders are approved by authorized signature(s).
h. Ensure acceptable Task Completion Letter(s) are approved by the Project Manager or his
designee.
i. Ensure timely payment of invoices.
j. Ensure Comm LAB access to server and network equipment and work areas on a 24x7
basis, with pre-authorization for off-hours.
k. Provide workspace for Comm LAB personnel as reasonably requested.
TPX!Gpsnbu;
Each task includes the following: Title, Objective, Task Description, Responsibilities and Completion
Criteria. The tasks are depicted on the project schedule. All parties recognize that the SOW is not
formatted chronologically with contractual obligations defaulting to the Project Schedule unless
otherwise noted.
UBTL!2;!3132.33!NBSLFUJOH!SPBENBQ!
Pckfdujwf;!!!!!!!!!!!!!!!!
Create, establish and implement a formal marketing plan and road map to best promote and provide
outreach for S4 during the campaign period. The road map will include target audiences, objectives,
management procedures and proposed activities.
Ubtl!Eftdsjqujpo;!
Develop, refine, review and approve plan for all campaign initiatives, including the marketing plan and
project schedule. Activities include:
a. Launch Meetings conduct a minimum of two meetings with the Santa Ana Project Manager
to present strategies and recommendations and to get approval to proceed with the Road
Map.
b. 2021-2022 Marketing Road Map develop and submit a comprehensive marketing
communications and promotions plan detailing strategies, objectives, tasks, schedules and
metrics for all S4 activities during the contracted period.
c. Project Schedule develop and complete a comprehensive project schedule that details
timing for all activities.
d. Project Management & Control Procedures review and update, as needed, all currently
approved control and administrative procedures (change orders, approval processes, etc.) and
documents currently on file with the Santa Ana Project Manager.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the initiative and seek plan approval from Santa Ana Project Manager
b. Execute the promotion in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotion elements
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
56
UBTL!2.B;!CSBOEJOH!BOE!EJHJUBM!NBSLFUJOH!BVEJU
Pckfdujwf;!!
will include finding
campaign. !!!!!!!!
!!!!
Ubtl!Eftdsjqujpo;!
Audit will consider the appropriate use of tools and materials for the targeted audiences, image and
Sftqpotjcjmjujft;
Comm LAB shall:
a. Collect, review and evaluate branding and digital marketing materials.
b. Present audit findings and key recommendations to Santa Ana Project Manager.
Santa Ana shall:
a. Review audit and approve execution of key recommendations.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of August 2021.
UBTL!3;!EJHJUBM!DPNNVOJDBUJPOT
Pckfdujwf;!!Create a digital communications outreach platfor
strategy. This communications platform will mainly consist of a newsletter distribution system and
database retention effort.
Ubtl!Eftdsjqujpo;! Through various digital outreach tactics, we will work to build an internal database
for email distribution. These monthly newsletters will support the following:
a. Micro-campaigns: promotion of various sub-campaigns in relation to our pre-approved micro-
campaigns (cyber security, school reporters and video game security)
b. S4 messaging: promotion of general S4 information, tools, resources, etc.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a newsletter system in combination with a database collection initiative
b. Routinely distribute information newsletter to database
c. Provide KPI report to Santa Ana Project to show progress
Santa Ana shall:
a. Review, edit and approve newsletter drafts for distribution
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of August 2021.
57
UBTL!3.B;!OFXTMFUUFS!EBUBCBTF!DPMMFDUJPO!TUSBUFHZ
Pckfdujwf;!Establish a robust database of stakeholders to distribute newsletters, updates and relevant
information. !!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop a mechanism to collect contact information from Orange County
stakeholders interested in receiving news from S4. The collector will include:
a. Email address
b. City of residence
c. Zip Code
d. Opt-in consent statement
Sftqpotjcjmjujft;
Comm LAB shall:
a. Add an email collector to the S4 website where stakeholders can register to receive newsletters
and updates. Maintain and update the newsletter database accordingly.
b. Create a newsletter design with routine topics to be included
c. Present draft newsletter to the Santa Ana PD project manager for approval.
Santa Ana shall:
a. Provide any relevant databases in its possession to be added to the newly established database.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of October 2021.
UBTL!3.C;!OFXTMFUUFS!EJTUSJCVUJPO
Pckfdujwf;!Establish S4 newsletter as a trusted resource for stakeholders to information and relevant
updates.!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop newsletter template, elements and set distribution frequency. This includes
all aspects related to the curation of a newsletter including but not limited to writing copy and generating
graphics.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the newsletter format and distribution schedule and seek approval of Santa Ana Project
Manager.
b. Execute newsletter distribution in accordance with the approved plan.
Santa Ana shall:
a. Approve newsletter plan and approve subsequent newsletters before public distribution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of February 2022.
58
UBTL!4;!T5!XFCTJUF!SF.GSFTI
Pckfdujwf;! Refresh S4 Website to improve user experience, navigability and to meet the needs of the
new digital strategy. !!!!!!
Ubtl!Eftdsjqujpo;!
Evaluate, propose modifications and update S4 Website. This includes but is not limited to: finding
technical problems, removing outdated links, adding content and installing an email collector for the
new newsletter distribution strategy. This includes an SEO evaluation to ensure the website is search
engine friendly.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Review S4 Website and identify any immediate modifications and updates needed.
b. Seek approval from Santa Ana Project Manager to make modifications.
Santa Ana shall:
a. Approve website refresh recommendations.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!4.B;!T5!XFCTJUF!BVEJU!'!UJNFMJOF!GPS!USBOTJUJPO
Pckfdujwf;!Assess areas to improve, growth and increase credibility of the S4 website.
Ubtl!Eftdsjqujpo;!
a. Conduct an exhaustive content and technical audit of the S4 Website. Assess page structures,
navigability, accessibility and analytics.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Evaluate website components, website traffic and insights for growth opportunities.
Santa Ana shall:
a. Review audit and approve timeline for transition.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of August 2021.
UBTL!4.C;!T5!XFCTJUF!TJUF!NBQ!'!GSBNFT
Pckfdujwf;!Based on team input and long-
-
Ubtl!Eftdsjqujpo;!
59
The site-map and wireframes will showcase how all of the S4 content, imagery, resources etc. will be
objectives before programming starts.!!!!!!!!!!
a. Provide a site-map of the new S4 navigation including all sub-pages
b. Provide wireframes or lay-outs of the Home, About and Resources pages.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Provide site-map and layout options for the approval of the Santa Ana Project Manager
b. Implement any requested edits/changes to the site-map and wireframes
Santa Ana shall:
a. Review and audit draft site-map and wireframes
b. Provide any feedback, edits to staff
c. Rely final approval of site-map and wireframes
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of October 2021.
UBTL!4.D;!T5!XFCTJUF!DPOUFOU!EFWFMPQNFOU
Pckfdujwf;!Develop a comprehensive document merging the existing S4 website copy with additions
required for the new website. This document will serve as a guide for website developers as they finalize
the new S4 website.
Ubtl!Eftdsjqujpo;!
The website content will include all the existing information in addition to information regarding the
following:
a. Micro-campaigns: staff will include copy for the upcoming micro-campaigns to avoid any last
minute changes that may be necessary on the website.
b. Database: the new website will encourage residents to sign up for the S4 newsletter
c. Local partners: Call-
Sftqpotjcjmjujft;
Comm LAB shall:
a. Provide draft copy for the review of the Santa Ana Project Manager and team
b. Update the document with any changes requested by the Santa Ana Project Manager
c. Provide a final copy of the website content
Santa Ana shall:
a. Review and edit the draft website copy
b. Provide edits and final approval
Dpnqmfujpo!Dsjufsjb;
60
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of December 2021.
UBTL!4.E;!T5!XFCTJUF!EFTJHO!'!EFWFMPQNFOU
Pckfdujwf;!
overall goals and objectives. The development of the new website will be based on a contemporary
model with an easy-to-navigate interface for users. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!
Develop a modern site with useful, yet aesthetically pleasing elements that will create a positive
experience for users accessing the website for information regarding S4. This
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a draft website that is reflective of approved copy, sitemap and wireframes
b. Implement updates from the Santa Ana project manager
c. Provide final website
Santa Ana shall:
a. Provide all edits to staff to implement
b. Approve final website before transitioning live
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of February 2022.
UBTL!5;!T5!TPDJBM!NFEJB!PVUSFBDI
Pckfdujwf;!
and micro-campaigns. The content will be focused on incr
traffic. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This content will be used for both
media timeline calendar, as well as social media advertising.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project
Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social media
post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
61
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Santa Ana shall:
a. Provide feedback and input for social media calendar
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!5.B;!T5!TPDJBM!NFEJB!DPOUFOU!EFWFMPQNFOU0NBOBHFNFOU!)BVHVTU.
KBOVBSZ!3133*
Pckfdujwf;!
and micro-campaigns. Th
traffic. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This
media timeline calendar, as well as social media advertising.
a. Develop Social Media Calendar
b. Post time-sensitive information on social media channels
c. Keep Social Media Channels Updated
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project
Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social media
post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Tboub!Bob!tibmm;
a. Provide feedback and input for social media calendar
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of January 2022.
UBTL!5.C;!T5!TPDJBM!NFEJB!DPOUFOU!EFWFMPQNFOU0NBOBHFNFOU!)KBO.NBSDI!
3133*
62
Pckfdujwf;!
and micro-campaigns. The content will be focused on increas
traffic. !!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
ial
media timeline calendar, as well as social media advertising.
a. Develop Social Media Calendar
b. Post time-sensitive information on social media channels
c. Keep Social Media Channels Updated
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project
Manager approval
b. The calendar will include: social media platforms, date of publication, copy for social media
post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Santa Ana shall:
a. Provide feedback and input for social media calendar
b. Attend 6-week social media calendar meetings when needed
c. Provide any time-sensitive social media messaging to staff when appropriate
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of March 2022.
UBTL!5.D;!T5!TPDJBM!NFEJB!DPOUFOU!EFWFMPQNFOU0NBOBHFNFOU!)BQSJM.KVOF!
3133*
Pckfdujwf;!Develop consistent social media content based on messaging strategies for S4 objectives and
micro-te
traffic. !!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Develop contemporary and engaging social media content in various formats
including graphics, memes, surveys, video, gifs, etc. This content will be used for both the S4 social
media timeline calendar, as well as social media advertising.
a. Develop Social Media Calendar
b. Post time-sensitive information on social media channels
c. Keep Social Media Channels Updated
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a 6-week social media calendar with draft respective imagery for Santa Ana Project
Manager approval
63
b. The calendar will include: social media platforms, date of publication, copy for social media
post, graphic, links, hashtags
c. Schedule 6-week social media calendar meetings to review social media calendar when needed
d. Implement any updates and/or edits to the social media calendar
e. Post time-sensitive content at the direction of the Santa Ana Project Manager
f. Provide 6-week social media KPI reports on post engagement, traffic and trends.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of June 2022.
UBTL!6;!SFBEZ!PD!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!
Pckfdujwf;!Develop a comprehensive digital advertising strategy within the project budget to promote
-campaigns when relevant. The advertising campaign will be
primarily digital with concentration on social media channels and Google search.
Ubtl!Eftdsjqujpo;!
messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!6.B;!T5!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!)BVHVTU.KBOVBSZ!3133*
Develop a comprehensive digital advertising strategy within
objectives and micro-campaigns when relevant. The advertising campaign will be primarily digital with
concentration on social media channels and Google search.
Ubtl!Eftdsjqujpo;!Create a digital advertising st
messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
64
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of January 2022.
UBTL!6.C;!T5!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!)KBO.NBSDI!3133*
objectives and micro-campaigns when relevant. The advertising campaign will be primarily digital with
concentration on social media channels and Google search. !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;! media channels,
messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of March 2022.
UBTL!6.D;!T5!TPDJBM!NFEJB!'!TFBSDI!BEWFSUJTJOH!)BQSJM.KVOF!3133*
65
Pckfdujwf;!Develop a comprehensive digital advertising strategy within the project budget to promote
-campaigns when relevant. The advertising campaign will be primarily
digital with concentration on social media channels and Google search. !!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!
messaging, micro-campaigns, and objectives.
a. Boost social media timeline content
b. Develop social media advertisements
c. Develop advertisements for Google (display, search, and YouTube)
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a digital advertising budget with funds allocated to search and social media advertising.
b. Itemize digital media advertising funding to micro-campaign messaging
c. Deliver budget to Santa Ana Project manager for approval
d. Execute routine advertising programming and monitor results
e. Provide KPI reports at the end of each task monitoring success and opportunities
Santa Ana shall:
a. Provide feedback and approval on digital advertising budget on search and social
b. Review KPI report at the end of each subsequent digital marketing task order.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of June 2022.
UBTL!7;!NJDSP!DBNQBJHO;!DZCFS!TFDVSJUZ
Pckfdujwf;!Develop a comprehensive micro campaign plan to enhance cyber security awareness, deter
online fraud/identity theft and enhance privacy; a special focus will be placed on the 65+ demographic
to inform them of cyber security threats.
Ubtl!Eftdsjqujpo;!Create, establish and implement a plan to promote cyber security awareness and
deter online threats. The plan will include outreach channels, partnerships, procedures, proposed
activities, communications and schedule.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the micro campaign plan, identify partners, outreach channels, activities, promotional
materials, schedule and budget.
b. Present micro campaign plan timeline for the approval of Santa Ana Project Manager
c. Begin to execute micro-campaign tasks in accordance with the approved plan.
Santa Ana shall:
a. Approve micro campaign plan for execution and provide input.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
66
UBTL!7.B;!NJDSP!DBNQBJHO;!DZCFS!TFDVSJUZ;!EFWFMPQ!NFTTBHJOH!'!
PVUSFBDI!TUSBUFHZ
Pckfdujwf;!!Develop an effective messaging and outreach strategy to deliver key messages to Orange
safety.
Ubtl!Eftdsjqujpo;!Research, identify and craft messaging and outreach strategy to raise awareness of
cyber security threats. This task includes:
a. Mapping out effective messaging and calls to action
b. Identifying outreach channels with high-traffic in the selected demographic.
c. Setting messaging frequency
d. Identifying partnerships
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a strategy to appeal to the selected demographic.
b. Provide messagings options and taglines for marketing/advertising
c. Present strategy to and seek approval of Santa Ana Project Manager
d. Begin to execute strategy in accordance with the approved plan.
Santa Ana shall:
a. Approve messaging and outreach strategy for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of September 2021.
UBTL!7.C;!NJDSP!DBNQBJHO;!DZCFS!TFDVSJUZ;!EFWFMPQ!DBNQBJHO!UJNFMJOF!
Pckfdujwf;!Establish a campaign timeline that delivers high impact and reach among targeted
demographic (Orange County residents, ages 65+). !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Create, establish and implement a timeline to promote S4, specifically its tips to
deter online threats. This task includes:
a. Developing a draft calendar with respective outreach activities for Santa Ana Project Manager
approval
b. Identifying any competing campaigns distributed during the selected timeline
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a timeline.
b. Present timeline to and seek approval approval of Santa Ana Project Manager
c. Execute activities in accordance with the approved timeline.
Santa Ana shall:
a. Approve timeline for execution.
67
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of October 2021.
UBTL!7.D;!NJDSP!DBNQBJHO;!DZCFS!TFDVSJUZ;!JEFOUJGZ!QPUFOUJBM!QBSUOFST
Pckfdujwf;!!Execute an audit of existing S4 partners to then identify a new list of potential patterns who
can assist in the outreach, advertising and communications of our promoting cyber security tips.
Ubtl!Eftdsjqujpo;!Identify a list of existing and new partners to increase awareness amongst residents
age 65+ of threats they may encounter online.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a list of existing and potential partners for the approval of the Santa Ana Project
Manager
b. Begin reaching out to existing partners to schedule strategy discussions and outreach events
Santa Ana shall:
a. Provide approval for the list of potential partners.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of November 2021.
UBTL!8;!NJDSP!DBNQBJHO;!TDIPPM!SFQPSUFST
Pckfdujwf;!Develop a comprehensive micro campaign plan to encourage students from middle school to
college to report suspicious behavior online. A reporting system will be developed to receive tips.
Ubtl!Eftdsjqujpo;!Create, establish and implement a micro campaign plan to encourage students to
report suspicious behavior exhibited online or via other social media platforms. The plan will include
outreach channels, partnerships, procedures, proposed activities, communications and schedule.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the micro campaign plan, identify partners, outreach channels, activities, promotional
materials, schedule and budget.
b. Present micro campaign plan timeline for the approval of Santa Ana Project Manager
c. Begin to execute micro-campaign tasks in accordance with the approved plan.
Santa Ana shall:
a. Approve micro campaign plan for execution and provide input.
Dpnqmfujpo!Dsjufsjb;
68
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!8.B;!NJDSP!DBNQBJHO;!TDIPPM!SFQPSUFST;!EFWFMPQ!NFTTBHJOH!'!
PVUSFBDI!TUSBUFHZ
Pckfdujwf;!!Develop an effective messaging and outreach strategy to educate students on the importance
of capturing and reporting suspicious behavior exhibited online, especially on social media platforms
(SnapChat, Instagram, TikTok, YouTube, Twitter etc.)
Ubtl!Eftdsjqujpo;!Research, identify and craft messaging and outreach strategy to garner student trust
and encourage reporting. This task includes:
a. Mapping out effective messaging and calls to action
b. Identifying outreach channels with high-traffic in the selected demographic.
c. Setting messaging frequency
d. Identifying partnerships
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a strategy to appeal to the selected demographic.
b. Present strategy to and seek approval approval of Santa Ana Project Manager
c. Begin to execute strategy in accordance with the approved plan.
d. Provide messagings options and taglines for marketing/advertising
Santa Ana shall:
a. Approve messaging and outreach strategy for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of September 2021.
UBTL!8.C;!NJDSP!DBNQBJHO;!TDIPPM!SFQPSUFST;!EFWFMPQ!DBNQBJHO!
UJNFMJOF
Pckfdujwf;!Establish a campaign timeline that delivers high impact and reach among targeted
demographic (students in grades 6-12 and college campuses). !!!!!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Create, establish and implement a timeline to promote campaign specifically
reporting system(s) during the micro campaign period. This task includes:
a. Developing a draft calendar with respective outreach activities for Santa Ana Project Manager
approval
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a timeline.
b. Present timeline to and seek approval approval of Santa Ana Project Manager
c. Execute activities in accordance with the approved timeline.
69
Santa Ana shall:
a. Approve timeline for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of October 2021.
UBTL!8.D;!NJDSP!DBNQBJHO;!TDIPPM!SFQPSUFST;!JEFOUJGZ!QPUFOUJBM!
QBSUOFST
Pckfdujwf;!identify a new list of potential patterns
who can assist in the outreach, advertising and communications of our effort to inform and encourage
student participation.
Ubtl!Eftdsjqujpo;!Identify a list of existing and new partners to increase awareness among potential
school reporters.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a list of existing and potential partners for the approval of the Santa Ana Project
Manager
a.
Taco
b. Begin reaching out to existing partners to schedule strategy discussions and outreach events
Tboub!Bob!tibmm:
a. Provide approval on the list of potential partners.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of November 2021.
UBTL!9;!NJDSP!DBNQBJHO;!WJEFP!HBNF!TFDVSJUZ
Pckfdujwf;!!Plan, develop and outline micro-campaign concept for a campaign to increase parent
awareness of child tracking, predators and radicalization risks that exist in video game chat rooms.
Many parents/legal guardians are unaware of these potential threats or the dangers of online gaming.
Ubtl!Eftdsjqujpo;!
Create a micro-campaign that increases parents and community awareness regarding online threats in
video game chat rooms and how they can be proactive to protect younger demographics.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the micro campaign plan, identify partners, outreach channels, activities, promotional
materials, schedule and budget.
b. Present micro campaign plan timeline for the approval of Santa Ana Project Manager
c. Begin to execute micro-campaign tasks in accordance with the approved plan.
70
Santa Ana shall:
a. Approve micro campaign plan for execution and provide input.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!9.B;!NJDSP!DBNQBJHO;!WJEFP!HBNF!TFDVSJUZ;!EFWFMPQ!NFTTBHJOHT!'!
PVUSFBDI!TUSBUFHZ
Pckfdujwf;!!Plan and develop a messaging and outreach strategy to increase awareness among
Ubtl!Eftdsjqujpo;!Develop an outreach and messaging strategy to increase awareness amongst
parents/legal guardians of the various communications platforms available within video games and the
ways these channels are used to endanger youth and to facilitate radicalization by domestic and
international terrorists.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create an outline for messaging and outreach to support our
awareness of this security risk.
b. Provide messagings options and taglines for marketing/advertising
Santa Ana shall:
a. Provide approval of messaging and outreach strategy
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of September 2021.
UBTL!9.C;!NJDSP!DBNQBJHO;!WJEFP!HBNF!TFDVSJUZ;!EFWFMPQ!DBNQBJHO!
UJNFMJOF
Pckfdujwf;!Establish a campaign timeline that delivers high impact and reach to increase parent
awareness of video game security threats. !!!!!!!!!!!!!
Ubtl!Eftdsjqujpo;!Create, establish and implement a timeline to promote S4, specifically the
importance of understanding video game dynamics and features. This task includes:
a. Developing a draft calendar with respective outreach activities for Santa Ana Project Manager
approval
b. Accounting for any competing/concurrent campaigns that potential partners/community
organizations may be engaged in.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Create a timeline.
71
b. Present timeline to and seek approval approval of Santa Ana Project Manager
c. Execute activities in accordance with the approved timeline.
Santa Ana shall:
a. Approve timeline for execution.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be the end of October 2021.
UBTL!9.D;!NJDSP!DBNQBJHO;!WJEFP!HBNF!TFDVSJUZ;!JEFOUJGZ!QPUFOUJBM!
QBSUOFST
Pckfdujwf;!!Execute an audit of existing S4 partners to then identify a new list of potential patterns who
can assist in the outreach and communications of our effort to educate parents/legal guardians of video
game security threats. !
Ubtl!Eftdsjqujpo;!!Identify a list of existing and new partners to increase awareness of video game
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop a list of existing and potential partners for the approval of the Santa Ana Project
Manager
b. Begin reaching out to existing partners to schedule strategy discussions and outreach events
Santa Ana shall:
a. Provide approval on the list of potential partners.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of November 2021.
UBTL!:;!FBSOFE!NFEJB!PVUSFBDI
Pckfdujwf;!Develop and implement media promotions and concentrated publicity outreach to local print,
online, broadcast and/or theater/cinema outlets to promote S4 programming elements, initiatives, and
calendar of activities.
Ubtl!Eftdsjqujpo;!
Develop and implement media promotions including, but not limited to, advertising and/or online
promotions, video PSA creation and media outreach to local outlets to direct OC residents to commit to
preparedness steps. Task includes ongoing measurement and tracking of promotional elements.
Activities will include:
a. Publicity/Media Outreach conduct outreach to targeted local media to achieve a minimum of
two earned or sponsored placements during the task period.
72
b. Video PSA leverage existing :30-second video PSA and focus on efforts to expand exposure of
S4 via additional placements within the OC community via the S4 website, YouTube channel,
city websites, local public access stations, selected regional theatre venues, etc.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Plan, develop and produce the video with approval from the Santa Ana Project Manager
b. Execute distribution in accordance with approved plans
Santa Ana shall:
a. Approve initiative concepts, production and distribution plan.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!:.B;!FBSOFE!NFEJB!PVUSFBDI;!JEFOUJGZ!'!FYFDVUF!FBSOFE!NFEJB!
PQQPSUVOJUJFT!)GBMM!3132*
Pckfdujwf;!Develop and implement media promotions and concentrated publicity outreach to local print,
online, broadcast and/or theater/cinema outlets to promote S4 programming elements, initiatives and the
calendar of activities.
Ubtl!Eftdsjqujpo;!
Develop and implement media promotions including, but not limited to advertising and/or online
promotions, video PSA creation and media outreach to local outlets to direct OC residents to commit to
preparedness steps. Task includes ongoing measurement and tracking of promotional elements.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Plan, develop and produce the video with approval from the Santa Ana Project Manager
b. Execute distribution in accordance with approved plans
Santa Ana shall:
a. Approve initiative concepts, production and distribution plan
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of December 2021.
UBTL!:.C;!FBSOFE!NFEJB!PVUSFBDI;!JEFOUJGZ!'!FYFDVUF!FBSOFE!NFEJB!
PQQPSUVOJUJFT!)XJOUFS!31320TQSJOH!3133*
Pckfdujwf;!Develop and implement media promotions and concentrated publicity outreach to local print,
online, broadcast and/or theater/cinema outlets to promote S4 programming elements, initiatives and the
calendar of activities.
Ubtl!Eftdsjqujpo;!
73
Develop and implement media promotions including, but not limited to advertising and/or online
promotions, video PSA creation and media outreach to local outlets to direct OC residents to commit to
preparedness steps. Task includes ongoing measurement and tracking of promotional elements.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Plan, develop and produce the video with approval from the Santa Ana Project Manager
b. Execute distribution in accordance with approved plans
Santa Ana shall:
a. Approve initiative concepts, production and distribution plan
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the deliverables detailed in the task description
above and when the Santa Ana Project Manager signs the task completion letter. Planned completion
and invoicing will be at the end of April 2022.
UBTL!21;!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI
Pckfdujwf;!Develop and implement ongoing community and
emergency preparedness, faith-based and other designated events and/or location to increase S4
preparedness messaging.
Ubtl!Eftdsjqujpo;
See sub-tasks for specifics.
Sftqpotjcjmjujft;
See sub-tasks for specifics.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!21.B;!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI!)GBMM!3132*
Pckfdujwf;!!!!!!!!!!!!!!!!
preparedness, faith-based and other designated events and/or location to increase S4 preparedness
messaging.
Ubtl!Eftdsjqujpo;!
Calendar, staff and manage outreach briefings, virtual events, etc. to targeted community
organizations/groups.
Activities include:
a. Outreach List and Calendar - create and manage a master annual calendar for any local
organization/group to provide information, tools, resources, etc. for emergency preparedness.
Sftqpotjcjmjujft;
Comm LAB shall:
74
a. Develop the outreach and seek plan approval from the Santa Ana Project Manager.
b. Execute the outreach in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotional elements
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the calendared event outreach and when the
Santa Ana Project Manager signs the task completion letter. Completion is planned November 2021.
UBTL!21;!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI!)XJOUFS0TQSJOH!3133*
Pckfdujwf;!
emergency preparedness, faith-based and other designated events and/or presentation venues, seeking to
reach and engage with hundreds of thousands of citizens and community members.
Ubtl!Eftdsjqujpo;!Calendar, staff and manage outreach briefings, virtual events, etc. to targeted
community organizations/groups.
Activities include:
a. Outreach List and Calendar - create and manage a master annual calendar for any local
organization/group to provide information, tools, resources, etc. for emergency preparedness.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop the outreach and seek plan approval from the Santa Ana Project Manager in alignment
with the S4 Steering Committee
b. Execute the outreach in accordance with the approved plan
Santa Ana shall:
a. Approve plan and promotional elements
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the completion of the calendared event outreach and when the
Santa Ana Project Manager signs the task completion letter. Completion is planned by April 2022.
UBTL!22;!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT
Pckfdujwf;
Manage campaign updates and activities including, but not limited to meetings, monthly activity
reporting, programming documentation, regular communications and presentations to Santa Ana Project
Manager and corresponding agency partners during this task order.
Ubtl!Eftdsjqujpo;
Provide campaign and promotion updates to the Santa Ana Project Manager through regularly scheduled
phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and
measurement of campaign data and maintain weekly and monthly communication with the Santa Ana
Project Manager including at least one formal meeting/conference call during the quarter, unless
otherwise directed and approved by the Santa Ana Project Manager.
75
Sftqpotjcjmjujft;
Comm LAB shall:
a. Coordinate, manage and participate in at least one team meting
b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project
Manager
c. Manage the weekly and monthly reporting of campaign measurement
d. Manage ongoing budget and campaign schedule
e. Submit task completion letters with task invoices to the Santa Ana Project Manager
Santa Ana shall:
a. Approve campaign progress, updates and promotions
b. Support and facilitate partnering and sponsorship efforts with Steering Committee
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!22.B;!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT!)TFQ.GFC!3133*
Pckfdujwf;
Manage campaign updates and activities including, but not limited to meetings, monthly activity
reporting, programming documentation, regular communications and presentations to Santa Ana Project
Manager and corresponding agency partners during this task order.
Ubtl!Eftdsjqujpo;
Provide campaign and promotion updates to the Santa Ana Project Manager through regularly scheduled
phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and
measurement of campaign data and maintain weekly and monthly communication with the Santa Ana
Project Manager including at least one formal meeting/conference call during the quarter, unless
otherwise directed and approved by the Santa Ana Project Manager.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Coordinate, manage and participate in at least one Steering Committee meeting
b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project
Manager
c. Manage the weekly and monthly reporting of campaign measurement
d. Manage ongoing budget and campaign schedule
e. Submit task completion letters with task invoices to the Santa Ana Project Manager
Santa Ana shall:
a. Approve campaign progress, updates and promotions
b. Support and facilitate partnering and sponsorship efforts with Steering Committee
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for the task. Planned completion and implementation is
by the end of February 2022.
UBTL!22.C;!TUBLFIPMEFS!NFFUJOHT!'!QSPNPUJPOT!)NBSDI.KVOF!3133*
76
Pckfdujwf;
Manage campaign updates and activities including, but not limited to meetings, monthly activity
reporting, programming documentation, regular communications and presentations to Santa Ana Project
Manager and corresponding agency partners during this task order.
Ubtl!Eftdsjqujpo;
Provide campaign and promotion updates to the Santa Ana Project Manager through regularly scheduled
phone calls and/or emails and meetings (as needed or requested). Manage the ongoing reporting and
measurement of campaign data and maintain weekly and monthly communication with the Santa Ana
Project Manager including at least one formal meeting/conference call during the quarter, unless
otherwise directed and approved by the Santa Ana Project Manager.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Coordinate, manage and participate in at least one team meeting
b. Provide daily, weekly and monthly campaign and promotion updates to the Santa Ana Project
Manager
c. Manage the weekly and monthly reporting of campaign measurement
d. Manage ongoing budget and campaign schedule
e. Submit task completion letters with task invoices to the Santa Ana Project Manager
Santa Ana shall:
a. Approve campaign progress, updates and promotions
b. Support and facilitate partnering and sponsorship efforts with Steering Committee
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for the task. Planned completion and implementation is
by the end of May 2022.
UBTL!23;!DPSQPSBUF!BEWJTPSZ!DPVODJM!QBSUOFSJOH
Pckfdujwf;!!!!!!!!!!!!!!!!
Continue managing the current CAC group with emphasis on enhancing participation benefits and
expanding successes in leveraging CAC resources, connections and contributions to the overall S4
initiative during the year.
Ubtl!Eftdsjqujpo;
Continue momentum to expand the success of the council to help provide opportunities, extensions, and
ongoing support for S4. Activities include:
a. CAC Designated Ambassador continue to leverage and refine the designated CAC
ambassadors to facilitate and deepen relationship efforts.
b. One-on-One Outreach Tour continue successful strategy to outreach to CAC members in a
high-touch, one-to-one manner to generate customized opportunities for promotional investment
and support of the S4 campaigns.
Sftqpotjcjmjujft;
Comm LAB shall:
77
a. Develop and implement the program with approval from the Santa Ana Project Manager.
Santa Ana shall:
a. Approve the program and promotional efforts
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!23.B;!DPSQPSBUF!BEWJTPSZ!DPVODJM!QBSUOFSJOH!)GBMM!3132*
Pckfdujwf;!!!!!!!!!!!!!!!!
Continue managing the current CAC group with emphasis on enhancing participation benefits and
expanding successes in leveraging CAC resources, connections, and contributions to the overall S4
initiative during the year.
Ubtl!Eftdsjqujpo;
Continue momentum to expand the success of the council to help provide opportunities, extensions, and
ongoing support for S4. Activities include:
a. CAC Designated Ambassador continue to leverage and refine the designated CAC
ambassadors to facilitate and deepen relationship efforts.
b. One-on-One Outreach Tour continue successful strategy to outreach to CAC members to
generate customized opportunities for promotional investment and support of the S4 campaigns.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop and implement the program with approval from the Santa Ana Project Manager in
alignment with the S4 Steering Committee
Santa Ana shall:
a. Approve the program and promotional efforts
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana Project
Manager signs the task completion letter. Completion is planned to occur by November 2021.
UBTL!23.C;!DPSQPSBUF!BEWJTPSZ!DPVODJM!QBSUOFSJOH!)XJOUFS0TQSJOH!3132*
Pckfdujwf;!!!!!!!!!!!!!!!!
Continue managing the current CAC group with emphasis on enhancing participation benefits and
expanding successes in leveraging CAC resources, connections and contributions to the overall S4
initiative during the year.
Ubtl!Eftdsjqujpo;
Continue momentum to expand the success of the council to help provide opportunities, extensions, and
ongoing support for S4. Activities include:
a. CAC Designated Ambassador continue to leverage and refine the designated CAC
ambassadors to facilitate and deepen relationship efforts.
78
b. One-on-One Outreach Tour continue successful strategy to outreach to CAC members to
generate customized opportunities for promotional investment and support of the S4 campaigns.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop and implement the program with approval from the Santa Ana Project Manager in
alignment with the S4 Steering Committee
Santa Ana shall:
a. Approve the program and promotional efforts
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana Project
Manager signs the task completion letter. Completion is planned to occur by June 2022.
UBTL!24;!XFCTJUF!'!NPCJMF!NBJOUFOBODF
Pckfdujwf;
Update, manage, host and maintain the KeepOCsafe.org website and provide recommendations for
updates to improve the user experience and functionality.
Ubtl!Eftdsjqujpo;
See sub-tasks for specifics.
Sftqpotjcjmjujft;
See sub-tasks for specifics.
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon completion of administrative deliverables and when the Santa
Ana Project Manager signs the completion letter for each subtask noted below.
UBTL!24.B;!XFCTJUF!'!NPCJMF!NBJOUFOBODF!)GBMM0XJOUFS!3133*
Pckfdujwf;
Update, manage, host and maintain the KeepOCsafe.org website and provide recommendations for
updates to improve the user experience and functionality.
Ubtl!Eftdsjqujpo;
Provide routine updates of the S4 website including content, imagery and navigation.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Update the S4 website with any additions/changes provided by the Santa Ana Project Manager
b. Ensure all hosting, server, maintenance, and updates are maintained.
Santa Ana shall:
a. Provide any edits and/or additions for the S4 website
b. Approve any update and/or additions to the S4 website.
79
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana Project
Manager signs the task completion letter. Completion is planned to occur by January 2022.
UBTL!24.C;!XFCTJUF!'!NPCJMF!NBJOUFOBODF!)TQSJOH!3133*
Pckfdujwf;
Update, manage, host and maintain the KeepOCsafet.org website and provide recommendations for
updates to improve the user experience and functionality.
Ubtl!Eftdsjqujpo;
Provide routine updates of the S4 website including content, imagery and navigation.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Update the S4 website with any additions/changes provided by the Santa Ana Project Manager
b. Ensure all hosting, server, maintenance, and updates are maintained.
Santa Ana shall:
a. Provide any edits and/or additions for the S4 website
b. Approve any update and/or additions to the S4 website.
Dpnqmfujpo!Dsjufsjb;
This task will be implemented throughout the performance period and when the Santa Ana Project
Manager signs the task completion letter. Completion is planned to occur by June 2022.
UBTL!25;!DPMMBUFSBM!NBUFSJBMT
Pckfdujwf;!Develop, produce and update S4 collateral materials for use in all programming and
communications as appropriate.
Ubtl!Eftdsjqujpo;!!!!!!!!!!!!!
Handle design, writing, production and distribution of all materials supporting S4 initiatives.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop all materials and seek approval from the Santa Ana Project Manager
b. Produce materials in accordance with
Santa Ana shall:
a. Approve materials and provide feedback
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the order or delivery of the promotional materials, given
requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the
task completion letter. Completion is planned to occur by April 2022.
80
UBTL!26;!QSPNPUJPOBM!NBUFSJBMT
Pckfdujwf;!Develop, produce and update S4 promotional materials for use in all programming as
appropriate.
Ubtl!Eftdsjqujpo;!Handle design, writing, production and distribution of all materials supporting S4.
Sftqpotjcjmjujft;
Comm LAB shall:
a. Develop all materials and seek approval from the Santa Ana Project Manager.
b. Produce materials in accordance with Steering Committee approvals
Santa Ana shall:
a. Approve materials
Dpnqmfujpo!Dsjufsjb;
This task is considered complete upon the order or delivery of the promotional materials, given
requirements in some instances for upfront payment, and when the Santa Ana Project Manager signs the
task completion letter. Completion is planned to occur by May 2022.
81
GZ32!T5!Njmftupof!Qbznfou!Tdifevmf
Njmftupof!Ubtl!Obnf!Njmftupof!Qmboofe!
Qbznfou!Dpnqmfujpo!
Ebuf!
UBTL!2!T5!3132033!NBSLFUJOH!SPBENBQ!
August
Task 1-A!- Brand & Digital Marketing Audit!$2,000.00
2021
UBTL!3 EJHJUBM!DPNNVOJDBUJPOT
Task 2-A - Newsletter Database Collection Strategy $1,000.00 Oct 2021
Task 2-B - Newsletter Distribution $1,000.00 Feb 2022
UBTL!4 T5!XFCTJUF!SF.GSFTI
- S4 Website Audit & Timeline for August
Task 3-A!$1,000.00
Transition!2021
Task 3-B!- S4 Website Site Map & Frames!$2,000.00 Oct 2021
Task 3-C!- S4 Website Content Development!$2,000.00 Dec 2021
Task 3-D!- S4 Website Design & Development!$4,000.00 Feb 2022
UBTL!5!TPDJBM!NFEJB!PVUSFBDI!
- S4 Social Media Content Development
Task 4-A!$5,500.00 Jan 2022
(August-January 2022)!
- S4 Social Media Content Development
Task 4-B!$5,500.00 March 2022
(Jan-March 2022)!
- S4 Social Media Content Development
Task 4-C!$5,000.00 June 2022
(Apr 2022-June 2022)!
UBTL!6!BEWFSUJTJOH!
- S4 Social Media/Search Advertising
Task 5-A!$5,000.00 Jan 2022
(August-January 2022)!
- S4 Social Media/Search Advertising (Jan
Task 5-B!$4,000.00 March 2022
2021 -March 2022)!
- S4 Social Media/Search Advertising (Apr
Task 5-C!$3,000.00 June 2022
2022-June 2022)!
UBTL!7!NJDSP!DBNQBJHO;!DZCFS!TFDVSJUZ!
Task 6-A!- Develop Messaging & Outreach Strategy !$1,000.00 Sept 2021
October
Task 6-B!- Develop Campaign Timeline!$1,000.00
2021
November
Task 6-C - Identify Potential Partners $1,000.00
2021
NJDSP!DBNQBJHO;!TDIPPM!
UBTL!8!
SFQPSUFST!
Task 7-A!- Develop Messaging & Outreach Strategy !$1,000.00 Sept 2021
October
Task 7-B!- Develop Campaign Timeline!$1,000.00
2021
November
Task 7-C!- Identify Potential Partners!$1,000.00
2021
82
NJDSP!DBNQBJHO;!WJEFP!HBNF!
UBTL!9!
TFDVSJUZ!
Task 8-A!- Develop Messaging & Outreach Strategy !$1,000.00 Sept 2021
October
Task 8-B!- Develop Campaign Timeline!$1,000.00
2021
November
Task 8-C!- Identify Potential Partners!$1,000.00
2021
UBTL!:!FBSOFE!NFEJB!PVUSFBDI
- Identify Earned Media Opportunities
Task 9-A!$7,000.00 Dec 2021
(Fall/Winter 2021)
- Identify Earned Media Opportunities
Task 9-B!$7,000.00 April 2022
(Spring 2022)
UBTL!21!DPNNVOJUZ!'!DJUJ\[FOT!PVUSFBDI!
- Community & Citizens Outreach (Fall
Task 10-A!$2,000.00 Nov 2021
2021)
- Community & Citizens Outreach
Task 10-B!$2,000.00 April 2022
(Winter/Spring 2022)
TUBLFIPMEFS!NFFUJOHT!'!
UBTL!22!
QSPNPUJPOT
- S4 Stakeholder Meetings & Promotions
Task 11-A!$2,000.00 Feb 2022
(Sep 2021-Feb 2022)
- S4 Stakeholder Meetings & Promotions
Task 11-B!$2,000.00 May 2022
(March 2022 -May 2022)
DPSQPSBUF!BEWJTPSZ!DPVODJM!'!
UBTL!23!
QBSUOFSJOH
- Corporate Advisory Council & Partnering
Task 12-A!$2,500.00 Nov 2021
(Fall 2021)
- Corporate Advisory Council & Partnering
Task 12-B!$2,500.00 June 2022
(Winter/Spring 2022)
UBTL!24!XFCTJUF!'!NPCJMF!NBJOUFOBODF
- Website, Social Media & Mobile
Task 13-A!$2,000.00 Jan 2022
Outreach/Maintenance (Fall 2021)
- Website, Social Media & Mobile
Task 13-B!$2,500.00 June 2022
Outreach/Maintenance (Winter/Spring
2022)
UBTL!25!DPMMBUFSBM!NBUFSJBMT $3,000.00 April 2022
$3,000.00 May 2022
UBTL!26!QSPNPUJPOBM!NBUFSJBMT
$10,000.00
DPOUJOHFODZ!
UPUBM! %:8-611/11!!
83
Planning and Building Agency
www.santa-ana.org/pb
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Second Extension of Entitlements for the Hampton Inn Hotel Project to be
Located at 2129 North Main Street
AGENDA TITLE:
Second Extension of Conditional Use Permit No. 2017-29 and Variance No. 2017-07 for
the Hampton Inn Hotel Project to be Located at 2129 North Main Street
RECOMMENDED ACTION
Adopt a resolution approving a second one-year extension of Conditional Use Permit No.
2017-29 and Variance No. 2017-07 to August 20, 2022.
DISCUSSION
On February 20, 2018, the City Council affirmed the Planning Commission’s decision to
approve a conditional use permit and a variance for a new six-story, 135-room Hampton
Inn Hotel at 2129 North Main Street. Specifically, the conditional use permit was to allow a
hotel in the Community Commercial – Museum District (C1-MD) zoning district, while the
variance was to allow a reduction in parking, setbacks, wall height, and signage. Due to
difficulties stemming from the COVID-19 global pandemic, which affected the hospitality
industry worldwide, and the difficulties in securing financing for hospitality projects such as
the proposed hotel, the applicant has been unable to move forward with the permitting for
the new hotel development.
Pursuant to Section 41-647 of the Santa Ana Municipal Code (SAMC), entitlements such
as conditional use permits and variances automatically become void should the property
owner fail to institute an action to comply with the provisions of the entitlements within two
years of its approval. This section of the SAMC also allows the property owner to request
an extension of the entitlement up to a period of three years from the date of expiration,
which the applicant applied for on February 20, 2020. On March 17, 2020, the City Council
adopted a resolution approving the first of three possible one-year entitlement extensions
for the project. Shortly thereafter, a state of local emergency was declared stemming from
the COVID-19 pandemic. The extension, which was set to expire on February 20, 2021,
was therefore automatically extended to August 20, 2021 due to several local executive
Second extension of entitlements for the Hampton Inn hotel project to be located at 2129
North Main Street.
September 21, 2021
Page 2
orders providing relief for entitled projects. The applicant submitted a second request for a
one-year extension before the August 20, 2021 expiration.
The applicant has completed the plan check process, with permits being able to be issued
once the applicant pays the necessary City fees. As a result, the applicant would like to
maintain the entitlements and is requesting a second one-year extension of the conditional
use permit and variance. Since the applicant may obtain building permits later this year,
the Planning Division recommends that the entitlements for the development be extended
by another period of one year to August 20, 2022.
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the approval of the time
extension is exempt from CEQA per Section 15061 (b)(3). This determination has been
made as it has been determined that the proposed action will not cause a significant effect
on the environment.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1.Resolution
2.Full project plans
Submitted By: Minh Thai, Executive Director of Planning and Building Agency
Approved By: Kristine Ridge, City Manager
jmf 8-31-21
RESOLUTION NO. 2021-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA APPROVING A SECOND ONE-YEAR
EXTENSION OF CONDITIONAL USE PERMIT NO. 2017-29
AND VARIANCE NO. 2017-07 FOR THE HAMPTON INN
HOTEL DEVELOPMENT TO BE LOCATED AT 2129
NORTH MAIN STREET
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds, determines
and declares as follows:
A. On February 20, 2018, the City Council affirmed the Planning Commi
recommendation to approve Conditional Use Permit No. 2017-29 and
Variance No. 2017-07 to allow the development of a six-story, 135-room
hotel development at 2129 North Main Street. On February 20, 2020, the
applicant requested an extension of the entitlements.
B. On March 17, 2020, the City Council adopted a resolution approving the
first of three possible one-year entitlement extensions for the project.
Shortly thereafter, a state of local emergency was declared stemming from
the COVID-19 pandemic. Successive executive orders extended the
expiration date from February 20, 2021 to August 20, 2021.
C. Due to difficulties in securing funding for hospitality projects such as the
proposed hotel stemming from the global COVID-19 pandemic, the
applicant has been unable to move forward with the development and is
requesting a second extension for the conditional use permit and variance.
Ino more than one-year
extensions at a time, mainly in an effort to encourage the construction of
previously approved projects.
D. Upon the securing of funding for the project, the applicant intends to
obtain all necessary building permits for the project. The plans for the
project have completed the plan check phase of development and are
ready for permit issuance. The applicant expects to obtain permits and
start construction later this year.
E. Pursuant to City of Santa Ana Municipal Code Section 41-647, where
construction does not commence, these types of entitlements expire after
two (2) years unless the applicant applies for, and the City Council
approves, an extension. Up to three extensions may be granted.
Resolution No. 2021-XXX
Page 1 of 3
F.The applicant filed a request for the extension on August 17, 2021. The
extension request camebefore the City Council on September 21, 2021.
G.In accordance with the California Environmental Quality Act(CEQA) and
the CEQA Guidelines, theextension for this project is exempt pursuant to
Section 15061(b)(3). This determination has been made as it has been
determined that the proposed actiondoes not have the potential to cause a
significant effect on the environment.
Section 2.Conditional Use Permit No. 2017-29 and Variance No. 2017-07are
each hereby extended for a period of one (1) year until August 20, 2022. This decision
is based upon the evidence submitted, which includes,but is not limited to, the Request
for Council Action dated September 21, 2021,and exhibits attached thereto, and any
public testimony, all of which are incorporated hereinby this reference.
Section 3.This Resolution shall take effect immediately upon its adoption by
the City Council, and the Clerk of the Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this day of September, 2021.
_______________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By:________________________
John M. Funk
Sr. Assistant City Attorney
AYES:Councilmembers ___________________________________
NOES:Councilmembers ___________________________________
ABSTAIN:Councilmembers ___________________________________
NOT PRESENT:Councilmembers ___________________________________
Resolution No. 2021-XXX
Page 2of 3
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2021-______ to be the original resolution adopted by the City Council of
the City of Santa Ana on _______________, 2021.
Date: ____________ ________________________________
Clerk of the Council
City of Santa Ana
Resolution No. 2021-XXX
Page 3 of 3
ENTITLEMENT SUBMITTAL 07-21-2017
2129 NORTH MAIN STREET SANTA ANA, CA
MAIN STREET HOTEL
SANTA ANA, CALIFORNIA
GRADING-DRAINAGE PLAN
SOUTH EAST OF MAIN STREET & HIGHWAY 5
PRELIMINARY
HAMPTON INN
andyby:Jan/17/2018 9:50 AMborder last saved:
ENTITLEMENT SUBMITTAL 07-21-2017
2129 NORTH MAIN STREET SANTA ANA, CA
SANTA ANA, CALIFORNIA
MAIN STREET HOTEL
SOUTH EAST OF MAIN STREET & HIGHWAY 5
PRELIMINARY UTILITY PLAN
HAMPTON INN
andyby:Jan/17/2018 9:50 AMborder last saved:
ENTITLEMENT SUBMITTAL 07/21/2017
2129 NORTH MAIN STREET SANTA ANA, CA
MAIN STREET HOTEL
SANTA ANA, CALIFORNIA
WQMP PLAN
SOUTH EAST OF MAIN STREET & HIGHWAY 5
PRELIMINARY
HAMPTON INN
andyby:Nov/17/2017 11:08 AMborder last saved:
ENTITLEMENT SUBMITTAL 07-21-2017
andyby:Jul/21/2017 10:54 AMborder last saved:
ENTITLEMENT SUBMITTAL 07-21-2017
andyby:Jul/21/2017 10:54 AMborder last saved:
ENTITLEMENT SUBMITTAL 07-21-2017
andyby:Jul/20/2017 7:39 PMborder last saved:
Human Resources
www.santa-ana.org/hr
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Create the Job Classification Homeless Services Division Manager - Retired
Annuitant and Appoint Kenneth Gominsky Jr. into the position of Homeless Services
Division Manager - Retired Annuitant.
AGENDA TITLE:
Adopt Two Resolutions i) Amending Resolution No. 2015-026 Establishing an Extra-help
Classification of Homeless Services Division Manager - Retired Annuitant and ii)
Appointing Kenneth Gominsky Jr. into the Classification of “Homeless Services Division
Manager - Retired Annuitant” at the Rate of $84.47 per Hour
RECOMMENDED ACTION
Adopt two resolutions:
i)amending Resolution No. 2015-026 establishing an extra-help classification of
Homeless Services Division Manager - Retired Annuitant and
ii)appointing Kenneth Gominsky Jr. into the classification of “Homeless Services
Division Manager - Retired Annuitant” at the rate of $84.47 per hour.
DISCUSSION
Kenneth Gominsky Jr. served 32 years with City of Santa Ana Police Department, retiring
as Police Captain on August 4, 2021. Prior to his retirement, Mr. Gominsky was an
integral part of the City’s team addressing homelessness.
Pursuant to California Government Code Section 7522.56, a retiree through the California
Public Employees Retirement System (“CalPERS”) can be appointed by the appointing
power of the employer without reinstatement or loss of retirement benefits either during
an emergency to prevent stoppage of public business or because the retiree has skills
needed to perform work of limited duration. However, the retiree shall not be eligible to
be employed for a period of one hundred eighty (180) days following date of retirement,
unless an employer certifies the nature of employment and that the appointment is
necessary to fill a critically needed position before one hundred eighty (180) days have
passed and the appointment has been approved by the governing body of the employer
in a public meeting. Mr. Gominsky’s retirement from CalPERS leaves the City in critical
need in its continuing efforts to address and remedy homelessness.
Retired Annuitant
September 21, 2021
Page 2
In 2019, a point-in-time count indicated approximately 1,663 homeless individuals resided
in the Santa Ana868 of them were sheltered, leaving the other 795 individuals living on
the streets. Moreover, Santa Ana 911 Police Dispatch has received over 21,000
emergency calls in the last 12 months regarding the homeless. Creation of this
classification, when combined with the additional services provided by non-profits, will
bridge the City’s efforts to divert the high number of homeless related calls coming into
our 911 dispatch. Onboarding this individual is critical prior to us expanding our services
and outreach. This is a critical function that the City must be able to provide as soon as
possible to assist the multitude of homeless residents.
Mr. Gominsky will provide essential facilitation and oversight to the City’s homeless
services and efforts. Mr. Gominsky has specialized knowledge and expertise of the
homeless services provided by the City across multiple City departments and in the
community. It is imperative that Mr. Gominsky provide his expertise immediately so the
City can continue to expand its services and coordination with other agencies to ensure
the homeless residents of Santa Ana are receiving the assistance and programs they
need.
Approval of the aforementioned actions will enable the City to provide the ongoing critical
services to the community.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds for this amendment are budgeted and available in the following account:
Fiscal Accounting Unit-Fund Accounting Unit, Amount
YearAccount #DescriptionAccount Description
FY21-2201103010-61020General Fund City Manager’s Office $82,000
Salary
EXHIBIT(S)
1.Resolution to create the job classification of Retired Annuitant
2.Resolution to appoint Kenneth Gominsky Jr. to the position of Homeless Services
Division Manager - Retired Annuitant
Submitted By: Jason R. Motsick, Executive Director of Human Resources
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
RESOLUTION NO. 2021-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA TO AMEND RESOLUTION NO. 2015-026, AS
AMENDED,TO EFFECT CERTAIN CHANGES TO THE
ASIC CLASSIFICATION AND COMPENSATION
PLAN.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1: The City Councilof the City of Santa Anahereby finds, determines,
and declares as follows:
Section 1004, Article X of the City Charter of the City of Santa Ana
requires the City Manager to prepare,install, and maintain a position
classification and pay plan subject to civil service rules and regulations
and the approval of theCityCouncil.
On June 16, 2015, the City Council adopted Resolution
No. 2015-026 amending and re-establishing the Basic Classification and
Compensation Plan for all Full- and Part-Time Classifications of Officers
and Employees of the City of Santa Ana. This Resolution has been
amended numerous times since itsadoption.
The City desires to amend the Classification and Compensation plan, as
amended, to include a position designated as Homeless Services Division
Manager - Retired Annuitant
limited duration or during an emergency to prevent stoppage of public
business, as defined in the California Government Code sections 7522.56
and21224
The City Council has amended and reestablished the Basic Classification
andCompensationPlanonnumerous occasions since itsadoption.
It is now desiredto amend Council ResolutionNo.2015-026, as amended,
inorder to effectthisaddition, as shown below:
Section 2:The Santa Ana City Council amends Resolution No. 2015-026,as
amended,as follows:
Establishing the followingextra helpclassificationto perform work of a limited
durationat thehourly rate range:
Resolution 2021-XXX
Page 1of 3
HourlyRate Range Effective9/21/2021
Classification TitleMinimum-Maximum
HomelessServicesDivisionManager- Retired Annuitant
$56.91 - $84.47
Section 3: All salaryand hourlyrate range classifications are set forth in the
Section4:That except as amended by this Resolution, allother provisions of
Resolution No. 2015-026,as amended,shall remain in full force and effect.
Section 5:This Resolutionshall take effect immediately upon itsadoption by
the City Council, and the Clerk of Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this21st day ofSeptember2021.
___________________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
Resolution2021-XXX
Page 2of 3
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Daisy Gomez, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2021-___ to be the original Resolution adopted by the City Council of the
City of Santa Ana on September 21, 2021
Date: ___________________ ____________________________
Clerk of the Council
City of Santa Ana
ATTACHMENT 1: EXHIBIT L
Resolution 2021-XXX
Page 3 of 3
Attachment 1
EXHIBIT L
THE CITY OF SANTA ANA
POSITION CLASSIFICATION AND PAY PLAN
FOR CLASSIFICATION AND TITLE
OF EXTRA HELP FOR A LIMITED DURATION OR DURING AN
EMERGENCY TO PREVENT STOPPAGE OF PUBLIC BUSINESS.
Hourly Rate Range Effective 9/21/2021
Classification Title Minimum-Maximum
Homeless Services Division Manager - Retired Annuitant $56.91 - $84.47
EXHIBIT 2
RESOLUTION NO. 2021-XX
ARESOLUTIONOF THECITYCOUNCILOF THECITYOF
SANTAANAFOREXCEPTIONTO THE180-DAYWAIT
PERIOD IN COMPLIANCE WITH GOVERNMENT CODE
SECTIONS 7522.56 AND 21224
WHEREAS,In compliance with Government Code Section 7522.56,the City
Council of the City of Santa Ana must provide CalPERS this certification resolution
when hiring a retiree before 180-days havepassed since his or her retirement date; and
WHEREAS, Kenneth Gominsky Jr., CalPERS ID1833203649, retired from the
City of Santa Ana from the position of Police Captain, effective August 4, 2021; and
WHEREAS, Government Code Section 7522.56 requires that post-retirement
employment commence no earlier than 180-days after the retirement date,which is
January 31, 2022without this certification resolution; and
WHEREAS, Government Code Section 7522.56 provides that this exception to
the 180-day wait period shall not apply if the retiree accepts any retirement-related
incentive; and
WHEREAS, TheCity Council of the Cityof Santa Ana, the City of Santa Ana and
Kenneth Gominsky Jr. certify that Kenneth Gominsky Jr. has not and will not receive a
Golden Handshake or any other retirement-related incentive; and
WHEREAS, TheCity Council of the City of Santa Ana hereby appoints Kenneth
Gominsky Jr. as an extra-help retired annuitant to perform the duties of aHomeless
Services Division Manager-Retired Annuitantfor the City of Santa Ana under
Government Code Section 21224 effective September 22, 2021;and
WHEREAS, the entireemployment agreement, contract or appointment
document between Kenneth Gominsky, Jr. and the City of Santa Ana has been
reviewed by this body and is attached herein; and
WHEREAS, Nomatters, issues, terms,or conditions related to this employment
and appointment have been or will be placed on a consent calendar; and
WHEREAS, The employment shall be limited to 960 hours per fiscal year; and
WHEREAS, Thecompensation paid to retirees cannot be less than the minimum
nor exceed the maximum monthly base salary paid to other employees performing
comparable duties, divided by 173.333 to equal the hourly rate; and
Resolution 2021-XXX
Page 1of 3
WHEREAS, Theminimum base salary for this position is $9,865 and the hourly
equivalent is $56.91 and the maximum base salary for this position is $14,642and the
hourly equivalent is $84.47;and
WHEREAS, The hourly rate paid to Kenneth Gominsky Jr. will be$84.47; and
WHEREAS, Kenneth GominskyJr.has not and will not receive any other benefit,
incentive, compensation in lieu of benefit,or other form of compensation in addition to
his hourly pay rate.
NOW THEREFORE, BE IT RESOLVED bythe City Council of the City of Santa
Anaas follows:
Section 1.The City Council of the City of Santa Ana hereby certifies the
nature of the employmentof Kenneth Gominsky Jr. as described hereinand detailed in
the attached employment agreement, appointment document, or employment document
andthat this appointment is necessary to fill the critically needed position ofHomeless
Services Division Manager Retired Annuitant for the City of Santa Anaby September
22, 2021, to provide essential and specialized knowledge and expertise to expand the
Section 2.This Resolution shall take effect immediately upon its adoption by
the City Council, and the Clerk of Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this21st day ofSeptember2021.
___________________________
Vicente Sarmiento
Mayor
APPROVED AS TO FORM:
Sonia R. Carvalho
City Attorney
By: __________________
Laura A. Rossini
Chief Assistant City Attorney
Resolution 2021-XXX
Page 2of 3
AYES:Councilmembers
NOES:Councilmembers
ABSTAIN:Councilmembers
NOT PRESENT:Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I,Daisy Gomez, Clerk of the Council, do hereby attest to and certifythe attached
Resolution No. 2021-___ to be the original Resolution adopted by the City Council of the
City of Santa Ana on September 21,2021
Date: ___________________ ____________________________
Clerk of the Council
City of Santa Ana
Resolution 2021-XXX
Page 3of 3
CITY OF SANTA ANA
HUMAN RESOURCES DEPARTMENT
Jason R. Motsick
Executive Director of Human Resources
Santa Ana, California 92702
vmw.santa-ana.orq
September 14, 2021
Kenneth Gominsky Jr.
Dear Kenneth:
Congratulations, it is with great pleasure that I provide you with additional details regarding your
offer of employment as a Homeless Services Division Manager Retired Annuitant for the City
of Santa Ana. To summarize our understanding, discussed below are the details of our
arrangement:
You are an "at-will" employee and serve at the pleasure of the City Manager. Your rate of pay is
$84.47 per hour with no other benefit, incentive, compensation in lieu of benefits, or other form
th th
of compensation in addition to this hourly pay rate. You will be paid bi-monthly (the 5& 20of
each month). Your start date is Wednesday, September 22, 2021. Your duties include but are not
limited to:
Facilitation and oversight to the City's homeless services and efforts.
Coordinate homeless policies and initiatives with local government agencies, law
enforcement, city staff, and other community based organizations.
Perform other specific projects as assigned.
In addition, your employment as a retired annuitant is contingent upon Council approval and
compliance with CalPERS regulations for retired annuitants. You are hired by the City of Santa
Ana as a retired annuitant in a temporary, limited duration assignment not to exceed 960-hours
st th
in a fiscal year (July Ithrough June 30). You must ensure your employment remains in
compliance with CalPERS regulations as stated in their "Employment After Retirement,
Publication 33". By signing this offer, you are also certifying that you have not received any
unemployment insurance compensation for prior retired annuitant employment with any public
Your knowledge, expertise, and work history demonstrating your skills to perform the work
required for these projects will assist the City in successfully implementing projects/programs.
We will contact you with the details for arriving on your first day.
Department Head or Designee:
I have discus ed the conditional offer of employment with the retiree.
Retiree:
I have received, read, and agree to the contents of this offer of employment. I understand that
this is an offer of at-will employment and that I do not have any recourse or right to appeal
should I not successfully meet the established qualification standards.
09/14/2021
Signature Date
City Manager Office
www.santa-ana.org/cm
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Police Oversight Ad Hoc Committee
AGENDA TITLE:
Establish and Appoint Two to Three Members of the City Council to the Police Oversight
Ad Hoc Committee
RECOMMENDED ACTION
It is recommended that the Mayor establish the Police Oversight Ad Hoc Committee and
appoint two to three members of the City Council to serve on it.
DISCUSSION
Introduction
As local elected officials, members of the City Council engage in policymaking relating to
matters of importance for the City of Santa Ana. While some policy issues may be routine
in nature, from time to time the City Council is presented with specific issues, such as
police oversight, which may require the establishment of an ad hoc committee to meet for
a limited time duration to address such issues. Ad hoc committees are established by the
Mayor and at his discretion.
Police Oversight
At the September 7, 2021 meeting, staff presented an informational report regarding
police oversight. The informational report provided an overview of the Auditor/Monitor and
Investigation-Focused models of police oversight. Additionally, the report explored the
make-up of police oversight mechanisms in Berkeley, Oakland, Riverside, and Anaheim,
including their scope of responsibility, use of subpoena, operating budgets, and staffing.
Finally, the report shared findings of a community survey. At the conclusion of the
presentation, members of the City Council deliberated and ultimately directed staff to
return to the City Council to request that Mayor Sarmiento appoint an ad hoc committee
to discuss police oversight.
Police Oversight Ad Hoc Committee
To move forward in the most efficient manner, staff is requesting that the Mayor establish
the Police Oversight Ad Hoc Committee in compliance with the Ralph M. Brown Act. In
Police Oversight Ad Hoc Committee
September 21, 2021
Page 2
establishing the ad hoc committee, the City Council must articulate the specific task or
objective that the ad hoc committee is expected to complete or perform and further
requires the City Council to establish a time frame for the completion of that task or
objective. If established as requested, the proposed ad hoc committee will meet to carry
out a specific purpose and for a limited duration of time as further discussed below.
The proposed scope of the Police Oversight Ad Hoc Committee is as follows:
Composed solely of two to three members of the City Council
o Members are appointed by the Mayor
Serves in an advisory capacity to the City Council
Studies, reviews, or discusses the following topics:
o Identify the advantages and disadvantages of various police oversight
models.
o Assess the legal requirements to establish a police oversight mechanism.
o Discuss collective bargaining limitations.
o Identify objectives and scope of a police oversight mechanism.
o Develop a specific and detailed budget estimate.
o Receive reports from law enforcement to understand their perspective.
Reports in intervals as needed
Automatically dissolves upon the report to the full City Council
To ensure progress, the ad hoc committee should report to the City Council at regular
intervals (e.g. three months, six months, and nine months) with the expectation that a
final set of recommendations shall be prepared within one year, for consideration by the
City Council.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
N/A
Submitted By: Kristine Ridge, City Manager
Approved By: Kristine Ridge, City Manager
City Manager Office
www.santa-ana.org/cm
Item # 23
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: School Collaboration City Council Subcommittee
AGENDA TITLE:
Appoint Two to Three Members of the City Council to the School Collaboration City
Council Subcommittee
RECOMMENDED ACTION
Appoint two to three Members of the City Council to the School Collaboration City Council
Subcommittee for terms expiring on December 21, 2022.
DISCUSSION
Introduction
At the September 7, 2021 meeting, the City Council received an informational report that
detailed the findings of the School Collaboration Ad Hoc Committee. The Ad Hoc
Committee, composed of Councilmembers Mendoza, Hernandez, and Lopez, had met
five times to discuss opportunities to collaborate with the various educational institutions
in Santa Ana, joint-use agreements, and the Santa Ana Water Tower. One of the
recommendations of the Ad Hoc Committee was to disband the Ad Hoc Committee and
establish a standing subcommittee of the City Council to continue to meet to study,
review, and discuss school collaboration.
Resolution Establishing the School Collaboration City Council Subcommittee
At this same meeting, the City Council adopted a resolution to establish a standing
subcommittee, the School Collaboration City Council Subcommittee. The purpose of the
Subcommittee is to study, review, and/or discuss the following topics:
Create opportunities to collaborate with educational institutions that serve Santa
Ana, including public school districts (such as the Santa Ana Unified School
District, Garden Grove Unified School Districts, and others), private schools,
charter schools, higher education institutions, and others to improve service
delivery.
Identify existing and future joint-use agreements for City-owned and school district-
owned facilities to streamline and modernize service delivery.
School Collaboration City Council Subcommittee
September 21, 2021
Page 2
The Subcommittee will create and approve its own by-laws that will provide further detail
relating to its scope of work of advising the City Council. Provisions of these by-laws will
include, among other parameters, a recurring meeting schedule. Additionally, the City will
seek to convene Subcommittee meetings jointly with legislative bodies from other
educational institutions. To date, the City has received notification from the Santa Ana
Unified School District that their Governing Board is interesting in meeting jointly with the
Subcommittee.
Make-Up of the Subcommittee
The School Collaboration City Council Subcommittee will consist of two or three members
who are appointed by a majority of the entire City Council at a public meeting. Additionally,
each member of the subcommittee will serve for a two-year term commencing with the
first meeting of the newly installed City Council following a general election (note: since
this subcommittee was established on September 7, 2021, councilmembers who are
appointed to serve on it will serve a term through the first meeting of the newly installed
City Council following the November 8, 2022 general election, or on December 21, 2022).
These provisions are consistent with the provisions established in Resolution 2017-009,
which established the last series of City Council subcommittees.
Standing committees are subject to the various meeting requirements of the Brown Act.
Agendas for standing committees must be posted, minutes must be taken, and the
meetings must be open and accessible to the public, among other requirements.
Action Required
At this time, staff is requesting that the City Council, by a majority vote, appoint two to
three councilmembers to serve on the School Collaboration City Council Subcommittee.
Once members are appointed to the subcommittee, staff will schedule the first
subcommittee meeting.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
Submitted By: Kristine Ridge, City Manager
Approved By: Kristine Ridge, City Manager
Clerk of the Council Office
www.santa-ana.org/cc
Item # 24
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: First Public Hearing: Redistricting Ward Boundaries
AGENDA TITLE:
Hold First Public Hearing Regarding Redistricting Ward Boundaries
RECOMMENDED ACTION
Open and close the first public hearing seeking input regarding possible changes to the
wards boundaries before proposed ward map(s) are drawn.
DISCUSSION
Pursuant to Santa Ana Charter Section 101.4, on September 21, 2021, the City Council
adopted Resolution of Intention No. 2021-053, setting forth public hearing dates to
consider changes to boundary lines of wards, and fixing the date, time and place of said
hearings thereon.
Pursuant to California Election Code, the process must be completed and the adoption
of the new ward boundary map must occur by April 17, 2022, which will be utilized in the
November 2022 General Municipal Election. To assist in the redistricting process,
demographic and outreach consultants have been secured. The City is working with
demographer Paul Mitchell, Redistricting Partners, who also assisted the City during the
re-boundary process and first ward-based election in 2020.
Assembly Bill 849 – The Fair Maps Act
The Fair Maps Act, effective January 1, 2020, creates a standardized redistricting criteria
aimed to keep communities together and to prohibit partisan gerrymandering. It also
contains expanded community outreach and public hearing requirements and timelines.
In the re-drawing of ward boundaries, the City Council must ensure compliance with state
and federally mandated criteria by adopting boundaries that contain a nearly equal
population, based upon total population of residents of the City as determined by the most
recent census, adjusted by California to count state prisoners at their “last known home
address” rather than at the prison. The City Council must also adopt maps that comply
with the Federal Voting Rights Act of 1965 and the Equal Protection Clause of the U.S.
First Public Hearing Redistricting Ward Boundaries
October 5, 2021
Page 2
Constitution. Wards must not be adopted for the purpose of favoring or discriminating
against a political party, and are not designed with race as the predominate factor.
Additionally, the Fair Maps Act now requires the City Council to adopt ward boundaries
using specific criteria as set forth in the following order of priority:
1.To the extent practicable, City Council wards shall be geographically contiguous.
Areas that meet only at the points of adjoining corners are not contiguous. Areas
that are separated by water and not connected by a bridge are not contiguous.
2.To the extent practicable, the geographic integrity of any local neighborhood or
local community of interest shall be respected in a manner that minimizes its
division. A “community of interest” is a population that shares common social or
economic interests that should be included within a single district for purposes of
its effective and fair representation. Communities of interest do not include
relationships with political parties, incumbents, or political candidates.
3.City Council ward boundaries should be easily identifiable and understandable by
residents. To the extent practicable, City Council wards shall be bounded by
natural and artificial barriers, by streets, or by the boundaries of the city.
4.To the extent practicable, and where it does not conflict with the preceding criteria
in this subdivision, City Council wards shall be drawn to encourage geographical
compactness in a manner that nearby areas of population are not bypassed in
favor of more distant populations.
Procedural Requirements for Redistricting
State law authorizes the City Council to draw its own map. This can include a process of
draft map submissions from the public and demographer for City Council review and
consideration. In addition, the Fair Maps Act provides specific procedural requirements
the City Council must meet before adopting a final map of ward boundaries for the
redistricting process. The City must hold at least four public hearings that enable
community members to provide input regarding the composition of the City Council wards.
These hearings shall consist of:
At least one public hearing before the City Council draws draft map(s).
At least two public hearings after the City Council has drawn draft map(s).
At least one public hearing or public workshop shall be held on a Saturday, on a
Sunday, or after 6 p.m. on a weekday Monday through Friday.
The Fair Maps Act also outlines requirements to increase accessibility and participation
at the public hearings. A public hearing must be held at its noticed time if it is consolidated
with another regular or special meeting, must be held in an accessible facility, and
translation services must be provided for “applicable languages” if it is requested at least
72 hours before a public hearing. The California Secretary of State, per the Fair Maps
Act, is required to list the applicable languages for all cities. The California Secretary of
State listed Spanish and Vietnamese as the “applicable languages” for the City of Santa
Ana. The City of Santa Ana will provide Spanish and Vietnamese translation services at
all public hearings, as well as at any community redistricting workshops, and translation
First Public Hearing Redistricting Ward Boundaries
October 5, 2021
Page 3
services in other languages, upon request to the Clerk of the Council’s Office at least 72
hours prior to the meeting in order to make the reasonable arrangements.
Timeline and Next Steps
A timeline of scheduled events is listed below as a reference to engage the community
and solicit public input in the redrawing of the City’s ward boundaries. This public hearing
is for the City Council and the public to receive a report on the redistricting process and
the criteria for redistricting boundary lines; and to provide initial input on the ward
boundaries. In efforts to fully engage the community, during the next few months, the
Clerk of the Council Office is prepared to conduct in-person and virtual community
meetings throughout the City, solicit input, educate the community on the redistricting
process, and provide training on how to use the mapping tools once the redistricting data
is released.
Public Input Workshops:
Saturday, September 25, 2021, at 10:00 a.m. - Delhi Center, 505 E. Central
Ave.
Thursday, October 7, 2021, at 6:00 p.m. - Pentecostal Church of God, 1025
W. Memory Lane
Saturday, October 9, 2021, at 10:00 a.m. - Southwest Senior Center, 2201
W McFadden Ave
Saturday, October 23, 2021, at 1:00 p.m. - Salgado Recreation Center, 706
N. Newhope St.
Friday, October 29, 2021, at 6:00 p.m. - El Salvador Community Center,
1825 W Civic Center Dr.
Saturday, October 30, 2021, at 10:00 a.m. - Memorial Community Center,
2102 S Flower St.
October 5, 2021: The City will hold its first public hearing before maps are drawn.
October 19, 2021: The City will hold its second public hearing at 7:00 p.m. to
present 2020 Census findings to the City Council during a regular meeting,
including redistricting process updates.
November 2, 2021: The City will hold its third public hearing at 7:00 p.m. to present
staff recommended initial draft map (or maps) and accompanying technical report
to City Council during a regular meeting, along with public comment and submitted
proposed maps analysis, and conduct the first public hearing on the draft map.
November 16, 2021: The City will hold the fourth public hearing at 7:00 p.m. on
the draft map.
First Public Hearing Redistricting Ward Boundaries
October 5, 2021
Page 4
December 7, 2021: Present staff recommended final map for approval as the fifth
public hearing at 7:00 p.m. Adoption of final map and first reading of ordinance by
the City Council.
December 21, 2021: Adoption of final map and second reading of ordinance by
the City Council.
Public Outreach and Communication
The Clerk of the Council’s Office is committed to taking steps to have a robust and diverse
community participation in the process for redrawing ward maps for future City Council
elections. The goals in the outreach plan are to educate residents about the redistricting
requirements, ensure participation from a wide range of residents, and build community
awareness and understanding of the process. During this process, staff seeks public
input regarding what communities of interest exist, how to re-draw the ward maps to
maintain existing communities, along with suggestions and preferences.
The Clerk of the Council Office is using the following community outreach plan:
Public messaging via social media, City’s website, press releases, newsletters,
and other public communications, in English, Spanish, and Vietnamese
Dedicated webpage for redistricting updates and information: www.santa-
ana.org/redistricting
Press releases sent to various outlets and groups
Collateral material available at city facilities and other City meetings/events
Marketing video in English, Spanish, and Vietnamese
Advertisements on City’s local public network channel and YouTube
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Presentation
Submitted By: Daisy Gomez, Clerk of the Council
Approved By: Kristine Ridge, City Manager
Community Development Agency
santa-ana.org
Item # 25
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 5, 2021
TOPIC: Consolidated Annual Performance and Evaluation Report
AGENDA TITLE:
Public Hearing - Consolidated Annual Performance and Evaluation Report
RECOMMENDED ACTION
Authorize Submission of the Consolidated Annual Performance and Evaluation Report to
the U.S. Department of Housing and Urban Development
DISCUSSION
The Five-Year Consolidated Plan is a comprehensive planning and application document
that covers the three entitlement grants that the City receives annually from the U.S.
Department of Housing and Urban Development (HUD). The Consolidated Plan outlines
a strategy for using the three grants and other resources to meet community needs as
they were identified in the Plan. These three entitlement grants are the Community
Development Block Grant (CDBG), Emergency Solutions Grant (ESG), and HOME
Investment Partnerships Program (HOME). The Consolidated Plan also identifies five-
year numeric goals for meeting the identified community needs that Santa Ana will work
toward during the period covered.
As part of the Consolidated Plan process, HUD requires the City to submit a Consolidated
Annual Performance and Evaluation Report (CAPER) (Exhibit 1). The CAPER describes
the activities and accomplishments for the three federal entitlement grants during the past
fiscal year. It also reports on the City’s success in achieving the five-year numeric goals
and objectives that are established in the Five-Year Consolidated Plan. Fiscal Year 2020-
2021 is the first year covered by July 1, 2020 through June 30, 2021 Consolidated Five-
Year Plan.
The following table highlights accomplishments achieved during Fiscal Year 2020-2021
with funding from the CDBG, ESG and HOME Program:
Consolidated Annual Performance and Evaluation Report
September 21, 2021
Page 2
General ActivityAccomplishments
Completed multiple street improvements that include Raitt
Street, Bishop Street, and FY 2018-2019 and FY 2019-2020
Heninger Park Neighborhood Street Improvement.
Completed the rehabilitation of multiple curb ramps to comply
Capital with ADA accessibility regulations.
Improvements
Completed the rehabilitation and improvement of park lighting at
Centennial Park, Pacific Electric Park Bike Trail, and
Saddleback Park.
Completed the rehabilitation and reconstruction of walkways
throughout Centennial Park.
Economic
Provided 79 small business incentive grants to small businesses
Development
that were affected by the COVID-19 pandemic.
Provided funding for 19 non-profit organizations to administer 22
programs and served 2,108 persons.
America on Track, Boys & Girls Club of Santa Ana, OC
Children’s Therapeutic Arts Center, Neutral Ground, YMCA, the
Delhi Center, Girls Inc., Pure Game, Relámpago del Cielo, and
Women’s Journey provided youth services that included:
tutoring, education, recreation, fitness, a classical music
program, and gang prevention.
The Cambodian Family and the Delhi Center provided youth and
family services that included: tutoring, education, leadership,
Public Servicesparent workshops, and anti-bullying workshops.
The Legal Aid Society of Orange County and Lutheran Social
Services of Southern California provided criminal record
expungement and domestic violence services that included
housing and legal services.
Community Health Initiative of OC provided access to health and
social service programs by conducting outreach, education and
enrollment.
Provided public service activities to support COVID-19
response, including subsistence housing, COVID-19 testing,
food distribution, and other needs to support 4,353 residents.
Affordable
HOME Investment Partnership Program funds in the amount of
Housing
$3,007,489 have been committed to Related Companies of
California with A Community of Friends (ACOF) as co-developer
and lead service provider for the Crossroads at Washington
Project located at 1126 and 1146 E Washington Avenue in
Santa Ana. The project consists of a 100-percent affordable
multifamily apartment complex consisting of 85 units of rental
housing and one manager’s unit. All units will be affordable to
households earning less than 30 percent AMI, of which 43 units
Consolidated Annual Performance and Evaluation Report
September 21, 2021
Page 3
will be set-aside for permanent supportive housing.
HOME Investment Partnership Program funds in the amount of
$2,003,705 have been committed to Community Development
Partners for the development of Westview House located at
2530 Westminster Avenue in Santa Ana. The project consists of
an affordable multifamily apartment development consisting of
85 units of both large family and PSH with one (1) manager’s
unit. Twenty-six of the units will be funded by PBV and MHSA
funds through the NPLH program.
Completed acquisition and construction of an adaptive reuse
and new construction project known as the Santa Ana Arts
Collective, which is composed of 57 affordable rental units
designated for professional artists of all disciplines, and one
manager’s unit. Funding included HOME Investment
Partnership Program (HOME) funds of $ 2,627,631 and
Community Development Block Grant (CDBG) funds of
$500,000, in addition to $4,775,000 in Inclusionary Housing
funds.
Funded six first-time Homebuyer Down Payment Assistance
loans with $480,000 of CDBG funds.
Issued a Community Development Block Grant (CDBG) loan in
the amount of $1,687,047 for the acquisition and rehabilitation
of a former motel to yield 89 units of permanent supportive
housing at North Harbor Village. Eighty-nine (89) PBVs
consisting of 34 HUD-VASH PBVs and 55 non HUD-VASH
PBVs. Construction is underway.
HOME Investment Partnership Program (HOME) $5,128,152, in
existing affordable Housing Loans were re-subordinated to
complete the rehabilitation of a 126-unit affordable housing
project at Cornerstone Apartments.
Participated in 11 down payment assistance workshops.
Code Enforcement staff responded to and addressed a total of
5,308 complaints, covering 3,646 residential properties, of which
1,688 were single family residences and 3,029 were multi-family
residences within the CDBG-eligible deteriorating and
Code deteriorated areas.
Enforcement
Code Enforcement staff issued 184 Notices of Violation, 185
Notice and Orders, and 5,096 Administrative Citations involving
residential housing. Because of these efforts, property owners
have made approximately $1,166,464 in repairs and upgrades,
encompassing 337 properties.
Consolidated Annual Performance and Evaluation Report
September 21, 2021
Page 4
Provided assistance to 525 persons through street outreach,
homeless prevention, rapid re-housing, or shelter. This number
includes 116 children and 12 individuals who reported as
Homeless
Veterans. Numbers also include 135 individuals who reported
Services
having a chronic health condition, 120 individuals who reported
having a mental health problem, and 111 individuals who
reported having a physical disability.
The Draft CAPER reflects numbers that were available in the HUD system as of August
18, 2021. The final CAPER will capture performance information from the fourth quarter
that is not available to date. For this reason, several tables in the draft CAPER are blank.
Each table in the final CAPER will be complete to show the progress made in meeting the
Five-Year Consolidated Plan objectives.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBIT(S)
1. Draft CAPER
Submitted By: Steven Mendoza, Assistant City Manager
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
4§¤ #¨³¸ ®¥ 3 ³ !
#®¬¬´¨³¸ $¤µ¤«®¯¬¤³ !¦¤¢¸
FY2020-2021 CAPER
*5,9 ΐǾ 2020 4(2/5'( *5.% ΒΏǾ ΑΏΑ1
DRAFT CAPER 1
OMB Control No: 2506-0117 (exp. 06/30/2018)
4 ¡«¤ ®¥ #®³¤³²
CR-05 - Goals and Outcomes ...........................................................................................................3
CR-10 - Racial and Ethnic composition of families assisted ............................................................. 11
CR-15 - Resources and Investments 91.520(a) ............................................................................... 12
CR-20 - Affordable Housing 91.520(b) ........................................................................................... 17
CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c) ............................ 19
CR-30 - Public Housing 91.220(h); 91.320(j) ................................................................................... 21
CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j) ............................................................................ 22
CR-40 - Monitoring 91.220 and 91.230 .......................................................................................... 27
CR-45 - CDBG 91.520(c) ................................................................................................................. 29
CR-50 - HOME 91.520(d) ............................................................................................................... 30
CR-60 - ESG 91.520(g) (ESG Recipients only) .................................................................................. 32
CR-65 - Persons Assisted ............................................................................................................... 35
CR-70 ESG 91.520(g) - Assistance Provided and Outcomes .......................................................... 36
CR-75 Expenditures.................................................................................................................... 37
APPENDICES
Appendix 1: Public Notices
Appendix 2: Summary of Public Comments
Appendix 3: IDIS Reports
DRAFT CAPER 2
OMB Control No: 2506-0117 (exp. 06/30/2018)
Progress the jurisdiction has made in carrying out its strategic plan and its action plan. 91.520(a)
e consolidated plan and
Comparison of the proposed versus actual outcomes for each outcome measure submitted with thexplain, if applicable, why progress was not made toward meeting goals and objectives. 91.520(g)
the plan,
special attention to the highest priority activities identified.
giving
CR-10 - Racial and Ethnic composition of families assisted
Describe the families assisted (including the racial and ethnic status of families assisted).
91.520(a)
In FY2020, CDBG, HOME and ESG resources provided assistance to residents through an array of
programs. The race and ethnicity of these individuals are summarized below.
CDBG HOME ESG
White 2,918 1 422
Black or African American 32 1 44
Asian 248 0 13
American Indian or American Native 70 0 45
Native Hawaiian or Other Pacific Islander 14 0 9
Other/ Multi-Racial 3,293 9 15
Total 6,575 11 548
Hispanic 5,068 0 375
Not Hispanic 1,507 11 173
Table 2 Table of assistance to racial and ethnic populations by source of funds
DRAFT CAPER 11
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-15 - Resources and Investments 91.520(a)
Identify the resources made available
Source of Funds Source Resources Made Amount Expended
Available During Program Year
CDBG public - federal $6,761,848 $7,398,045*
HOME public - federal $2,487,047 $200,989
ESG public - federal $500,947 $434,696
CDBG-CV public - federal $6,610,618
$4,465,223
ESG-CV public - federal $2,206,672 $3,073,396
*Includes prior year resources
Table 3 - Resources Made Available
Narrative
Available funds that were not expended during the FY2020 program year will be prioritized for spending
in FY2021. Due to the COVID-19 pandemic, some activities were delayed or paused, resulting in not all
funds being spent.
Identify the geographic distribution and location of investments
Target Area Planned Percentage Actual Percentage Narrative Description
of Allocation of Allocation
Citywide 39 58% Citywide
Low-and Moderate-Low-and Moderate-
Income area 61 42% Income area
Table 4 Identify the geographic distribution and location of investments
The City continues to prioritize funds to address the needs of low- and moderate-residents - by targeting
neighborhoods and individual residents. The funding distribution reflects a lower share of funding
targeted to low- and moderate-income areas, in part due to the continued impacts of COVID-19.
DRAFT CAPER 12
OMB Control No: 2506-0117 (exp. 06/30/2018)
Leveraging
Explain how federal funds leveraged additional resources (private, state and local funds),
including a description of how matching requirements were satisfied, as well as how any
publicly owned land or property located within the jurisdiction that were used to address the
needs identified in the plan.
In planning and implementing all HUD funded activities, The City regularly works to identify and leverage
other funding streams to maximize the impact of the CDBG, HOME, and ESG activities. Cities receiving
HOME Program funds are generally required to provide a HOME match of 25% of their annual
allocation. The City of Santa Ana has qualified for a HOME match reduction of 100%, therefore not
requiring the City to provide any match as part of the HOME Program. The ESG program requires a
dollar-for-dollar match requirement. The City of Santa Ana requires its ESG subrecipients to meet the
match requirement. This is done through a mix of cash and in-kind match as allowed under 24 CFR Part
576. In accordance with State law and local priority, the City consistently looks to leverage state and
locally owned property to achieve its annual goals.
Fiscal Year Summary HOME Match
1. Excess match from prior Federal fiscal year $0
2. Match contributed during current Federal fiscal year $0
3 .Total match available for current Federal fiscal year (Line 1 plus Line 2) $0
4. Match liability for current Federal fiscal year $0
5. Excess match carried over to next Federal fiscal year (Line 3 minus Line 4) $0
Table 5 Fiscal Year Summary - HOME Match Report
DRAFT CAPER 13
OMB Control No: 2506-0117 (exp. 06/30/2018)
Minority Business Enterprises and Women Business Enterprises Indicate the number and dollar
value of contracts for HOME projects completed during the reporting period
Total Minority Business Enterprises White Non-
Hispanic
Alaskan Asian or Black Non-Hispanic
Native or Pacific Hispanic
American Islander
Indian
Contracts
Number 0 0 0 0 0 0
Dollar 0 0 0 0 0 0
Amount
Sub-Contracts
Number 0 0 0 0 0 0
Dollar 0 0 0 0 0 0
Amount
Total Women Male
Business
Enterprises
Contracts
Number 5 0 0
Dollar 0 0 0
Amount
Sub-Contracts
Number 0 0 0
Dollar 0 0 0
Amount
Table 8 - Minority Business and Women Business Enterprises
Minority Owners of Rental Property Indicate the number of HOME assisted rental property owners
and the total amount of HOME funds in these rental properties assisted
Total Minority Property Owners White Non-
Hispanic
Alaskan Asian or Black Non-Hispanic
Native or Pacific Hispanic
American Islander
Indian
Number 0 0 0 0 0 0
Dollar 0 0 0 0 0 0
Amount
Table 9 Minority Owners of Rental Property
DRAFT CAPER 15
OMB Control No: 2506-0117 (exp. 06/30/2018)
Relocation and Real Property Acquisition Indicate the number of persons displaced, the cost of
relocation payments, the number of parcels acquired, and the cost of acquisition
Parcels Acquired
Businesses Displaced
Nonprofit Organizations
Displaced
Households Temporarily
Relocated, not Displaced
Households Total Minority Property Enterprises White Non-
Displaced Hispanic
Alaskan Asian or Black Non-Hispanic
Native or Pacific Hispanic
American Islander
Indian
Number 0 0 0 0 0 0
Cost 0 0 0 0 0 0
Table 10 Relocation and Real Property Acquisition
DRAFT CAPER 16
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-20 - Affordable Housing 91.520(b)
Evaluation of the jurisdiction's progress in providing affordable housing, including the
number and types of families served, the number of extremely low-income, low-income,
moderate-income, and middle-income persons served.
One-Year Goal Actual
Number of Homeless households to be
provided affordable housing units 80 0
Number of Non-Homeless households to be
provided affordable housing units 36 64
Number of Special-Needs households to be
provided affordable housing units 0 0
Total 116 64
Table 11 Number of Households
One-Year Goal Actual
Number of households supported through
Rental Assistance
Number of households supported through
The Production of New Units 82 0
Number of households supported through
Rehab of Existing Units 31 58
Number of households supported through
Acquisition of Existing Units 3 6
Total 116 64
Table 12 Number of Households Supported
Discuss the difference between goals and outcomes and problems encountered in meeting
these goals.
The City of Santa Ana continues to actively market its CDBG rehabilitation and homebuyer assistance
programs and the HOME rehabilitation programs through city publications, city website, and key
stakeholders throughout the City.
Rehabilitation and new construction programs were delayed due to the COVID-19 pandemic. The City
anticipates issuing multiple affordable housing RFPs during Program Year 2021.
In June 2020, the Heros Landing development ge) was opened, providing 75
units (71 1-bedroom and 4 2-bedroom) for formerly homeless veterans.
Additionally, six households received downpayment assistance through the CDBG downpayment
assistance program.
DRAFT CAPER 17
OMB Control No: 2506-0117 (exp. 06/30/2018)
mpleted, which included CDBG and HOME funds in addition
.
Discuss how these outcomes will impact future annual action plans.
The City will continue to issue RFPs for CDBG and HOME funds to support the development and
rehabilitation of affordable multi-family rental housing. Additionally, the City will continue to provide
single-family rehabilitation and homebuyer assistance programs.
Include the number of extremely low-income, low-income, and moderate-income persons
served by each activity where information on income by family size is required to determine
the eligibility of the activity.
Number of Households Served CDBG Actual HOME Actual
Extremely Low-income 22 7
Low-income 24 4
Moderate-income 18 0
Total 64 11
Table 13 Number of Households Served
The above table reflects a duplicative count of units assisted as part of the Santa Ana Collective. CDBG
funds were used for the acquisition, consisting of the 58 units and HOME funds were used to assist 11 of
those units. Table 12 provides an accurate count of the number of housing units assisted. The City of
Santa Ana -the Orange County CoC and homeless service
providers for potential homeless prevention assistance and/ or other services. As specific needs arise for
persons with disabilities, the City of Santa Ana offers reasonable accommodations and modifications, as
necessary.
DRAFT CAPER 18
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-25 - Homeless and Other Special Needs 91.220(d, e); 91.320(d, e); 91.520(c)
for reducing and ending
homelessness through:
Reaching out to homeless persons (especially unsheltered persons) and assessing their
individual needs
Santa Ana prioritizes effective, targeted, and safe outreach to individuals experiencing homelessness to
support these individuals in identifying resources and establishing pathways to safe and sustainable
housing. The City has outreach staff regularly working and interfacing with individuals experiencing
homelessness to provide assistance and support in enrolling in shelter and/ or seeking other services.
During the 2020-2021 Program Year, the City of Santa Ana worked towards the following objectives:
1. Prioritized street outreach through Quality of Life Teams
2. Preserved existing and increase the supply of permanent supportive housing
3. Preserved existing and increase the supply of affordable housing
4. Provided housing services and assistance to special needs populations
5. Improved critical services to low-income and special needs populations
6. Coordinated services within the City as well as regionally in collaboration with the Continuum of
Care
7. Collaborated with all communities in Orange County to address homelessness with coordinated,
regional approaches
Addressing the emergency shelter and transitional housing needs of homeless persons
The City of Santa Ana coordinated with Orange County who operates a year-round emergency shelter in
the Civic Center of Santa Ana that provides safe sleep and emergency shelter for over 400 individuals
each night, and food and supportive services for over 600 individuals on a daily basis. The ESG funded
programs provided Homelessness Prevention, Rapid Re-Housing, Emergency Shelter, and Street
Outreach services. The County also ran an emergency cold-weather shelter in Santa Ana during the
winter. In addition to these shelters, the City targeted actions to addres the needs of individuals who are
homeless that includes unaccompanied women, victims of domestic violence, chronically homeless
individuals and families, families with children, veterans and their families, and unaccompanied youth.
The range of services include emergency shelter, transitional housing and permanent supportive
housing. ESG funds provided assistance for street outreach services, homeless prevention and rapid re-
housing.
DRAFT CAPER 19
OMB Control No: 2506-0117 (exp. 06/30/2018)
Helping low-income individuals and families avoid becoming homeless, especially extremely
low-income individuals and families and those who are: likely to become homeless after
being discharged from publicly funded institutions and systems of care (such as health care
facilities, mental health facilities, foster care and other youth facilities, and corrections
programs and institutions); and, receiving assistance from public or private agencies that
address housing, health, social services, employment, education, or youth needs
Through the objective summarized above in the Outreach section, the City strives to help individuals and
families from becoming homeless. The ESG program funds Homelessness Prevention, Rapid Re-Housing,
Emergency Shelter, and Street Outreach services.Additionally, the County of Orange is equipped to
serve people discharged from publicly funded institutions or systems of care such as health care facilities
or correction programs.
Helping homeless persons (especially chronically homeless individuals and families, families
with children, veterans and their families, and unaccompanied youth) make the transition to
permanent housing and independent living, including shortening the period of time that
individuals and families experience homelessness, facilitating access for homeless individuals
and families to affordable housing units, and preventing individuals and families who were
recently homeless from becoming homeless again
The City supported a number of programs to assist low-income individuals and families to avoid
becoming homeless, including Section 8 Housing Choice vouchers. Other support services, such as job
and training assistance, food assistance, and counseling are also available to help individuals recover
from homelessness and to avoid becoming homeless. The City worked closely with the Continuum of
Care who provided oversight for the Vulnerability Index - Service Prioritization Decision Assistance Tool
(VI-SPDAT) to prioritize the most vulnerable chronically homeless individuals. Case management services
were offered in all programs to help prevent individuals from falling back into homelessness.
DRAFT CAPER 20
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-30 - Public Housing 91.220(h); 91.320(j)
Actions taken to address the needs of public housing
N/A The City does not have any public housing.
Actions taken to encourage public housing residents to become more involved in
management and participate in homeownership
N/A The City does not have any public housing.
Actions taken to provide assistance to troubled PHAs
N/A The City
DRAFT CAPER 21
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-35 - Other Actions 91.220(j)-(k); 91.320(i)-(j)
Actions taken to remove or ameliorate the negative effects of public policies that serve as
barriers to affordable housing such as land use controls, tax policies affecting land, zoning
ordinances, building codes, fees and charges, growth limitations, and policies affecting the
return on residential investment. 91.220 (j); 91.320 (i)
The 20202024 Consolidated Plan identified several barriers to the development of affordable housing
including the following:
Limited funding sources, financial costs, and the costs of development.
Market constraints primarily the availability, cost, and competition for land.
Available land in the City mostly consists of small parcels that must be assembled for significant
new construction projects. Relocation costs and housing replacement requirements for
redeveloping improved properties also presents barriers to the development of affordable
housing.
income households to obtain decent and affordable housing. Households with no or poor credit
history are severely impacted.
In an effort to mitigate these barriers, Santa Ana undertook the following actions during the report
period:
Construction of new rental and homeownership units
Rehabilitation and/ or preservation of existing rental units
Homeowner rehabilitation programs for low- and moderate-income households
land made available through Executive Order N-06-19, the City will look to identify potential parcels of
underutilized land that can be leveraged for potential affordable housing development.
that meet the specified criteria must provide: 1) if the new residential project consists of units
for sale, then a minimum of 10% of the total number of units in the project shall be sold to
moderate income households; 2) If the new residential project consist of rental units, a
minimum of 15% of the units shall be rented to low income households, or 10% rented to very
low income households; or 3) the developer may elect to satisfy these requirements for the
project by payment of a fee in lieu of constructing some or all of the affordable units.
Actions taken to address obstacles to meeting underserved needs. 91.220(k); 91.320(j)
Based on the 2019 Point in Time Count and Survey, there are 6,860 individuals experiencing
homelessness in the County, with 1,769 in the City of Santa Ana. This is an increase of 769 individuals in
Santa Ana since the 2017 Point in Time Count. A challenge for Santa Ana is that many individuals
DRAFT CAPER 22
OMB Control No: 2506-0117 (exp. 06/30/2018)
experiencing homelessness gravitate to specific cities, one of which is Santa Ana. A goal of the City is to
work closely with community and faithbased groups, other municipalities and the County to provide a
coordinated and regional effort to address homelessness throughout the County. In addition, several
programs were funded by HOME, CDBG and ESG to assist underserved individuals. The number of
persons assisted during the report period is highlighted throughout this report.
Actions taken to reduce lead-based paint hazards. 91.220(k); 91.320(j)
Lead-paint hazards are typically found in buildings constructed prior to 1978; the year lead based paint
ts now use a
reference level of 5 micrograms per deciliter to identify children with blood levels that are much higher
blood lead levels greater than the CDC recommended level of 5 micrograms of lead per deciliter of
blood), the CDC reported a decline in blood levels in children age five and younger, largely a result of the
phase-out of leaded gasoline and efforts by federal, state, and local agencies to limit lead paint hazards
in housing.In all housing activities, the City complies with requirements to examine for the potential risk
of lead exposure. If and when lead is identified, the City works with the property owner and/ or
subrecipient to remediate the lead-based paint.
Actions taken to reduce the number of poverty-level families. 91.220(k); 91.320(j)
-poverty strategy includes expanding housing opportunities and support services for
low-income residents, and coordinating public and private resources to address their specific needs.
Services and activities supported by the City included:
Economic development program to stimulate the local economy and further increase job
opportunities for low- and moderate-income individuals.
Provid-CV programs offering services
including: Homelessness Prevention, Rapid Re-Housing, Emergency Shelter, and Street Outreach
services to reduce the number of poverty-level families that may have their housing status
negatively impacted by the COVID-19 pandemic.
Partner with and leverage local job training programs focused on supporting residents prepare
for and access living wage job opportunities.
ber of cost burdened households
living in the City, allowing them to allocate personal resources to other critical household needs.
Public services will be targeted to address critical needs of low-income and vulnerable residents
through the provision of programming, transportation, education, childcare and other key needs
that are identified by the City and its stakeholders. Services such as these are components to assist
individuals to be better suited to secure and retain living wage employment.
Homeless assistance, including prevention, will provide critical services to extremely low-income
households in need of immediate assistance and support to be better suited and able to take
steps to identify sustainable housing and employment options.
DRAFT CAPER 23
OMB Control No: 2506-0117 (exp. 06/30/2018)
Improving public facilities eliminates existing facilities and infrastructure that negatively impacts
residential neighborhoods.
Actions taken to develop institutional structure. 91.220(k); 91.320(j)
The institutional delivery system in Santa Ana is high-functioning and collaborative, particularly the
relationship between city departments and the nonprofit sector comprised of a network of capable
nonprofit organizations operating in Santa Ana and throughout Orange County that are delivering a full
range of services to residents. Affordable housing development and preservation activities are carried
out by the Housing Department of the Community Development Agency in partnership with housing
developers and contractors. The Planning and Building Agency supports code enforcement activities.
Public service activities are carried out by nonprofit organizations with support and oversight from the
Community Development Agency as necessary to achieve the Strategic Plan goals. The Community
Development, Public Works and Planning and Building Agencies work together with contractors to
implement public facilities and improvement projects.
The greatest challenge behind COVID-19,
diversity of need and exceeds the amount of available funding to completely address all needs within
the community. Consequently, even high priority needs cannot be fully funded. Further, due to the scale
of need within the community nonprofit service providers are also operating at maximum capacity. As
a result, non-profit leadership has less time to dedicate to coordination and alignment with other
partner agencies and organizations to strategically target needs. In PY20 the Community Development
Agency worked to increase the efficiency of collaboration and coordination among different providers
operating in the City and throughout the region.
The City also supported programs aimed at enhancing. Examples of actions undertaken during the
report period to overcome gaps and enhance coordination included the following:
opportunities for lower income Santa Ana residents. The WDB is comprised of various
community leaders representing private employment, education, social services and
workforce needs are identified and addressed through a variety of public and private resources.
This advisory board also brings key community contacts together resulting in enhanced
coordination of program delivery and resource utilization.
The City participated in several homeless forums and committees. Specifically, the City served
on the Orange County Continuum of Care Board and participated in several committes including
the Housing Opportunity Committee, the Emergency Shelter Committee and the Data and
Performance Committee. The City also served on the Leadership Council for the United to End
Homelessness campaign empowered by the United Way and participated on the Executive
Committee. Through this participation, the City can ensure that barriers to housing and the
needs of the homeless are identified and addressed through the coordinated regional
implementation of limited funding and resources.
DRAFT CAPER 24
OMB Control No: 2506-0117 (exp. 06/30/2018)
The City sought to encourage home ownership opportunities to promote neighborhood stability.
With a high median purchase price of homes, homeownership remains a challenge for
households earning less than 80% of county median income. Recent increases in housing costs
have exacerbated this situation.
Neighborhood residents were encouraged to participate in the preparation and implementation
of neighborhood assessments and plans, and were kept informed on homelessness issues. Santa
gram provided the means to facilitate this participation. This
coordination included working with a variety of city departments, public utilities, property
owners, tenants, nonprofit agencies and the school district.
Actions taken to enhance coordination between public and private housing and social service
agencies. 91.220(k); 91.320(j)
The City has increased coordination between public and private housing & social service agencies
incorporating feedback during the notice-and-comment period of the Substantial Amendments of the
2020-2021 Annual Action Plan. COVID-19 created an urgent need for services and the City was able to
incorporate feedback from private housing & social service agencies on CDBG-CV & ESG-CV allocations
allowing the City to cover urgent needs gap in the City not covered by private providers.
As in past years, Santa Ana made an effort to leverage private and federal funds with local and state
The greatest barrier to
affordable housing in the City is a limited supply of resources and available land to support the
development and preservation of affordable housing within the City. The City works closely with non-
governmental, state and federal agencies to identify potential funding streams and resources.
Several affordable housing projects are moving forward currently in the City and two projects for
individuals/veterans experiencing homelessness are in the pipeline. These are examples of how the City
is coordinating with private developers and social service agencies to create affordable housing
opportunities in Santa Ana.
-occupied housing rehabilitation programs have been instrumental in preserving
housing units occupied by lower income households. Furthermore, homeownership opportunities for
low- and moderate-
Payment Assistance Program. The City worked closely with Habitat for Humanity in completing the last
phase of the scattered site project where single family homes were developed to be sold at affordable
price and to restrict to income qualified households for a period of at least 45 years. Additionally, the
Santa Ana Housing Authority provided rental assistance vouchers to very-low income households.
-Sufficiency (FSS) program were also referred to
classes (available in English, Spanish and Vietnamese) on how to prepare for homeownership.
City staff met regularly with public and private organizations to coordinate various efforts. The City's
relationship with nonprofit organizations in the community allowed for an integrated approach for
funding requests from local, state and federal agencies. The City worked with nonprofits as they applied
DRAFT CAPER 25
OMB Control No: 2506-0117 (exp. 06/30/2018)
for funds for activities consistent with the objectives in the Consolidated Plan. The City also
communicated with various institutions to facilitate the exchange of information and to develop
strategies to provide benefits and housing services.
consults with the County and local ESG entitlement grantees in regard to the use of ESG funds. On-going
meetings are held to coordinate the development of eligibility criteria, performance standards and
outcome measurements, as well as to establish funding, policies, and procedures for the operation and
administration of the Homeless Management Information System (HMIS).
Identify actions taken to overcome the effects of any impediments identified in the
jurisdictions analysis of impediments to fair housing choice. 91.520(a)
The City evaluated barriers and constraints to the development of affordable housing as a critical
component of the Housing Element. The California Department of Housing and Community has certified
Impediments to Fair Housing Choice to ensure the City is affirmatively furthering fair housing for all
residents of Santa Ana. In addition, the City of Santa Ana is currently updating its Analysis of
Impediments to Fair Housing Choice to ensure the City is affirmatively furthering fair housing for all
residents of Santa Ana.
The City participated
Choice for the period of 2020 - 2024. Through this process, the City has identified a set of city-specific
and regional goals and approaches to address barriers to affordable housing and affirmatively further
fair housing in the City. The City will continue to work to meeting the goals and objectives set forth in
the Analysis of Impediments update.
DRAFT CAPER 26
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-40 - Monitoring 91.220 and 91.230
Describe the standards and procedures used to monitor activities carried out in furtherance
of the plan and used to ensure long-term compliance with requirements of the programs
involved, including minority business outreach and the comprehensive planning
requirements
To ensure that HUD funds are used efficiently and in compliance with applicable regulations, the City
provides technical assistance to all subrecipients at the beginning of each program year and monitors
subrecipients throughout the program year.
The City of Santa Ana applied the same monitoring standards to its CDBG-CV and ESG-CV programs.
Technical Assistance
To enhance compliance with federal program regulations, the City provides an annual Notice of Funding
Availability (NOFA) workshop to review the Plan goals, program requirements and available resources
with potential applicants. Subsequent to the approval of the Annual Action Plan, a mandatory
subrecipient workshop is held to review program regulations in detail, to provide useful forms and
resources
requirements. Additionally, individualized technical assistance is provided on an as-needed basis
throughout a program year.
Activity Monitoring
All activities are monitored, beginning with a detailed review upon receipt of an application to
determine eligibility, conformance with a National Objective and conformance with a Plan goal. This
review also examines the proposed use of funds, eligibility of the service area, eligibility of the intended
beneficiaries and likelihood of compliance with other federal requirements such as the National
Environmental Policy Act, the System for Award Management (SAM) debarment list, prevailing wage,
Minority and Women Business Enterprise, Section 3 and federal acquisition and relocation regulations,
as applicable.
Subrecipients are required to submit an audit and other documentation to establish their capacity, and
any findings noted in the audit are reviewed with the applicant. Eligible applications are then considered
for funding. Once funded, desk monitoring includes ongoing review of required quarterly performance
reports. For CDBG public service activities, an on-site monitoring is conducted once every two (2) years,
or more frequently as needed to ensure compliance. These reviews include both a fiscal and
complying with the program regulations and City contract. Areas routinely reviewed include overall
administration, financial systems, appropriateness of program expenditures, program delivery, client
eligibility determination and documentation, reporting systems, and achievement toward achieving
contractual goals. Following the monitoring visit, a written report is provided delineating the results of
the review and any findings of non-compliance and the required corrective action. Subrecipients
DRAFT CAPER 27
OMB Control No: 2506-0117 (exp. 06/30/2018)
normally have 30 days to provide the City with corrective actions taken to address any noted findings.
Individualized technical assistance is provided, as noted above, as soon as compliance concerns are
identified. For CDBG capital projects, monitoring also includes compliance with regulatory agreement
requirements
Citizen Participation Plan 91.105(d); 91.115(d)
The City published a notice in the general circulation of papers in English, Spanish and Vietnamese that
its CAPER was available for review for public comment. The CAPER was made available for review at the
Office of the Clerk of the Council, Community Development Agency 6th Floor Reception Area, and on
-day public comment period prior to the submission of the CAPER to
HUD. In addition, a public hearing was held by the Community Redevelopment and Housing Commission
and at the City Council meeting to obtain public comments, with the City Council authorizing the
submission of the report to HUD.
In preparation for the 2020 Consolidated Plan, the City updated its Citizen Participation Plan to ensure
ongoing compliance with program requirements and allowing residents and stakeholders adequate
opportunity to participate in the design and implementation of HUD-funded programs.
Describe the efforts to provide citizens with reasonable notice and an opportunity to
comment on performance reports.
The City published a notice in the general circulation of papers in English, Spanish and Vietnamese that
its CAPER was available for review for public comment. The CAPER was made available for review at the
Office of the Clerk of the Council, Community Development Agency 6th Floor Reception Area, and on
-day public comment period prior to the submission of the CAPER to
HUD. In addition, a public hearing was held by the Community Redevelopment and Housing Commission
and at the City Council meeting to obtain public comments, with the City Council authorizing the
submission of the report to HUD.
DRAFT CAPER 28
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-45 - CDBG 91.520(c)
and indications of how the jurisdiction would change its programs as a result of its
experiences.
The 2020-2021 Program Year was the first year of the 2020-2024 Consolidated Plan. The City made
progress towards its five-year and one-year goals for this reporting period and did not change its
program objectives or the projects & activites that utilized CDBG, ESG, and HOME funds.
CDBG activities were slowed as a result of the onset of the COVID-19 pandemic. This includes public
service, public facility and housing activities. In part, this is due to prioritizing COVID-19 response
activities and programs/ services/ activities that were either not applicable due to the pandemic or were
generally delayed due to the pandemic. The City anticipates that activities originally planned for
completion during program year 2020 will be completed in program year 2021.
Does this Jurisdiction have any open Brownfields Economic Development Initiative (BEDI)
grants?
No.
DRAFT CAPER 29
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-50 - HOME 91.520(d)
Include the results of on-site inspections of affordable rental housing assisted under the
program to determine compliance with housing codes and other applicable regulations
tƌĻğƭĻ ƌźƭƷ ƷŷƚƭĻ ƦƩƚƆĻĭƷƭ ƷŷğƷ ƭŷƚǒƌķ ŷğǝĻ ĬĻĻƓ źƓƭƦĻĭƷĻķ ƚƓΏƭźƷĻ Ʒŷźƭ ƦƩƚŭƩğƒ ǤĻğƩ ĬğƭĻķ ǒƦƚƓ
ƷŷĻ ƭĭŷĻķǒƌĻ źƓ ήВЋ͵ЎЉЍΛķΜ͵ LƓķźĭğƷĻ Ǟŷźĭŷ ƚŅ ƷŷĻƭĻ ǞĻƩĻ źƓƭƦĻĭƷĻķ ğƓķ ğ ƭǒƒƒğƩǤ ƚŅ źƭƭǒĻƭ ƷŷğƷ
ǞĻƩĻ ķĻƷĻĭƷĻķ ķǒƩźƓŭ ƷŷĻ źƓƭƦĻĭƷźƚƓ͵ CƚƩ ƷŷƚƭĻ ƷŷğƷ ǞĻƩĻ ƓƚƷ źƓƭƦĻĭƷĻķͲ ƦƌĻğƭĻ źƓķźĭğƷĻ ƷŷĻ
ƩĻğƭƚƓ ğƓķ ŷƚǞ Ǥƚǒ Ǟźƌƌ ƩĻƒĻķǤ ƷŷĻ ƭźƷǒğƷźƚƓ͵
The City of Santa Ana conducts onsite inspections of HOME-assisted rental units during the required
affordability period to determine compliance with HUD property standards in accordance with 24 CFR
92.251. HOME-assisted rental projects with one to four units are inspected every three years, projects
with five to 25 units are inspected every two years, and projects with 26 or more units are inspected
annually. The City of Santa Ana received COVID-19 waivers regarding on-site inspections of rental
housing and for housing units of recipients of TBRA funding. Inspection schedule dates have been
shifted accordingly as per HUD regulations.
Provide an assessment of the jurisdiction's affirmative marketing actions for HOME units.
92.351(b)
containing 5 or more HOME or CDBG-assisted housing. These procedures and requirements do not apply
to families with Section 8 tenant-based rental housing assistance or families with tenant-based rental
assistance provided with HOME funds. The procedures include:
Methods to inform the public about Federal fair housing laws:
The City displays the Equal Housing logo or slogan in housing-related press releases and
Development Division.
-
assisted rental units in its countywide Affordable Housing List maintained by the County.
Requirements and practices owners must adhere to:
Owners must display the Equal Housing Opportunity logo or slogan in all correspondence with
current or potential tenants, on lease agreements, and display the fair housing poster in their
leasing offices, and develop written procedures for selecting tenants.
The City required owners of City HOME- and CDBG-assisted rental units to continuously review
the demographic makeup of their tenants. If and when such review indicated that their tenants
fact and request City review and approval for the steps they took to correct that deficiency.
DRAFT CAPER 30
OMB Control No: 2506-0117 (exp. 06/30/2018)
Co
obligation of all rental property owners receiving HOME or CDBG assistance from the City of
Santa Ana, and will be enforceable by means of appropriate actions described in loan
documents recorded through the County of Orange.
Record keeping:
The City will require owners of its HOME- and CDBG- assisted rental units covered under this
marketing plan to make an annual report to the City detailing the steps they have taken to
comply with this Program. They will also be required to report on the ethnicity of their tenants,
as well as rents, income levels, and other household characteristics. Reports will be made on a
form that is acceptable to the City of Santa Ana, and that will enable the City to capture the data
it needs to evaluate owner compliance with this Program.
The City will maintain records on owner reports and its evaluation of those reports for a period
of not less than ten years after expiration of the affordability period required by applicable HUD
regulations.
Annual assessment:
Upon receipt of owner reports, the City will evaluate the ethnic and racial characteristics of
do not, the
City will direct the owner to take further affirmative marketing steps to correct the imbalance.
The City will track and evaluate the steps taken to insure they have the desired effect.
Refer to IDIS reports to describe the amount and use of program income for projects,
including the number of projects and owner and tenant characteristics
Not applicable. The City receipted $360,402 in program income during FY2020. The City did not expend
any program income during the FY2020 program year, but anticipates that such funds will be included in
forthcoming RFPs during program year 2021.
Describe other actions taken to foster and maintain affordable housing.
The City coordinates HOME funding and activities with other federal, state, and local affordable housing
resources to maximize the assistance provided in the City and construct and/ or rehabilitate affordable
housing throughout the City.
DRAFT CAPER 31
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-60 - ESG 91.520(g) (ESG Recipients only)
ESG Supplement to the CAPER in ĻΏƭƓğƦƭ
For Paperwork Reduction Act
1. Recipient InformationAll Recipients Complete
Basic Grant Information
Recipient Name SANTA ANA
Organizational DUNS Number 083153247
EIN/TIN Number 956000785
Indentify the Field Office LOS ANGELES
Identify CoC(s) in which the recipient or
subrecipient(s) will provide ESG
assistance
ESG Contact Name
Prefix Mr
First Name Judson
Middle Name
Last Name Brown
Suffix
Title Housing Division Manager
ESG Contact Address
Street Address 1 20 Civic Center Plaza, M-26
Street Address 2 0
City Santa Ana
State CA
ZIP Code 92701-
Phone Number 7146672241
Extension 0
Fax Number
7146476549
Email Address jbrown@santa-ana.org
ESG Secondary Contact
Prefix Ms
First Name Mikelle
Last Name Daily
Suffix 0
Title Community Development Analyst
Phone Number 7146672256
DRAFT CAPER 32
OMB Control No: 2506-0117 (exp. 06/30/2018)
Extension 0
Email Address jbrown@santa-ana.org
2. Reporting PeriodAll Recipients Complete
Program Year Start Date 07/01/2019
Program Year End Date 06/30/2020
3a. Subrecipient Form Complete one form for each subrecipient
Subrecipient or Contractor Name: 2-1-1 Orange County
City: Santa Ana
State: CA
Zip Code: 92705
DUNS Number: 884339003
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Nonprofit
ESG Subgrant or Contract Award Amount: $20,750
Subrecipient or Contractor Name: Wise Place
City: Santa Ana
State: CA
Zip Code: 92706
DUNS Number: 002322894
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Nonprofit
ESG Subgrant or Contract Award Amount: $31,128
Subrecipient or Contractor Name: Interval House
City: Long Beach
State: CA
Zip Code: 90803
DUNS Number: 113510176
Is subrecipient a victim services provider: Yes
Subrecipient Organization Type: Nonprofit
ESG Subgrant or Contract Award Amount: 36,315
DRAFT CAPER 33
OMB Control No: 2506-0117 (exp. 06/30/2018)
Subrecipient or Contractor Name: Mercy House Transitional Living Center
City: Santa Ana
State: CA
Zip Code: 92702
DUNS Number: 879797165
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Nonprofit
ESG Subgrant or Contract Award Amount: 316,491
Subrecipient or Contractor Name: Santa Ana
City: Santa Ana
State: CA
Zip Code: 92701
DUNS Number: 083153247
Is subrecipient a victim services provider: No
Subrecipient Organization Type: Unit of Government
ESG Subgrant or Contract Award Amount: 88,898
DRAFT CAPER 34
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-65 - Persons Assisted
See Appendix 3: Sage ESG CAPER Report.
DRAFT CAPER 35
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-70 ESG 91.520(g) - Assistance Provided and Outcomes
10. Shelter Utilization
Number of New Units Rehabbed 0
Number of New Units Conversion 0
Total Number of bed - nigths available 4,015
Total Number of bed - nights provided 2,840
Capacity Utilization 71%
Table 24 Shelter Capacity*
*Shelter Utilization data is provided for Interval House. Mercy House is set up as an entry and exit
program and does not maintain bed utilization data.
11. Project Outcomes Data measured under the performance standards developed in
consultation with the CoC(s)
City staff along with other the cities of Anaheim, Garden Grove and the County of Orange have formed
the Orange County ESG Collaborative to discuss policies and procedures, how best to allocate ESG funds,
as well as a variety of program and homeless issues. The City of Santa Ana along with this Collaborative
continues to use mutually agreed upon forms including: intake forms, client participation agreements,
checklists for monitoring and evaluating project and agency performance, and reimbursement forms for
purposes of consistency and streamlining the process for all applicable parties. Staff consults with the
CoC on a regular basis, attends numerous meetings and is involved in the Continuum of Care.
DRAFT CAPER 36
OMB Control No: 2506-0117 (exp. 06/30/2018)
CR-75 Expenditures
See Appendix 3: Sage ESG CAPER Report.
DRAFT CAPER 37
OMB Control No: 2506-0117 (exp. 06/30/2018)