HomeMy WebLinkAboutAgenda Packet_2026-04-07
DRAFT Minutes of the Regular Meeting
of the City Council
City of Santa Ana, California
March 17, 2026
CLOSED SESSION MEETING – 4:00 P.M.
REGULAR OPEN MEETING – 5:30 P.M.
(Immediatelyfollowing theClosed Session Meeting)
CITY COUNCIL CHAMBER
22 Civic CenterPlazaSanta Ana, CA92701
CLOSED SESSION
CALL TO ORDER
MINUTES:Mayor AmezcuacalledtheClosedSessionmeeting to order at 4:07 P.M.
ATTENDANCE Council Members Phil Bacerra
Johnathan Ryan Hernandez
Jessie Lopez
Thai Viet Phan
Benjamin Vazquez
Mayor Pro Tem David Penaloza
Mayor Valerie Amezcua
CityManager Alvaro Nuñez
CityAttorneySonia R. Carvalho
City ClerkJenniferL.Hall
CITY COUNCIL 1 MARCH 17, 2026
ROLL CALL
MINUTES:CityClerk Jennifer L. Hall conductedroll call.
Councilmembers Bacerra, Phan, and Vazquez, Mayor Pro Tem Penaloza, and Mayor
Amezcua were present. Councilmembers Hernandez and Lopez joined during Closed
Session.
ADDITIONS\\DELETIONS TO CLOSED SESSION
MINUTES: None.
PUBLIC COMMENTS – Members of the public may address the City Council on Closed
Sessionitems.
MINUTES: City Clerk Jennifer L. Hall reported out the summary of email comments
received: (1) Closed Session Agenda Item No. 2 and there were no in person or
teleconference speakers.
RECESS – City Councilwill recess to Closed Sessionfor the purpose of conducting
regularCity business.
MINUTES:Mayor Amezcua recessedto consider theClosedSessionitemsat 4:08P.M.
CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain
matterswithoutmembers of the public present. The City Council finds, based on advice
from the City Attorney, that discussion inopensession of the following matters will
prejudice theposition of the City in existing and anticipated litigation:
1. CONFERENCE WITH LEGAL COUNSEL – – EXISTING LITIGATION pursuant
to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government
Code:
A. Frank Rocha v. City of Santa Ana, WCAB Case No.: ADJ15955468;
ADJ18623576; ADJ17697034
B. Stephen Hahm v. City of Santa Ana, WCAB Case No.: ADJ19377542;
ADJ19377509; ADJ19885630
2. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION pursuant to
Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code:
A. Anthony Cardenal v. City of Santa Ana, Orange County Superior Court
Case No. 30-2022-01293127
B. John Kachirisky v. City of Santa Ana, Orange County Superior Court Case
No. 30-2023-01348299
C. Nelson Menendez v. City of Santa Ana, Orange County Superior Court
Case No. 30-2023-01339537
CITY COUNCIL 2 MARCH 17, 2026
D. Manuel Moreno v. City of Santa Ana, Orange County Superior Court Case
No. 30-2024-01372127
E. Rita Ramirez v. City of Santa Ana, Orange County Superior Court Case No.
30-2022-01287702
F. Judith Valdez v. City of Santa Ana, Orange County Superior Court Case
No. 30-2023-01359457
3. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code
Section 54957.6(a):
Agency Negotiator: Peter Brown
Employee Organizations:
1. Service Employees International Union, Full-Time Employees Unit (SEIU-
FT)
2. Service Employees International Union, Part-Time Non-Civil Service
Employees Unit (SEIU-PTNCS)
RECONVENE – City Council will reconvene to continue regularCitybusiness.
CITY COUNCIL REGULAR OPEN SESSION
CALL TO ORDER
MINUTES:Mayor Amezcuareconvened the CityCouncil Meeting to order at 5:50 P.M.
ATTENDANCE Councilmembers Phil Bacerra
Johnathan Ryan Hernandez
Jessie Lopez
ThaiVietPhan
Benjamin Vazquez
Mayor ProTem David Penaloza
Mayor ValerieAmezcua
City ManagerAlvaro Nuñez
City AttorneySoniaR.Carvalho
City Clerk Jennifer L. Hall
ROLL CALL
MINUTES:City Clerk Jennifer L. Hall conducted roll call.
Councilmembers Bacerra, Hernandez, Lopez (arrived at 5:56 P.M.), Phan, and
Vazquez, Mayor Pro Tem Penaloza, and Mayor Amezcua were present.
PLEDGE OF ALLEGIANCE Julia Mesquita
WORDS OF INSPIRATIONRev. Derrell Durley, Brown Temple
CITY COUNCIL 3 MARCH 17, 2026
ADDITIONS\\DELETIONS TO THE AGENDA
MINUTES: City Clerk Jennifer L. Hall announced the removal of Agenda Item Nos. 16
and 18 from Council consideration and the cancellation of Public Hearing Agenda Item
No. 23.
CEREMONIAL PRESENTATIONS
AGENDA ITEM NO. 1 WAS MOVED OUT OF ORDER AND HEARD AFTER
AGENDA ITEM NO. 4.
2. Certificates of Recognition presented by Mayor Amezcua to the Santiago TK–
8 Elementary School Drama Program for Outstanding Performance
Achievements and Contributions to the Arts Community
MINUTES: Mayor Amezcua presented certificates of recognition to the Santiago
TK-8 Elementary School Drama Program for outstanding performance
achievements and contributions to the arts community.
3. Certificates of Recognition presented by Councilmember Bacerra to
Segerstrom High School Girls’ Soccer Team for Outstanding Athletic
Achievements
MINUTES: Councilmember Bacerra presented certificates of recognition to
Segerstrom High School Girls’ Soccer Team for outstanding athletic achievements.
4. Certificates of Recognition presented by Councilmember Vazquez to Valley
High School Women’s Volleyball Team in Honor of Women’s History Month
MINUTES: Councilmember Vazquez presented certificates of recognition to Valley
High School Women’s Volleyball Team in honor of Women’s History Month.
AGENDA ITEM NO. 1 MOVED OUT OF ORDER
1. Proclamation presented by Councilmember Lopez to Lupe Lopez declaring
May 2026 as Murdered and Missing Indigenous Women Month
MINUTES: Councilmember Lopez presented a proclamation to Lupe Lopez
declaring May 2026 as Murdered and Missing Indigenous Women Month.
STAFF PRESENTATIONS
5. Public Works Agency – Priority Projects Update
MINUTES: Acting Public Works Director Rodolfo Rosas provided a presentation
regarding Public Works Agency – Priority Projects Update.
Councilmember Bacerra thanked staff for the presentation.
CITY COUNCIL 4 MARCH 17, 2026
Councilmember Hernandez thanked staff for the presentation and the City
Manager’s Office for their dedication to kick-starting the upgrades at El Salvador
Park.
Councilmember Vazquez thanked staff for their hard work on all of the projects.
Councilmember Penaloza asked for clarification regarding utility poles along Bristol
Street.
Acting Director Rosas provided an update regarding the expected completion date
for the work on utility poles along Bristol Street.
Mayor Amezcua thanked staff for all their hard work and efforts in completing City
projects.
CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed
Session.
MINUTES: City Attorney Sonia Carvalho reported for Closed Session Item No. 1A,
Frank Rocha v. City of Santa Ana, the City Council voted 7-0 to settle the case for
$169,482.
PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting
forALLcomments on agenda and non-agenda items.
MINUTES:City Clerk Jennifer L. Hall reported out the summary of email comments
received: (28) non-agenda comments.
Thefollowingspeakersaddressed CityCouncil in-person:
1. Manuel Avila spoke regarding success and funding.
2. Jocelyn Pacheco demanded justice for Noe Rodriguez and spoke regarding Noe
Rodriguez, Henry Gonzalez, and Mario Diaz’s incidents.
3. Matthew Compton demanded justice for Noe Rodriguez, spoke regarding Noe
Rodriguez’s incident, an altercation with a Santa Ana police officer, and
Councilmember Bacerra’s comments related to the Coach Royal Mobile Home Park
tenant eviction.
4. David Pulido demanded justice for Noe Rodriguez, spoke regarding Noe Rodriguez,
Mario Diaz, and Freddy Washington’s incidents, and requested accountability and
transparency.
5. Abraham Quintana demanded justice for Noe Rodriguez, spoke regarding Noe
Rodriguez and Freddy Washington’s incidents, and requested accountability and
transparency and an increased budget for the Police Oversight Commission.
CITY COUNCIL 5 MARCH 17, 2026
6. Jair spoke regarding working together to combat evil, accountability for police officer
actions, and the Coach Royal Mobile Home Park tenantseviction.
7. Stef Pacheco demanded justice for Noe Rodriguez, spoke regarding Noe Rodriguez,
Henry Gonzalez, Freddy Washington, and Mario Diaz’s incidents, and requested
accountability.
8. Grace Arzola spoke in support of the families who have lost a loved one at the hands
of police officers and requested the Council maintain decorum when listening to their
constituent’s public comments.
9. Dale Helvig spoke regarding the special event policy and public records requested
related to the policy.
10. Rain Mendoza spoke regarding the Coach Royal Mobile Home Parks tenant
eviction and Santa Ana Police officers, and requested Council help address the
eviction situation.
11. Diana Terreros spoke regarding the Coach Royal Mobile Home Parks tenant eviction
and requested justice for Noe Rodriguez.
12. Karla Barragan spoke regarding the Coach Royal Mobile Home Parks tenant
eviction and requested Council assist regarding the eviction.
13. Victor Mendez suggested a conduct policy for property managers and enforcement
along First Street, and spoke regarding the status of the East First Street Project.
The following speaker addressed City Council via teleconference:
14. Mark Lopez spoke regarding the Pacific Park community advisory team, red zone
parking in downtown, and code enforcement of street food vendors.
Mayor Amezcua asked the city attorney to address the Coach Royal Mobile Home Park
situation.
City Attorney Sonia Carvalho acknowledged residents’ concerns and stated the City is
actively enforcing the ordinance, with an anticipated hearing in late April regarding the
17 petitions received. She encouraged residents to seek assistance through the State’s
Housing and Community Development (HDC) program, and reiterated staff’s
commitment to the voter-approved process and ongoing enforcement efforts.
Mayor Amezcua requested HDC program information be placed on the City’s website
for mobile home residents to access.
CITY COUNCIL 6 MARCH 17, 2026
CONSENT CALENDAR
RECOMMENDEDACTION: Approve staff recommendations on the following
ConsentCalendarItems: 6 through 22and waive reading of all resolutions and
ordinances.
MINUTES: At 7:55 P.M., the Consent Calendar was considered.
Councilmember Bacerra pulled Agenda Item Nos. 11 and 14 for separate discussion
and consideration.
Councilmember Lopez pulled Agenda Item No. 8 for separate discussion and
consideration.
MOTION: Councilmember Hernandez moved to approve Consent Calendar Item
Nos. 6 through 22, with the exception of Agenda Item Nos. 8, 11, and 14 pulled
for separate discussion and consideration and Agenda Item Nos. 16 and 18
removed from consideration, seconded by Councilmember Vazquez.
The motion carried, 7-0, by the following roll call vote:
AYES:COUNCILMEMBER BACERRA, COUNCILMEMBER
HERNANDEZ, COUNCILMEMBER LOPEZ,
COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,
MAYOR PRO TEM PENALOZA, MAYOR AMEZCUA
NOES: NONE
ABSTAIN:NONE
ABSENT: NONE
Status:7 –0 – Pass
6. Excused Absences
Department(s): City Clerk’s Office
Recommended Action: Excuse the absent members.
7. Minutes from the Regular Meeting of March 3, 2026
Department(s): City Clerk’s Office
Recommended Action: Approve minutes.
CITY COUNCIL 7 MARCH 17, 2026
8. Ballot Measure Polling Results
Department(s): City Manager’s Office
Recommended Action: Direct staff to prepare public information materials,
develop a November 2026 ballot measure for City Council consideration, and
conduct a tracking survey.
MINUTES: Councilmember Lopez requested a special session on the item to allow
for transparency to the community regarding the City’s budget and requested staff
return with a revised proposed budget reflecting the removal of $30 million and its
impacts.
Mayor Amezcua requested the item be explained.
City Manager Alvaro Nuñez explained the item was brought forward to prepare a
ballot measure, initiate updates, and begin providing preliminary informational
materials to the community.
Councilmember Phanrequested a presentation on the item.
Assistant City Manager Kathryn Downs provided a presentation regarding the ballot
measure polling results.
Mayor Amezcua inquired regarding staff’s plan when bringing back budget plans to
Council.
Councilmember Bacerra requested a presentation with Measure X not being a part
of the City’s budget and its full impact during the budget process as opposed to a
standalone meeting.
Councilmember Phanasked what materials would be prepared and what is
permissible for Council and staff in terms of advocating for ballot measures, and
requested the City provide a budget presentation at a time that would allow for
greater community attendance.
Assistant City Manager Downs stated the item is to prepare informational materials
for the public and the Council, and a possible measure ballot.
City Attorney Sonia Carvalho explained the advocating ballot measure terms.
Mayor Amezcua reiterated the item is only to prepare materials, and whether the
measure passes is up to the voters.
Councilmember Bacerra requested staff also include information on the City’s
economic development strategic plan concurrent with the Measure X budget
presentation.
CITY COUNCIL 8 MARCH 17, 2026
Councilmember Vazquezspoke regarding economic development.
MOTION: Councilmember Vazquezmoved to approve the recommended
action for Agenda Item No. 8, seconded by Mayor Amezcua.
The motion carried, 5-2, by the following roll call vote:
AYES:COUNCILMEMBER BACERRA, COUNCILMEMBER
HERNANDEZ, COUNCILMEMBER PHAN,
COUNCILMEMBER VAZQUEZ, MAYOR AMEZCUA
NOES: COUNCILMEMBER LOPEZ, MAYOR PRO TEM PENALOZA
ABSTAIN:NONE
ABSENT:NONE
Status:5 –2 – Pass
9. Purchase Order Contract to Southern Computer Warehouse, Inc. for
Computer Tablets for Police Motorcycles (Specification No. 26-006) (General
Fund)
Department(s): Police Department
Recommended Action: Authorize a Purchase Order to Southern Computer
Warehouse, Inc. for mobile data refresh for Police motorcycles, in an amount not to
exceed $175,091.
10. Aggregate Purchase Order Contracts to Classic Collision Santa Ana and
Kelly’s Body Shop Inc. for Vehicle Body Repair Services (Spec No. 25-139)
(Non-General Fund)
Department(s): Public Works Agency
Recommended Action: Award aggregate purchase order contracts to Classic
Collision Santa Ana and Kelly’s Body Shop, Inc. for vehicle body repair services for
$500,000, for the term beginning March 17, 2026 and expiring March 16, 2027, with
provisions for four, one-year renewals, in a total aggregate amount not-to-exceed
$2,500,000.
11. Pre-Authorization of Purchase Order Contracts for Various City Vehicles
(Spec No. 25-133) (General & Non-General Fund)
Department(s): Public Works Agency
Recommended Action:
1. Approve an appropriation adjustment to recognize $574,594 of prior-year fund
balance in the Refuse Collection Revenue, Prior Year Carryforward revenue
account and appropriate the same amount to the Refuse Collection Service,
Machinery & Equipment expenditure account(Requires five affirmative votes).
CITY COUNCIL 9 MARCH 17, 2026
2. Approve an appropriation adjustment to recognize $574,594 of prior-year fund
balance in the Federal Clean Water Protection Enterprise, Prior Year
Carryforward revenue account, and appropriate to the Federal Clean Water
Protection Enterprise, Machinery & Equipment expenditure account (Requires
five affirmative votes).
3. Approve an appropriation adjustment to recognize $684,952 of prior-year fund
balance in the Special Gas Tax Fund, Prior Year Carryforward revenue account,
and appropriate to the Roadway Maintenance, Machinery & Equipment
expenditure account(Requires five affirmative votes).
4. Approve an appropriation adjustment to recognize $68,250 of prior-year fund
balance in the Equipment Maintenance-Garage Operation, Prior Year
Carryforward revenue account, and appropriate to the Equipment Maintenance-
Garage Operation, Machinery & Equipment expenditure account (Requires five
affirmative votes).
5. Pre-authorize the City Manager to issue purchase orders for various City
vehicles described herein for the Fiscal Year 2025-26, in a total amount not-to-
exceed $7,305,578.
MINUTES: Councilmember Bacerra requested to include an in-custody
transportation vehicle for the Quality of Life Team (QOLT) for more efficiency in
calls for service within the community.
MOTION: Councilmember Bacerra moved to approve the recommended
action for Agenda Item No. 11, as amended to include an in-custody
transportation vehicle for QOLT,seconded by Councilmember Hernandez.
The motion carried, 7-0, by the following roll call vote:
AYES:COUNCILMEMBER BACERRA, COUNCILMEMBER
HERNANDEZ, COUNCILMEMBER LOPEZ,
COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ,
MAYOR PRO TEM PENALOZA, MAYOR AMEZCUA
NOES: NONE
ABSTAIN:NONE
ABSENT:NONE
Status:7 –0 – Pass
12. Agreements with Commonwealth Land Title Company and Chicago Title
Company for On-Call Real Estate Title and Escrow Services (Non-General
Fund)
Department(s): Public Works Agency
CITY COUNCIL 10 MARCH 17, 2026
Recommended Action: Award and authorize the City Manager to execute
agreements with Chicago Title Company and Commonwealth Land Title Company
to provide on-call real estate title and escrow servicesfor the term beginning March
17, 2026 and expiring March 16, 2027 for a total amount of $60,000, with provisions
for four, one-year renewals, in a total aggregate amount not-to-exceed $300,000
(Core Agreement No. A-2026-028).
13. Agreement for Legal Counsel Services with Meyers Nave, APC (General Fund)
Department(s): City Attorney’s Office
Recommended Action:Authorize the City Manager to execute a legal services
agreement with the law firm of Meyers Nave, APC for appellate and litigation legal
services for the period of March 17, 2026 until March 16, 2028, with an option to
extend for up to one year, in an amount not to exceed $300,000 (Agreement No.
A-2026-029).
14. Agreement with Am-Tec Total Security, Inc. for the Santa Ana Zoo Video
Surveillance Project (Specification No. 25-082) (General Fund) (Cannabis
Public Benefit Fund)
Department(s): Parks, Recreation, and Community Services
Recommended Action: Authorize the City Manager to execute an agreement with
Am-Tec Total Security, Inc. to provide the Santa Ana Zoo Video Surveillance
Project in an amount not to exceed $231,138, for a three-year term beginning March
17, 2026 and expiring March 31, 2029, with provisions for two, one-year extensions
(Agreement No. A-2026-030).
MINUTES: Councilmember Bacerra spoke in support of the item and requested
staff include funding in the upcoming budget to support active video monitoring
along the Alton Bike Corridor.
MOTION: Councilmember Bacerra moved to approve the recommended
action for Agenda Item No. 14, seconded by Councilmember Hernandez.
The motion carried, 6-0-0-1, by the following roll call vote:
AYES:COUNCILMEMBER BACERRA, COUNCILMEMBER
HERNANDEZ, COUNCILMEMBER LOPEZ,
COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM
PENALOZA,MAYOR AMEZCUA
NOES: NONE
ABSTAIN:NONE
ABSENT:COUNCILMEMBER PHAN
Status:6 –0 – 0 –1 – Pass
CITY COUNCIL 11 MARCH 17, 2026
15. Memorandum of Understanding Establishing the Terms and Conditions of
Employment for Classifications Represented by the Service Employees
International Union Local 721, Part-Time Non-Civil Service Employee Unit
Department(s): Human Resources
Recommended Action:Authorize the City Manager to execute a Memorandum of
Understanding with the Service Employees International Union Local 721, Part-
Time Non-Civil Service Employee Unit (“SEIU PTNCS”) regarding wages, hours,
and other terms and conditions of employment effective May 16, 2025 through
December 31, 2025 (Agreement No. A-2026-031).
AGENDA ITEM NO. 16 WAS REMOVED FROM CONSIDERATION
16.Revised Memorandum of Understanding Establishing the Terms and
Conditions of Employment for Classifications Represented by the Santa Ana
Police Officers Association (POA)
Department(s): Human Resources
Recommended Action: Authorize the City Manager to execute a revised
Memorandum of Understanding (MOU) between the City of Santa Ana and the
Santa Ana Police Officers Association (POA) for the period of January 1, 2024
through June 30, 2027, modifying and delineating specific articles of the MOU
(Agreement No. A-2026-XXX).
17. Resolution Retroactively Approving Corrected Salary Schedules for the Santa
Ana Police Management Association (“PMA”)
Department(s): Human Resources
Recommended Action: Adopt a Resolution to retroactively update Salary
Schedule for PMA as requested by California Public Employees’ Retirement
System (CalPERS), and in compliance with CalPERS California Code of
Regulations (CCR) Title 2, Section 570.5.
RESOLUTION NO. 2026-005 entitled A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA ANA TO EFFECT CERTAIN CHANGES TO THE CITY’S
CLASSIFICATION AND COMPENSATION PLAN
AGENDA ITEM NO. 18 WAS REMOVED FROM CONSIDERATION
18. Resolution Amending the Classification and Compensation Plan for
Classifications of Employment Designated as Unrepresented Executive
Management
Department(s): City Manager’s Office
CITY COUNCIL 12 MARCH 17, 2026
Recommended Action: Adopt a resolution that amends the City’s Classification
and Compensation Plan for classifications of employment designated as
unrepresented Executive Management (EM) to update benefits and provide for
future salary range adjustments.
RESOLUTION NO. 2026-XXX entitled A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA ANA RESTATING AND AMENDING THE CITY’S
CLASSIFICATION AND COMPENSATION PLAN FOR CLASSIFICATIONS
DESIGNATED AS UNREPRESENTED EXECUTIVE MANAGEMENT (EM)
19. Resolution Acknowledging Judgment in a Case Challenging the Rent
Stabilization and Just Cause Eviction Ordinance
Department(s): City Clerk’s Office
Recommended Action: Adopt a resolution acknowledging judgment and order by
the Court tosever the last sentence of Section 8-3180(a) of the Santa Ana Municipal
Code, as provided in Ordinance No. NS-3073, establishing the composition of the
Rental Housing Board.
RESOLUTION NO. 2026-006 entitled A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA ANA ACKNOWLEDGING JUDGMENT IN CASE
CHALLENGING THE RENT STABILIZATION AND JUST CAUSE EVICTION
ORDINANCE
20. Application for the State of California Department of Housing and Community
Development Prohousing Incentive Program Grant Funds
Department(s): Community Development Agency
Recommended Action:
1. Adopt a Resolution authorizing the City Manager to apply for up to $1.42 million
in grant funding from the State of California Department of Housing and
Community Development (HCD) Prohousing Incentive Program.
RESOLUTION NO. 2026-007 entitled A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING APPLICATION FOR,
AND RECEIPT OF, PROHOUSING INCENTIVE PROGRAM FUNDS
2. If awarded Prohousing Incentive Program grant funding from HCD, authorize
the City Manager to execute an agreement with the State of California for receipt
of the Prohousing Incentive Program grant funding for an amount up to $1.42
million, and any other documents required by HCD to secure the grant, approved
as to form by the City Attorney.
CITY COUNCIL 13 MARCH 17, 2026
21. Second Reading and Adoption of Zoning Ordinance Amendment No. 2026-01
to Amend Portions of Chapter 41 (Zoning) of the Santa Ana Municipal Code
Relating to Smoke Shops
First reading March 3, 2026 City Council Meeting and approved by a vote of (7-0).
Legal notice published in the OC Reporter on March 6, 2026.
Department(s): Planning and Building Agency
Recommended Action:
1. Conduct a second reading and adopt an ordinance approving Zoning Ordinance
Amendment No. 2026-01 to amend several sections of Chapter 41 (Zoning) of
the Santa Ana Municipal Code (SAMC) relating to definitions, location,
permitting, development standards, and operational requirements for smoke
shop establishments; and
ORDINANCE NO. NS-3091 entitled AN ORDINANCE OF THE CITY COUNCIL
OF THE CITY OF SANTA ANA AMENDING PORTIONS OF CHAPTER 41
(ZONING) OF THE SANTA ANA MUNICIPAL CODE RELATING TO SMOKE
SHOP ESTABLISHMENTS AND FINDING THE ACTION TO BE EXEMPT
FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) UNDER
STATE CEQA GUIDELINES SECTION 15060(c)(2), SECTION 15060(c)(3),
AND SECTION 15061(b)(3)
2. Determine that, pursuant to the California Environmental Quality Act (CEQA),
the project is exempt from CEQA pursuant to sections 15060(c)(2), 15060(c)(3),
and 15061(b)(3) of the CEQA Guidelines.
22. Second Reading and Adoption of Ordinance Amendment Application (AA) No.
2025- 02 for the Santa Ana Zoo Overflow Parking Lot Rezone (1801 East
Chestnut Avenue)
First reading March 3, 2026 City Council Meeting and approved by a vote of (7-0).
Legal notice published in the OC Reporter on March 6, 2026.
Department(s): Public Works Agency, Planning and Building Agency
Recommended Action: Conduct a second reading and adopt an ordinance
approving Amendment Application No. 2025-02.
ORDINANCE NO. NS-3092 entitled AN ORDINANCE OF THE CITY COUNCIL OF
THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2025-
02 TO CHANGE THE ZONING DESIGNATION FOR THE PROPERTY LOCATED
AT 1801 EAST CHESTNUT AND RECOGNIZED AS ASSESSOR PARCEL
NUMBER 402-212-01 FROM GENERAL AGRICULTURAL (A-1) TO GENERAL
COMMERCIAL (C-2)
**END OF CONSENT CALENDAR**
CITY COUNCIL 14 MARCH 17, 2026
PUBLIC HEARING
PUBLIC HEARING AGENDA ITEM NO. 23 WAS CANCELLED AND REMOVED
FROM CONSIDERATION
23. Public Hearing - Consider Proposed Water and Sewer Rate Adjustments in
Accordance with Proposition 218 (Non-General Fund)
Legal notice published in the OC Reporter on March 6, 2026. Mailed notices sent on
January 23, 2026.
Department(s): Public Works Agency
Recommended Action:Conduct a public hearing in accordance with the
requirements of Proposition 218 and adopt a resolution to adjust City water and sewer
rates effective May 1, 2026; July 1, 2027; July 1, 2028; July 1, 2029; and July 1, 2030.
RESOLUTION NO. 2026- -XXX entitled A RESOLUTION OF THE CITY COUNCIL
OF THE CITYOF SANTA ANA ADJUSTING RATES FOR WATER AND SEWER
SERVICES PROVIDED BY THE CITY OF SANTA ANA
COUNCILMEMBER REQUESTED ITEM
24. Discussand ConsiderProviding Direction to the City Manager to Direct Staff
to Review the City’s Standards and Practices for Stop Line Placement
Relative to Crosswalks and Evaluate Whether Setback Stop Lines Could
Improve Pedestrian Visibility and Safety—Particularly Along the High Injury
Network and Near Schools, Parks, and Transit—in Support of the City’s Vision
Zero Goals and Consistent with the California Manual on Uniform Traffic
Control Devices – Councilmember Lopez
MINUTES: Councilmember Lopez gave a brief presentation regarding reviewing
the City’s standards and practices for stop line placement relative to crosswalks and
evaluating whether setback stop lines could improve pedestrian visibility and
safety—particularly along the high injury network and near schools, parks, and
transit—in support of the City’s Vision Zero goals and consistent with the California
manual on uniform traffic control devices.
Councilmember Hernandez spoke in support of the item.
Councilmember Vazquez spoke in support of the item.
Mayor Pro Tem Penaloza spoke in support of the item.
Mayor Amezcua spoke in support of the item, requested a report within 60-90 days,
and asked about pedestrian and vehicle fatality rates within the city.
CITY COUNCIL 15 MARCH 17, 2026
Deputy Police Chief Roland Andrade reported a total of 34 fatalities and 29
collisions in 2025 andfivefatal collisions this year regarding pedestrian and vehicle
fatality rates.
Acting Public Works Director Rodolfo Rosas stated the requested item is identified
in the City’s Vision Zero Plan, including new projects aimed at improving
intersections and staff could report back within 90 days with a comprehensive
update on intersection safety and proposed improvements.
Councilmember Bacerra voiced concerns regarding a comprehensive report due to
the Vision Zero Plan being active and inquired regarding the movement of loop
detectors within crosswalks and traffic signals.
Acting Director Rosas explained a majority of traffic signals need to be updated with
loop detector technology and movement of loops would improve safety at
intersections.
Mayor Amezcua inquired whether the Police Department had received laptops to
assist traffic officers to regulate speeding and, if so, when would they be
implemented, and emphasized the need for more traffic officers and glow-in-the-
dark stop signs for public safety regarding speeding and racing within the City.
Deputy Chief Andrade stated the department received approval for laptops and
explained how the department restructured their traffic division to improve traffic
related collisions implemented by Police Chief Robert Rodriguez.
City Manager Alvaro Nuñez further elaborated on Deputy Chief Andrade’s
comments.
Councilmember Lopez expressed the importance of public safety regarding the
item.
RECESS
MINUTES: Mayor Amezcua recessed the City Council meeting to convene the
Housing Authority meeting at 9:01P.M.
RECONVENE
MINUTES: Mayor Amezcua reconvened the City Council meeting at 9:03 P.M.
CITY MANAGER COMMENTS
MINUTES: City Manager Alvaro Nuñez announced the Parks and Recreation hiring fairs for
seasonal positions on March 19, 2026 and April 9, 2026 at Jerome Recreation Center, the
OC United Way tax preparation event at the Santa Ana Work Center on March 20, 2026, the
Santa Ana and Sauyaho Business Expo on March 27-29, 2026, the Apprenticeship Career
Fair on April 3, 2026, the Centennial Park park improvements ribbon-cutting on April 4, 2026,
CITY COUNCIL 16 MARCH 17, 2026
and the Santa Ana Fun Run on April 11, 2026.
COUNCIL COMMENTS
AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for
members of the Councilto provide a brief oral report on attendance of any regional board
or commission meeting or any conference, meeting or event attended.
MINUTES: Councilmember Vazquezthanked the Pacific Park Neighborhood Association
for inviting him to their meeting, announced he is looking forward to the Santa Ana and
Sauyaho Business Expo, and invited everyone to come out to his school’s open house in
honor of Lisa Solomon, Vicki Sarimento, Sandra De Anda, and Erica Robles on April 2,
2026 at 5:00 P.M.
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Councilmember Phan wished everyone a Happy St. Patrick’s Day, celebrated the 74
Anniversary of the Santa Ana Zoo, and invited all to the visit the Zoo.
Councilmember Bacerra announced the Segerstrom High School’s boys and girls soccer
teams won the state championships, his community office hour at Adams Park on Saturday,
April 4, 2026 at 12:00 P.M., spoke regarding the Coach Royal Mobile Home Park tenants
evictions, and wished everyone a Happy St. Patrick’s Day.
Councilmember Hernandez thanked staff for all their hard work and efforts, wished
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everyone a Happy St. Patrick’s Day, highlighted Chapter One’s 15 Year Anniversary,
expressed condolences for Jessica Coghill’s family on her passing, addressed mobile
home residents’ concerns, and emphasized First Amendment free speech.
Mayor Pro Tem Penaloza announced the Transportation Corridor Agency (TCA) signed a
master and operating agreement to advance the 241/91 Express Connector Project and
congratulated the California Department of Transportation, Orange County Transportation
Authority, Riverside County Transportation Commission, and TCA. He thanked staff for
their efforts with the Santa Ana and Sauyaho Business Expo and stated he looks forward
to the expo, invited residents to the Build Your Own Easter Basket at Memorial Park on
March 29, 2026, and wished his father-in-law and son a Happy Birthday.
Mayor Amezcua thanked staff for their efforts regarding Coach Royal Mobile Home Park
tenants, addressed her recent absence and the need to support staff, requested the video
made by Police Chief Rodriguez highlighting the City’s successin 2025 and the Chief’s
accomplishments since becoming chief on a future agenda, announced Coffee with the
Mayor and the Festival of the Niño with Mosaic at George Upton Park at 10:00 A.M. on
April 18, 2026, thanked staff for putting together the Apprenticeship Career Fair, and stated
she looks forward to the Santa Ana and Sauyaho Business Expo.
CITY COUNCIL 17 MARCH 17, 2026
ADJOURNMENT – Adjourn the City Council meeting.
MINUTES:MayorAmezcua adjourned the City CouncilMeeting at 9:36 P.M.
Respectfully submitted:
__________________________
Jennifer L. Hall, CMC
City Clerk
CITY COUNCIL 18 MARCH 17, 2026
Library
www.santa-ana.org/library
Item # 7
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: California State Library Funding
AGENDA TITLE
Appropriation Adjustment Recognizing $8,171 in California State Library Funding
(General Fund)
RECOMMENDED ACTION
Approve an appropriation adjustment to recognize $8,171 in California State Library
California Library Services Act funds in the Library Miscellaneous Income revenue
account and appropriate the same into the Library Tech & Support Services, Computer
Software Subscriptions expenditure account, to apply toward Library e-resources.
(Requires five affirmative votes)
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
As a full member of the Santiago Library System, which is a consortium of libraries in
Orange County, the Santa Ana Library is eligible to receive California State Library
California Library Services Act funding. The Library was notified that it would receive
$8,170.41 to apply toward e-resources provided by Overdrive, Inc. (“Overdrive”).
On October 17, 2023, the City Council approved an agreement with Overdrive, Inc.
(“Overdrive”) to provide content hosting services and digital content such as e-books, e-
audiobooks, e-magazines, and video streaming. The agreement ends June 30, 2026
with an option for up to two one-year renewals.
In recent years, electronic content such as e-books, e-audiobooks, e-magazines, and
streaming content have become very popular and an essential part of the Library’s
digital services platform. Library patrons can access Overdrive content through various
methods that include the Santa Ana Public Library’s website, Libby app (by Overdrive),
or on e-reader devices. Using Overdrive, patrons can browse the Library’s digital
collection and check out materials with a valid Santa Ana Public Library card. From
there, users can easily download books, magazines, videos, or audiobooks to their
California State Library Funding
April 7, 2026
Page 2
computers or mobile devices. Titles will automatically expire at the end of the lending
period. Downloadable titles offer library patrons of all ages a convenient way to access
information and materials from home or anywhere there is an internet connection.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The appropriation adjustment will recognize $8,170.41 in Library Miscellaneous Income
revenue account (01111002-57990), and appropriate the same to Library Tech &
Support Services, Computer Software Subscriptions expenditure account (01111190-
66511) as follows:
Accounting AU,
Fiscal Fund
Unit-Account Amount
YearDescription
Account #Description
Tech & Support
01111190 –Services, Computer
FY 25-26General Fund$8,170.41
66511Software
Subscriptions
TOTAL $8,170.41
EXHIBIT(S)
N/A
Submitted By: Brian Sternberg, Executive Director of Library Services
Approved By: Alvaro Nuñez, City Manager
City Manager’s Office
www.santa-ana.org/cm
Item # 8
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: River View Golf Course Land Lease with Orange County Flood Control District
AGENDA TITLE
Approve Lease Agreement with the Orange County Flood Control District for River View
Golf Course Property Located at 1800 W. Santa Clara Avenue
RECOMMENDED ACTION
Authorize the City Manager to execute a 25-year lease agreement with the Orange
County Flood Control District for the River View Golf Course, located at 1800 W. Santa
Clara Avenue (Santa Ana River Channel Facility Nos. E01-1008, 1008.1, 1051.01,
1052.01 and 1053), beginning May 1, 2026, with provisions for five optional five-year
extensions, with an annual lease payment of $200,000, increasing by CPI capped at 3%
per year.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The original 9-hole Riverview Golf Course was constructed on City-owned land in the
early 1960’s. On September 2, 1969, River View Golf LLC entered into an agreement
with the Orange County Flood Control District (District) for use of approximately 70
acres of District land along the Santa Ana River Channel to expand the golf course into
an 18-hole facility. The District’s land is used for nine (9) of the 18 golf course holes.
The driving range, putting green, clubhouse, pro shop, cart barn, parking lot, and
remaining nine (9) holes are located on City-owned land.
The land lease agreement between the District and River View Golf LLC expired
January 26, 2026. The District and River View Golf LLC have extended the agreement
on a month-to-month basis while awaiting a long-term agreement with the City. The
current lease payment to the District is a share of net golf course income, an
approximate total of $288,000 for the 2025 calendar year.
On March 3, 2026, City Council approved an agreement with CourseCo, Inc. to operate
the River View golf course for the City, as the current operator agreement with River
View Golf LLC expires on April 30, 2026. The City has negotiated a proposed land lease
agreement with the District to continue using its 70 acres for the golf course (Exhibit 1).
River View Golf Course Land Lease with Orange County Flood Control District
April 7, 2026
Page 2
The term of the proposed agreement is 25 years with five (5) additional, 5-year
extensions at the City’s option. The proposed annual lease payment to the District is
$200,000, to be paid in 12 equal monthly installments, increasing by CPI capped at 3%
annually.
If City Council approves the proposed agreement, it will be presented to the Orange
County Board of Supervisors for approval on April 14, 2026 to become effective on May
1, 2026.
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act (CEQA) and the CEQA
Guidelines, the Project is categorically exempt from further review per Section 15301
(Class 1 – Existing Facilities) of the CEQA Guidelines. Class 1 exemption applies to the
operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of
existing public or private structures, facilities, mechanical equipment, or topographical
features, involving negligible or no expansion of existing or former use. The Project
involves execution of a 25-year lease agreement with the Orange County Flood Control
District for the River View Golf Course, an existing golf course with ancillary supportive
facilities, beginning May 1, 2026. No site alteration, expansion of service, or other activity
is proposed that would have a physical effect on the environment, and any future
improvements to the site following execution of the lease would be reviewed pursuant to
the CEQA Guidelines for any project-specific impacts. Based on this analysis, a Notice of
Exemption will be filed for this Project.
FISCAL IMPACT
Lease payments totaling $200,000 in the first year of the agreement will be made from
the River View golf course operating account as part of the City Council approved
budget each year, and will be recorded in the River View golf course enterprise fund
account 11213200-62500.
EXHIBIT(S)
1.Lease Agreement with Orange County Flood Control District
Submitted By: Kathryn Downs and Minh Thai, Assistant City Managers
Approved By: Alvaro Nuñez, City Manager
Lease Number 2026-
Facility Number E01-1008, 1008.1, 1051.01, 1052.01 and 1053
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Location Name: Santa Ana River channel between 22 Fwy and 17 St.
Premises Address 1800 W. Santa Clara Avenue, Santa Ana, CA 92706
LEASE
THIS IS A LEASE (hereinafter referred to as Lease___________________, 2026,
Effective Date ORANGE COUNTY FLOOD CONTROL DISTRICT, a body
corporate and politic (DistrictLessor) and CITY OF SANTA
ANA, a municipal corporation and charter city, (City). District and
City PartyParties
RECITALS
A. Pursuant to that certain agreement between the District and River View Golf LLC dated
September 2, 1969 as amended (District Agreement), River View Golf LLC has operated
River View Golf Course, a public golf course, on a portion of the DistrictSanta Ana River
Channel, identified as Facility Nos. E01-1008, 1008.1, 1051.01, 1052.01 and 1053
collectively containing approximately 70 acres District Property located along the Santa
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Ana River between the 22 freeway and 17 Street in the City of Santa Ana, California. The
District Agreement expired on January 26, 2026, and is in holdover status for the termination
of the District Agreement to be coterminous with the City Agreement, as defined below.
B. Pursuant to that certain agreement between the City and River View Golf LLC dated August
21, 1961 as amended (City Agreement), River View Golf LLC also operates portions of
the golf course, the driving range, a pro shop, parking, a bar and a restaurant on City owned
property adjacent to the District Property, that is identified as 1800 W. Santa Clara Avenue,
Santa Ana, CA. The City Agreement is set to expire April 30, 2026.
C. At the expiration of both the District Agreement and City Agreement, River View Golf LLC
will cease operations, and the City will take over operation of the golf course, as more fully
set forth below. The City has requested that the District lease its District Property to the City
to allow the continued the operation of River View Golf Course as an 18 hole public golf
course.
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated herein
by this reference, and the mutual covenants and agreements contained herein, and for other good
and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the
District and the City agree as follows:
1. DEFINITIONS (1.0 SR)
The following words in this Lease shall have the significance attached to them in this Clause
(DEFINITIONS), unless otherwise apparent from context:
3/2/2026 Page 1 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
Board of Supervisors County of Orange, a political
subdivision of the State of California.
CEO/Office of Risk Management means the Risk Manager, County Executive Office, Risk
Management, County of Orange, or designee, or upon written notice to City, such other person or
entity as shall be designated by the County Executive Officer or the Board of Supervisors.
Chief Real Estate Officer County Executive Office,
County of Orange, or upon written notice to City, such other entity as shall be designated by the
County Executive Officer.
Chief Engineer OC Public Works and/or District, County of Orange,
or designee, upon written notice to City, such other person or entity as shall be designated by
Director.
County Counsel County Counsel, County of Orange, or designee, or upon written
notice to City, such other person or entity acting in a similar capacity as shall be designated by the
Board of Supervisors.
County Executive Officer County Executive Officer, County Executive Office,
County of Orange, or designee, or upon written notice to City, such other person or entity as shall
be designated by the Board of Supervisors.
Director of OC Public WorksDirector of Orange County Public
Works or designee.
- means the Treasurer-Tax Collector, County of Orange, or designee,
or upon written notice to City, such other person or entity as shall be designated by the Board of
Supervisors.
2. PREMISES (1.1 SR)
District hereby leases to City, and the City leases from the District, the District Property located
within the Santa Ana River Channel, commonly known as River View Golf Course in Santa Ana,
CA, as described in Exhibit A and shown on Exhibit B, Premises) which exhibits are attached
hereto and by this reference made a part hereof. The Premises are accepted
by City, subject to any and all existing easements and encumbrances.
3. USE (1.2 SR)
Citys use of the Premises shall be limited to continuation of the existing golf course facility and
operations, including operation of an eighteen-hole public golf course and landscape
improvements (e.g., grading, landscape architecture, cart paths, tees, plantings, irrigation systems
and any repair and maintenance related thereto. No additional landscaping, trees, shrubbery or
plantings shall be added to the Premises and landscaping will not be allowed to expand outside of
the existing greens, without a county permit and prior written approval of the District. Permitted
activities shall include public golfing, the sale of food and beverages consistent with golf course
3/2/2026 Page 2 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
operations, golf lessons, tournaments, events, and similar functions including the use of golf
equipment and motorized golf carts.
The above listed uses are the only uses permitted. City agrees not to use the Premises for any other
purpose, nor to engage in or authorize any other activity within or from the Premises, without prior
District approval. District approval is subject to negotiation by the Parties and may result in
additional charges for Rent and/or Additional Rent as those terms are defined and used in Clause
9 (RENT) below; however, District shall have sole discretion to authorize or deny any additional
activity requested by City consistent with the flood control purposes of the Facilities, as defined
below. Additionally, the City shall not use the Premises or any portion thereof for any illegal or
unlawful purpose and will not cause or permit a nuisance or waste to be created or maintained
thereon.
City agrees that no new improvements shall be erected, placed upon, operated, or maintained
within the Premises without the District. City agrees that no business
shall be conducted or carried on therein or therefrom, in violation of the terms of this Lease, or of
any regulation, order of law, statute, bylaw, or ordinance of a governmental agency having
jurisdiction.
4. DISTRICTUSE RESERVATIONS AND RIGHT OF ENTRY (1.3 SR)
The Premises lie within an area required for the maintenance and operation of the Santa Ana River
and the Santiago Creek flood control and water conservation facilities Facilities. These
Facilities are an integral part of a flood control and water conservation system that District operates
to fulfill its primary function of protecting life and property in Orange County. Use of the Premises
by City shall be at all times subordinate to use by the District for activities related to flood control
or water conservation. District reserves the right for itself, and the U.S. Army Corps of Engineers
(USACE) from time to time, without unreasonable interference, to access, enter and use the
Premises. City shall cooperate with District and/or any of the persons or entities acting for, on
behalf of or cooperating with the District, during scheduled operations or unanticipated events that
require access to the Premises. District shall make best efforts to plan and notify City in advance
of its intent to access the Premises.
All rights reserved to the District in this Lease shall be exercised by District at its sole and absolute
discretion. District shall incur no liability to City or others whose interest in the Premises stems
from that of City for any action undertaken while accessing the Premises including construction,
reconstruction, maintenance, operation, improvement, enlargement or modification of said
Facilities by District or any of the persons or entities acting for, on behalf of or cooperating with
the District.
City further waives all claims and recourse against District, including the right of contribution for
loss or damage of persons or property arising from growing out of or in any way connected with
this Lease, including each and every type of damage caused by flooding, erosion or otherwise to
the Premises that may result from the District
Premises, except claims arising from the concurrent active or sole negligence or willful misconduct
of the District.
3/2/2026 Page 3 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
5. PARKING (1.4 SR)
owned property. Other than golf carts in the process of play, no parking shall be permitted upon the
Premises without written approval of the District.
6. TERMINATION OF PRIOR AGREEMENTS (1.5 SR)
Intentionally Deleted
7. TERM (1.6 SR)
The initial term of this Lease shall be for Twenty Five (25) years (Term), commencing May 1,
2026 at 12:01AM (Commencement Date), unless otherwise modified by mutual written consent
of the Parties, and upon the conditions that both the District Agreement and City Agreement are
no longer in effect and the prior tenant, River View Golf LLC, has vacated the Premises. The
Parties agree that the Commencement Date of this Lease will be confirmed in writing by either
Party upon demand by the other. Either Party may terminate this agreement at any time, without
cause by giving the other Party one (180) advance notice of such
termination.
8. OPTION TO EXTEND TERM (1.7 SR)
Provided City is not in and has not been in Default under this Lease or any approved Extension
Term of this Lease, as defined in Clause 32 (DEFAULTS AND REMEDIES), City may exercise
its right to extend the Lease for up to five (5) additional, five- (5) year terms (Extension Term s).
A request from the City for an extension shall be in writing and must be made no later than one
hundred and twenty (120) days prior to the expiration of this Lease or preceding Extension Term.
9. RENT (1.8 SR)
A. Base Rent. The City shall initially pay to the District annual rent in the amount of Two Hundred
Thousand Dollars ($200,000) for the first 12 months of the Term of this Agreement, payable in
twelve (12) equal monthly installments. Thereafter, the City shall adjust its rent in accordance with
subdivision (B) of this Clause. The first installment shall be due on the Commencement Date of
this Lease.
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B. CPI Adjustment. Beginning with the thirteenth (13) month of the Term, and annually
thereafter, the Rent shall be increased by an amount equal to the percentage increase in the
Consumer Price Index for all urban consumers, Los Angeles-Anaheim-Riverside statistical area,
all items (1982-84 = 100) published by the United States Department of Labor, Bureau of Labor
Statistics ("CPI") for the preceding 12-month period, if any such increase has occurred. Said CPI
adjustment will be capped at a maximum increase of three percent (3%) each adjustment. The
adjusted rent shall be effective with the payment due at the start of each adjustment period.
C. Additional Rent. In the event that City uses or permits the Premises to be used for any activity
not expressly permitted herein, City shall pay to District the greater of Five Hundred Dollars ($500)
3/2/2026 Page 4 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
or a sum equal to one hundred percent (100%) of the gross revenue derived from such unpermitted
activity. The existence of this charge or the payment or receipt of money under this Clause does
not constitute authorization for City to continue such activity nor does it constitute a waiver of
damages in the event of such a breach of this Lease would be extremely difficult or impossible to
determine; therefore, an amount equal to the greater of Five Hundred Dollars ($500) or a sum
equal to one hundred percent (100%) of the gross revenue derived from such activity has been
The Parties agree that Rent and Additional Rent shall be absolutely net to District and that, except
as otherwise provided herein, City will pay all costs, charges, insurance premiums, taxes, utilities,
expenses and assessments of every kind and nature incurred for, against or in connection with the
Premises which arise or become due during the Term or any Extension Term as a result of City
use and occupancy of the Premises. Under no circumstances is District obligated or required to
make any payment of any kind whatsoever or be under any other obligation or liability under this
Lease except as expressly provided in Clause 15 (OBLIGATIONS OF THE DISTRICT).
10. RENT PAYMENT PROCEDURE (2.0 SR)
Rent payments shall be identified within the payment instrument as River View Lease Payment
along with the Lease number as shown in the header or footer of this document and shall include
the month and year such payment applies to. Rent payments shall be delivered to:
Orange County Treasurer-Tax Collector
Revenue Recovery/Accounts Receivable Unit
P.O. Box 4005
Santa Ana, California 92702-4005
All sums due under this Lease shall be paid in lawful money of the United States of America,
without offset or deduction or prior notice or demand. Rent payments must be made by check
payable to the Orange County Flood Control District. District may change the designated place
of payment and filing at any time upon ten (10) calendar days' written notice to City. City assumes
all risk of late payments if checks are unidentified, or lost, if payments are made by mail.
No payment by City or receipt by District of a lesser amount than the payment due shall be deemed
to be other than on account of the payment due, nor shall any endorsement or statement on any
check or any letter accompanying any check or payment be deemed an accord and satisfaction,
and District shall accept such check or payment without prejudice to District's right to recover the
balance of the amount due or pursue any other remedy in this Lease. Nor shall District
acceptance of a lesser amount due or delay in pursuing full payment act as a legal bar against
District
11. CHARGE FOR LATE PAYMENT (2.1 SR)
City hereby acknowledges that the late payment of Rent or any other sums due hereunder will
cause District to incur costs not contemplated by this Lease, the exact amount of which will be
3/2/2026 Page 5 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
extremely difficult to ascertain. Such costs include but are not limited to costs such as
administrative processing of delinquent notices, increased accounting costs, etc.
Accordingly, if any payment of Rent as specified in Clause 9 (RENT) or if any other sum due
District under this Lease is not received by District within fifteen (15) days after the due date, a
late charge of Two Hundred Dollars ($200) shall be added to the payment, and the total sum shall
become immediately due and payable to District. An additional charge of Two Hundred Dollars
($200) shall accrue monthly for each additional month that said payment remains unpaid.
City and District hereby agree that such late charges represent a fair and reasonable estimate of the
costs that District will incur by reason of City's late payment. Acceptance of such late charges
(and/or any portion of the overdue payment) by District shall in no event constitute a waiver of
City's Default (as defined in Clause 32 (DEFAULTS AND REMEDIES)) with respect to such
overdue payment or prevent District from exercising any of the other rights and remedies granted
hereunder.
12. LEASE ADMINISTRATIVE COSTS (SRLic-2.2 SR)
Intentionally Deleted
13. SECURITY DEPOSIT (2.3 SR)
Intentionally Deleted
14. RECORDS AND ACCOUNTS (2.4 SR)
Intentionally Deleted
15. OBLIGATIONS OF THE DISTRICT
District shall maintain the Facilities adjacent to or within the Premises consistent with comparable
, which shall not be subject to the
discretion of the City.
D istrict may provide routine inspections of the Premises and Facilities and shall provide the City a
copy of the most current inspection report, upon request.
D istrict reserves the right unto itself and to USACE to perform any flood control work, including
but not limited to the repair, removal, construction or reconstruction of said Facilities or to do any
other work necessary at any time for purposes of flood control and water conservation, which are
a higher public use than the recreational purposes contemplated by the City. The District may
require the City to close a portion of the Premises as necessary to ensure safety during construction,
maintenance or repair activities involving the Facilities, however, Ci
abated using a daily pro rata formula based on the current rent applicable to the percentage of the
golf course holes closed, using the formula below:
3/2/2026 Page 6 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
Annual Rent Closed Holes
Total Abated Rent = x Inoperable Days x
365 Total Holes
D istrict shall review and respond to all City requests for modifications or construction through the
D istrict as set forth in Clause 16 (MAINTENANCE
OBLIGATIONS OF CITY), below.
16. MAINTENANCE OBLIGATIONS OF CITY CONDITIONS AND CARE OF
PREMISES (2.5 SR)
A. City shall, to the satisfaction of D istrict, keep and maintain, or cause to be kept and maintained,
the Premises and all City Improvements (as that term is defined in Clause 19, below) of any kind
in place and used, occupied, or otherwise operated or maintained by the City on the Premises prior
to the Commencement Date, or which may be erected, installed, or made thereon by City or its
Licensee or Licensees, during the Term or any Extension Term of this Lease, in good condition
and in substantial repair, provided that in the event of (i) substantial damage to any such City
Improvements it shall be at City
(provided that if the improvements are not to be repaired or replaced, then they shall be placed into
a safe condition or removed), as provided in Clause 20 (OPERATIONAL REQUIREMENTS OF
CITY) below; or (ii) City or its Licensee(s) ceases to use any improvements, it shall be at City
option to not repair or replace any such improvement so long as the improvement is maintained in
a safe condition or removed. Subject to the foregoing, it shall be City's responsibility to take all
steps necessary or appropriate to maintain such a standard of condition and repair.
B. City shall at its sole cost and expense, keep the Premises clean and in good repair at all times
during the entire term of this Lease including clean-up of any trash or debris that migrates into the
adjacent Facilities from the Premises. Except as otherwise expressly set forth in this Lease, City
shall be responsible for all costs relating to the operation and maintenance of the Premises.
C. City shall be solely responsible for all costs and expenses for any maintenance and repairs
necessitated by the actions of City, or Licensee(s), resulting in an extraordinary load imposed on
underground utilities outside the Premises which actually causes damage or contamination of
Flood Control facilities or property.
D. If City fails to maintain or make repairs or replacements as required herein, D istrict shall notify
City in writing of said failure. Should City fail to correct the situation within ten (10) days after
receipt of written notice specifying the condition to be corrected (provided that such 10-day period
may be extended accordingly if a longer time is reasonably necessary to correct the condition and
City promptly commences such cure and diligently prosecutes it to completion), D istrict may make
the necessary correction or cause it to be made and the cost thereof, including but not limited to
the cost of labor, materials, equipment, shall be paid by City within ten (10) days of receipt of a
statement, including reasonable supporting documentation, of said cost from D istrict.
E. If City receives an inspection notice or a deficiency notice following an inspection by any
public or regulatory agency having jurisdiction, City agrees to make any and all corrections in the
manner required immediately upon receipt of such notice, provided such items and/or corrections
. City's failure to comply with
3/2/2026 Page 7 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
the provisions of this Clause 16 shall constitute a City Default and the D istrict may proceed with
any and all D istrict Remedies as defined in Clause 32 (DEFAULTS AND REMEDIES), and this
Lease shall be subject to termination at District's option.
F. D istrict shall have no obligation or responsibility to dredge, remove debris, or to maintain,
repair, or replace improvements constructed within the Premises, except as otherwise required by
applicable law, including but not limited to the Orange County Flood Control Act. City shall have
no obligation to dredge the Premises nor to maintain, supervise, repair or replace any
improvements installed by D istrict.
G. City shall be responsible for routine and detailed inspections of the Premises to self-identify,
maintain and repair the Premises and any Facilities impacted by golf play, to its current condition,
as shown depicted in Exhibit B, attached hereto. This includes, but is not limited to, removal of all
trash, removal of all trespassers, vegetation trimming to maintain existing vegetation limits to
prevent vegetation migration into the drainage outlets, herbicide spray program for slopes and
invert, rodent control, hazardous spill cleanup, minor slope erosion, bridge abutment washouts,
riprap repairs, removing obstructions, graffiti abatement, irrigation and landscaping repairs or
modifications, BMPs (as defined hereafter) for sediment and erosion, signage, and any other
maintenance deficiencies identified in writing by D istrict or the USACE. The difference between
minor slope erosion and major slope erosion shall be determined at the reasonable discretion of
, who shall provide such support for such determination and
collaborate with the City in good faith when making such determination.
H. City shall also conduct inspections prior, during, and post rain events to ensure the Premises
and Facilities are fully functional and free of obstructions.
I. -storm activities
using the formula set forth in Clause
15 (OBLIGATIONS OF THE DISTRICT).
J. District agrees to continue maintaining the surrounding flood control channel as required by
law and/or regulation.
17. CONSTRUCTION AND/OR ALTERATIONS BY CITY (2.6 SR)
A. D istrict No grading shall take place, nor any construction, structures, improvements,
additional vegetation or landscaping or facilities be built, erected, altered, or made within the
Premises without prior written consent of D istrict and obtaining a permit through
the County and/or United States Army Corps of Engineers permitting processes, as applicable. No
pumping equipment shall be installed upon the Premises without first obtaining prior approval of
such installation from the Chief Engineer. Any conditions relating to the manner, method, design,
and construction of said structures, improvements, or facilities required by the D istrict as a
condition to grant such consent, shall be conditions hereof as though originally stated herein. City
may, at any time, at its sole expense, install, and replace business fixtures and equipment
constructed by City, within the Premises.
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B. Strict Compliance with Plans and Specifications. All improvements constructed by City within
the Premises shall be constructed in strict compliance with detailed plans and specifications
approved by D istrict and to the extent applicable, in compliance with the
requirements of California Public Contract Code Section 22000 et seq., which requires those
improvements to be constructed as if such improvements had been constructed under the direction
and supervision, or under the authority, of D istrict.
C. Permits. All D istrict-approved improvements to the Premises installed or constructed by City
shall be constructed in accordance with valid permits and all applicable laws and in a good and
workmanlike manner, including, but not limited to, (a) City shall be required to secure the faithful
performance of construction and completion of construction of the improvement by appropriate
contractor or contractors to pay the prevailing rate of per diem wages for work of a similar
character in the locality of the D istrict and not less than the general prevailing rate of per diem
wages for holiday and overtime work, as provided in Clause 33 (LABOR CODE COMPLIANCE)
of this Lease; and (b) To the extent required by applicable law, City shall comply, and shall cause
any of its Sublessees, licensees, contractors and subcontractors to comply, with all County of
Orange ordinances and public contracting laws regarding public works contracts, including, but
not limited to, the bidding requirements under the California Public Contracts Code. City shall
publicly advertise for bids for such improvements and shall provide D istrict a list of all bids
received for the contract; and (c) thereafter, with the prior written approval of D istrict as to the
winning bid, City shall award the contract or contracts for such improvements.
All preparation and processing for environmental clearance shall be at Cityand expense.
In the event that the environmental process results in any required mitigation measures,
performance of such mitigation measures, including all associated costs and expenses shall be the
sole responsibility of City.
D istrict has no obligation to notify City regarding requirements for permits, licenses, approvals or
other consents from governmental agencies, including the County of Orange in its regulatory
capacity, nor shall D istrict have any obligation to obtain permits, licenses, approvals or other consents
from governmental agencies on behalf of City. D istrict agrees to give its consent as property owner
to any application made with regard to any such permits, licenses, approvals or other consents that
may be required by any governmental agency or by the County of Orange in its regulatory capacity
related to activities or design and construction of improvements approved by D istrict in accordance
with this Lease. Any such consent given by D istrict as the property owner is not to be interpreted to
obligate D istrict to pay any fees related to the application or issuance of any such permit, license,
approvals or other consents, nor shall such consent be deemed a waiver of any fee that may be
charged by CountyProperty Permit department. Any conditions placed on Cityand
construction or operation of the Premises as a result of the issuance of permits, licenses, approvals or
other consents shall be the sole obligation of City with regard to performance responsibilities, cost
and expense.
Any approvals or consents given by D istrict under this Lease, as a party to this Lease, shall not be
deemed approval as to compliance or conformance with applicable governmental codes, laws, rules
and/or regulations or approval from the standpoint of structural safety, suitability for purpose or
conformance with building or other codes or other governmental requirements nor shall D istrict,
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as a party to this Lease be responsible for permitting of any construction and/or maintenance,
design, assumptions or accuracy of City
All planning and architectural/design costs required to complete the construction shall be City
responsibility and shall be approved by the Director. Such approvals will not be unreasonably
withheld or delayed and shall not relieve City of the responsibility for complying with all
applicable codes and construction requirements, nor of obtaining necessary permits or approvals
from the authorities of proper jurisdiction.
18. "AS-BUILT" PLANS AND CONSTRUCTION COSTS (PMD5.1 N)
Within 60 days following completion of any City Improvement within the Premises, City shall
furnish Chief Engineer with a complete set of digitally reproducible files and two sets of Record
Drawings ("As-Built") plans.
Record Drawings: All CAD files are to be converted to Acrobat Reader (*.pdf format),
which shall constitute the digitally reproducible files, and shall be in accordance with OC
Public Works CAD Standards Manual.
City must obtain Chief Engineer's approval of "As-Built" plans, and the form and content of the
itemized statement corresponding to the approval. City shall also furnish the Chief Engineer with
all CAD data files, which shall be in the following software format:
AutoCAD format; Microsoft Windows based system: Submission of all CAD data files
shall be in accordance with OC Public Works CAD Standards Manual
No other formats are acceptable. Chief Engineer reserves the right to reject CAD files
delivered in any other formats not specified above.
In addition, City, shall furnish Chief Engineer the recorded Notice of Completion (NOC) and
an itemized statement of the actual construction costs of such improvement. The statement of
cost shall be sworn to and signed by City or his responsible agent under penalty of
perjury. City -Built" plans, and the form and
content of the itemized statement.
19. OWNERSHIP OF IMPROVEMENTS (2.7 SR)
City shall provide all equipment necessary for use of the Premises consistent with this Lease. All
improvements, and facilities, exclusive of trade fixtures, constructed or placed within the Premises
by City City Improvements must, upon completion, be free and clear of all liens, claims, or
liability for labor or material and, at District's option shall, become property of District at the
expiration of this Lease or upon earlier termination hereof. Alternatively, District retains the right
to require City, at City's cost, to remove all City Improvements located on the Premises at the
expiration or termination hereof. In the event that City fails to remove said City Improvements
within fifteen (15) days following receipt of written notice from District to do so, such City
Improvements will be deemed abandoned, and City shall lose all right, title and interest in and
the
or all of such items, or (ii) sell or make use of any or all such items.
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20. OPERATIONAL REQUIREMENTS OF CITY (2.8 SR)
A. Quality and Service Standards. City shall at all times operate the Premises in a manner
consistent with Clause 3 (USE) and Clause 16 (MAINTENANCE OBLIGATIONS OF CITY
CONDITIONS AND CARE OF PREMISES).
B. Standards of Operation. City shall operate the Premises in a manner similar to other
comparable facilities in Southern California that offer similar services and amenities. City shall,
at its sole expense, take reasonable steps to provide security measures for the protection of persons
and property within the Premises.
C. Protection of Environment. City shall not permit:
1. Littering within the Premises.
2. Excessive noise emanating from the Premises.
3. Excessive light and glare from light fixtures within the Premises that could affect the
safe operation of automobiles and aircraft in the area.
4. Discharge or runoff of pollutants, including fertilizer, petroleum products, waste and
debris from any source on the Premises into the waters within or adjacent to the
Premises or other activities that are harmful to water quality.
5. City shall immediately report any spillage, leakage, or discharge of any toxic, hazardous
or polluting materials to the proper authorities and to D istrict.
Failure by City to comply with A, B and C of this Clause shall result in City Default and D istrict
shall have the right to exercise any remedy available to it by virtue of such City Default in
addition to any D istrict Remedies defined in Clause 32 (DEFAULTS AND REMEDIES).
D. On-Site Management
1. City shall employ and designate to D istrict Facility Manager
who shall be responsible for the day-to-day operation and maintenance, cleanliness,
and general order of the Premises. Facility Manager shall be vested with the authority
of City with respect to the supervision over the operation and maintenance of the
Premises, including the authority to enforce compliance by City
subcontractors, concessionaires, or licensees with the terms and conditions of this
Lease and any and all rules and regulations adopted hereunder. City shall notify D istrict
in writing of the name of the Facility Manager currently employed, as well as successor
managers, in the manner as provided in Clause 64 (NOTICES) below.
2. City agrees to obey, abide by, and be in conformance with all applicable governmental
codes, laws, rules and/or regulations, now or hereafter promulgated, concerning
operations on the Premises.
21. MECHANICS LIENS OR STOP-NOTICES (2.9 SR)
City shall at all times indemnify, defend with counsel approved in writing by D istrict and save
District harmless from all claims, losses, demands, damages, cost, expenses, or liability costs for
labor or materials in connection with construction, repair, alteration, or installation of structures,
improvements, equipment, or facilities within the Premises, and from the cost of defending against
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such claims, including attorney fees and costs, unless such claims, losses, demands, damages,
costs, expenses, or liability costs arise from the negligence or willful misconduct of District.
In the event a lien or stop-notice is imposed upon the Premises as a result of such construction,
repair, alteration, or installation, City shall either:
A. Record a valid Release of Lien, or
B. Procure and record a bond in accordance with Section 3143 of the Civil Code, which frees
the Premises from the claim of the lien or stop-notice and from any action brought to
foreclose the lien.
Should City fail to accomplish either of the two optional actions above within fifteen (15) days
after the filing of such a lien or stop-notice, the City shall be in City Default and shall be subject to
immediate termination of this Lease.
22. INSURANCE (3.0 SR)
City agrees to purchase all required insurance or maintain a program of self-insurance at City
expense and to deposit with the D istrict certificates of insurance, including all endorsements
required herein, necessary to satisfy the D istrict that the insurance provisions of this Lease have
been complied with and to keep such insurance coverage and the certificates and endorsements
therefore on deposit with the D istrict during the entire term of this Lease.
City agrees that City shall not operate on the Lease Area at any time the required insurance is not
in full force and effect as evidenced by a certificate of insurance and necessary endorsements or,
in the interim, an official binder being in the possession of the D istrict. In no case shall assurances
by City, its employees, agents, including any insurance agent, be construed as adequate evidence
of insurance. D istrict will only accept valid certificates of insurance and endorsements, or in the
interim, an insurance binder as adequate evidence of insurance. City also agrees that upon
cancellation, termination, or expiration of City's insurance, D istrict may take whatever steps are
necessary to interrupt any operation from or on the Premises until such time as the D istrict
reinstates the Lease.
If City fails to provide D istrict with a valid certificate of insurance and endorsements, or binder at
any time during the term of the Lease, D istrict and City agree that this shall constitute a material
breach of the Lease. Whether or not a notice of default has or has not been sent to City, said
material breach shall permit D istrict to take whatever steps necessary to interrupt any operation
from or on the Premises, and to prevent any persons, including, but not limited to, members of the
general public, and City's employees and agents, from entering the Premises until such time as
D istrict is provided with adequate evidence of insurance required herein. City further agrees to
hold D istrict harmless for any damages resulting from such interruption of business and possession,
including, but not limited to, damages resulting from any loss of income or business resulting from
the D istrict's action.
City may occupy the Premises only upon providing to D istrict the required insurance stated herein
and maintain such insurance for the entire term of this Lease. D istrict reserves the right to terminate
this Lease at any time City
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days of said cancellation or termination. City shall pay D istrict a fee of $1000.00 for processing
the reinstatement of the Lease. City shall provide to D istrict immediate notice of said insurance
cancellation or termination.
All contractors performing work on behalf of City pursuant to this Lease shall obtain insurance
subject to the same terms and conditions as set forth herein for City. City shall not allow
contractors or subcontractors to work if contractors have less than the level of coverage required
by the D istrict from the City under this Lease. It is the obligation of the City to provide written
notice of the insurance requirements to every contractor and to receive proof of insurance prior to
allowing any contractor to begin work within the Premises. Such proof of insurance must be
maintained by City through the entirety of this Lease and be available for inspection by a D istrict
representative at any reasonable time.
All self-insured retentions (SIRs) shall be clearly stated on the Certificate of Insurance. Any self-
insured retention (SIR) in an amount in excess of Fifty Thousand Dollars ($50,000) shall
specifically be approved by the District. The District reserves the
right to require current audited financial reports from City. If City is self-insured, City will
indemnify and defend District for any and all claims resulting or arising from City
Premises or performance in accordance with the indemnity provision stated in this Lease.
Qualified Insurer
The policy or policies of insurance must be issued by an insurer with a minimum rating of A-
(Secure A.M. Best's Rating) and VIII (Financial Size Category as determined by the most current
edition of the Best's Key Rating Guide/Property-Casualty/United States or ambest.com). It
is preferred, but not mandatory, that the insurer be licensed to do business in the state of California
(California Admitted Carrier).
The policy or policies of insurance must be issued by an insurer with a minimum rating of A-
(Secure A.M. Best's Rating) and VIII (Financial Size Category as determined by the most current
edition of the Best's Key Rating Guide/Property-Casualty/United States or ambest.com).
If the insurance carrier does not have an A.M. Best Rating of A-/VIII, the CEO/Office of Risk
Management retains the right to approve or reject a carrier after a review of the company's
performance and financial ratings.
The policy or policies of insurance maintained by the City shall provide the minimum limits and
coverage as set forth below:
Coverages Minimum Limits
Commercial General Liability $5,000,000 per occurrence
$5,000,000 aggregate
Automobile Liability including coverage $1,000,000 combined single limit each
for owned, non-owned and hired vehicles accident
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Coverages Minimum Limits
Workers' Compensation Statutory
Employers' Liability Insurance $1,000,000 per occurrence
Pollution Liability $1,000,000 per claims made or occurrence
100% of the Replacement Cost Value and
no coinsurance provision
covering all, contents and any City
improvements including Business
Interruption/Loss of Rents with a 12-month
limit.
Required Coverage Forms
The Commercial General Liability coverage shall be written on Insurance Services Office (ISO)
form CG 00 01, or a substitute form providing liability coverage at least as broad.
The Business Auto Liability coverage shall be written on ISO form CA 00 01, CA 00 05, CA 00
12, CA 00 20, or a substitute form providing liability coverage at least as broad.
Required Endorsements
The Commercial General Liability policy shall contain the following endorsements, which shall
accompany the Certificate of insurance:
1) An Additional Insured endorsement using ISO form CG 20 26 04 13or a form at
least as broad naming the Orange County Flood Control District and the County
of Orange, its elected and appointed officials, officers, employees, agents as
Additional Insureds. Blanket coverage may also be provided which will state- As
Required By Written Agreement.
2) A primary non-contributing endorsement using ISO form CG 20 01 04 13, or a
form at least as broad, evidencing that the insurance is primary, and any
insurance or self-insurance maintained by the D istrict and the County of Orange
shall be excess and non-contributing.
all rights of subrogation against the D istrict and the County of Orange, its elected and appointed
officials, officers, agents and employees. Blanket coverage may also be provided which will
state- As Required By Written Agreement.
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The Pollution Liability policy shall contain the following endorsements, which shall
accompany the Certificate of Insurance:
1) An Additional Insured endorsement naming the Orange County Flood
Control District, County of Orange, its elected and appointed officials,
officers, employees, and agents, and as Additional Insureds.
2) A primary non-contributory endorsement evidencing that C źƷǤ
insurance is primary, and any insurance or self-insurance maintained by
the County of Orange shall be excess and non-contributing.
Pollution Liability insurance must include coverage for bodily injury and property damage,
including coverage for loss of use and/or diminution in property value, and for clean-up costs
arising out of, pertaining to, or in any way related to the actual or alleged discharge,
dispersal, seepage, migration, release or escape of contaminants or pollutants resulting from
any services or work performed by, or behalf of, TENANT, including the transportation of
hazardous waste, hazardous materials, or contaminants.
If City-made policy, City shall agree to the following:
1) The retroactive date must be shown and must be before the date of the contract or the
beginning of the Lease.
2) Insurance must be maintained, and evidence of insurance must be provided for at least
three (3) years after expiration or earlier termination of Lease.
3) If coverage is canceled or non-renewed, and not replaced with another claims-made policy
form with a retroactive date prior to the effective date of the contract services, TENANT must
purchase an extended reporting period for a minimum of three (3) years after expiration of
earlier termination of the Lease.
All insurance policies required by this lease shall waive all rights of subrogation against the
D istrict and the County of Orange, its elected and appointed officials, officers, agents and
employees when acting within the scope of their appointment or employment.
The Commercial Property policy shall contain a Loss Payee endorsement naming the D istrict
as respects the D istrict
The Commercial General Liability policy shall contain a severability of interests clause, also
Insurance certificates should be forwarded to the D istrict address provided in Clause 65
(NOTICES) below or to an address provided by Director. City has ten (10) business days to
provide adequate evidence of insurance, or this Lease may be cancelled.
D istrict expressly retains the right to require City to increase or decrease insurance of any of the
above insurance types throughout the term of this Lease. Any increase or decrease in insurance
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will be as deemed by County of Orange Risk Manager as appropriate to adequately protect D istrict.
D istrict shall notify City in writing of changes in the insurance requirements. If City does not
deposit copies of acceptable certificates of insurance and endorsements with D istrict incorporating
such changes within thirty (30) days of receipt of such notice, this Lease may be in breach without
further notice to City, and D istrict shall be entitled to all legal remedies.
The procuring of such required policy or policies of insurance shall not be construed to limit City's
liability hereunder nor to fulfill the indemnification provisions and requirements of this Lease, nor
in any way to reduce the policy coverage and limits available from the insurer.
23. INDEMNIFICATION (3.1 SA)
City hereby agrees to indemnify, hold harmless, and defend County
District, their elected and appointed officials, officers, agents, employees, and those special
districts and agencies which the Board of Supervisors acts as the governing board, with counsel
approved by District, against any and all claims, loss, demands, damages, cost, expenses or liability
arising out of the ownership, maintenance, or use of the Premises, except for liability arising out
of the negligence of District, its elected and appointed officials, officers, agents, or employees,
including the cost of defense of any lawsuit arising therefrom. In the event the County or District
is named as co-defendant, City shall notify District of such fact and shall represent the County and
District, with counsel approved by District, in such legal action unless the County and/or District
undertakes to represent itself as co-defendant in such legal action, in which event City shall pay
District In the event judgment is entered against
District because of the concurrent negligence of City, their officers, agents, or employees, an
apportionment of liability to pay such judgment shall be made by a court of competent
jurisdiction. Neither Party shall request a jury apportionment.
District hereby agrees to indemnify, hold harmless, and defend City, its officers, agents, and
employees, against any and all claims, loss, demands, damages, cost, expenses or liability arising
out of the use of the Premises, except for liability arising out of the negligence of Lessee, its
officers, agents, or employees, including the cost of defense of any lawsuit arising therefrom.
24. HAZARDOUS MATERIALS (3.2 SR)
A. Definition of Hazardous Materials. Hazardous
Materials waste
that is or shall become regulated by any governmental entity, including, without limitation,
District, acting in its governmental capacity, the State of California or the United States
government.
B. Use of Hazardous Materials. Except for those Hazardous materials which are customarily used
in connection with any permitted use of the Premises, hereunder (which Hazardous Materials shall
be used in compliance with all applicable laws and regulations), City or City
City Parties
Hazardous Materials to be brought upon, stored, kept, used, generated, released into the
environment or disposed of on, under, from or about the Premises (which for purposes of this
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Clause shall include the subsurface soil and ground water). Notwithstanding the foregoing, City
and City Parties may keep on or about the Premises small quantities of Hazardous Materials that
are used in the ordinary, customary, and lawful cleaning of and business operations on the
Premises. Said permitted Hazardous Materials shall be stored in a safe location and shall be
disposed of in a manner provided by law.
C. City Obligations. If the presence of any Hazardous Materials on, under or about the Premises
caused or authorized by City or City Parties results in (i) injury to any person, (ii) injury to or
contamination of the Premises (or a portion thereof), or (iii) injury to or contamination or any real
or personal property wherever situated, City, at its sole cost and expense, shall promptly take all
actions necessary or appropriate to return the Premises to the condition existing prior to the
introduction of such Hazardous Materials to the Premises and to remedy or repair any such injury
or contamination. Without limiting any other rights or remedies of D istrict under this Lease, City
shall pay the cost of any such cleanup or remedial work performed on, under, or about the Premises
as required by this Lease or by applicable laws in connection with the removal, disposal,
neutralization or other treatment of such Hazardous Materials caused or authorized by City or City
Parties to be introduced on, under or about the Premises. Notwithstanding the foregoing, City
shall not take any remedial action in response to the presence, discharge or release, of any
Hazardous Materials on, under or about the Premises caused or authorized by City or City Parties,
or enter into any settlement agreement, consent decree or other compromise with any
governmental or quasi¬-governmental entity without first obtaining the prior written consent of
the Director, which consent shall not be unreasonably withheld, conditioned or delayed. All work
performed or caused to be performed by City as provided for above shall be done in good and
workmanlike manner and in compliance with plans, specifications, permits and other requirements
for such work approved by Director, which approval shall not be unreasonably withheld,
conditioned or delayed.
25. BEST MANAGEMENT PRACTICES (3.3 SR)
A. City shall conduct operations under this Lease so as to assure that pollutants do not enter
municipal storm drain systems which systems are comprised of but are not limited to curbs and
Stormwater Drainage System
Receiving Waters
but are not limited to, rivers, creeks, streams, estuaries, lakes, harbors, bays and oceans).
B. The Santa Ana Regional Water Quality Control Board has issued National Pollutant Discharge
NPDESStormwater Permits County, Orange County
Flood Control District and cities within Orange County, as co-permittees (hereinafter collectively
D istrict Parties
the DISTRICT, including the Premises leased under this Lease. The D istrict Parties have enacted
water quality ordinances that prohibit conditions and activities that may result in polluted runoff
being discharged into the Stormwater Drainage System.
C. BMP Fact Sheets that apply to uses authorized under this Lease include the BMP Fact Sheets
that are attached hereto as Exhibit C. These BMP Fact Sheets may be modified during the term of
the Lease; and D istrict shall provide City with any such modified BMP Fact Sheets. City, Citys
agents, contractors, representatives and employees and all persons authorized by City to conduct
activities on the Premises shall, throughout the term of this Lease, comply with the BMP Fact
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Sheets as they exist now or are modified, and shall comply with all other requirements of the
Stormwater Permits, as they exist at the time this Lease commences or as the Stormwater Permits
may be modified. City agrees to maintain current copies of the BMP Fact Sheets on the Premises
throughout the term of this Lease. The BMPs applicable to uses authorized under this Lease must
be performed as described within all applicable BMP Fact Sheets.
D. City may propose alternative BMPs that meet or exceed the pollution prevention performance
of the BMP Fact Sheets. Any such alternative BMPs shall be submitted to D istrict for review and
approval prior to implementation.
E. D istrict may enter the Premises and/or review City
conducted on the Premises comply with the requirements of this Clause. City may be required to
implement a self-evaluation program to demonstrate compliance with the requirements of this
Clause.
F. Among other requirements, the industrial NPDES permit requires periodic stormwater
inspections by the State and/or D istrict and/or OC Watersheds staff to ensure facility compliance,
which may include annual inspections of the Facilities and Premises, with follow up inspections
as a result of observed violations requiring corrective actions.
G. Dependent upon the reuse of the Premises, the Premises shall have a clarifier drain that captures
low flow runoff from throughout the site, which ensures all flows are properly drained without any
unacceptable runoff. City shall conduct their work throughout the site and any resultant low flow
discharges shall work their way to the clarifier. In regard to City Improvements, City shall
designate operational zones minimally affected by storm flows that allow drainage to the clarifier,
and the non-operational portions of the site are to have normal storm discharges going through the
storm drain system. As the site undergoes a new NPDES Industrial Permit application process,
these conditions may get re-examined.
H. The BMPs shall stipulate the process for the City to take corrective actions and state the
consequences of non-compliance or D istrict options under the Lease to self-remedy the matter. The
Santa Ana and San Diego Regional Water Quality Control Boards have established
penalties/consequences for non-compliance and those are to be included in this Lease. D istrict to
have the option to terminate the Lease if the City does not correct a non-compliance situation in a
timely manner.
I. Work activities are to be conducted in a controlled area where pollutants shall be contained,
and any heavy metals detected at significantly higher levels than the benchmarks set by the
Regional Board shall be addressed. All applicable BMPs are to be properly implemented,
including any and all future modifications, updates, or replacement BMPs that may be issued
from time to time, shall be used by City.
J. Site modifications, such as distinctly designated work areas with controls to prevent pollutants
from escaping and wastewater drain, will be required to be segregated from stormwater drain.
K. In the event City fails to comply with all applicable BMPs, D istrict, in addition to any and all
remedies available in Clause 32 (DEFAULTS AND REMEDIES), shall have the right to self-help
remedies or terminate the Lease as follows:
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1. Terminate the Lease due to non-compliance with the BMPs incorporated in the Lease
and as BMPs may change from time to time, or;
2 Remedy a non-compliance situation with a chargeback to the City for the cost. The
details regarding notification, timeline, and procedure are to be drafted and mutually
agreed upon by both Parties to ensure all water quality issues are addressed within the
Lease. In the event the CityCity allows a
prohibitive discharge to occur, then the Regional Board will only take enforcement
action against D istrict. Therefore, this Lease must establish a BMP compliance
partnership with the City and the Lease must ensure the protection of water quality is
inherent in the City-to-day operations.
26. BUILDING AND SAFETY REQUIREMENTS (3.4 SR)
During the Term and any Extension Term(s) of this Lease, City, at City
maintain the Premises in compliance with all applicable laws, rules, regulations, building codes,
statutes, and orders as they are applicable on the date of this Lease, and as they may be
subsequently amended, including but not limited to the California Building Code, Title 24, Seismic
Code, Fire and Life Safety requirements and, if applicable, California Green Building Standard
Code.
Included in this provision is compliance with the Americans with Disabilities Act ) and
all other federal, state, and local codes, statutes, and orders relating to disabled access as they are
applicable on the dates of this Lease, and as they may be subsequently amended, and all regulations
issued by the U. S. Attorney General or other agencies under the authorization of the ADA.
However, City shall not be responsible for any ADA violations resulting from alterations made by
D istrict or the placement of fixtures or equipment by D istrict.
City shall use commercially reasonable efforts to repair and maintain the Premises
Labor Code, Division 5, Part 1, Chapter 3, beginning with Section 6400) and the Federal
Occupational Safety and Health Act, where the provisions of such Act exceed, or supersede, the
California Act, as the provisions of such Act are applicable on the date of this Lease, and as they
may be subsequently amended. D istrict agrees to notify City of any repair or maintenance
necessary within the Premises to comply with such Act and City agrees to diligently act to repair
or maintain appropriately.
In the event City neglects, fails, or refuses to maintain said Premises as aforesaid, following thirty
(30) days after written notice from D istrict to City providing notice of such neglect, failure or
refusal, District may, notwithstanding any other termination provisions contained herein:
A. Thirty (30) days following a second written notice of such neglect or failure or refusal,
D istrict may terminate this Lease with written notice to the City; or
B. At D istrict City Default by performance of any act,
including payment of money, and add the cost thereof plus reasonable administrative
costs (ten percent (10%)) to the Rent.
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City agrees to reimburse and indemnify, and defend D istrict for any expenses incurred because of
the failure of the Premises to conform with any and all applicable laws, rules, regulations, building
codes, statutes, and orders, including the costs of making any alterations, renovations, or
accommodations required by the ADA, or any governmental enforcement agency, or any court,
any and all fines, civil penalties, and damages awarded against D istrict resulting from a violation
or violations of the above-cited laws, rules, regulations, building codes, statutes, and orders and
regulations, and all reasonable legal expenses incurred in defending claims made under the above-
referenced laws, rules, regulations, building codes, statutes, and orders, including reasonable
City fail to comply with the provisions of this Clause 26, City may be
found in City Default and the D istrict may exercise those remedies set forth in Clause 32
(DEFAULTS AND REMEDIES).
27. DAMAGE TO OR DESTRUCTION OF CITY IMPROVEMENTS (3.5 SR)
City Improvements shall be maintained at the sole risk of the City, and District shall not be liable
for any loss of or damage to said property resulting from any cause whatsoever unless such loss or
damage is the result of D istrict
pursuant to Clause 4 RIGHT OF ENTRY) above.
As a result of use by the City and in the event of damage to or destruction of City Improvements
located within the Premises or in the event City Improvements located within the Premises are
declared unsafe or unfit for use or occupancy by a public entity with the authority to make and enforce
such declaration, City shall, within thirty (30) days, commence and diligently pursue to completion
the repair, replacement, or reconstruction of City Improvements to the same size and area as they
existed immediately prior to the event causing the damage or destruction, as necessary to permit full
use and occupancy of the Premises for the purposes required by the Lease. Repair, replacement, or
reconstruction of City Improvements within the Premises shall be accomplished in a manner and
according to plans approved by the Director. Except as otherwise provided herein, termination of
this Lease shall not reduce or nullify City's obligation under this paragraph. With respect to damage
or destruction to be repaired by D istrict or which D istrict elects to repair, City waives and releases its
rights under California Civil Code Sections 1932 (2) and 1933 (4).
D istrict shall not be liable for any damage to City Improvements located on the Premises, nor for
the loss of or damage to any improvements of City or others by theft or otherwise. All
improvements of City located or kept on the Premises shall be so kept or located at the risk of City
unless such damage is caused by D istrict willful misconduct or gross negligence.
28. CITY PERSONAL PROPERTY
City personal property kept or stored on the Premises shall be kept or stored and maintained at the
risk of City and District shall not be liable for any loss of or damage to said property resulting from
any cause whatsoever unless such loss or damage is the result of D istrict
misconduct and not otherwise waived pursuant to Clause 4
AND RIGHT OF ENTRY) above.
If City abandons or quits the Premises or is dispossessed thereof by process of law or otherwise,
title to any personal property belonging to and left on the Premises fifteen (15) days after such
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event shall, at D istrict's option, be deemed to have been transferred to D istrict. D istrict shall have
the right to remove and to dispose of such property without liability therefor to City or to any
person claiming under City and shall have no need to account therefor.
29. ASSIGNMENT AND SUBLETTING (3.5 SR)
Subject to prior review and approval by D istrict, City may allow for the rental, licensing,
permitting, or subletting of the Premises when doing so results in providing for the uses permitted
in Clause 3 (USE) above. Any mortgage, pledge, hypothecation, encumbrance, transfer, sublease,
license, permit, or assignment (hereinafter in this Clause referred to collectively as
Encumbrance City
written approval of D istrict is prohibited. All Encumbrances are subject to D istrict iew and
approval, including those Encumbrances that result in providing for the uses permitted in Clause
3 (USE) above. D istrict approval is subject to negotiation by the Parties and may result in additional
charges for Rent and/or Additional Rent as those terms are defined and used in Clause 9 (RENT)
above. D istrict may reasonably withhold such approval.
Should D istrict consent to any Encumbrance, such consent shall not constitute a waiver of any of
the terms, covenants, or conditions of this Lease or be construed as D istrict's consent to any further
Encumbrance. Such terms, covenants or conditions shall apply to each and every Encumbrance
hereunder and shall be severally binding upon each and every party thereto. Any document to
mortgage, pledge, hypothecate, encumber, transfer, sublet, or assign the Premises or any part
thereof shall not be inconsistent with the provisions of this Lease and in the event of any such
inconsistency, the provisions of this Lease shall control.
City may, with prior notice, engage the services of a professional management company and such
employment shall not be construed to be an assignment or transfer of the Lease. Any license,
sublease, permit, etc. issued by City shall be consistent with and subject to the terms and conditions
of this Lease and shall be subject to review and approval by the D istrict, whose approval shall not
be unreasonably withheld. Each license, sublease, permit, etc. issued by City shall require
adequate insurance, as determined by the D istrict, with D istrict and the County of Orange named
as additional insured, and the Licensees shall indemnify the D istrict and the County of Orange, its
elected officials, agents, officers, and employees.
30. TAXES AND ASSESSMENTS (3.6 SR)
If applicable, all taxes and assessments including, but not limited to, possessory interest tax, if any,
which become due and payable upon the Premises shall be the full responsibility of City, and City
shall cause said taxes and assessments to be paid prior to the due date. Should City fail to pay taxes
and assessments due upon the Premises prior to the due date, District may pay such amount due
and add the cost thereof, including overhead, to the Base Rent thereafter payable.
31. ESTOPPEL CERTIFICATE (3.7 SR)
City shall furnish upon receipt of a written request from District an estoppel certificate on D istrict
standard form Estoppel Certificate (attached hereto in Exhibit D containing information as to the
current status of the Lease. Said standard form Estoppel Certificate shall be completed by City in
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a timely manner. The Estoppel Certificate shall be approved by Chief Real Estate Officer and
County Counsel.
32. DEFAULTS AND REMEDIES (3.8 SR)
A. City Default. City shall be deemed in default of this Lease if: (a) in the event of any monetary
breach of this Lease by City, District shall notify City in writing of such breach, and City shall
have three (3) days from such notice in which to cure said breach or (b) in the event of any non-
monetary breach of this Lease, City fails within fifteen (15) days after receipt by City of written
notice specifying wherein such obligation of City has not been performed; provided however, that
if the nature of City's obligation is such that more than fifteen (15) days after such notice are
reasonably required for its performance, then City shall not be in breach of this Lease if
performance is commenced as soon as reasonably possible within such fifteen (15) day period and
City Default").
B. District Default. District shall be deemed in breach of this Lease if District fails within fifteen
(15) days after receipt by District of written notice specifying wherein such obligation of District
has not been performed; provided however, that if the nature of District's obligation is such that
more than fifteen (15) days after such notice are reasonably required for its performance, then
District shall not be in breach of this Lease if performance is commenced as soon as reasonably
possible within such fifteen (15) day period and thereafter diligently pursued to completion (each,
District Default").
C. City Remedies. In the event of a District Default, the City may, at the City
terminate the Lease, or shall have the right to injunctive relief, and/or any other rights at law or in
equity City Remedies City to exercise any right or
remedy shall be construed as a waiver of such right or remedy or of any District Default hereunder..
D. D istrict Remedies. If the City Default is a result of a monetary breach by City in the payment
of the Rent or Additional Rent, pursuant to Clause 9 (RENT), D istrict may, at the D istrict
discretion, (a) declare all Rent payments to the end of City
any delinquent rent from prior budget years or, (b) terminate the Lease. D istrict
result of City Default for monetary or non-monetary breach shall be the right to damages,
injunctive relief, and/or any other rights at law or in equity. No delay or omission of D istrict to
exercise any right or remedy shall be construed as a waiver of such right or remedy or of any City
Default hereunder.
33. LABOR CODE COMPLIANCE (3.9 SR)
City acknowledges and agrees that any and all improvements or modifications required to be
performed by Lessor at the request of D istrict shall be governed by, and performed in accordance
with, the provisions of Article 2 of Chapter 1, Part 7, Division 2 of the Labor Code of the State of
California (Sections 1770, et seq.), as applicable. These provisions may be applicable to
improvements or modifications costing more than $1,000, unless an exception applies, including
but not limited to the exception to the definition of public works under § 1720.2.
Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the Orange
D istrict Board of Supervisors has obtained the general prevailing rate of per diem wages and the
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general prevailing rate for holiday and overtime work in the locality applicable to this Lease for
each craft, classification, or type of workman needed to execute the aforesaid improvements or
modifications from the State Department of Industrial Relations. Copies of said prevailing wage
rates may be obtained from the State of California, Department of Industrial Relations.
City hereby agrees to pay or cause its contractors and/or subcontractors to pay said prevailing wage
rates at all times for all improvements or modifications to be completed for City within the
Premises, and City herein agrees that City shall post, or cause to be posted, a copy of the most
current, applicable prevailing wage rates at the site where the improvements or modifications are
performed.
Prior to commencement of any improvements or modifications, City shall provide Director with
the applicable certified payroll records for all workers that will be assigned to the improvements
or modifications. Said payroll records shall contain, but not be limited to, the complete name,
address, telephone number, social security number, job classification, and prevailing wage rate for
each worker. City shall provide Director bi-weekly updated, certified payroll records for all
workers including, but not be limited to, the weekly hours worked, prevailing hourly wage rates,
and total wages paid.
If City fails to comply with this Clause, such occurrence may constitute an event of default of this
Lease and D istrict may, notwithstanding any other termination provisions contained herein:
A. Terminate this Lease upon written notice to City; or
B. At D istrict D istrict may deduct from City
for such non-compliance of paying prevailing wage, which Security Deposit deduction
would be D istrict
by City.
Except as expressly set forth in this Lease, nothing herein is intended to grant authority for City to
perform improvements or modifications on space currently leased by D istrict or for which D istrict
has entered into a lease or lease amendment.
34. RIGHT TO WORK AND MINIMUM WAGE LAWS (4.0 SR)
In accordance with the United States Immigration Reform and Control Act of 1986, City shall
require its employees that directly or indirectly service the Premises or terms and conditions of
this Lease, in any manner whatsoever, to verify their identity and eligibility for employment in the
United States. City shall also require and verify that its contractors or any other persons servicing
the Premises or terms and conditions of this Lease, in any manner whatsoever, verify the identity
of their employees and their eligibility for employment in the United States.
Pursuant to the United States of America Fair Labor Standard Act of 1938, as amended, and State
of California Labor Code, Section 1178.5, City shall pay no less than the greater of the Federal or
California Minimum Wage to all its employees that directly or indirectly service the Premises, in
any manner whatsoever. City shall require and verify that all its contractors or other persons
servicing the Premises on behalf of the City also pay their employees no less than the greater of
the Federal or California Minimum Wage.
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City shall comply and verify that its contractors comply with all other Federal and State of
California laws for minimum wage, overtime pay, record keeping, and child labor standards
pursuant to the servicing of the Premises or terms and conditions of this Lease.
Notwithstanding the minimum wage requirements provided for in this Clause, City, where
applicable, shall comply with the prevailing wage and related requirements, as provided for in
Clause 33 (LABOR CODE COMPLIANCE) of this Lease.
35. SIGNAGE (4.2 SR)
City may install and maintain wayfinding and golf course signs upon or in front of the Premises.
Such signage must comply with all applicable laws, zoning, and site plan requirements. All other
signs to be placed on the Premises require prior review and approval by D istrict.
36. AUTHORITY (4.3 SR)
The persons executing this Lease on behalf of District and City warrant that they have the power
and authority to bind District or City, as applicable, to this Lease.
37. LEASE ORGANIZATION (4.4 SR)
The various headings in this Lease, the numbers thereof, and the organization of the Lease into
separate sections and paragraphs are for purposes of convenience only and shall not be considered
otherwise.
38. SUCCESSORS IN INTEREST (4.5 SR)
Unless otherwise provided in this Lease, the terms, covenants, and conditions contained herein
shall apply to and bind the heirs, successors, executors, administrators, and assigns of all the
Parties hereto, all of whom shall be jointly and severally liable hereunder.
39. AMENDMENT (4.6 SR)
This Lease sets forth the entire agreement between District and City regarding the Premises and
no other prior or contemporaneous agreement or understanding, written or oral, shall be
effective. Any modification of this Lease must be in the form of a written amendment.
40. PARTIAL INVALIDITY (4.7 SR)
If any term, covenant, condition, or provision of this Lease is held by a court of competent
jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall
remain in full force and effect and shall in no way be affected, impaired, or invalidated thereby.
41. WAIVER OF RIGHTS (4.8 SR)
The failure of City or District to insist upon strict performance of any of the terms, conditions,
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and covenants in this Lease shall not be deemed a waiver of any right or remedy that City or
District may have and shall not be deemed a waiver of any right or remedy for a subsequent
breach or default of the terms, conditions, and covenants herein contained.
42. HOLDING OVER (4.9 SR)
In the event City shall continue in possession of the Premises after the term of this Lease, such
possession shall not be considered a renewal of this Lease but a tenancy from month to month
and shall be governed by the conditions and covenants contained in this Lease, subject to
termination by the District as provided herein.
43. EARTHQUAKE SAFETY (5.0 SR)
City District offers no warranties or
representations whatsoever that the Premises is or has been in compliance with applicable seismic
safety regulations and building codes at the time of construction. All such seismic, safety and
building regulation compliance is the responsibility of the City.
44. QUIET ENJOYMENT (5.1 SR)
District agrees that, subject to the terms, covenants and conditions of this Lease, City may, upon
observing and complying with all terms, covenants and conditions of this Lease, peaceably and
quietly occupy the Premises.
45. GOVERNING LAW AND VENUE (5.3 SR)
This agreement has been negotiated and executed in the State of California and shall be governed
by and construed under the laws of the State of California. In the event of any legal action to
enforce or interpret this agreement, the sole and exclusive venue shall be a court of competent
jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby
submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure section 394.
46 SA)
In the event of a dispute between City and District concerning claims arising out of this Lease, or
in any action or proceeding brought to enforce or interpret any provision of this Lease or where
any provision hereof is validly asserted as a defense, each Party shall bear its own attorney fees
and costs.
47. TIME (5.5 SR)
Time is of the essence of this Lease. Failure to comply with any time requirements of this Lease
shall constitute a material breach of this Lease.
48. INSPECTION OF PREMISES BY A CERTIFIED ACCESS SPECIALIST (5.6 SR)
A Certified Access Specialist (CASp) can inspect the subject premises and determine whether
the subject premises comply with all of the applicable construction-related accessibility standards
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under state law. Although state law does not require a CASp inspection of the subject premises,
the commercial property owner or Lessor may not prohibit the City from obtaining a CASp
inspection of the subject premises for the occupancy or potential occupancy of City, if requested
by the City. The Parties shall mutually agree on the arrangements for the time and manner of the
CASp inspection, the payment of the fee for the CASp inspection, and the cost of making any
repairs necessary to correct violations of construction-related accessibility standards within the
Premises.
Pursuant to California Civil Code 1938, District hereby represents that the Premises has not
undergone an inspection by a certified access specialist, and no representations are made with
respect to compliance with accessibility standards. If it is determined during this tenancy that a
violation of handicapped access laws (including the Americans with Disabilities Act) exists at the
Premises, City shall correct such non-compliance at Citycost.
49. FORCE MAJEURE (5.7 SR)
Force Majeure
are beyond the control of either Party: act of God, unavailability of equipment or materials (but
only if such equipment and materials were ordered in a timely fashion), enemy or terrorist act, act
of war, riot or civil commotion, strike, lockout or other labor disturbance, fire, earthquake,
explosion, governmental delays (including nonstandard delays in issuance of any permit or other
necessary governmental approval or the scheduling of any inspections or tests), and nonstandard
delays by third party utility providers beyond the reasonable control of the Party delayed or failing
Best
Efforts
such event (a) as it is occurring and (b) after it has occurred, to prevent or minimize any resulting
delay to the greatest extent possible. Force Majeure shall not include inability to obtain financing
or other lack of funds. Lessor and District shall be excused for the period of any delay in the
performance of any obligation hereunder when such delay is occasioned by causes beyond its
control.
50. CONDEMNATION (5.8 SR)
If the Premises or any portion thereof are taken under the power of eminent domain or sold under
Condemnation
terminate as to the part of the Premises taken as of the date the condemning authority takes title
or possession, whichever first occurs. If all or a material portion of the rentable area of the
Premises are taken by Condemnation, City may, at City
ten (10) days after District shall have given City written notice of such taking (or in the absence
of such notice, within ten (10) days after the condemning authority shall have taken possession)
terminate this Lease as of the date the condemning authority takes such possession. District shall
also have the right to terminate this Lease if there is a taking by Condemnation of any portion of
the building or property that would have a material adverse effect on District
operate the remainder of the building. If neither Party terminates this Lease in accordance with
the foregoing, this Lease shall remain in full force and effect as to the portion of the Premises
remaining, except that the rent shall be reduced in proportion to the reduction in utility of the
Premises caused by such Condemnation. Condemnation awards and/or payments shall be the
property of District, whether such award shall be made as compensation for diminution in value
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of the leasehold, the value of the part taken or severance damages. City hereby waives any and
all rights it might otherwise have pursuant to Section 1265.130 of the California Code of Civil
Procedure, or any similar or successor Laws.
51. CONSENT OR APPROVAL (5.9 SR)
Unless expressly stated otherwise, where the consent or approval of a Party is required, such
consent or approval will not be unreasonably withheld, conditioned or delayed.
52. UNENFORCEABLE PROVISIONS (6.0 SR)
If any paragraph or clause hereof shall be determined illegal, invalid or unenforceable, it is the
express intention of the Parties hereto that the remainder of the Lease shall not be affected thereby,
and it is also the express intentions of the Parties hereto that in lieu of each paragraph or clause of
this Lease which may be determined to be illegal, invalid or unenforceable, there may be added as
a part of this Lease a paragraph or clause as similar in terms to such illegal or invalid or
unenforceable paragraph or clause as may be possible and may be legal, valid and enforceable.
City shall at all times comply with restrictions on operational hours established by local ordinances
or regulations. City agrees that when alternate forms of packaging are available, only items
packaged in a manner most compatible with the goals of reducing litter and preserving the
environment shall be sold. Sale of beverages in pop-top cans or in non-returnable metal or glass
containers shall not be permitted. Recyclable, push-top type beverage containers may be permitted
subject to approval by the Director. City agrees that it will operate and manage the services and
facilities offered in a competent and efficient manner at least comparable to other well managed
operations of similar type.
CityClause shall constitute a City Default of this
Lease and District may immediately terminate this Lease.
54. LIMITATION OF THE LEASEHOLD (6.2 SR)
This Lease and the rights and privileges granted City in and to the Premises are subject to all
covenants, conditions, restrictions, and exceptions of record or apparent. Nothing contained in this
Lease or in any document related hereto shall be construed to imply the conveyance to City of
rights in the Premises, which exceed those, owned by District, or any representation or warranty,
either express or implied, relating to the nature or condition of the Premises or District
therein. City has accepted the Premises in its
55. PERMITS AND LICENSES (6.3 SR)
City shall be required to obtain any and all approvals, permits and/or licenses which may be
required in connection with the operation of the Premises as set out herein. No permit, approval,
or consent given hereunder by District, in its governmental capacity, shall affect or limit City
obligations hereunder, nor shall any approvals or consents given by District, as a party to this
Lease, be deemed approval as to compliance or conformance with applicable governmental codes,
laws, rules, or regulations.
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56. PAYMENT CARD COMPLIANCE (6.4 SR)
Should City conduct credit/debit card transactions in conjunction with their business with the
District, on behalf of the District, or as part of the business that they conduct, City covenants and
warrants that it is currently Payment Card Industry Data Security Standard () and
Payment Application Data Security Standard () compliant and will remain compliant
during the entire duration of this Lease. City agrees to immediately notify District in the event
City should ever become non-compliant and will take all necessary steps to return to compliance
and shall be compliant within ten (10) days of the commencement of any such interruption.
57. NONDISCRIMINATION (6.5 SR)
City agrees not to discriminate against any person or class of persons by reason of sex, age, race,
color, creed, physical handicap, or national origin in employment practices and in the activities
conducted pursuant to this Lease. City shall make its accommodation and services available to the
public on fair and reasonable terms.
58. CONDITION OF PREMISES UPON TERMINATION (6.6 SR)
Except as otherwise agreed to herein, upon termination of this Lease, City shall re-deliver
possession of said Premises to District in substantially the same condition that existed upon
execution of this lease, reasonable wear and tear, County approved construction or modifications,
flood, earthquakes, war, and any act of war, excepted. References to the "termination of the Lease"
in this Lease shall include termination by reason of the expiration of the lease term.
59. QUITCLAIM OF CITY'S INTEREST UPON TERMINATION (6.8 SR)
Intentionally deleted
60. DISTRICTS RIGHT TO RE-ENTER (PMGE23.1 S)
City agrees to yield and peaceably deliver possession of the Premises to District on the date of
termination of this Lease, whatsoever the reason for such termination. Upon giving written notice
of termination to City, District shall have the right to re-enter and take possession of the Premises
on the date such termination becomes effective without further notice of any kind and without
institution of summary or regular legal proceedings. Termination of the Lease and re-entry of the
Premises by District shall in no way alter or diminish any obligation of City under the lease terms
and shall not constitute an acceptance or surrender.
61. PUBLIC RECORDS (6.9 SR)
Any and all written information submitted to and/or obtained by District from City or any other
person or entity having to do with or related to this Lease and/or the Premises, either pursuant to
this Lease or otherwise, at the option of District, may be treated as a public record open to
inspection by the public pursuant to the California Records Act (Government Code Section 6250,
et seq.) as now in force or hereafter amended, or any Act in substitution thereof, or otherwise made
available to the public and City hereby waives, for itself, its agents, employees, and any person
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claiming by, through or under City, any right or claim that any such information is not a public
record or that the same is a trade secret or confidential information and hereby agrees to indemnify
and hold District harmless from any and all claims, demands, liabilities, and/or obligations arising
out of or resulting from a claim by City or any third party that such information is a trade secret,
or confidential, or not subject to inspection by the public, including without limitation reasonable
attorneys' fees and costs.
62. RELATIONSHIP OF PARTIES (7.0 SR)
The relationship of the Parties hereto is that of Lessor and Lessee, and it is expressly understood
and agreed that District does not in any way or for any purpose become a partner of or a joint
venturer with City in the conduct of City
and the agreements relating to rent payable hereunder are included solely for the purpose of
providing a method by which rental payments are to be measured and ascertained.
63. NO BROKERS USED (7.1 SR)
Neither Party has employed any broker or finder or incurred any liability for any brokerage fee,
contemplated by this Lease.
64. NOTICES (7.2 SR)
All written notices pursuant to this Lease shall be addressed as set forth below or as either Party
may hereafter designate by written notice and shall be deemed received upon personal delivery,
delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the
United States Mail.
TO: CITY TO: DISTRICT
City of Santa Ana Orange County Flood Control District
Attn: City Clerk Attn: Director, Flood Programs
200 S. Santa Ana Blvd. c/o County of Orange
rd
Santa Ana, CA 92805 601 N. Ross Street 3 Floor
Santa Ana, CA 92701
With a copy to: With a copy to:
City of Santa Ana County Executive Office/Real Estate
Attn: Director of Community Services County of Orange
th
200 S. Santa Ana Blvd, 4 Floor 400 W. Civic Center Drive, 5th Floor
Santa Ana, CA 92805 Santa Ana, CA 92701
Attn: Chief Real Estate Officer
OC Operations & Maintenance
Attn: Maintenance Programs
2301 N. Glassell St.
Orange, CA 92865
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65. ATTACHMENTS TO LEASE (7.3 SR)
This Lease includes the following, which are attached hereto and made a part hereof:
I. Exhibit A Legal Description of Premises
II. Exhibit B Map Depicting Premises
III. Exhibit C Best Management Practices
IV Exhibit D Estoppel Certificate
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IN WITNESS WHEREOF, the Parties have executed this Lease the day and year first
above written.
CITY
City of Santa Ana, a municipal corporation
and charter city
Date By:
Alvaro Nunez
City Manager
APPROVED AS TO FORM:
OFFICE OF THE CITY ATTORNEY
SANTA ANA, CALIFORNIA
By
Jonathan T. Martinez
Assistant City Attorney
Date
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APPROVED AS TO FORM: DISTRICT
OFFICE OF DISTRICT COUNSEL Orange County Flood Control District
ORANGE DISTRICT, CALIFORNIA
By:
Name: Thomas A. Miller
By
Per M.O. _________________________
Deputy
Date
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EXHIBIT A
LEGAL DESCRIPTION OF PREMISES
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NOT TO BE RECORDED
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EXHIBIT B
The Premises leased here under are described in the legal description attached hereto as Exhibit A. The aerial map
attached hereto as Exhibit B depicts a boundary outlining the general area associated with the Premises for operational
and maintenance purposes only.
City shall be responsible for maintenance, repair, and upkeep of all the land and improvements located within the
boundary shown on Exhibit B including areas that may fall outside the legal description of the Premises in Exhibit A
Notwithstanding the foregoing City shall have no maintenance, repair, or operational responsibility for that portion of
the public trail located within the boundary shown on Exhibit B which shall remain the responsibility of Orange
County Parks.
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EXHIBIT C
Best Management Practices ("BMPs" Fact Sheets)
City shall be responsible for implementing and complying with all BMP Fact Sheet requirements that apply to
this Citys operations. City is to be aware that the BMP Clause within this Lease, along with all related BMP
Exhibits, may be revised, and may incorporate more than what is initially being presented in this Lease.
Suggested BMPs Fact Sheets may include, but may not be limited to, the following list shown below and can
befound at: http://ocwatersheds.com/documents/bmp (website may change from time to time):
SC42 Building Repair and Construction
SC40 Contaminated or Erodible Surface Areas
SC41 Building and Grounds Maintenance
SC30 Outdoor Loading/ Unloading
SC32 Outdoor Equipment Operations
SC33 Outdoor Storage of Raw Materials
SC43 Parking / Storage Area Maintenance
SC11 Spill Prevention Control and Clean up
SC34 Waste Handling and Disposal
SC10 Non Stormwater Discharges
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EXHIBIT D
Facility Number
Location Name: River View Golf Course,
ESTOPPEL CERTIFICATE
TO:
As of the date of this Estoppel Certificate the undersigned, as a lessee under that lease dated
_________________________, between Orange County Flood Control District ("L essor") and the
__________________________________________________ (City, does hereby acknowledge the following:
1. The aforesaid lease, subject to article 2 below, constitutes the entire agreement between L essor and City
and is in full force and effect.
2. (Check One)
The aforesaid lease has not been modified, altered, or amended.
The aforesaid lease has been modified pursuant to that document(s) attached hereto.
3. The term of the lease is Twenty Five (25) years. The lease commenced on ______________________
and will expire on _________________________.
4. The term of the lease is subject to City option to terminate/extend as follows:
Five (5) Five-year (5) year mutual options. Termination Upon by either Party without cause upon
180 day advance notice to the other Party.
5. The lease rental rate is $200,000 per year, plus additional rent as described in Clause 9 (RENT) no rent
has been paid in advance except as set forth in the lease, and City has received no notice of a prior
assignment, hypothecation, or pledge of the lease from L essor.
6. City has accepted and is now in possession of the leased premises.
7. The addresses for notices to be sent to City are set forth in Clause 64 (NOTICES) of the lease.
8. City has no charge, lien, or claim of offset under this lease against rents or other charges due or to become
due and, to the actual knowledge of City is not now in default under the lease.
CITY
City of Santa Ana, a municipal corporation and
charter city
By:
Its:_____________________________________
Certificate Date:
3/2/2026 Page 41 of 41 Lease Number
Agency/Program Standard Revenue Lease Form
Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Golf Course Equipment
AGENDA TITLE
Purchase Order to River View Golf, LLC for Existing River View Golf Course Equipment
in Connection with the River View Golf Course Management Transition (General Fund)
RECOMMENDED ACTION
Authorize a Purchase Order to River View Golf, LLC for the existing River View Golf
Course equipment in an amount not to exceed $154,825.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
As part of the City’s transition of operations at River View Golf Course to Santa Ana Golf,
LLC (a wholly owned subsidiary of CourseCo, Inc.), staff evaluated the existing golf
course equipment to ensure uninterrupted golf course maintenance and operations upon
the operational transition on May 1, 2026.
The current operator has offered to sell the existing golf course equipment fleet “as-is”
for $154,825. Staff, in coordination with the incoming management company CourseCo,
industry equipment vendors including Toro representatives, and additional outreach to
equipment suppliers and industry professionals, reviewed the equipment inventory and
market resale benchmarks to confirm that the agreed-upon sale price reflects fair market
value.
The estimated replacement cost for a comparable new equipment fleet is approximately
$1.9 million to $2.0 million.
Based on resale benchmarks for comparable Toro, John Deere, Cushman, Ryan, and
other specialty turf equipment units, the offered price represents approximately 8% of full
new replacement value and is estimated to be $100,000 to $150,000 below conservative
secondary market value if sold individually.
Based on staff inspection of the equipment, consultation with the incoming management
company, and a review of the fleet’s preventive maintenance history, staff anticipates
Golf Course Equipment
April 7, 2026
Page 2
that the majority of the equipment will remain operational for several additional years
before phased replacement becomes necessary.
While portions of the fleet may require phased replacement over time, the purchase price
remains significantly below conservative market resale value and well below the
estimated cost of replacing the fleet with new equipment. To mitigate operational and
financial risk, staff will implement:
Mechanical inspections in coordination with the incoming management company
Detailed equipment condition and usage reports
Identification of immediate and near-term replacement priorities
Development of a structured five-year capital replacement plan
The incoming management company will participate directly in inspection validation and
replacement planning to ensure the fleet supports operational standards from day one.
Santa Ana Municipal Code, Section 2-807(a), authorizes the City to make non-bid
purchases of services, supplies, materials, and equipment whenever it shall appear that
there is only one reasonably available source or where solicitation of bids would for any
reason be an idle act.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the California Environmental Quality Act (CEQA)
pursuant to CEQA Guidelines Section 15301 (Class 1 – Existing Facilities), as the
purchase of maintenance equipment involves no expansion of use and supports ongoing
operation of an existing public facility.
FISCAL IMPACT
Funds are available and budgeted in the following account for the specified year:
Fiscal YearAccounting Unit-Fund Accounting Unit, Amount
Account #DescriptionAccount Description
FY 25-2601113017-66400General FundPRCSA-Service $154,825
Enhancement,
Machinery & Equipment
EXHIBIT(S)
1.Equipment Inventory and Valuation Summary (FFE Spreadsheet)
Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community
Services
Approved By: Alvaro Nuñez, City Manager
FF&E List
GOLF COURSE
ItemApplicationSerial NumberPrice
Toro GroundsMaster 3200Rough Mower31901-407862173$ 10,000.00
Toro ReelMaster 6500Fairway Mower03803-80232$ 2,500.00
Toro Sand ProSand Trap Rake08705-26000217$ 2,000.00
Toro Multi Pro 1100Primary Sprayer41105-70173$ 1,000.00
Cushman 1200XMaintenance CartEZGLBAZACK 06393$ 2,500.00
Cushman 1200XRange CartEZGLEABACJ3329952$ 1,500.00
Cushman 1200XMaintenance CartEZGLEVABACK3406393$ 2,500.00
Toro WorkmanMaintenance Cart07279-312000783$ 500.00
Cushman Hauler 800Irrigator Cart 2785565$ 1,750.00
Toro WorkmanMaintenance Cart (Ful)07279-31000817$ 300.00
Toro WorkmanMaintenance Cart (Tony)07279-312060781$ 500.00
Toro WorkmanMaintenance Cart (Eberto)07253-200000536$ 2,000.00
Honda Rancher4WD ATV General Maintenance/Fertilizing1HFTE40E7M4700006$ 4,000.00
Ryan Greensaire 24Greens Aerifier90500951$ 2,000.00
Toro GreensMaster 3150Greens (Non-Op) Parts Machine$ 500.00
Toro GreensMaster 315011 Blade Greens Mower04357-230001824$ 7,000.00
Toro GreensMaster 3150Tee Mower04357-260000932$ 7,000.00
Toro ReelMaster 6500Fairway Mower03807-240000317$ 1,000.00
Toro GroundsMaster 328DRough Mower30627-220000277$ 1,500.00
Simon MP60 60' Aerial LiftNet and Lighting Maintenance 60' Boom LiftD404$ 2,500.00
Toro ReelMaster 3100DGreen Surrounds and Approaches Mower03170-314000145$ 4,000.00
Toro Verticutting Units 5 Units for Toro Reelmaster 6500D03872-250000321$ 2,500.00
Massey Ferguson 50EXRiver Grading Loader/Grader Tractor585761936$ 8,000.00
Massey Ferguson 50EXRiver Grading Loader/Grader Tractor (IDLE)515752326$ 2,000.00
John Deere 210LELoader/Scraper TractorTO210LE885892$ 20,000.00
John Deere 300Fairway Implement TractorT4P3C117953T$ 2,500.00
FMC John Bean Towable Landscape Sprayer$ 250.00
John Deere Blower3-point Hitch Leaf Blower$ 250.00
Toro Walking Rotary MowerCommercial Mower for Clubhouse Turf22289-407222894$ 250.00
Mete-R-Matic F15BTopDresser85417 E02103$ 4,000.00
Ryan Walking AerifierCollar Aerifier$ 500.00
Ryan SodcutterSodcutter544845$ 500.00
Lily SpreaderTowable Fairway Spreader$ 250.00
Ryan RenovaireTowable Tine Fairway Aerifier544317$ 2,000.00
Ryan RenovaireTowable Knife Fairway Aerifier$ 250.00
Toro GreensMaster 1000Walking Greens Mower04052-210002897$ 2,500.00
Toro Greensmaster 1000Walking Greens Mower04052-210002846$ 2,200.00
EZ-GO TXTElectric Mechanics Cart2591292$ 1,000.00
Turbo VacSweeper (tees)$ 500.00
TrueSurfaceVibratory Greens Rollers$ 1,500.00
Neary 500SRSpin/Relief Grinder563$ 3,000.00
Foley United 3084 ABedKnife Grinder19A38401035$ 2,500.00
Schmeiser 4' CultipackerTow Behind Cultipacker$ 1,500.00
Schmeiser 8' CultipackerTow Behind Cultipacker$ 500.00
Lincoln K1170Stick Welder AC225$ 150.00
Ford F800Dump Truck (off-road only)1FDXK84NXFVA19031$ 2,000.00
IngersolRandShop CompressorS16101111$ 500.00
Honda 4500WPortable Generator$ 500.00
ECHO CS355TChain Saw 12"$ 200.00
ECHO CS303TChain Saw 12"$ 175.00
ECHO CS450Chain Saw 18"$ 250.00
ECHO CS600PChain Saw 28"$ 300.00
ECHO SRM280TString Trimmer$ 200.00
TMC TLE33FAString Trimmer88622$ 150.00
BigM245G2-Stroke Hedge Trimmer$ 175.00
Rigid R7102Hand Drill$ 50.00
Drill Press5 Speed Bench Drill Press$ 50.00
GordonMetal Detector$ 50.00
Whites PRL-1Metal Detector$ 50.00
Fimco SprayerATV Mount Sprayer$ 50.00
MultiQuip4" Trash Pump$ 200.00
FF&E List
GOLF COURSE
ItemApplicationSerial NumberPrice
MultiQuip2" Trash Pump$ 100.00
DeWalt DCF8991/2" 3-Speed Impact Driver$ 175.00
Dewalt DCF8091/4" Impact Driver$ 75.00
BoosterPac ES5000Portable 12V Power Supply/Jumper$ 75.00
Napa 85-1250Battery Charger$ 50.00
Oxygen/Acetylene Gas PlantWeld and Cut Steel$ 150.00
DynaGloPortable Space Heater$ 100.00
RainBird 70 Irrigation SprinklersMultiple 1" Brass Impacts Full and Part Circle$ 1,500.00
Monster Mat - Quantity 26Golf Range Mats purchased new 12/19/2025$ 10,000.00
MISCELLANEOUS MECHANICS TOOLS
R&RHeight of Cut Gauges$ 50.00
ToroSpecial Tools for Toro Mowers$ 200.00
R&RRoller Bearing Puller$ 100.00
Socket SetExtra Large Socket Set$ 50.00
Carlyle/NapaFloor Jack$ 50.00
CART BARN/RANGE
Carry-All IIBeverage CartEG9844-710560$ 2,500.00
LIV ProsperLithium Marshall Cart 100Ah$ 1,000.00
LIV ProsperLithium Staff Cart 60Ah10060$ 3,000.00
P2 P2BWRange Ball Washer$ 500.00
P2 Picker PlusRange Ball Picker$ 1,000.00
Boyce Pressure WasherCart Pressure Washer$ 600.00
NIBLICK RESTAURANT
Star Broil-O-Dog 8A-175CBAHot Dog BroilerHB175A1219G0276$ 1,000.00
True T-232 Door Reach-in Cooler8657982$ 2,500.00
Arctic Air Model CF133Commercial FreezerWB13902053$ 100.00
Ice-O-Matic CIM0836HACommercial Ice Maker18051280010333$ 2,000.00
True TSSU-48-12-ADAFood Prep Table7835853$ 1,400.00
Delfield 7048-MRefridgerated Display Case$ 250.00
Supera G1M-23-B-1Glass-Front Cooler12193100001$ 1,000.00
True GDM-23-H2-TSL01Glass-Front Cooler10701565$ 1,200.00
Caravel 195-937Ice Cream Display Freezer93252163$ 100.00
Hobart Model 1612Meat Slicer56-808-033$ 750.00
Cooler Depot 40024-60-HCBeer Keg Cooler/Tapper6190332118060610$ 1,000.00
CCH YPF1-12CPortable Air Conditioner11111291-0184-170225$ 50.00
Desktop PCTouchscreen F&B POS$ 350.00
OFFICE/GOLF SHOP
Desktop PC x 33 POS PC's with monitors$ 600.00
ENS9 Camera Digital Video Security System$ 700.00
Callaway XR8 Rental Golf Club Sets$ 500.00
Total$ 154,825.00
Parks, Recreation, and Community Services
www.santa-ana.org/parks
Item # 10
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Approve the Facility Use Agreement with Orange County Gold (“OC Gold”) for
Aquatics Programming at City Aquatic Facilities
AGENDA TITLE
Facility Use Agreement with Orange County Gold for Competitive Youth Swim Team
Programming at Designated City Aquatics Facilities
RECOMMENDED ACTION
Authorize the City Manager to execute a facility use agreement with Orange County Gold
(“OC Gold”) for aquatics programming at designated City aquatic facilities, for a term
beginning May 1, 2026, and expiring April 30, 2027, with provisions for two (2), one-year
extensions (Agreement A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City of Santa Ana Parks, Recreation and Community Services Agency (PRCSA)
operates public aquatic facilities that provide recreational and instructional swimming
opportunities for the community. In addition to City-operated programs, PRCSA
periodically partners with qualified aquatics organizations to expand programming
opportunities for youth and enhance utilization of City aquatic facilities.
OC Gold is a nonprofit aquatics organization serving youth throughout Orange County.
Founded in 1989 and previously known as Orange Regional Competitive Aquatics
(ORCA), the organization provides year-round aquatic programming including
competitive swim team training, swim technique development, and private competitive
swimming instruction.
OC Gold has extensive experience operating competitive youth swim programs
throughout Orange County and is affiliated with USA Swimming, providing structured
training opportunities for swimmers of varying skill levels. Partnering with an established
aquatics organization allows the City to expand competitive swimming opportunities for
youth without the additional staffing, administrative oversight, and operational resources
that would be required to develop and manage a City-operated competitive swim team.
This approach enables PRCSA to continue focusing on providing broad community
Facility Use Agreement with Orange County Gold (“OC Gold”)
April 7, 2026
Page 2
aquatics programming, including swim lessons, recreational swim, and water safety
education, while leveraging the expertise of a specialized organization to deliver
competitive training opportunities.
The proposed agreement would allow OC Gold to conduct structured year-round swim
team practices and private instructional opportunities at designated City aquatic facilities
during scheduled times approved by PRCSA staff. Programming would focus on youth
participants and emphasize swimming skill development, water safety, physical
conditioning, and sportsmanship. This pilot program will commence in May 2026 at
Jerome Pool until the team is able to transition to the new Memorial Park Aquatics
Center, once construction is complete. This partnership supports activation of the newly
constructed Memorial Park Aquatics Center by introducing structured programming that
increases facility utilization and expands recreational opportunities for youth in the
community.
OC Gold will be responsible for staffing bilingual coaches, participant registration, and
program administration. All coaches will be required to meet applicable safety,
certification, and insurance requirements established by the City. Additionally, the
agreement prohibits OC Gold from conducting unauthorized commercial activities at
City facilities. OC Gold will charge monthly dues of $85/participant, in comparison to
their $110-$150/month dues in Tustin, Villa Park, and Orange, in order to provide
financially accessible programming to the Santa Ana community.
The monthly $500 fee assessed by the City will permit OC Gold to use three (3)
swimming lanes at either Jerome Pool or Memorial Park Aquatics Center, once
available, for approximately 28 hours per month. Additional lanes may be requested at a
rate of $17.57 per lane per hour. The proposed rate for non-exclusive use is consistent
with industry standards and ensures the City has the flexibility to schedule additional
users concurrently under the same framework.
Approval of this agreement will expand youth aquatics opportunities, particularly at the
newly constructed Memorial Park Aquatics Center, while supporting the City’s ongoing
efforts to promote water safety, youth recreation, and community wellness. As this
agreement is structured as a proof of concept, the agreement term is limited to a
maximum of three (3) years, allowing the City to evaluate demand, participation levels,
and overall program viability.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The agreement will generate revenue to the City through established facility use fees, at
a base rate of $6,000/year. Additional revenue may be generated based on participation
levels and additional facility use times and dates beyond those initially established.
Facility Use Agreement with Orange County Gold (“OC Gold”)
April 7, 2026
Page 3
The fees charged for permitting facility use will be deposited into the General Fund to
help offset related City costs.
EXHIBIT(S)
1.Agreement Executive Summary
2.Facility Use Agreement with Orange County Gold (A-2026-XXX)
Submitted By: Hawk V. Scott, Executive Director of Parks, Recreation, and Community
Services Agency
Approved By: Alvaro Nuñez, City Manager
Parks, Recreation, and Community Services Agency (PRCSA)
Agreement Executive Summary
OC Gold Swim Team Facility Use Agreement
Highlight of Agreement: One-year pilot agreement with OC Gold Swim Team for the initial
development of a homegrown OC Gold-Santa Ana Swim Team
PRCSA’s Facility Use agreement with OC GOLD Swim Team will provide the following outcomes:
Purpose:
Establish a pilot partnership with OC Gold Aquatics to introduce competitive youth swim
programming in Santa Ana, with the long-term goal of developing a sustainable, homegrown swim
team pipeline while activating the Memorial Park Aquatics Center.
Scope of Services:
OC Gold will provide structured competitive swim team programming, including coaching, athlete
development, and program administration for youth participants at designated City aquatic
facilities. The City will provide access to facilities, while maintaining oversight of scheduling and
compliance.
Compensation / Fiscal Impact:
The agreement generates base annual revenue of $6,000/yr, with potential for additional revenue
based on expanded facility use and participation levels. Revenues will be deposited into the General
Fund to offset operational costs, while minimizing City staffing and program delivery expenses.
Term:
Initial one-year term (May 1, 2026 – April 30, 2027) with provisions for two one-year extensions,
allowing the City to evaluate the program as a scalable pilot.
Compliance & Protections:
OC Gold is responsible for staffing, certifications, insurance, and program administration, and must
meet all City safety and operational requirements. The agreement includes controls on facility use
and restrictions on unauthorized commercial activity, ensuring alignment with City policies and risk
management standards.
Human Resources Department
www.santa-ana.org/HR
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Revised Memorandum of Understanding Between the City of Santa Ana and
the Santa Ana Police Officers Association
AGENDA TITLE
Revised Memorandum of Understanding Establishing the Terms and Conditions of
Employment for Classifications Represented by the Santa Ana Police Officers
Association (POA)
RECOMMENDED ACTION
Authorize the City Manager to execute a revised Memorandum of Understanding (MOU)
between the City of Santa Ana and the Santa Ana Police Officers Association (POA) for
the period of January 1, 2024 through June 30, 2027, modifying and delineating specific
articles of the MOU (Agreement No. 2026-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City Council approved a Memorandum of Understanding (MOU) between the City of
Santa Ana and the Santa Ana Police Officers Association (POA) on June 16, 2024. The
City and POA now desire to alter a few items in the MOU. Articles 5.0 and 6.0 of the MOU
outlines assignment and other special pay additives. On May 28, 2025, Council approved
the creation of the Correctional Officer II classification. To reflect the new classification,
the City and POA have agreed to update Article 5.0. This would create a promotional
opportunity for Correctional Officers to advance from Correctional Officer I to Correctional
Officer II. Also, the City and POA have agreed to provide a new pay premium of 2.5% for
Jail Transportation Officers. Correctional Officers are required at times to transport
inmates; the City and POA desire to provide additional pay for those Correctional Officers
that obtain the certification required and who are regularly assigned to this duty. In
addition, this revised MOU language will clarify that the current pilot premium would also
apply to fixed wing aircraft pilots.
The City has received multiple letters from CalPERS questioning if specific assignment
pays and special additives should be considered pensionable. The proposed changes
would clarify the various requirements for the assignment pays and special additives
where applicable and clarify the language to meet CalPERS questions matching the intent
Revised Memorandum of Understanding between the City of Santa Ana and the Santa
Ana Police Officers Association
April 7, 2026
Page 2
of both the City and the POA. The updated language does not alter the intent of the MOU
nor the past practice of implementing the MOU.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with these actions.
FISCAL IMPACT
The estimated annual cost of the agreement for FY25-26 is $18,886 for the jail transport
premium and fixed wing pilot premium. Funds are available for expenditure in the Fiscal
Year 2025-2026 budget. Funding for subsequent years will be included in the proposed
budgets for City Council consideration.
EXHIBIT
1.Revised Memorandum of Understanding between the City of Santa Ana and the
Santa Ana Police Officers Association
Submitted By:Lori Schnaider, Executive Director of Human Resources
Approved By:Alvaro Nuñez, City Manager
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF SANTA ANA
AND
THE SANTA ANA POLICE OFFICERS ASSOCIATION
JANUARY 1, 2024 – JUNE 30, 2027
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF SANTA ANA AND
THE SANTA ANA POLICE OFFICERS ASSOCIATION
FOR 2024-2027
TABLE OF CONTENTS
ARTICLE I ..................................................................................................................................... 1
1.0 RECOGNITION ................................................................................................................... 1
ARTICLE II .................................................................................................................................... 2
2.0 NON-DISCRIMINATION CLAUSE ................................................................................... 2
ARTICLE III ................................................................................................................................... 3
3.0 ATTENDANCE, WORK PERIOD, WORK SCHEDULE & WORKDAY ........................ 3
ARTICLE IV .................................................................................................................................. 8
4.0 SALARIES ........................................................................................................................... 8
ARTICLE V .................................................................................................................................. 12
5.0 ASSIGNMENT AND OTHER SPECIAL PAY ADDITIVES .......................................... 12
ARTICLE VI ................................................................................................................................ 20
6.0 CAREER DEVELOPMENT PROGRAM ......................................................................... 20
ARTICLE VII ............................................................................................................................... 24
7.0 TRAINING AND EDUCATIONAL ASSISTANCE PROGRAM .................................... 24
ARTICLE VIII .............................................................................................................................. 27
8.0 OVERTIME ........................................................................................................................ 27
ARTICLE IX ................................................................................................................................ 35
9.0 HOLIDAYS ........................................................................................................................ 35
ARTICLE X .................................................................................................................................. 38
10.0 VACATION ...................................................................................................................... 38
ARTICLE XI ................................................................................................................................ 42
11.0 OTHER LEAVES OF ABSENCE.................................................................................... 42
ARTICLE XII ............................................................................................................................... 49
12.0 EMPLOYEE INSURANCE ............................................................................................. 49
ARTICLE XIII .............................................................................................................................. 51
13.0 RETIREMENT ................................................................................................................. 51
ARTICLE XIV.............................................................................................................................. 55
14.0 ASSOCIATION LEAVE .................................................................................................. 55
ARTICLE XV ............................................................................................................................... 58
15.0 RESIDENCY .................................................................................................................... 58
i
ARTICLE XVI.............................................................................................................................. 59
16.0 DISCIPLINE ..................................................................................................................... 59
ARTICLE XVII ............................................................................................................................ 62
17.0 GRIEVANCE REVIEW PROCEDURE .......................................................................... 62
ARTICLE XVIII........................................................................................................................... 64
18.0 DUES DEDUCTION AND INDEMNIFICATION......................................................... 64
ARTICLE XIX.............................................................................................................................. 65
19.0 CITY RIGHTS .................................................................................................................. 65
ARTICLE XX............................................................................................................................... 67
20.0 STRIKES AND WORK STOPPAGES ............................................................................ 67
ARTICLE XXI.............................................................................................................................. 68
21.0 LAYOFFS ......................................................................................................................... 68
ARTICLE XXII ............................................................................................................................ 69
22.0 SOLE AND ENTIRE AGREEMENT .............................................................................. 69
ARTICLE XXIII........................................................................................................................... 70
23.0 WAIVER OF BARGAINING DURING THE TERM OF THIS MOU .......................... 70
ARTICLE XXIV ........................................................................................................................... 71
24.0 SEPARABILITY PROVISION ........................................................................................ 71
ARTICLE XXV ............................................................................................................................ 72
25.0 TERM OF MOU ............................................................................................................... 72
EXHIBIT A ................................................................................................................................... 75
MONTHLY WAGE RATE SCHEDULE ................................................................................ 75
EXHIBIT B................................................................................................................................... 79
UNIFORM ALLOWANCE BY CLASSIFICATION .............................................................. 79
EXHIBIT C................................................................................................................................... 80
HEALTH PLAN AGREEMENT ............................................................................................. 80
ii
ARTICLE I
1.0 RECOGNITION
1.1 Pursuant to the provisions of the Meyers-Milias-Brown Act, Government Code Section
3500, et seq., the City of Santa Ana (hereinafter called the "City") has recognized the Santa
Ana Police Officers Association (herein called the "Association" or “SAPOA”) as the
recognized representative of the bargaining unit which includes full-time police department
employees in the sworn, "safety-member" classifications and full-time police department
employees in the non-sworn, "miscellaneous-member" classifications listed in Exhibit A,
as well as such classifications as may be added hereafter by resolution of the City Council.
All other classifications not specifically listed in Exhibit A or added to this Association via
resolution to the City Council are excluded from representation by the Association.
1
ARTICLE II
2.0 NON-DISCRIMINATION CLAUSE
2.1 The City and Association agree that they shall not discriminate against any employee in
violation of State or Federal law. The City and the Association shall meet and modify any
provisions of this MOU that are inconsistent with the law.
2
ARTICLE III
3.0 ATTENDANCE, WORK PERIOD, WORK SCHEDULE & WORKDAY
3.1 Attendance. Employees covered by this MOU shall be in attendance at their work location
during hours prescribed by the Police Chief or theirdesignee(s) and shall not absent
themselves during prescribed hours without approval of the Police Chief or their
designee(s).
3.2 Definitions.
A. Standard Work Period. The Standard Work Period shall consist of a consecutive
seven (7) day, one hundred sixty-eight (168) hour period.
B.Alternative Work Period-207(k) Exempt Employees. TheAlternative Work Period
shall apply to all members of the Association who are peace officers, Correctional
Officers I and II or Correctional Supervisors who are subject to the partial overtime
exemption provided by the Fair Labor Standards Act (FLSA) pursuant to Section
207(k). The 207(k) employees’ Work Period shall consist of a consecutive twenty-
eight (28) day, six hundred seventy-two (672) hour time period. In conformance
with the FLSA, members who are peace officers, Correctional Officers I and II, or
correctional supervisors shall not be eligible for FLSA overtime, as defined under
the FLSA for employees assigned to the Alternate Work Period until they have
worked in excess of one hundred seventy-one (171) hours in the Alternate Work
Period. Nothing in this section shall prevent a peace officer, Correctional Officer I
and II or correctional supervisor from earning overtime and being compensated for
overtime based on the overtime provisions as stated in Article VIII of this MOU.
All overtime shall be paid at one and one-half (1 1/2) times the regular rate of pay.
Regular Rate of Pay: Shall mean the base rate of pay and any Assignment and Other
Special Pay Additives, Career Development Program Pay, Call-Back-Duty and
Court Appearance pay as listed in Article V, VI and VIII.
C.Work Hours. Work hours are the regularly scheduled hours of work as determined
by the Police Chief or theirdesignee. A “day” is defined as any consecutive twenty-
four (24) hour period.
D. Work Schedules. The Police Chief has established the following work schedules.
These schedules may be changed by the Police Chief based on operational need.
The City will negotiate over any impacts of schedule changes.
1. Standard Work Period Schedules.
a. 5/40 Work Schedule. Employees shall work five (5) eight(8) hour
workdays per seven (7) consecutive days, one hundred sixty-eight
(168) hour Standard Work Period. Each workday shall consist of
eight (8) hours of work and a thirty (30) minute unpaid meal period.
5/40 work schedules for employees may be an option if approved by
their supervisor/manager.
3
b. 4/10 Work Schedule. Employees shall work four (4) ten (10) hour
days per seven (7) consecutive days, one hundred sixty-eight (168)
hour Standard Work Period. Each workday shall consist of ten (10)
hours of work, and either a thirty (30) minute or one (1) hour unpaid
meal period. The determination as to a thirty (30) minute or one (1)
hour unpaid meal period shall be made by the Police Chief or their
designee.
c. 9/80 Work Schedule. Employees shall work alternate weeks of four
(4) consecutive workdays nine (9) consecutive hours each followed
by five (5) consecutive workdays, four (4) of which consist of nine
(9) consecutive hours each and one (1) day of eight (8) consecutive
hours during each one hundred sixty-eight (168) hour Standard
Work Period. Each nine (9) hour workday shall consist of nine (9)
hours of work and either a thirty (30) minute or one (1) hour unpaid
meal period. For employees who work a 9/80 work schedule, their
FLSA work period shall begin exactly four (4) hours after the start
time of their eight (8) hour workday. The eight (8) hour workday
shall be divided by either a thirty (30) minute or one (1) hour unpaid
meal period. The determination as to a thirty (30) minute or one (1)
hour unpaid meal period shall be made by the Police Chief or their
designee.
d. 12/40 Work Schedule. Employees shall work three (3) twelve (12)
hour and thirty (30) minute workdays and one (1) four hour workday
in each seven (7) consecutive day, one hundred sixty-eight (168)
hour Standard Work Period. Each workday shall consist of eleven
(11) hours and thirty (30) minutes of work, and a one (1) hour meal
period, thirty (30) minutes of which shall be paid and thirty (30)
minutes of which shall be unpaid, for a total of twelve (12) hours
and thirty (30) minutes. The four (4) hour workday shall consist of
four (4) hours of work. Employees who work this shift actually
work an eight (8) hour shift where their FLSA work period shall end
exactly four (4) hours after the start time of their shift. This way the
second four (4) hours of the shift is worked in the next FLSA work
period. This ensure that the employee is schedule to work forty (40)
hours in each work period.
2. Alternate Work Period Schedules-207(k) Exempt Employees.
a. 207(k) 3/12.5 Work Schedule – Patrol/Canine. Employees shall
work thirteen (13) twelve (12) hour and thirty (30) minute workdays
in each twenty eight (28) day FLSA Work Period. Of the thirteen
(13) workdays, an employee assigned to this schedule shall be
required to work one (1) twelve (12) hour and thirty (30) minute
“payback” day each twenty-eight (28) day FLSA Work Period,
scheduled or assigned pursuant to the Department’s work schedule
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policy. Each workday shall consist of twelve (12) hours of work and
a thirty (30) minute paid meal period. During each twenty-eight (28)
day FLSA Work Period, employees shall work one hundred sixty-
two and one half (162.5) hours. Upon completion of this work
schedule, employees will earn an additional two (2) hours and thirty
(30) minutes of vacation time, provided they do not take leave
without pay during that Work Period. Employees assigned to this
schedule are compensated for their meal periods. Consequently, if
an employee is unable to take their meal period, or is interrupted
during their meal period, they shall not receive further
compensation.
b. 207(k) 7/12.5 Work Schedule - Detention. Employees shall work
three (3) twelve (12) hour and thirty (30) minute workdays in one
(1) seven(7) day period and four (4) twelve (12) hour and thirty (30)
minute workdays in the next seven (7) day period, or alternatively,
four (4) twelve (12) hour and thirty (30) minute workdays in the first
seven (7) day period and three (3) twelve (12) hour and thirty (30)
minute workdays in the following seven (7) day period. This cycle
shall be repeated twice each twenty-eight (28) day FLSA Work
Period. Each workday shall consist of eleven (11) hours and thirty
(30) minutes of work and a one (1) hour meal period, thirty (30)
minutes of which shall be paid and thirty (30) minutes of which shall
be unpaid, for a total of twelve (12) hours and thirty (30) minutes.
During each twenty-eight (28) day FLSA Work Period, employees
assigned to the 207(k) 7/12.5 Work Schedule shall earn one (1) hour
of vacation time if they do not take leave without pay during that
Work Period. Correctional Officers I and II will be compensated at
the time and a half overtime rate for all time worked in excess of
their regular work shift of twelve and one half (12.5) hours per
workday. The overtime compensation will apply only to actual time
worked beyond the regular shift.
c. 207(k) 4/10.5 Work Schedule-Detention Administration.
Employees shall work seven (7) ten (10) hour and thirty (30) minute
workdays and one (1) ten (10) hour workday during each two (2)
week period. This pattern will recur twice during the twenty-eight
(28) day FLSA Work Period. Each ten (10) hour and thirty (30)
minute workday shall consist of ten (10) hours and thirty (30)
minutes of work and either a thirty (30) minute or one (1) hour
unpaid meal period. The ten (10) hour workday shall consist of ten
(10) hours of work and either a thirty (30) minute or one (1) hour
unpaid meal period. The determination as to a thirty (30) minute or
one (1) hour unpaid meal period shall be made by the Police Chief
or their designee.
d. 207(k) 4/10 Work Schedule. Employees shall work sixteen (16) ten
hour workdays in each twenty-eight (28) day FLSA Work Period.
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Each workday shall consist of ten (10) hours of work and either a
thirty (30) minute or one (1) hour unpaid mealperiod. The
determination as to a thirty (30) minute or one (1) hour unpaid meal
period shall be made by the Police Chief or their designee.
e. 207(k) 9/80 Work Schedule. Employees shall work five (5) nine(9)
hour workdays in one (1) seven (7) day period and three (3) nine(9)
hour workdays and one (1) eight (8) hour workday in the second
seven (7) day period, or alternatively three (3) nine (9) hour
workdays and one (1) eight (8) hour workday in the first seven (7)
day span and five (5) nine (9) hour workdays in the second span.
This cycle shall be repeated twice each twenty-eight (28) day FLSA
Work Period. Each nine (9) hour workday shall consist of nine (9)
hours of work and either a thirty (30) minute or one (1) hour unpaid
meal period. The eight (8) hour workday shall consist of eight (8)
hours of work and either a thirty (30) minute or one (1) hour unpaid
meal period. The determination as to a thirty (30) minute or one (1)
hour unpaid meal period shall be made by the Police Chief or their
designee.
f.207(k) 9/81 Work Schedule. Employees shall work eighty-one (81)
hours in a consecutive fourteen (14) day, three hundred thirty-six
(336) hour period. This cycle shall be repeated twice each twenty-
eight (28) day FLSA Work Period. Employees shall work five (5)
nine (9) hour workdays in one (1) seven (7) day span and four (4)
nine (9) hour workdays in the second seven (7) day span. Each nine
(9) hour workday shall consist of nine (9) hours of work and either
a thirty (30) minute or one (1) hour unpaid meal period. While
assigned to the 9/81 schedule, an officer shall earn two (2) hours of
overtime during each twenty-eight (28) day FLSA Work Period,
unless they take leave without pay during the twenty-eight (28) day,
six hundred seventy-two (672) hour period.
3.3 Meal Periods. Except for those employees assigned to Patrol, other employees who do not
receive a paid meal period whose meal periods are interrupted by the performance of job
related duties, will receive another full, uninterrupted meal period or will be compensated
for their meal period at their overtime rate of pay at time and one-half (1.5) their regular
rate of pay. For purposes of this section, “interrupted” shall mean a significant interruption
of more than a few minutes (de minimis). For employees who receive a one (1) hour lunch
period (half (0.5) of which is paid) overtime compensation shall apply only to the unpaid
half (0.5) hour. Unless exigent circumstances exist beyond the Department’s control,
employees assigned to Patrol shall be provided a thirty (30) minute paid meal period.
3.4 Detective Redeployment.
All employees assigned as detectives (investigators) shall work one (1) day per month in
the patrol function of the Field Operations Bureau pursuant to a schedule as determined by
the Chief of Police or their designee.
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Once each calendar year the Chief of Police shall conduct a review of the organization of
the Police Department to determine whether positions and assignments currently in the
Investigations Bureau represent a deployment of resources that best enables the department
to provide police services to the city.Effective the first day of the month following City
Council approval of this 2024-2027 MOU, the Chief of Police on a monthly basis shall
conduct a review of the organization of the Police Department to determine whether
positions and assignments currently in the Investigations Bureau represents a deployment
of resources that best enables the department to provide police services to the city.
The Chief of Police may, as a result of this review, remove positions and assignments from
the Investigations Bureau and assign them, and the individuals who occupy them, to other
bureaus or eliminate them and assign the individuals who occupy them to other positions
and assignments in the department.
The annual review and any re-assignment made as a result of the review shall be completed,
including the appeal thereof outlined below, sufficiently in advance of the annual patrol
deployment sign-up to enable those who will be assigned to Patrol to make use of their
seniority when choosing patrol shifts and days off.
Any employee who is informed that they will be removed from the Investigations Bureau
and lose the Investigations assignment pay differential may appeal per Article 16 to the
Chief of Police. This appeal constitutes the sole administrative appeal of the Chief’s
decision, shall be conducted in an informal manner and the decision of the Chief shall be
final.
3.5 Field Operations shifts and requests for time off shall be based on seniority in job
classification and rank held within the employee’s assigned Bureau.
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ARTICLE IV
4.0 SALARIES
4.1 Basic Compensation Plan. There is hereby established a basic compensation plan for all
members of the Association who are now employed or will in the future be employed in
any of the designated classifications of employment listed in this MOU and its attachments.
4.2 Salary Schedule. The basic salary schedule, attached hereto as Exhibit “A”, and made a
part hereof as though set forth in full herein, provides salary ranges, each comprised of five
(5) steps or rates of pay.
The steps within each range are identified by the letters "A" through "E" inclusive, with
the "A" step being the lowest step in the range. The purpose of each step and the length of
service required for advancement to the next higher step within a particular salary range is
summarized as follows:
Step A Normal beginning pay rate
Step B After 6 months’ service at Step “A” and the receipt of a “meets
standards” performance evaluation. Also optional hiring rate
Step C After 12 months’ service in next lower step and the receipt of a
“meets standards” performance evaluation. Also maximum hiring
rate.
Step D After 12 months’ service in next lower step and the receipt of a
“meets standards” performance evaluation.
Step E After 12 months’ service in next lower step and the receipt of a
“meets standards” performance evaluation.
After the salary of an employee has been first established, the employee shall be advanced
from Step "A" to Step "B" or from Step "B" to Step "C" or from Step "C" to Step "D," or
from Step "D" to Step "E," whichever is the next higher step to that on which the employee
has been previously paid, effective the first day of the month following completion of the
required length of service at each step. Employees shall be advanced from one step to the
next effective the first day of the pay period following completion of the required length
of service at each step. This assumes the employee has received at least a “meets
standards” performance evaluation which is a condition of moving to the next step.
For employees who are not at top step who receive their performance evaluation after the
first day of the month following their anniversary date, they shall move to the next step
retroactive to the first day of the month following their anniversary date. For employees
who are not at top step who receive their performance evaluation after the first day of the
pay period following their anniversary date, they shall move to the next step retroactive to
the first day of the pay period following their anniversary date.
If an employee who is not at top step receives an evaluation that is less than a “meets
standards” evaluation, they will be re-evaluated three (3) months after their anniversary
date. If they achieve a meets standards evaluation, they will then move to the next step on
the first day of the following pay period. If they do not receive at least a “meets standards”
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evaluation, they will not move to the next step and need to wait until the following year for
their next evaluation.
4.3 Salary Adjustments.
Effective the first full pay period following July 1, 2024, the base salary of employees
covered by this MOU shall be increased by four percent (4.0%).
Effective the first full pay period following July 1, 2025, the base salary of employees
covered by this MOU shall be increased by four percent (4.0%).
Effective the first full pay period following July 1, 2026, the base salary of employees
covered by this MOU shall be increased by four percent (4.0%).
4.4 Longevity Pay.
Longevity pay, as presented in the table below, is calculated as the listed percentage of the
employee’s base monthly salary step. Each of the service year levels are stackable.
Sworn Employees – longevity for employees in the classifications of Police Officer and
Police Sergeant is defined as, total years of law enforcement service.
Non-Sworn Employees – longevity is defined as, total years of City service.
Effective First Full
Service Effective Pay Period Effective First Full
Employee Years January 1, Following July 1, Pay Period Following
Type Completed 2024 2025 July 1, 2026
Sworn
Employees 10 N/A5% 5%
15 5% Additional 5% Additional 5%
20 Additional 5% Additional 5% Additional 5%
Non-Sworn
Employees 15 N/A2.5% 5%
20 2.5%Additional 2.5% Additional 5%
4.5 Application of Basic Compensation Plan. The salary steps contained in Exhibit A are
monthly salary rates. All officers and employees working in classifications of employment
covered by this MOU shall be compensated at a monthly rate, except that an employee
hired for temporary work in a position which has an anticipated duration of less than six
(6) months shall be paid at a rate per hour for actual time spent in the performance of the
duties of their employment. An employee’s base rate of pay, which is also known as their
hourly rate of pay is computed by taking their monthly rate of pay and dividing it by one
hundred seventy-three and thirty-three hundredths (173.33). In determining the hourly rate
as herein provided, computation shall be made to the nearest whole cent and a computation
resulting in exactly one-half cent or higher shall fix the rate at the next higher whole cent.
9
4.6 Beginning Rates. A new employee of the City of Santa Ana shall be paid the rate shown
as Step "A" in the salary range allocated to the class of employment for which they have
been hired. In special instances where such new employee possesses unique and
exceptional education, training and/or experience qualifications, the department head
under whom the employee will serve, may submit a written request and justification to the
City Manager for authorization to place such new employee on any other Step within the
allocated salary range, provided that such employee shall be assigned such salary step upon
the commencement of their service in the classification of employment to which the salary
range applies and such assignment having once been made shall remain in effect until the
employee shall be entitled to advance to the next salary step in accordance with the further
provisions of this Article.
4.7 Service. The word "service" as used in this MOU shall be deemed to mean continuous,
full-time service in the classification in which the employee is being considered for salary
advancement, service in the higher classification or service in a classification allocated to
the same salary range and having generally similar duties and requirements. Employees
hired after the first (1st) working day of the month shall not be credited with "time-in-
service" for that month when determining the length of service required for salary step
advancement. A lapse of service by an employee for a period of time longer than thirty
(30) calendar days by reason of resignation or discharge, shall serve to eliminate the
accumulated length of service time of such employee for the purpose of this MOUand any
such employee reentering the service of the City shall be considered as a new employee,
except that they may be reappointed within one (1) year and may be placed in the same
salary step in the appropriate salary range as they was at the time of termination of
employment.
4.8 Promotional Salary Advancement. When an employee is promoted to a position in a higher
classification from a position in a lower classification in the same occupational job family
series, they shall be reassigned to Step "A" in the appropriate salary range for the higher
classification; provided however, that if the base salary step currently being paid to the
employee is already equal to or higher than said Step "A," they will be placed in the lowest
step in the appropriate salary range as will grant the employee an increase of at least one
(1) salary step over their current base salary step including assignment pays, shift
differential and bilingual pay being paid at the time of promotion.
4.9 Demotion. When an employee is demoted to a position in a lower classification, their
salary rate shall be fixed in the appropriate salary range for the lower classification in
accordance with the following provisions:
A. The salary rate shall be reducedby at least one (1) step.
B.The new salary rate must be within the appropriate salary range.
C.The new salary rate shall not be higher than the salary step to which the employee
would have been entitled had their service time in the higher classification been
spent in the lower classification.
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4.10 Reallocation of Salary Ranges. Any employee who is employed in a classification which
is reallocated to a different salary range from that previously assigned shall be retained in
the same salary step in the new salary range as they had previously held in the prior range
and shall retain credit for length of service in such step towards advancement to the next
higher step.
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ARTICLE V
5.0 ASSIGNMENT AND OTHER SPECIAL PAY ADDITIVES
5.1 Assignment Pay Differentials.
Assignment pay differentials, as listed herein and throughout the MOU, will, in each case,
be added individually and separately to the employee’s base salary. In no event shall one
(1) assignment pay differential be added to the employee’s base salary as a basis for the
calculation of an additional pay differential.
5.2 Lead Worker/Supervisory Premium
Employees who are routinely and consistently assigned to lead (“lead” is defined in Lexipol
Policy 1039) a functional unit which includes positions in the same or lower classifications
as the incumbent, shall be compensated as provided below:
A. Employees in the class of Police Services Dispatcher who are routinely and
consistently assigned to and actually performing in a lead capacity over an assigned
shift of Police Services Dispatchers will be paid assignment pay equal to five
percent (5.0%) of base pay for all hours paid. A leave of absence for an entire pay
period will result in the employee not receiving the pay for being a lead.
B. Employees in the class of Forensic Specialist I, who are routinely and consistently
assigned to and actually performing duties in a lead capacity over a primary
functional unit of Forensic Specialist I employees, will be paid assignment pay
equal to five percent (5.0%) of base pay for all hours paid.
C. Employees in the class of Police Officer who are assigned as a Corporal (i.e., who
are routinely and consistentlyassignedlead other employees) will be paid at a rate
of two and one half percent (2.5%) of base pay.
If an employee in the assignment of Corporal is assigned to lead a work unit without
a Sergeant, they will be paid an additional two and one half percent (2.5%) (for a
total of five percent (5%)) of base pay. At the present time,Directed Patrols and
Civic Center Patrol units are examples of such assignments.
D. Employees in the class of CorrectionalOfficer I (and effective March 22, 2026 for
Correctional Officer II) who are routinely and consistently assignedto and actually
performing in a lead capacity assigned to and actually performing duties of the
assignment of Senior Correctional Officer will be paid two and one half percent
(2.5%) of base pay for all hours paid.
E. Employees in the class of Firearms Examiner who are routinely and consistently
assigned to and actually performing duties in a lead capacity, will be paid five
percent (5.0%) of base pay.
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F. Notwithstanding the specific provisions of Article V, Section 5.2, A – E, employees
who are routinely and consistently assigned to and actually performing duties in a
lead capacity of a functional unit which includes positions in the same or lower
classifications as the incumbent, may be compensated up to five percent (5%) of
base pay for all hours paid for said duties upon mutual agreement of the City and
POA.
The parties agree that to the extent permitted by law, the pay in this section is special
compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and
571.1(b)(3) as Lead Worker/Supervisory Premium. However, CalPERS ultimately
determines whether any form of compensation qualifies as special compensation.
5.3 Training Premium
A. Employees in the class of Police Services Dispatcher who are routinely and
consistently assigned to train employees will be paid assignment pay equal to five
percent (5.0%) of base pay when assigned to train employees.
B.Employees who are routinely and consistently assigned to train as a Training
Officer working in Field Operations, in the Detention facility, as a Forensic
Specialist II, or as the Training Coordinator will be paid two and one half percent
(2.5%) of base pay.
C.Employees who are routinely and consistently assigned to perform training
functions as a Parking Control Officer will be paid two and one half percent (2.5%)
of base pay.
The parties agree that to the extent permitted by law, this pay in this section is special
compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and
571.1(b)(3) as Training Premium. However, CalPERS ultimately determines whether any
form of compensation qualifies as special compensation.
5.4 Detective Division Premium
Employees who are routinely and consistently assigned to an investigative unit who
are performing duties of an Internal Affairs Officer will be paid two and one half
percent (2.5%) of base pay.
The parties agree that to the extent permitted by law, the pay in this section is special
compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and
571.1(b)(3) as Detective Division Premium. However, CalPERS ultimately determines
whether any form of compensation qualifies as special compensation.
5.5 Police Investigator Premium
A. Sworn employees identified by the Police Department, who are routinely and
consistently assigned to analyze crimes or investigative accidents and actually
13
performing duties of a Detective/Investigator assigned to the Investigations
Division or Special Investigations Units will be paid two and one half percent
(2.5%) of base pay.
B.Sworn employees identified by the Police Department, who are routinely and
consistently assigned to a detective or intelligence division and who are actually
performing duties of a Background Investigator will be paid two and one half
percent (2.5%) of base pay.
The parties agree that to the extent permitted by law, the pay in this section is special
compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and
571.1(b)(3) as Police Investigator Premium. However, CalPERS ultimately determines
whether any form of compensation qualifies as special compensation.
5.6 Motorcycle Patrol Premium
Police Officers or Police Sergeants who areroutinely and consistentlyassigned to and
actually performing duties of a Motor Officer assigned to the Traffic Division who are
routinely and consistently assigned to operate and/or patrol on motorcycle will be paid two
and one half percent (2.5%) of base pay.Motor Officers shall maintain their motorcycle
on duty.
The parties agree that to the extent permitted by law, the pay in this section is special
compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and
571.1(b)(3) as Motorcycle Patrol Premium. However, CalPERS ultimately determines
whether any form of compensation qualifies as special compensation.
5.7 Aircraft/Helicopter Premium
Employees in the class of Police Officer who are routinely and consistently assigned as a
helicopter or fixed wing aircraft pilot will be paid five percent (5.0%) of base pay. This
pay does not apply to individuals who pilot a drone.
The parties agree that to the extent permitted by law, this pay is special compensation and
shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and 571.1(b)(3) as
Aircraft/Helicopter Premium. However, CalPERS ultimately determines whether any
form of compensation qualifies as special compensation.
5.8 Search Pay Premium
Effective March 22, 2026, employees in the classifications of a Correctional Officer
I, Correctional Officer II, or Correctional Supervisor who are routinely and
consistently assigned to search and process prisoners in the induction area of jails
as a Jail Transport Officer will be paid two and one half percent (2.5%) of base pay.
The parties agree that to the extent permitted by law, this pay is special compensation and
shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and 571.1(b)(3) as Search Pay
Premium. However, CalPERS ultimately determines whether any form of compensation
qualifies as special compensation.
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5.9 Shift Differential Pay
A. Non-Sworn Personnel. Employees in the classes of Animal Service Officer I,
Animal Service Officer II, Forensic Specialist I, Crime Research Analyst, Forensic
Specialist II, Police Communications Supervisor, Police Investigative Specialist,
Police Property & Evidence Specialist, Police Service Officer, Police Evidence and
Supply Specialist, Police Services Dispatcher, Communications Services Officer,
Correctional Officer, (effective March 22, 2026 for Correctional Officer II),
Correctional Supervisor and Parking Control Officer who are routinely and
consistently assigned to a schedule of work which requires that they actually work
a minimum of four and one-half (4 1/2) hours between the hours of 5:00 P.M. and
7:00 A.M. will be paid a shift differential at a rate of five percent (5.0%) of base
pay.
B.Sworn employees covered by this MOU who are routinely and consistently
assigned to a schedule of work that requires that they actually work a minimum of
four and one-half (4 ½) hours between the hours of 5:00 P.M. and 7:00 A.M. will
be paid a shift differential at a rate of five percent (5.0%) of base pay.
The parties agree that to the extent permitted by law, pay for shift differential is special
compensation and shall be reported as such, pursuant to Title 2 CCR, Section 571(a)(4)
and 571.1(b)(3) as Shift Differential. However, CalPERS ultimately determines whether
any form of compensation qualifies as special compensation.
5.10 Bilingual Pay. Qualified employees who meet the following criteria shall be paid a monthly
pay differential, above their base monthly salary step, as follows:
A. Assignment by the Police Chief or their designee to a position requiring bilingual
capability in both English and any other language and American Sign Language;
and
B.Certification is determined by an employee’s passing score on a bilingual
proficiency examination. . Employees must recertify for this pay every three (3)
years.
C. Sworn: Street Level Proficiency in Spanish. A Police Officer or Sergeant who
successfully demonstrates the required level of bilingual fluency as determined by
determined by an employee’s passing score on a bilingual proficiency examination
shall be paid bilingual pay of equal to the product obtained by multiplying the Step
“E” base salary rate of Police Officer by two and one half percent (2.5%) of base
pay.
D. Sworn: Complex Level Proficiency in Designated Languages. A Police Officer or
Police Sergeant who successfully demonstrates the required level of bilingual
fluency as determined by an employee’s passing score on a bilingual proficiency
examination shall be paid a bilingual pay equal to the product obtained by
multiplying the Step “E” base salary rate of Police Officer by five percent (5%) of
base pay.
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E. Non-Sworn: Secondary Level Proficiency in Designated Languages. An employee
who is routinely and consistently assigned to a position requiring communication
skills in languages other than English. where regular and frequent bilingual usage
is necessary to the performance of duties, but not a major, essential, or integral
element of the work and who successfully demonstrates the required level of
bilingual fluency as determined by an employee’s passing score on a bilingual
proficiency examination shall be paid seventy-five dollars ($75) per month.
F. Non-Sworn: Primary Level Proficiency in Designated Languages. An employee
who is routinely and consistently assigned to a position requiring communication
skills in languages other than English where bilingual proficiency is essential to
carry out duties and responsibilities of a critical and/or emergency nature without
ready access to backup assistance, or positions where bilingual public contact is a
major, essential, or integral element of the work being performed, will be
designated as Primary Bilingual Assignments. A non-sworn employee assigned to
such a position who successfully demonstrates the required level of bilingual
fluency shall be paid three hundred dollars ($300) per month.
The parties agree that to the extent permitted by law, bilingual pay is special compensation
and shall be reported pursuant to Title 2 CCR, Section 571(a)(4) and 571.1(b)(3) as
Bilingual Premium. However, CalPERS ultimately determines whether any form of
compensation qualifies as special compensation.
5.11 Temporary Upgrade Assignment Pay. The parties acknowledge that from time to time it
may be necessary for the department to fill a temporarily vacant, full-time budgeted,
higher-level position due to the temporary absence of the incumbent or if the higher-level
position becomes vacant (up to 960 hours). The parties agree that such a position may be
filled by an eligible unit member (this means an employee must meet the minimum
qualifications for the higher-level position and shall be responsible for performing the full
range of duties and responsibilities of the higher-level classification) for an initial period
of up to six (6) months, and at the discretion of the Chief of Police, for an additional six
(6) months; and that the employee assigned to fill such a position shall receive Temporary
Upgrade Assignment Pay as set forth below:
A. Eligibility.
Full-time employees shall be assigned to fill a vacant, full-time budgeted, higher-
level position, and shall receive Temporary Upgrade Assignment Pay for filling
that position, when the occupier of that position is not performing the duties of that
position for a period of two (2) consecutive calendar weeks or more. An employee
filling a position under this section who is absent for two (2) days or less during the
two (2) consecutive calendar week period will not lose their eligibility for
Temporary Upgrade Assignment Pay; however, the days of absence shall not be
counted in the computation of the two (2) week period.
In computing qualifying service or temporary upgrade assignment pay, only full
days of actual duty shall be included. Partial days shall not be combined to make
full days unless they are holiday hours. Holiday timeoff will be included in
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computing actual duty days.
Employees holding the position immediately subordinate to the vacant, full-time,
budgeted, higher-level position to be filled shall be given first consideration to said
position consistent with the operational needs of the department. When there is
more than one (1) employee holding the position immediately subordinate to the
vacant, full-time, budgeted, higher-level position to be filled, the most senior
employee holding one (1) of the immediately subordinate positions shall be
assigned to said position consistent with the operational needs of the department.
Non-permanent employees (probationary, part-time, seasonal, etc.) and employees
performing work above their regular class in a training capacity shall not be
assigned to a vacant, full-time, budgeted, higher-level position in accordance with
this section unless specifically authorized by the City Manager.
B. Compensation.
1. After an employee has served two (2) consecutive calendar weeks in a
vacant, full-time, budgeted, higher-level position, they shall be
compensated at the Temporary Upgrade Assignment Pay rate for each full
day that they are assigned to the higher-level position, retroactive to the first
st
(1) day of said assignment.
2. An employee serving in a Temporary Upgrade Assignment will be paid
within the pay range of the higher-level position. The employee will receive
the higher of: 1) the minimum step of the higher-level position or; 2) five
percent (5%) of base pay inclusive of assignment pays which the employee
is receiving.
3. An employee assigned to a vacant, full-time budgeted, higher-level position
not represented by this bargaining unit (e.g., a Sergeant temporarily
assigned to act as a Lieutenant) will receive the Temporary Upgrade Pay
described above, but will remain a member of this bargaining unit.
4. An employee assigned to a vacant, full-time, budgeted, higher-level
position will continue to be eligible for salary step increases in their regular
position.
The parties agree that to the extent permitted by law, Temporary Upgrade Assignment Pay
is special compensation and shall be reported pursuant to Title 2, CCR 571(a)(3) as
Temporary Upgrade Pay. This pay is only reportable to CalPERS as special compensation
for those who qualify as classic members as described by the Public Employees’ Pension
Reform Act of 2013 – PEPRA. This pay is not reportable as special compensation for
employees defined as “new members” under PEPRA. However, CalPERS ultimately
determines whether any form of compensation qualifies as special compensation.
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5.12 Compensation for Canine Officers for Off-Duty Activities
Police Officers who are routinely and consistently assigned as a Canine Officer will be
paid five percent (5%) of base pay. This pay shall be considered compensation for the care
and feeding of the dog off-duty and is for the thirty (30) minutes of time each dayfor such
purpose.
The City and the Association understand and agree that this additional compensation is
intended to compensate canine officers for all off duty hours spent caring, grooming,
feeding and otherwise maintaining their canine unit, in compliance with the FLSA.
The parties acknowledge that the FLSA, which governs the entitlement to compensation
for canine duties, entitles the parties to agree to a reasonable number work hours for the
performance of off duty canine duties. The work hours (thirty (30) minutes per day)
derived at in this agreement were determined after an actual inquiry of the officers assigned
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in the canine assignment as addressed by Leever v. City of Carson City, 360 F.3d 1014 (9
Cir. 2004). It is the intent of the parties through the provisions of this section to fully
comply with the requirements of the FLSA. In addition, both parties believe that this
section of the MOU does comply with the requirements of the FLSA.
5.13 Standby Pay
The Police Chief at their discretion and based on the department's need may assign sworn
officers to standby status for non-workdays or other days as determined by the Police Chief.
Officers thus assigned will be compensated at the rate of two (2) hours of straight time per
day of standby duty. Officers assigned to standby status on non-workdays will not lose
their standby pay when called to duty, if they have been on call for at least six (6) hours
when called. If officers on standby status are called to duty after having been on call for
less than six (6) hours, they will be paid for their response to work, but not for their standby
status. Employees on standby status shall provide the department with a telephone number
at which they can be reached. The employee must be able to return to the department
within the amount of time they would be able to return if traveling from home. An
employee on standby/on-call shall remain fit for duty. Employees on standby are also
subject to the requirements of the Department Procedure # 6003, which sets forth the
guidelines for standby status.
5.14 Compensation for Briefing Time
Employees in the class of Correctional OfficerI, Correctional Officer II or Correctional
Supervisor, who are continuously and regularly assigned to either the 207(k) 7/12.5
Corrections Work Schedule, or the 4/10.5 Corrections Administration Work Schedule,
shall be paid three percent (3%) of base pay. This assignment pay is compensation for the
additional thirty (30) minutes work or briefing time each day.
5.15 Non-Sworn Investigator Pay
Non-sworn employeesidentified by the Police Department, who are routinely and consistently
assigned as a Police Investigative Specialist, Background Investigator, and Collision Investigator,
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will be paid two and one half percent (2.5%) of base pay.
5.16 Correctional Officer Assignments
Correctional Officer (I and II) shift assignments shall be made whenever shift change sign-
ups occur and based on seniority in the classifications of Correctional Officer I and II. The
assignment of Correctional Officer is recognized as a special assignment. If the parties to
this MOU mutually agree, additional special assignments for the classification of
Correctional Officer I and II (following the meet and confer process) can be created.
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ARTICLE VI
6.0 CAREER DEVELOPMENT PROGRAM
6.1 Definitions. For the purpose of clarifying the criteria for the Police Career Development
Program designations set forth in Sections 6.2 through 6.8 of this Article, the following
definitions apply. It is the responsibility of the employee regardless of rank or
classification, to notify the police department human resources of the completion of any
Career Development Pay requirements and to provide the required proof of completion or
eligibility. Any Career Development pay additive shall not commence until the department
is notified by the employee of obtaining eligibility and all required proof of eligibility is
received by the department.
A. Educational Units. One (1) completed "semester" unit in an academic course of
instruction approved by the Police Chief and in an accredited college or university
shall equal one (1) educational unit. One (1) "quarter" unit achieved in an
educational institution as above shall equal two-thirds (2/3) of an educational unit.
"Trimester" units or other standards of measurement used as a basis in awarding
scholastic credits will be accorded the same evaluation and weight as provided by
the respective accredited college or university. Only completed coursework
credited with a letter grade "C" or better or a grade of "Pass" when evaluated by the
"Pass/Fail" method will be accepted. If such ratings are not rendered for a specific
course, then a certificate of successful completion must be submitted.
B. Training Units. Twenty (20) classroom hours or its equivalent of approved police
training shall equal one unit.
Regular, periodic, on-the-job training programs shall not be considered as fulfilling
this requirement. Neither shall the special training required for Crime Scene
Investigators and Advanced Officers or other similar mandatory training (e.g., First
Aid, C.P.R. Recertification, etc.) nor the basic introductory training or similar
training given an employee during their probationary period be given credit for the
awarding of training units.
1. When college credit is awarded for special training in police work, such
units of credit may be counted for either training units or educational units
as the officer may select.
2. Training units may be earned by the assignment to and performance of
sworn police officer duties (other than uniformed field patrol work in Field
Operations Division) with one (1) full and continuous month of such
assignment equal to one (1) training unit. Credit for experience in
assignments other than patrol work in Field Operations shall not be given,
unless at least three (3) full and continuous months of such assignment have
been completed. Not more than six (6) units of training through assignment
to non-patrol duties may be earned in any one (1) year and not more than
fifteen (15) such training units by assignment shall be used in meeting the
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criteria for the Police Career Development Program designations as set out
in this Article.
C.The Senior Police Officer I-III and Senior Police Sergeant I-III provisions set forth
in sections 6.3 – 6.8 below apply to sworn employees in the bargaining unit hired
by the City of Santa Ana into a sworn position prior to January 1, 2014. The Career
Development Pay provided for in section 6.10 below is for sworn members of the
bargaining unit hired into a sworn position with the City of Santa Ana on or after
January 1, 2014.
6.3 Senior Police Officer I. Any sworn, safety-member Police Officer, regardless of duty
assignment, who completes (acquires) at least sixty (60) educational/training units fulfills
the requirements established in this section shall be designated as a Senior Police Officer I
and shall, upon approval of the Police Chief, be paid seven and one half percent (7.5%) of
base pay.
6.4 Senior Police Officer II. Any sworn, safety-member Police Officer, regardless of duty
assignment, who completes (acquires) at least ninety (90) educational/training units; or
possession of an Associate of Arts degree from an accredited college with an additional
thirty (30) or more educational/training units shall be designated as a Senior Police Officer
II and shall, upon approval of the Police Chief, be paid twelve and one half percent (12.5%)
of base pay.
6.5 Senior Police Officer III. Any sworn, safety-member Police Officer, regardless of duty
assignment, who completes (acquires) at least one hundred and twenty (120)
educational/training units; or possession of an Associate of Arts degree from an accredited
college with an additional sixty (60) or more educational/training units shall, upon approval
of the Police Chief, be designated as a Senior Police Officer III and shall be paid fifteen
percent (15%) of base pay.
6.6 Senior Police Sergeant I. Any officer holding the rank of Police Sergeant in the Santa Ana
Police Department, regardless of duty assignment, who completes (acquires) at least sixty
(60) educational/training units; shall be designated as a Senior Police Sergeant I and shall,
upon approval of the Police Chief, be paid seven and one half percent (7.5%) of base pay.
6.7 Senior Police Sergeant II. Any officer holding the rank of Police Sergeant in the Santa
Ana Police Department, regardless of duty assignment, who completes(acquires) at least
ninety (90) educational/training units; or possession of an Associate of Arts degree from
an accredited college with anadditional thirty (30) or more educational/training units shall,
upon approval of the Police Chief, be designated as a Senior Police Sergeant II and shall
be paid twelve and one half percent (12.5%) of base pay.
6.8 Senior Police Sergeant III. Any officer holding the rank of Police Sergeant in the Santa
Ana Police Department, regardless of duty assignment, who completes (acquires) at least
one hundred and twenty (120) educational/training units; or possession of an Associate of
Arts degree from an accredited college with an additional sixty (60) or more
educational/training units shall, upon approval of the Police Chief, be designated as a
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Senior Police Sergeant III and shall be paid fifteen percent (15%) of base pay.
6.9 Education Incentive Pay - Non-Sworn. An incumbent in one of the classes designated as
“non-sworn” covered by this MOU shall earn an additional amount as follows:
A. Upon attainment of an Associate in Arts Degree, employee will be paid at a rate of
five percent (5%) above their then current base monthly salary step. For employees
hired after July 1, 2017, the pay in this paragraph shall only apply to employees in
classifications which do not require a degree.
B. Upon attainment of a Bachelor of Arts or Science Degree, an employee will be paid
seven and one half percent (7.5%) of base pay above their then current base monthly
salary step. If the employee obtains a Bachelor’s Degree without attaining an
Associate in Arts Degree, they will be paid five percent (5%) of base pay. For
employees hired after July 1, 2017, the pay in this paragraph shall only apply to
employees in classifications which do not require a degree for any employee hired
after July 1, 2017.
C. Upon attainment of a Masters in Arts Degree, an employee will be paid ten percent
(10%) of base pay. This pay is not stacked with the pay in paragraphs A and B
above. For employees hired after July 1, 2017, the pay in this paragraph shall only
apply employees in classifications which do not require a degree.
6.10 Career Development Pay-Sworn
Sworn employees hired on or after January 1, 2014 shall be eligible to receive Career
Development Pay as follows:
A. Level One - Upon attainment of anAssociate in Arts Degree employees will be
paid five percent (5%) of base pay.
B. Level Two - Upon attainment of an Associate in Arts Degree and an additional
thirty (30) educational units toward a declared Bachelor’s degree, employees will
be paid five percent (5%) of base pay for a total of ten percent (10%) of base pay. If
such employee obtains a Bachelor's Degree without attaining an Associate in Arts
Degree, they will be paid ten percent (10%) of base pay
.
C. Level Three - Upon attainment of a Bachelor of Arts or Science Degree employees
will be paid five percent (5%) of base pay for a total of fifteen percent (15%) of
base pay.
The parties agree that to the extent permitted by law, the pay in Sections 6.3 through 6.10 is special
compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(2) and 571.1(b)(2) as
Educational Incentive. The City has a system in place to evaluate and approve acceptable courses.
However, CalPERS ultimately determines whether any form of compensation qualifies as special
compensation.
6.11 Advanced POST Certificate. Sworn employees who obtain and possess an Advanced
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POST Certificate will be paid two percent (2%) of base pay.The Advanced POST
Certificate pay will be provided effective the first pay period after the date it is issued but
not earlier than the first full pay period following City Council approval of this MOU.
The parties agree that to the extent permitted by law, thispay is special compensation and
shall be reported pursuant to Title 2 CCR, Section 571(a)(2) and 571.1(b)(2) as Peace
Officer Standard Training (POST) Certificate Pay. However, CalPERS ultimately
determines whether any form of compensation qualifies as special compensation.
6.12 Fingerprint Training Pay
Employees in the class of Forensic Specialist I or Forensic Specialist II who complete 80
hours of fingerprint training from the Department’s approved course list as well as 16
additional hours of City-qualified court testimony training shall be paid two and one half
percent (2.5%) of base pay. If these employees complete an additional 96 hours of
fingerprint training (for a total of 176 hours) from the Department’s approved course list
as well as 16 additional hours (for a total of 32 hours) of City-qualified court testimony
training, they shall be paid an additional two and one half percent (2.5%) of base pay, for
a total of five percent (5.0%) of base pay. This training enhances employees’ ability to do
their job. A system is in place to evaluate and approve acceptable courses.
The parties agree that to the extent permitted by law, the pay for fingerprinting training is
special compensation and shall be reported pursuant to Title 2 CCR, Section 571(a)(2) and
571.1(b)(2) as Educational Incentive. However, CalPERS ultimately determines whether
any form of compensation qualifies as special compensation.
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ARTICLE VII
7.0 TRAINING AND EDUCATIONAL ASSISTANCE PROGRAM
7.1 Purpose.
A. To encourage the employees of the City of Santa Ana to take college courses and
special training courses, which will better enable them to perform their present
duties and prepare them for increased responsibilities.
B. To provide financial assistance to eligible employees for education and training.
C. To establish eligibility requirements, conditions and procedures whereby such
assistance may be provided.
7.2 Eligibility.
A. Applications for tuition reimbursement will be considered only from full-time,
permanent City employees who have completed probation.
B. Reimbursement is not authorized for courses for which the employee is receiving
financial assistance from other sources such as G.I. Bill, scholarships, etc.
C. Applications will be approved only for courses directly related to the employee's
job or directly related to a promotional position in the employee's occupational
specialty.
D. Courses not ostensibly related to the employee's job, but which are required to
qualify for a degree that is directly related to their job may be reimbursable only
after all required occupationally related courses have been completed.
E. Prior to receiving tuition reimbursement, employees must submit documentary
proof of having received a grade of not less than "C" for the course. If objective
ratings are not rendered for a specific course, then a certificate of successful
completion must be submitted.
F. Approval will be limited to courses given by accredited colleges and universities,
city colleges or adult education courses under the sponsorship of the various Boards
of Education. Workshops, seminars, conferences and similar activities not
identifiable as a formal course of instruction within the curriculum of a recognized
educational institution, do not fall within the purview of this program but may be
authorized and funded by the interested department without coordination with the
Human Resources Department.
G. When an employee is required by the Police Chief to attend a particular course or
seminar, the expense shall be borne entirely by the City.
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H. For specifics regarding this Article, please refer to Santa Ana Police Department
Training Bulletin 02-07 - Scheduling of Training Days and Travel Time
Compensation.
7.3 Reimbursement.
A. Reimbursement will be based on the cost of tuition or registration fees and all
required texts, eBooks and related material for each course. Additional expenses
such as meals and parking fees are not reimbursable.
B. Costs for required texts and eBooks are eligible for one hundred percent (100%)
reimbursement subject to the following conditions:
1. For textbooks: a duplicate of the required textbook(s) was unavailable for
loan from the departmental libraries prior to the commencement of
coursework;
2. For textbooks: any textbook(s) purchased by the City shall be submitted to
the employee's respective departmental library in order that such text(s) may
be made available to all employees.
C. Tuition or registration costs of one hundred dollars ($100.00) or less are eligible for
one hundred percent (100%) reimbursement. Tuition costs in excess of one hundred
dollars ($100.00) are eligible for seventy-five percent (75%) reimbursement.
Maximum tuition reimbursement per semester is five hundred dollars ($500.00)
with a maximum of one thousand five hundred dollars ($1,500) a year. NOTE:
Summer and winter sessions shall be counted as separate "semesters" for purposes
of the program.
D. Employees shall be limited, for purposes of tuition reimbursement, to a maximum
of two (2) collegiate level courses of not more than a total number of units which
is equivalent to six (6) "semester" units per semester. One (1) "quarter" unit shall
equal two-thirds (2/3) of one (1) "semester" unit.
7.4 Procedures.
A. An employee who desiresto seek tuition reimbursement under the provisions of
this Article must complete an Application for Training and Educational Assistance
form and submit it to the Police Chief.
B. The Police Chief will recommend approval or disapproval and forward the
application to the Human Resources Department. It is advisable that the applicant
accomplish the procedures so far described prior to the inception of the course or
disbursement of personal funds in order to ascertain the eligibility of the intended
course of instruction for reimbursement under the provisions of this policy.
C. Within three (3) months after they have completed the course and received their
final grade, the employee must include official verification of theirfinal grade with
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appropriate receipts for tuition and textbook costs to the Human Resources
Department.These will be returned to the employee upon request. Applications
not submitted to the Human Resources Department within three(3)months
following completion of the course become void.
D. Upon receipt of the required documentation, the Human ResourcesDepartment will
determine whether the completed course of instruction is compatible with the
provisions of Sections 2 and 3 of this Article. If found to be compatible, the Human
Resources Department will compute the amount of reimbursement, authenticate the
application, and forward it to the Police Chief.
E. The Police Chief will then authorize the Finance and Management Services
Department to reimburse the employee the approved amount out of the budget of
the Police Department.
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ARTICLE VIII
8.0 OVERTIME
8.1 General Policy for Overtime Work. Whenever it shall be determined to be in the public
interest for employees to perform overtime work, or in an emergency situation, the City
Manager, the Police Chief, or an authorized representative of the City Manager or Police
Chief, may require an employee to perform overtime work.
8.2 Definition.
A. Standard Work Period Overtime. Overtime for those employees assigned to the
Standard Work Period shall be authorized or required time worked in excess of
those hours assigned to their particular Standard Work Period Schedule workday
or hours in excess of forty (40) hours per Work Period. However, subject to Article
8.3 below, if an employee uses sick leave or personal necessity leave as provided
for in this MOU in the same Standard Work Period in which they works hours in
addition to their regular hours, the sick leave and/or personal necessity leave shall
not count as work hours which shall mean that the additional hours worked shall be
paid at straight time if they are less than or equal to the number of sick leave or
personal necessity leave hours used in the Standard Work Period. The use of such
leave hours shall not affect overtime earned in accordance with Article 8.14 of this
MOU.
B.Alternative Work Period Overtime. Pursuant to this MOU, employees assigned to
the Alternate Work Period (the twenty-eight (28) day FLSA work period per
Section 7(k) of the FLSA) shall earn overtime for authorized or required time
worked in excess of those hours assigned to their particular Alternative Work
Period Schedule workday or hours in excess of their Alternative Work Period
Schedule hours in a consecutive twenty-eight (28) day, six hundred seventy-two
(672) hour period. However, subject to Article 8.3 below, if an employee uses sick
leave or personal necessity leave as provided for in this MOU in the same
Alternative Work Period in which they works hours in addition to their regular
hours, the sick leave and/or personal necessity leave shall not count as work hours
which shall mean that the additional hours worked shall be paid at straight time if
they are less than or equal to the number of sick leave or personal necessity leave
hours used in the Alternative Work Period. The use of such leave hours shall not
affect overtime earned in accordance with Article 8.14 of this MOU.
8.3 Computation of a Workday and Work Period. Paid leave for holidays, vacation, and other
time off with pay (including approved workers’ compensation leave), except for sick leave
and personal necessity, shall be credited towards the total time worked in computing a
regular workday, and/or a work period, as defined herein. Sick leave and personal necessity
shall not count as hours worked towards the total time worked in computing a regular
workday and/or a work period.
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Unit members shall record hours worked in one-tenth (1/10) of an hour increments of time.
This is illustrated by the following:
0-3 Minutes – No additional time should be recorded
4-9 Minutes = .1 of an hour
10-15 Minutes = .2 of an hour
16-21 Minutes = .3 of an hour
22-27 Minutes = .4 of an hour
28-33 Minutes = .5 of an hour
34-39 Minutes = .6 of an hour
40-45 Minutes = .7 of an hour
46-51 Minutes = .8 of an hour
52-57 Minutes = .9 of an hour
58-60 Minutes = 1.0 full hour
For example, if an employee whose work schedule is 7:30 a.m. to 5:30 p.m. works until
5:48 p.m. they would record 9.3 hours for the day.
Leave without pay shall not be credited towards the total time worked in computing a
regular workday, and/or a work period, as defined herein.
8.4 Compensation for Overtime.
A. The preferable method by which overtime shall be compensated is by monetary
payment, at one and one-half (1 1/2) times the employee's regular rate of pay.
B. Should the Police Chief determine that the best interests of the City will be served
thereby, theirdesignee may permit an employee to be compensated for overtime
work by earning compensatory time off at the rate of one and one-half (1 1/2) hours
for each hour of overtime worked. This time, hereinafter identified as “comp time”
shall be accrued as set forth below.
C. There are two (2) Comp Time banks. The first bank is the Non-FLSA Comp-Time
Bank established under the 2013-2015 MOU. Those employees hired after July 1,
2015 or those employees with less than one hundred (100) hours of Comp-Time at
the time the banks were created will not have a Non-FLSA Comp-Time Bank. The
second bank is the FLSA Comp-Time Bank.
1. The Non-FLSA Comp Time Bank can never have hours added to it. The
hours in that bank can only be used as leave time and when using such leave
will not cause the City to have to pay another employee overtime to fill
behind the employee using the leave. The comp time in this bank cannot be
cashed out during employment, only at the time the employee leaves City
employment. If an employee uses the comp time in this bank during
employment and exhausts the entire accrual in this bank, the employee’s
Non-FLSA Comp Time Bank will be closed as no additional hours may
accrue into this bank.
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2.The FLSA Comp Time Bank has a maximum accrual of one-hundred (100)
hours. An employee who has one hundred (100) hours in this bank will earn
overtime paid at time and one-half the employee’s regular rate of pay for
overtime earned in accordance with this MOU and the FLSA. An employee
who works overtime and who has less than one hundred (100) hours in their
FLSA Comp Time Bank may be able to accrue hours (at the rate of one and
one half (1.5) hours for each hour of overtime worked) in accordance with
subdivision (B) above.
By December 15 of each year, employees may make an irrevocable election
to cash out up to eighty (80) hours of FLSA Comp Time which they may
earn in the following calendar year. In the following year, the employee
can receive the cash for FLSA Comp Time they irrevocably elected to cash
out in either two (2) separate increments of up to forty (40) hours or one (1)
increment of eighty (80) hours.
The employee would be paid one half of what they irrevocably elected to
cash out hours on both the second pay day in July and the first pay day in
December (assuming they have earned it) or the employee can elect to be
paid their full amount they elected to cash out on the first pay day in
December. However, if the employee’s FLSA Comp Time balance is less
than the amount the employee elected to cash out (in the prior calendar year)
the employee will receive cash for the amount of FLSA Comp Time the
employee has earned at the time of the cash out.
D. Use of Comp Time from the FLSA Comp Time Bank.
1. When an employee submits a request for time off using accrued
compensatory time, and that employee has found a qualified replacement,
the time off request will be granted. A qualified replacementmeans that the
replacement officer or employee is able to fulfill the requirements of the
position to which the requesting officer is assigned.
a. Compensatory time off requests made for consideration during the
monthly scheduling meetings will be treated as any other time off
and granted only on the basis of seniority.
b. Pursuant to the 3-12 Operating Rules, officers may trade work days
with other officers within the twenty-eight (28) day deployment
period. Any trades must be approved by the affected Commanders
and the Field Operations Bureau Commander.
2. When an employee submits a request to take time off using accrued
compensatory time and the officer deployment is above minimum staffing
for the day requested, then the request will be granted without further
conditions. However, if the number of officers scheduled to work on the
day(s) of the request is at or below minimum staffing as defined by the
department, the compensatory time off request will be granted only if a
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qualified replacement has volunteered and committed to work the
assignment left open by the request for time off. The volunteer may
exchange days off with the requesting employee within the twenty-eight
(28) day deployment period, whichever applies, or may elect to receive
overtime compensation.
3. Requests for use of compensatory time off during holidays as defined by
this MOU, must be submitted in time to be considered during the monthly
scheduling meeting held by bureau and division commanders for the
upcoming month. These requests will be considered by seniority and will
be granted only if officer deployment is above minimum staffing.
Compensatory time off requested during a City-designated holiday will be
treated as any other time off request and will be granted in order of seniority
as long as minimum staffing levels are met. The replacement policy in
Section 8.4(D)(4) below will not apply to compensatory time off requests
submitted for consideration during monthly scheduling meetings.
4. Although it is always preferable for the employee to find a qualified
replacement when requesting the use of compensatory time off, if provided
sufficient notice of a request for time off, the department will work with
employees to find a qualified replacement. Sufficient notice and reasonable
period will be defined as follows:
a. Seventy-two (72) hours’ notice for one (1) day or less of time off
requested.
b. Five (5) calendar days’ notice for more than one (1) workday up to
one (1) workweek.
c. Fourteen (14) calendar days’ notice for more than one (1) week
compensatory time off request.
5. If an employee has provided sufficient notice to use compensatory time off,
the department will work with the employee to find a qualified replacement
in the following manner:
a. The watch commander will maintain a calendar of time off that has
been requested in accordance with the guidelines listed above.
Qualified employees will be allowed to volunteer to work these
shifts.
b. If an employee volunteers and signs up to work for another
employee who has requested compensatory time off, that
volunteering employee will be held responsible for working that full
shift without further reminder. Employees who do not show up to
work, or retract their offer to replace another officer, may be subject
to disciplinary action and may not be permitted to volunteer to work
in this manner in the future.
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6. The watch commander shall send out an e-mail message to all officers
requesting a volunteer to cover the shift by switching days off or working
on overtime.
7. When a compensatory time off request is made in a manner that does not
comply with this policy, and granting that request would unduly disrupt the
operations of the department, the department may deny that request.
8.5 Incremental Usage. Compensatory time off may be taken in increments as small as one-
half (1/2) hour.
8.6 No Effect on Other Benefits. Overtime is not pensionable, employees do not earn
additional leave accruals and it does not count toward the completion of the probationary
period or progression to the next salary step.
8.7 Overtime Work to be Apportioned. To the extent that they are reasonably able to do so,
the Police Chief shall arrange work programs to minimize overtime work; necessary
overtime work shall be apportioned among employees of like classification and
assignment.
8.8 Advance Compensation for Overtime. Compensatory time off earned within a pay period
cannot be used within the same pay period.
8.9 Compensation for Overtime: Overtime pay or comp time shall be allowed an employee
for attendance at conventions, conferences, seminars or the like, as long as prior
authorization is received. Overtime pay or comp time pay shall be permitted only for
attendance which is ordered on such employee’s normal days off or for time beyond a
normal workday’s duration. Please refer to Santa Ana Police Department Training Bulletin
02-07 for details.
8.10 Call-Back and On-Call.
A. Employees who are on call during their off-duty time due to their assignment (i.e.,
Homicide Investigators, Internal Affairs Sergeants, Crimes Against Persons
Sergeants, etc.) and are called back to work will be paid for their travel time at the
overtime rate from the time they leave their home until the time they return home,
or until their regularly scheduled shift begins. Only that period of time devoted to
work will be compensated. If employees are not home when they are called back
to duty, they will receive their normal home to work travel time or if closer to City
than their home, travel to that location and back.
1. Employees who are on-call are subject to the following:
Employees are required to promptly return to work after being called and be fit
for duty and able to respond. Employees on call are not permitted to drink
alcohol or use any substance that will affect their ability to return to work.
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Being on call does not constitute hours worked since employees are off-duty
and permitted to engage in personal pursuits.
Employees are required to respond to a phone call as quickly as possible. Upon
responding, the employee will be instructed as to whether they are required to
return to work (it is possible that the issue could be resolved by talking to the
employee on the phone or using a computer to resolve the issue) and if so, will
be informed of the location to which they must respond. Response time will
generally be the employee’s normal commute time and any additional minimal
time necessary to get ready to return to work.
B.Employees who are ordered back to work while off-duty because of an emergency
or other unforeseen event will be paid for travel time at the overtime rate from the
time they leave their home until they return home, or until their regularly scheduled
shift begins. Only that period of time devoted to work will be compensated.
C.Employees who are called at home and offered voluntary overtime work, and elect
to accept the offer, will not be compensated for travel time in any manner.
Similarly, employees who sign up for voluntary overtime, or who have advance
notice that they will have to work during their off-duty time on an overtime basis,
will not be compensated for travel time.
8.11 Accrued Compensatory Time Off Paid Upon Promotions or Upon Separation. Upon an
employee's appointment to a position in which overtime may not be earned or upon an
employee's separation from employment with the City they shall be compensated for
accrued compensatory time on the next payday.
8.12 Court Appearance. Compensation for court appearance shall be as follows:
A. For each required court appearance made by an employee during their off-duty time
regarding City business, employees shall be paid overtime for the period of time
from their arrival at court until they are released from court or the court session
closes for that day. However, in no case, shall an employee receive less than two
(2) hours overtime for a court appearance. If court appearances are made both in
the morning and afternoon of a particular day, the employee shall receive a
minimum of two (2) hours overtime for each session attended. Employees who
appear in court in the morning and are required to stay until through the court’s
meal break into the afternoon session will be considered to be in paid status during
the court’s meal break.
The employee must provide a copy of the subpoena requiring their attendance to
initiate payroll procedures.
B. A subpoenaed employee scheduled to appear in court on City business during off-
duty time may be placed on on-call status by the Police Chief or their authorized
representative if the employee can respond to the court, if called, within sixty (60)
minutes of the employee’s notification. In the event such off-duty employee is on
on-call status during any court session and is not required to appear in court, such
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employees shall be compensated two (2) hours at straight time, for each court
session. Such employee may elect, in lieu of paid time, to earn two (2) hours of
comp time off for standby time and not appearing in court, with the approval of the
Police Chief.
C.Employees assigned to the 3/12.5-7/12.5, or 3/12-4/12 Work Schedule who appear
in court during their regularly scheduled workweek, and who, as a result, do not
receive adequate rest (because of the hours of the day they work), will be allowed
to flex their scheduled shift start time up to four (4) hours, with the approval of the
employee's immediate supervisor and watch commander, or immediate supervisor
and section commander. Alternatively, the employee may be allowed to use up to
four (4) hours from their "Comp Time Banks" at the beginning of their scheduled
shift to ensure adequate rest.
1. An employee whose work shift ends or starts within thirty (30) minutes of
a mandatory court appearance shall be compensated for those thirty (30)
minutes at an overtime rate.
2. Employees assigned to a Watch 3 (6:00 p.m. to 6:30 a.m.) who are required
to appear in court following the end of their shift will have the option of
remaining on duty or ending their shift. Employees that continue active
duty will be compensated at time and one-half while on duty. Employees
that end their shift will be unpaid prior to their court appearance.
D. Employees who are on call for court during off-duty time, and who are called to
testify, will be paid at the overtime rate of time and a half of their regular hourly
rate, to include actual travel time from their home to court and back, or until their
regularly scheduled shift begins. Travel time will be limited to a maximum of one
(1) hour each way. Only that period of time devoted to work will be compensated.
Time spent on personal pursuits or other non-work related activity will not be
compensated.
E. Those employees who have advance notice of their required appearance in court,
have arranged an appearance time with the District Attorney’s Office, or who
otherwise have advance notice of mandatory court appearances, will not be
compensated for travel time in any manner.
F. Employees who appear in court during off-duty hours may elect to start their normal
work shift early as specified herein.
G. A subpoenaed employee scheduled to appear in court on City business during off-
duty time and placed on-call by the Police Chief or their authorized representative
will be compensated two (2) hours at straight time if they are not advised of the
cancellation of their appearance within five (5) Court business days of said
appearance.
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8.13 Creation of Association Comp Time Bank.
A. Any member of the Association who works overtime, or has accrued but unused
holidays, can designate that they will contribute the value of such time to a bank
for use by members of the Association for the purposes and subject to the
restrictions provided herein.
B.Any member of the Association may receive time off for the welfare of officers,
community service andany lawful activity of the Association with pay drawn from
the bank described in Subsection A of this Section, provided that said employee
first gains approval for said use by the executive board of the Association in the
manner specified by its rules as adopted from time to time, and subject to the
approval or disapproval of the Police Chief consistent with the operational needs of
the Police Department.
C. No withdrawal or use of such bank may be made by or on behalf of an employee
ordered to take time off without pay for discipline imposed by the Police Chief or
their designee.
D. The City agrees to provide the SAPOA with a quarterly accounting (at the end of
March, June, September and December) of all Association Comp Time accrued and
used.
8.14 Compensation of Voluntary Contract Overtime. Exclusive of other provisions of this
Article, except Section 8.6 (No Effect on Other Benefits), Police Officers and Police
Sergeants who voluntarily agree to perform contract security services at games, parades,
dances and similar public events for a separate and independent employer shall be
compensated at the rate of one and one-half (1 1/2) times the employee's regular rate of
pay. However, the hours worked do not constitute hours worked under the FLSA.
The Police Chief shall determine how many off-duty police officers should serve as
security officers at each event. Police Officers and Sergeants represented by the
Association shall be given first opportunity to volunteer for such off-duty assignments. If,
after a reasonable period of time, an insufficient number of police officers have volunteered
to work such assignments, the Police Chief may offer the remaining "openings" to any
person(s) they deem capable of performing the work at whatever straight-time pay rate the
City considers to be appropriate.
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ARTICLE IX
9.0 HOLIDAYS
9.1 Legal holidays observed by full-time permanent and probationary employees covered by
this MOU are as follows:
January 1- New Year's Day.
Third (3rd) Monday in January - Martin Luther King Jr.'s Birthday.
Third (3rd) Monday in February - Presidents’ Day.
March 31 – Cesar Chavez Day (effective the first holiday after City
Council approval of this 2024-2027 MOU).
Last Monday in May - Memorial Day.
July 4 - Independence Day.
First (1st) Monday in September -Labor Day.
November 11 - Veteran's Day.
Fourth (4th) Thursday in November -Thanksgiving Day.
The Friday immediately following Thanksgiving Day.
December 25 -Christmas Day.
Last working day before Christmas Day, unless Christmas falls on a
Thursday, in which instance, the day following Christmas Day shall be
observed in lieu thereof.
One (1) Floating Holiday -Any workday selected by the employee with
prior permission of the employee's supervisor.
Every day proclaimed by the Mayor of the City as a holiday for City employees.
Any holiday which falls on a Sunday will be observed on the following Monday. Any
holiday, which falls on a Saturday, will be observed on the Friday preceding the Holiday.
9.2Employees shall receive ninety-six (96) holiday hours each year (twelve (12) eight (8) hour
holidays – which includes the floating holiday) in lieu of the holidays specified in Section
9.1. However, the floating holiday in Section 9.1 shall be donated back to the City to pay
for the Association President’s Leave per Section 14.3.
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Effective January 1, 2025, employees shall receive one hundred and four (104) holiday
hours each year (thirteen (13) eight (8) hour holidays). These amounts include the floating
holiday on the list in Section 9.1. However, the floating holiday plus four (4) additional
holiday hours (for a total of twelve (12) hours)shall be donated back to the City to pay for
the Association President’s Leave per Section 14.3.
For each of the holidays, employees have the following two (2) options:
A. Option 1 - Employees can use their holidayhours (eighty-eight (88) hours in 2024,
which is increased to ninety two (92) hours effective January 1, 2025) during the
calendar year by scheduling it as time off. If this option is chosen, the following
provisions apply:
1. The employee will not be cashed out for any of the eighty-eight (88) holiday
hours which is increased to ninety-two (92) hours effective January 1, 2025
at the end of the year if any of the hours are not used.
2. If an employee leaves City employment during the year and has not used all
of the holiday hours earned during the year at the date of separation the
remaining holiday hours earned to date will be paid to the employee on their
final check. This pay will not be reported to CalPERS as Special
Compensation.
3. If an employee leaves City employment during the year and has used more
holiday hours in the calendar year than they have earned as of that date, they
must pay the City the cash value for such used but unearned holiday time
off benefits prior to or at the time of separation.
4. Employees can use holiday leave in increments as small as one-half (1/2)
hour with fractional usage rounded upward to the next higher multiple of
one-half (1/2) hour.
B.Option 2 –Employees may make an irrevocable election to receive holiday pay in
lieu (paid at the regular rate of pay at straight time) of time off for the holiday. If
this option is chosen, employees must submit their irrevocable election by
December 15 of each calendar year to the Police Department Human Resources
Division who will then forward it to City Payroll.
Employees will receive eight (8) hours and effective January 1, 2025, seven and
two thirds (7.67) hours of holiday pay in lieu for each holiday. The employee will
receive the pay on the payday following when each of the twelve (12) holidays
occur. If this option is chosen, the parties agree that to the extent permitted by law,
this holiday pay in lieu is special compensation and shall be reported to CalPERS
pursuant to Title 2 CCR, Section 571(a)(5) and 571.1(b)(4) Holiday Pay.
An employee who does not irrevocably elect Option 2 by December 15 of the
previous calendar year will receive holidays per Option 1.
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9.3 Allemployeesmust actually work at least one (1) day preceding the day a holiday listed in
Section 9.1, actually occurs in order to receive credit for such holiday. The employee will
then be credited with all remaining holidays in the year occurring after the appointment.
An employee separating from the service of the City must actually work at least one (1)
day following the day a holiday listed in Section 9.1, actually occurs in order to receive
credit for that holiday.
A newly appointed employee must complete six (6) months of continuous, full-time service
in order to receive credit for the Floating Holiday listed in Section 9.1 above.
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ARTICLE X
10.0 VACATION
10.1 Purpose. It is the policy of the City to grant employees vacation leave in order to provide
them with a break in their regular work schedule, and this purpose will be used as a guide
in the administration of the provisions of this Article.
10.2 Vacation.
A. Members shall accrue vacation with pay on a monthly basis as set forth in the
following table.
Annual Monthly
Beginning Vacation Accrual
YearsAccrued Rate
1 806.67
2 806.67
3 120 10.00
4 120 10.00
5 120 10.00
6 124 10.33
7 128 10.67
8 132 11.00
9 136 11.33
10 140 11.67
11 144 12.00
12 148 12.33
13 152 12.67
14 156 13.00
15 160 13.33
16 168 14.00
17 176 14.67
18 184 15.33
19 192 16.00
20 or more 200 16.67
B. An employee who has completed less than one(1) year's serviceduring the calendar
year shall receive a proportionate fraction in accordance with the amount of service
to their credit during the year; provided, however, no employee shall be entitled to
use any vacation until they has completed six (6) months of continuous service.
C. On or after the first (1st) day of the month following completion of six (6) months
of continuous full-time service, an employee may be allowed to take all or a
proportionate fraction of theirearned vacation, subject to scheduling approval of
the employee's supervisor.
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D. Absence on sick leave for a period in excess of fifteen (15) consecutive calendar
days shall not be considered as service for vacation accrual purposes.
E. Computation of Vacation.
1. If a holiday listed in Article 9 occurs during an employee’s vacation,
vacation hours will not be deducted. For employees who choose to earn
holiday in lieu pay, they are already being paid for the holiday. If an
employee qualifies for sick leave while on vacation, the time will be
deducted from sick leave, not vacation.
2. With the exception of military leave, an employee who has a break in
service of one (1) year or less will continue to accrue vacation per Section
10.2(A). If an employee has a break in service of one (1) year or more, they
shall be considered a first year employee for purposes of accruing vacation.
F. Vacation Buy-Back. By December 15 of each year, employees may make an
irrevocable election to cash out up to sixty (60) hours (one hundred twenty (120)
hours if they used eighty (80) hours in the calendar year they are making the
election) of vacation which they can accrue per year which will be earned in the
following calendar year at the employee’s base rate of pay. In the following year,
the employee can receive the cash for the vacation they irrevocably elected to cash
out in either two (2) separate increments of up to thirty (30) hours (sixty (60) hours
if they if they used eighty (80) hours in the calendar year they are making the
election) hours or one (1) increment of up sixty (60) hours (one hundred twenty
(120) hours if they if they used eighty (80) hours in the calendar year they are
making the election) they can accrue in a year.
The employee would be paid one-half of what they irrevocably elect to cash out
hours on both the second pay day in July and the first pay day in December or the
employee can elect to be paid sixty (60) hours (one hundred twenty (120) hoursif
they if they used eighty (80) hours in the calendar year they are making the election)
on the first pay day in December. However, if the employee’s vacation balance is
less than the amount the employee elected to cash out (in the prior calendar year)
the employee will receive cash for the amount of vacation the employee has
accrued at the time of the cash out.
If an employee makes an irrevocable election to cash out vacation in the following
calendar year and uses vacation in that subsequent year, the vacation used will come
from vacation the employee had earned prior to January 1 of the year the employee
has elected to cash out vacation. This is to ensure that assuming an employee had
a vacation balance prior to January 1, the vacation used will not result in a reduction
in the amount of vacation the employee will be eligible to cash out.
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10.3 Limitation on Vacation.
With the exception of a retiring employee, no employee is granted, and no employee shall
be allowed to take, any vacation leave with pay in excess of four hundred (400) hours in
any one (1) year.
10.4 Vacation Carry-Over.
A. Noemployee may carry over from one (1) calendar year to the next, more than the
maximum vacation carryover as set forth in the following table. Any vacation not
used beyond the maximum carryover amount from year to year will be paid off by
the City at the end of the calendar year at the employee’s base rate of pay so that at
the beginning of the following calendar year, the employee will have the maximum
carryover amount of vacation in their vacation bank.
Completed Years Max Carryover
1 80
2 160
3 280
4 320
5 360
6 364
7 372
8 380
9 388
10 396
11 404
12 412
13 420
14 428
15 436
16 448
17 464
18 480
19 496
20 512
21 520
22 520
23 520
24 520
25 520
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10.5 Use of Accrued Vacation. Vacation, may be taken in increments as small as one-half (1/2)
hour.
Each affected employee shall be afforded the opportunity to submit selection(s) for use of
accrued vacation, and the Police Chief or their designee shall make every reasonable effort
to accommodate the employee's preference(s). The time at which an employee shall take
their vacation, shall be determined by the Police Chief, with due regard for the wishes of
the employee and particular regard for the needs of the service.
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ARTICLE XI
11.0 OTHER LEAVES OF ABSENCE
11.1 Sick Leave.
A. Definition. Except as otherwise provided below, sick leave shall be deemed to
mean absence from duty of an employee because of illness or injury that prevents
the employee from performing the duties of theirposition and shall be deemed to
include time in quarantine resulting from non-duty related exposure to a contagious
disease.
B. Accrual. Each employee shall earn eight (8) hours of sick leave for each full
calendar month of service in which they are employed by the City with full pay.
However, any absence on sick leave for a period of time greater than fifteen (15)
consecutive calendar days in any one (1) calendar month shall not be considered to
be service entitling an employee to earn sick leave as aforesaid. Employees on leave
of absence for service-connected illness or injury who are covered by the provisions
of Labor Code Section 4850, shall continue to accumulate eight (8) hours of sick
leave for each full calendar month of service for which they are employed by the
City with full pay during said absence for service-connected illness or injury.
C. Authorized Only When Necessary. Use of sick leave by City employees shall be
authorized as follows:
1. Sick leave is not a right which an employee may use at their discretion, but
shall be allowed only in cases of necessity and actual sickness or disability,
or as authorized in Subsection J below.
2. For miscellaneous-member employees covered by this MOU, when such an
employee's absence is caused by an industrial illness or injury, for which
benefits are required to be provided under the State Workers' Compensation
Insurance and Safety Act, the City shall pay one hundred percent (100%) of
salary for the first three (3) days of such absence and sick leave shall not be
debited.
D. Limit. The maximum total accumulation of sick leave shall be one thousand six
hundred (1,600) hours. Sick leave usage of less than a full day shall be charged in
minimum increments of one-half (1/2) hour.
For employees who are newly hired from outside the City into classifications
represented by the Association following Council approval of this MOU:
1. Maximum accumulation of seven hundred (700) sick leave hours; and
2. Any annual accrual over the seven hundred (700) hours (up to ninety-six
(96) hours) would be cashed out into an employee’s RHS during the first
pay period in January of each year.
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E. Extended. The City Manager may grant leave up to six (6) months without pay to
an employee who has exhausted all of their accrued sick leave if a licensed
physician indicates that the employee will be sufficiently recovered to return to
their employment within a six (6) month period. Prior to the expiration of the
additional time, the employee may return to their position provided that they have
a certificate from their physicians stating that the employee is able to perform all
the duties of their position without qualification. In addition to the above, the City
Manager may grant a further extension not to exceed a total of one (1) year without
pay.
F. Extension by Use of Vacation. After an employee's sick leave has been exhausted,
they may be granted permission to take any earned vacation they may have accrued.
G. Notice. The employee taking sick leave shall notify their immediate supervisor not
less than one (1) hour prior to the time they are scheduled to report for duty. If after
three (3) consecutive days of sick leave usage and if sick leave abuse is suspected
based on articulable facts, an employee may be required to produce a physician
certificate verifying that the employee was sick.
H. Denial. No employee shall be entitled to sick leave with pay while absent from
duty because of sickness or injury purposely self-inflicted or caused by willful
misconduct for monetary gain or other compensation, or by reason of engaging in
business or activity for monetary gain or other compensation.
I. Excess Usage. If sick leave is used in excess of that due and available to an
employee, such excess sick leave, will first be deducted from any available
compensatory time off benefit; second, from any available vacation leave benefit;
third, from any available holiday leave benefits; and finally, will be considered
leave without pay.
J. Personal Necessity Leave (Family Sick Leave per Labor Code section 233). Each
employee shall be afforded the opportunity to use up to forty-eight (48) hours of
sick leave per calendar year, on a non-cumulative basis. This leave may be used to
attend to an illness of a child, parent, spouse, registered domestic partner,
grandchild, grandparent, parent in law, or sibling of the employee. It can also be
used for a “designated person”. A “designated person” is a person identified by the
employee at the time they request sick leave. An employee may designate one(1)
person per twelve (12) month period. As used in this section, “child” means a
biological, foster, or adopted child, a stepchild, a legal ward, or a child of a person
standing in loco parentis; and “parent” means a biological, foster, adoptive parent,
a stepparent, or a legal guardian.
Up to three (3) days of this personal necessity leave may be used: (a) to attend to a
serious accident to members of the employee’s immediate family; (b) childbirth;
(c) to cope with imminent danger to the employee’s home or other valuable
property; or (d) when the existence of external circumstances beyond the
employee’s control make it impractical for them to report for duty. For the purposes
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of this section only, a “day” shall be defined as the number of hours of work that
an employee is required to work according to their specific workday schedule.
K. Payment for Unused Sick Leave.
Definition. All employeeshired or appointed into the bargaining unit on or prior
to December 20, 2022 (as this section does not apply to employees hired or
appointed into the bargaining unit after December 20, 2022), except for those
involved in disciplinary termination, shall be entitled to payment under the
following provisions:
1. After ten (10) years of cumulative full-time service with the City, each
qualified employee shall be entitled to payment for one-third (1/3) of the
total sick leave benefit credited to their 457 account or cash upon the
effective date of such termination, not to exceed a maximum limit of four
hundred twenty-seven (427) hours, at the rate of pay in effect on the date of
such termination.
a. At their option, an employee may convert the above lump sum
payment option into the retiree health account fund, held by the
SAPOA for the purposes of retiree health insurance or long term
care insurance premiums to the extent necessary to provide the
employee and their designated eligible dependents, if any, with
benefits under the health insurance program maintained by the
Association. For unused sick leave benefits had this option not been
elected, not to exceed a maximum of six hundred forty (640) hours.
2. After fifteen (15) years ofservice, employees shall be entitled to one
hundred percent (100%) of the amount of unused sick leave benefits
credited to their 457 account or cash upon the effective date of separation,
up to a maximum of one thousand six hundred (1,600) hours.
3. A lump sum payment shall be made to the beneficiaries of any eligible
employee whose death occurs while such employee is an active employee
of the City, such payment to be in the amount of one-third (1/3) of the total
sick leave benefit credited to the employee’s account at the time of their
death, and at the rate of pay effective on the date of death.
4. Upon the death of any retired employee receiving a benefit under this
provision, said benefit will continue to be provided through the Association
on behalf of said retired employee to their beneficiary.
11.2 Bereavement Leave. An employee shall be granted up to three (3) days leave without loss
of pay in case of death of a member of the employee's immediate family. For purposes of
this Section only, a "day" shall be defined as the number of hours of work that an employee
is required to work according to their specific workday schedule. Such leave is designated
as bereavement leave. "Immediate family" as used in this section is limited to:
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A. Any relative by blood or marriage who is a member of the employee's household;
B. A parent, parent-in-law, stepparent, spouse, registered domestic partner, child,
brother, stepbrother, sister, stepsister, grandparent, or grandchild of the employee,
regardless of residence.
C. An employee (who has worked for the City for at least thirty (30) days) shall be
granted up to five (5) days of leave for the death of a member of the employee’s
immediate family, as specified in this Section. Three (3) of the days will be paid
bereavement leave and the remaining two (2) days of leave may be unpaid, except
that an employee may use accrued vacation, sick leave, or compensatory time off
that is otherwise available to the employee for this purpose. This leave must be used
within three (3) months from the date of death of the family member.
11.3 Military Leave.
A. Proof of Orders and Reinstatements. An employee shall be granted military leave
if they furnishes the Executive Director of Human Resources or designee
satisfactory proof of their orders to report for duty. Upon return and upon showing
proof of actual service pursuant to such orders, they will be reinstated as provided
in Section 9-143 of the Santa Ana Municipal Code.
B. Temporary. Members of the reserve forces of the United States, or the National
Guard, granted temporary military leave when ordered to duty, in accordance with
the Military and Veterans Code and Section 9-144 of the Santa Ana Municipal
Code, will be granted leave with pay not to exceed thirty (30) working days in each
calendar year after one (1) year's service with the City upon presenting satisfactory
proof of orders to and from such temporary active duties.
11.4 Jury and Witness Leave. When an on-duty employee is called to serve as a juror or a non-
party witnessin any court action they shall be allowed leave for the time actually required
for such service, without loss of pay. Each on-duty employee called for such service shall
present to the Police Chief for examination the subpoena calling them to such service. Refer
to Departmental Order 396 - Jury Duty for specifics.
11.5 Examination Leave. Employees participating in examinations conducted during their
normal working hours for positions in the competitive service of the City of Santa Ana will
be granted leave with pay for the time actually required, without loss of any accrued
vacation or compensatory time off benefits.
11.6 Unauthorized Absence. Unauthorized absence from duty for any duration of time may be
considered cause for dismissal. Absence from duty without leave for five (5) consecutive
working days shall be deemed a resignation from the service; provided, however, if upon
return to duty the person so absenting themselves makes an explanation satisfactory to the
Police Chief of the cause of their absence, the Police Chief may restore them to their
position, with the City Manager's approval.
11.7 Authorized Absence Without Pay. Absence without pay not to exceed five (5) consecutive
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working days’ may be authorized by the Police Chief. Absence without pay not to exceed
fifteen (15) calendar days may be authorized by the department with the approval of the
City Manager. Such absences may be authorized only if in the judgment of the Police Chief
they serve the best interest of the City.
11.8 Authorized Absence Without Pay - Long Term. Upon receipt of a written request from an
employee having permanent status plus action by the Police Chief recommending approval
of the request, the City Manager may grant a leave of absence for up to six (6) months.
An employee returning to duty with the City shall inform the Police Chief and the
Executive Director of Human Resources or designee of their intention at least thirty (30)
calendar days prior to the expiration of the six (6) months period or shorter period if the
full six (6) months is not taken. Upon receipt of such notice, the Police Chief will take steps
necessary to restore the employee to their former position.
11.9 Administrative Leave. The City Manager is authorized to grant, at their discretion,
administrative leave with or without pay (without pay if the employee requests)for
permanent employees if, in their opinion, such a leave is in the interests of the City.
11.10 Industrial Leave.
A. Each "safety member" employee covered by the provisions of Labor Code Section
4850 who is compelled to be absent from duty because of an illness or injury
covered by the State of California Workers' Compensation Insurance and Safety
Act shall, in lieu of temporary disability compensation payable under the
aforementioned Act, continue to be paid their normal salary and accrue other
benefits in accordance with the provisions of Labor Code Section 4850.
B. Any period of time during which an employee is required to be absent from their
position by reason of an industrial injury or industrial illness for which they are
entitled to receive compensation shall not be considered a break in continuous
service for the purpose of theirright to salary adjustment or tothe accrual of
vacation and seniority.
11.11 Catastrophic Leave Donation. In order to assist employees otherwise granted leave of
absence without pay by the City Manager because of a catastrophic, non-industrial medical
condition or injury, the following Catastrophic Leave Donation Program applies:
A. Guidelines. It shall be understood that all donations under this procedure are
voluntary and subject to taxation for the recipient.
1. Employees may donate vacation or compensatory time or holiday leave
time to the eligible employee. In no event shall sick leave be donated.
2. Employees shall be provided a two (2) week period to submit donations.
Donations received after this two (2) week period shall not be processed.
The two(2) week period for each case shall be designated by the Police
Chief or theirdesignee as provided herein below. If all previous time
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donated has been exhausted, the recipient may request a new donation
period be designated by the Police Chief or their designee as provided
herein below.
3. All vacation, compensatory time or holiday leave time donations must be
made in two (2) hour increments. There is no limit on the amount of the
donation that can be made.
4. Any authorization of donations not made in accordance with the procedures
outlined in Section 11.11(C)(2), will not be processed.
5. All donations shall be irrevocable.
6. In the event the recipient returns to work before leave donations have been
exhausted, any balance on the books shall be accrued by the recipient and
designated as sick leave and may be used pursuant to Article XI, Sections
11.1(A) through 11.1(K) above.
B.Eligibility. Full-time employees shall be eligible for catastrophic leave donations
if the following criteria are met:
1. When it is reasonably foreseeable that all accrued time on the books, such
as sick leave, compensatory time, vacation, and in lieu holidays, will be
exhausted and the employee’s illness will continue past the time when the
employee will be on paid status.
2. The Police Chief or their designee has approved a written request for
donations accompanied by a medical statement from the employee’s
attending physician. The attending physician’s statement must verify the
employee’s need for an extended medical leave and an estimate of the time
the employee will be unable to work.
C. Procedure.
1. Upon receipt of a valid request for donations from an eligible employee, the
Police Chief or their designee shall post a notice of the eligible employee’s
need for donations on bulletin boards accessible to employees. No
confidential medical information shall be included in the posted notice.
2. Employees wishing to donate time to an eligible employee must sign their
authorization of the transfer of such donated time and provide:
a. Their name, department name, and employee number;
b. The number of hours of compensatory, holiday or vacation time of
the donation within the limitations of Section 11.11(A)(3);
c. The name, department, and employee number of the recipient;
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d. A statement indicating that the donor understands such donation of
time is irrevocable.
3. At the close of the two(2) week donation period, the department shall verify
that each donating employee has accrued vacation, holiday and/or comp
time balances sufficient to cover the designated donation.
4. The department shall submit all approved donation authorizations for an
eligible employee at one time for processing. No donation authorizations
for the eligible employee will be processed after this period. However,
employees who receive donations under this procedure and who exhaust all
donated hours may request an additional donation period subject to the
provisions of Section A, herein.
5. The City shall add the donated time to the recipient’s sick leave account.
D. Upon the death of any active employee receiving a benefit under this provision, the
City agrees to pay any unused Catastrophic Leave Donations remaining on the
books to the surviving beneficiary.
E. For those current employees with unused catastrophic leave on the books, the City
agrees to convert said unused catastrophic leave to sick leave for use in accordance
with the provisions of Article XI, Sections 11.1(A) through 11.1(K) above.
11.12 Assignment Departmental Seniority
Employees who are authorized to be on an unpaid medical leave for twelve (12) weeks or
less shall continue to accrue seniority related to their particular assignment, as it relates to
the badge number list or for any other purpose concerning Police Department Operations
for which seniority is considered. Once such leave of absence exceeds twelve (12) weeks,
the employee will no longer accrue seniority (for all purposes, including, but not limited to
their classification, assignment or rank). While such employee will not lose any of the
seniority they have previously earned, by not continuing to accrue seniority at that point,
others who previously were less senior may become more senior than such employee for
seniority purposes in the Department.
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ARTICLE XII
12.0 EMPLOYEE INSURANCE
12.1 The City will contribute toward the payment of premiums for health, dental, and long-term
disability insurance plans administered by the Association for the benefit of the employees
represented by the Association as follows:
A. Medical Insurance. The City will contribute one thousand five hundred seventy-
five dollars ($1,575.00) per month to the Santa Ana Police Officers Association
Medical Insurance Trust Fund for each affected employee enrolled in medical
insurance plans provided by the Association for its bargaining unit members and
their eligible dependents. Any contributions necessary to maintain benefits under
the plans in excess of the aforementioned amount per month shall be borne entirely
by the Association and/or the enrollee. Members of the bargaining unit who are
not Association members and therefore not eligible to purchase insurance through
the Trust will receive from the City up to one thousand five hundred seventy-five
dollars ($1,575.00) per month to be used only for the purchase of medical insurance
for themselves and eligible dependents.
The Association will provide the City with proof that each of the employees in the
Association who have enrolled in insurance are receiving insurance. The
Association will also provide the City (once each quarter) with a list of the group
insurance plan and rates for medical, dental and Long Term Disability.
The Association shall provide and administer health benefit plans for employees in
accordance with the terms and conditions of the Health Plan Agreement attached
as Exhibit C to this MOU.
The parties agree to reopen this 2024-2027 MOU to consider the City’s health
insurance contribution after receiving the results of the 2024 Association Medical
Insurance Trust Fund audit.
B. Life Insurance. The City shall provide term life insurance coverage for each
affected employee in the amount of thirty thousand dollars ($30,000), plus thirty
thousand dollars ($30,000) accidental death and dismemberment (AD + D)
coverage, subject to carrier contract, terms, and conditions.
12.2 Retiree Health Contribution.
All employees covered by this MOU will contribute two percent (2%) of their regular rate
of pay through payroll deduction to a fund maintained by the Santa Ana Police Officers
Association for the purpose of providing retiree health insurance premium reduction
assistance.
On October 1 of each year, the City shall contribute an amount equal to two percent (2%)
of each employee’s regular rate of payof each active employee who is covered by this
MOU as of October 1 of each year to a fund maintained by the Santa Ana Police Officers
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Association for the purpose of providing retiree health insurance premium reduction
assistance.
12.3 If an employee is on an unpaid leave of more than fifteen (15) calendar days in a calendar
month the City will not contribute toward any insurance coverage for the following
calendar month.
The Police Department will notify the Association of all employees on unpaid leave or who
separate from City employment within three (3) working days. The City will continue the
payment of contribution for insurance coverage until the end of the month in which the
Association had received notice from the City of the employee's separation from
employment.
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ARTICLE XIII
13.0 RETIREMENT
13.1 General. The City shall continue to make contributions to the California Public Employees'
Retirement System (CalPERS) in accordance with its contract with CalPERS for
employees covered by said contract as amended.
13.2 Deferred Retirement. The City shall continue to make payment to CalPERS on behalf of
each employee covered by this MOU in accordance with the following schedule:
A. For Safety employees covered by this MOU who do not qualify as “New Members”
under the California Public Employees’ Pension Reform Act of 2013 (PEPRA), the
City shall pay the nine percent (9%) member contribution and report it to CalPERS
as compensation earnable.
B. For Miscellaneous employees covered by this MOU who do not qualify as “New
Members” under the California Public Employees’ Pension Reform Act of 2013
(PEPRA) the City shall pay the eight percent (8%) member contribution and report
it to CalPERS as compensation earnable.
Such payments shall be credited to the individual employee’s CalPERS account.
Such payments are not increases in base salary and no salary range applicable to
any of the employees covered by this MOU shall be changed or deemed to have
been changed by reason thereof. As a result, the City will not treat these payments
as ordinary income and thus, will not withhold federal or state income tax from said
payments as permitted by IRS Code section 414(h)(2).
For the purpose of reporting an employee’s compensation to CalPERS, the City
shall include these payments as if they were a part of the employee’s base salary.
The parties agree that to the extent permitted by law the value of the Employer Paid
Member Contribution is special compensation and shall be reported as such pursuant to
Title 2 CCR, Section 571(a)(1). This pay is only reportable to CalPERS as special
compensation for those who qualify as classic members as described by the Public
Employees’ Pension Reform Act of 2013 – PEPRA. This pay is not reportable as special
compensation for employees defined as “new members” under PEPRA. However,
CalPERS ultimately determines whether any form of compensation qualifies as special
compensation.
13.3 CalPERS Fourth Level of 1959 Survivors Benefits. The City will provide CalPERS fourth
level of 1959 Survivors Benefit to all eligible employees in the unit. Employees pay the
employee contribution for this benefit.
13.4 CalPERS Pre-Retirement Optional Settlement 2 Death Benefit. The City shall provide the
CalPERS Pre-Retirement Optional Settlement 2 Death Benefit to all employees covered
by this MOU.
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13.5 Military Service Credit as Public Service. Employees may elect (per Government Code
21024) to purchase up to four (4) years of service credit for any continuous active military
or merchant marine service prior to employment. The employee must contribute an amount
equal to the contribution for current and prior service that the employee and the employer
would have made with respect to that period of service.
13.6 3% at 50 Service Retirement Benefit for Safety employees. The City contractswith
CalPERS to provide Safety employees who do not qualify as “New Members” under
PEPRAwith the 3% at 50 Service Retirement benefit.
All Safety employees who do not qualify as “New Members” under PEPRA shall pay twelve
percent (12%) compensation earnable to pay for the employer portion of the City’s CalPERS
contribution. This payment shall be paid in accordance with Government Code Section
20516(f). If, at any time in the future, the Association informs the City that it no longer
agrees to this cost sharing agreement, effective on the date of the elimination of the cost
sharing (which would need to coincide with the expiration date of the MOU) these
employees’ base salary would be reduced by twelve percent (12%).
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service
regulations, the City shall make the above employee deductions pre-tax contributions.
13.7 2.7% @ 57 Service Retirement Benefit for “New Member” Safety employees. The City
agrees to provide Safety employees who are defined as “New Members” within the meaning
of the California Public Employees’ Pension Reform Act (PEPRA) of 2013 with the 2.7%
@ 57 Service Retirement benefit.
Final compensation will be based on the highest annual average compensation earnable
during the thirty-six (36) consecutive months immediately preceding the effective date of
their retirement, or some other thirty-six (36) consecutive month period designated by the
member.
Employees covered under the 2.7% @ 57 retirement formula shall pay one-half of the
normal cost rate as established each year by CalPERS.
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service
regulations, the City shall make the above employee deductions pre-tax contributions.
13.8 2.7% at 55 Service Retirement Benefit for Miscellaneous employees. The City contracts
with CalPERS to provide Miscellaneous employees who do not qualify as “New Members”
under PEPRA with the 2.7% at 55 Service Retirement benefit.
The employee’s contribution rate for Miscellaneous employees who do not qualify as
“New Members” under PEPRA is eight percent (8%) compensation earnable. All
employee contributions for retirement benefits are paid to the employer portion of the
City’s CalPERS contribution. This payment shall be paid in accordance with Government
Code section 20516(f). If, at any time in the future, the Association informs the City that
it no longer agrees to this cost sharing agreement, effective on the date of the elimination
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of the cost sharing (which would need to coincide with the expiration date of the MOU)
these employees’ base salary would be reduced by eight percent (8%).
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service
regulations, the City shall make the above employee deductions pre-tax contributions.
13.9 2% @ 62 Service Retirement Benefit for “New Member” Miscellaneous employees. The
City agrees to provide Miscellaneous employees covered by this MOU who are defined as
“New Members” within the meaning of the California Public Employees’ Pension Reform
Act (PEPRA) of 2013with the 2%@ 62 Service Retirement benefit
Final compensation will be based on the highest annual average compensation earnable
during the thirty-six (36) consecutive months immediately preceding the effective date of
their retirement, or some other thirty-six (36) consecutive month period designated by the
member.
Employees covered under the 2% @ 62 retirement formula shall pay one half of the normal
cost rate as established each year by CalPERS
Pre-Taxable Benefit. To the extent permitted by CalPERS and Internal Revenue Service
regulations, the City shall make the above employee deductions pre-tax contributions.
13.10 Credit for Unused Sick Leave. All sworn and non-sworn employees can have unused
accumulated sick leave at the time of retirement converted to additional service credit. The
maximum total unused sick leave that can be converted shall be ten (10) eight (8) hour
working days equal to eighty (80) hours. This section applies to members whose effective
date of retirement is within four (4) months or one hundred twenty (120) days of separation
from employment. (Government Code Section 20965). The City may amend it contract
with CalPERS to eliminate this benefit for employees hired after the effective date of the
contract amendment. Employees hired on or after a contract amendment between the City
and CalPERS to eliminate this benefit shall not be eligible to convert unused sick leave to
CalPERS for service credit.
13.11 Uniform Allowance. With respect to Safety and Miscellaneous employees who do not
qualify as “New Members” under the California Public Employees’ Pension Reform Act
(PEPRA), the City shall report to CalPERS the monetary value of uniforms and uniform
maintenance for those employees required to wear uniforms. The monetary value (as of
the first date of the MOU) by classification is listed in Exhibit B, entitled “Uniform
Allowance by Classification.” The monthly amounts listed in Exhibit B may be adjusted
(either upward or downward) as the cost of the uniforms and/or their maintenance changes.
The value of the Uniform Allowance shall be determined by the City (based on the current
cost of the uniforms and/or their maintenance at the time of the report to CalPERS) and
will be reported to the California Public Employees’ Retirement System (CalPERS) for
retirement purposes only.
Under CCR 571(a), Uniform allowance is defined as “Compensation paid or the monetary
value for the purchase, rental and/or maintenance of required clothing, including clothing
made from specially designed protective fabrics, which is a ready substitute for personal
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attire the employee would otherwise have to acquire and maintain. This excludes items that
are solely for personal health and safety such as protective vests, pistols, bullets and safety
shoes.
The parties agree that to the extent permitted by law, Uniform Allowance is special
compensation and shall be reported pursuant to Title 2, CCR 571(a)(5) as Uniform
Allowance. This is only reportable to CalPERS as special compensation for those who
qualify as classic members as described by the Public Employees’ Pension Reform Act of
2013 –PEPRA. This pay is not reportable as special compensation for employees defined
as “new members” under PEPRA. However, CalPERS ultimately determines whether any
form of compensation qualifies as special compensation.
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ARTICLE XIV
14.0 ASSOCIATION LEAVE
14.1 The City agrees to grant full-time release from duty for the Association President subject
to the following:
A. The Association President shall be:
1. Required to attend POST training and maintain qualifications (training,
certifications, weapons, etc.) to work as a sworn peace officer;
2. Eligible to work overtime assignments with prior approval of the Chief of
Police;
3. Required to report to duty in the event of a declared emergency as
determined by the Chief of Police; and
4. Assigned to a 5/40 work schedule and shall report time off usage (vacation,
sick, etc.) in accordance with City and department policies and procedures.
14.2 The City shall pay the Association President the percentage difference between what the
Association President receives in base pay plus other forms of special compensation (with
the exception of Employer Paid Member Contribution identified in Title 2 California Code
of Regulations Section 571), and four and three-fourths percent (4.75%) over the top step
pay of the next higher rank including base pay plus other forms of special compensation
available to the next higher rank (with the exception of Employer Paid Member
Contribution identified in Title 2 California Code of Regulations Section 571). During the
time that an employee is the Association President, it is CalPERS’ determination as to
whether any form of special compensation being paid to the POA President can be reported
as compensation earnable or pensionable compensation. If CalPERS concludes that any
form of special compensation cannot be reported as compensation earnable or pensionable
compensation it will not be reported. If CalPERS concludes that any form of special
compensation can be reported as compensation earnable or pensionable compensation it
will be reported.
14.3 All employees shall donate the one (1) floating holiday (set forth in Section 9.1), and
effective January 1, 2025, an additional four (4) holiday hours (for a total of twelve (12)
hours) annually to pay for the Association President’s Leave. The floating holiday, which
would otherwise accrue in January, will not accrue so that its value can be used throughout
the calendar year to pay for the Association President’s Leave. Effective January 1, 2025,
the additional four (4) hours of holiday pay will be reduced from each holiday so that per
Section 9.2, employees shall accrue 7.67 hours (instead of eight (8) hours) of holiday pay
or leave per holiday.
Per Section 9.3 of this MOU, newly appointed employees who become employees of the
bargaining unit after January 1 must wait six (6) months to receive credit for the floating
holiday. As such, for employees hired between January 1 and June 30 of each calendar
55
year, their floating holiday will not accrue, but will be used by the City to pay for
Association President’s Leave in the same calendar year six (6) months after being hired.
Employees hired on or after July 1 will not earn a floating holiday in the same calendar
year. These employees will earn their floating holidaysix (6) months after being hired. At
that time, the floating holiday they would have otherwise accrued will not accrue, but rather
be used by the City to pay for Association President’s Leave.
For the annual calculation described in Section 14.4, for employees hired between January
1 and June 30, the City will include the eight (8) hours of their holiday leave. For employees
hired between July 1 and December 31, since they will not be earning a floating holiday in
the year they are hired, the City will not use any hours in the same calendar year hired in
calculating the annual value of the floating holiday leave from employees.
14.4 Accounting for Association Representative Leave.
A. At the end of each calendar year by January 31 of the following year, the City will
provide the Association with an accounting of the value of the Association
President’s Leave used in the prior calendar year. The purpose of this accounting
will be to compare the value of the floating holiday leave (and effective January 1,
2025 the value of the floating holiday and four (4) additional hours - for a total of
twelve (12) hours) that was not earned by the employees in the calendar year to the
value of the Association President’s Leave used by the Association.
B. In conducting this accounting, the value of the floating holiday leave will be
determined by the hourly total cost of each employee (base pay, any additional
special pay additives and all employer benefits costs (including, but not limited to,
health allowances and employer total cost of retirement – employer normal cost
plus Employer Paid Member Contribution) who, in the calendar year, donated their
eight (8) hour floating holiday (and effective January 1, 2025 the value of the
floating holiday and four (4) additional hours - for a total of twelve (12) hours).
C. In determining the value of the Association President’s Leave, the City will take
the total cost of the Association President (base pay, any additional special pay
additives and all employer benefit costs, including, but not limited to, health
allowances and employer cost of retirement – employer normal cost plus Employer
Paid Member Contribution) and divide it by two thousand eighty (2,080) hours.
That will determine the hourly value of total cost of the Association President’s
Leave. The City will then review the number of hours of Association President’s
Leave used and determine the cost of the leave hours used by multiplying the
number of leave hours by the hourly value of total cost the Association President.
In evaluating the total cost of the Association President, it shall include the cost of
all wages and benefits including, but not limited to, health and retirement benefits.
D. If the value of the floating holiday leave (and effective January 1, 2025 the value
of the floating holiday and four (4) additional hours - for a total of twelve (12)
hours)) that was donated exceeds the value of the Association President’s Leave,
the City will issue a check to the Association for the difference in value, which will
be used for the Association’s general fund. The Association may instead elect to
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convert the difference in value (up to one thousand (1,000) hours) to be used as
Association Leave in that fiscal year, as long as the City captures the cost of the
person using the leave as well as the cost of any other person who is working as a
result of the person using the leave. Such non-cumulative Association Leave would
be in addition to the Association Leave provided for in Section 14.6. The terms in
Section 14.6 would apply to Association Leave provided in this section. Similarly,
if the value of the floating holiday leave (and effective January 1, 2025 the value of
the floating holiday and four (4) additional hours - for a total of twelve (12) hours))
that was donated is less than the value of the Association President’s Leave, the
Association will issue a check to the City for the difference in value. This provision
will ensure that employees represented by the Association will pay for the precise
cost of the Association President’s Leave used in the calendar year.
14.5 The Police Chief shall allow on-duty time, up to three (3) days for five (5) board members,
once per year, to attend the Peace Officers’ Memorial. The Police Chief shall allow on-
duty time, up to four (4) days for five (5) board members, once per year, to attend the
Fraternal Order of Police (“FOP”) training. The Association will pay for all costs for the
board members’ attendance at said events, including per diem, travel, hotel, etc. If the
Memorial or FOP falls on a board member’s normal day off, they will not receive on-duty
pay for attendance.
14.6 The City agrees to grant up to a total of one hundred ninety (190) hours per fiscal year on
a non-cumulative basis to enable Association members, officers, worksite
leaders/stewards, to conduct union business and assist other bargaining unit employees in
processing grievances under the Grievance Review Procedure; provided, however, that
such Association members, officers, worksite leaders/stewards, and aggrieved employees
shall make advance arrangement with their supervisors prior to absenting themselves for
such purpose. The officers, worksite leaders/stewards, and aggrieved employees shall be
required by the City to record and report to their supervisors the work time spent in assisting
other bargaining unit employees pursuant to this provision of the MOU.
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ARTICLE XV
15.0 RESIDENCY
15.1 At the discretion of the Police Chief, selected special duty assignments may be designated
as rapid response assignments. In those instances, the Police Chief may apply specific
requirements upon members assigned to those positions to live within a certain distance of
City Hall.
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ARTICLE XVI
16.0 DISCIPLINE
16.1 Pre-Disciplinary Procedure
If an employee is to be suspended without pay, receive a reduction in pay, transferred for
purposes of discipline, demoted, or discharged, the employee shall:
A. Receive written notice of the intended action at least ten (10) calendar days before the
date it is intended to become effective, stating the specific grounds and the particular
facts upon which the intended action is based.
B. Receive copies of any known materials, reports, transcripts, statements, or other
documents upon which the intended action is based.
C.Be accorded the right to respond to the intended charges in writing or in person with
the Chief of Police or designee within a reasonable period of time, not to exceed ten
(10) business days unless the Chief of Police or designee authorizes a longer time.
D. Be given the written decision of the Chief of Police or designee prior to the effective
date of the disciplinary action.
16.2 Disciplinary Appeals Procedure
The following appeals procedures are adopted by the parties pursuant to Government Code
section 3304.5 of the Public Safety Officers’ Procedural Bill of Rights Act.
A. Punitive Action - The term “punitive action” means any action defined by
Government Code section 3303, i.e., “any action that may lead to dismissal,
demotion, suspension, reduction in salary, written reprimand, or transfer for
purposes of punishment.”
B. Formal Appeals Procedures – For Punitive Action not Covered by the Informal
Hearing Process
1. Filing an appeal: If an employee desires to appeal a disciplinaryaction not
covered by the informal process, they (or their representative) shall submit a
written notice of appeal to the Executive Director of Human Resources or
designee. A representative of the City shall contact either the employee or their
identified representative within ten (10) calendar days of receipt of the notice
of appeal to determine whether the parties can agree on an arbitrator to hear the
appeal. If the parties cannot reach agreement on an arbitrator, the Executive
Director of Human Resources or designee will send a letter to the State
Mediation and Conciliation Service requesting a list of seven (7) arbitrators.
Once the list is received, the representatives of the parties shall strike names
until an arbitrator is chosen. The parties shall toss a coin to determine who shall
59
strike the first name. Once the arbitrator is selected, the parties will contact the
arbitrator to schedule a hearing.
2. Hearing process: During the hearing, the formal rules of evidence do not apply.
The cost of the list of arbitrators, the arbitrator themselves, and the court
reporter shall be split evenly (50% and 50%) between the City and the
Association. Once the arbitrator issues their advisory recommendation, the
Executive Director of Human Resources or designee will submit the advisory
recommendation to the City Manager.
a. The Arbitrator’s Recommendation: The arbitrator shall issue their advisory
recommendation within thirty (30) calendardays from the conclusion of the
hearing.
3. The City Manager’s Role: Within thirty-five (35) calendardays of receipt of
the advisory arbitrator’s recommendation, the City Manager shall issue and
send their final written decision to the parties. The City Manager may accept,
reject, or modify the arbitrator's advisory recommendation or any part thereof.
In no case, however, may the City Manager increase the penalty above that
imposed by the Chief of Police. The City Manager's decision shall be final and
binding. In reaching their decision, the City Manager shall review the
arbitrator's advisory recommendation and the evidence, both documentary and
testimonial, and arguments presented duringthe advisory arbitration.
4. Right to File in Court: The employee has the right to appeal the City Manager’s
decision in accordance with California Code of Civil Procedure section 1094.6
that provides a ninety (90) day statute of limitations.
16.3 Informal Appeals Procedures
The Informal Appeals Procedure, as opposed to the formal procedures, will be used for
written reprimands.
A. Appeal to the Chief of Police
1. The appeal is an opportunity for the employee to present information and arguments
why a punitive action should not occur or offer alternatives to the action.
2. Notice of Appeal: Within ten (10) calendardays of receipt by an employee of the
written reprimand, the employee shall notify the Executive Director of Human
Resources or Designee in writing that they intend to appeal the written reprimand.
The Executive Director of Human Resources or designee shall contact either the
employee or their identified representative within ten (10) calendar days of receipt
of the notice of appeal to schedule the appeal.
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3. Hearing Officer: The Chief of Police shall act as the hearing officer. The meeting
shall take place within twenty-one (21) calendar days of the date the employee filed
the appeal or such other time as may be agreeable by the parties.
4. Decision: After the meeting, a decision will be submitted in writing within thirty
(30) calendar days and provided to the employee. The decision is final. The decision
shall advise the employee that the time within which judicial review of the decision
may be sought as governed by Code of Civil Procedure § 1094.6.
16.4 The appeal of performance evaluations shall be subject to a one (1) step appeal to the Chief
of Police or City Manager or designee (depending on who made the decision) as
determined by the Executive Director of Human Resources or designee. Such requests for
appeal shall be submitted in writing to the Executive Director of Human Resources or
designee within ten (10) calendar days from the date the employee received the
performance evaluation. The Chief of Police or City Manager or designee shall meet with
the employee within ten (10) calendar days after submission of the appeal. The Chief of
Police or City Manager or designee shall deliver the written response to the employee
within ten (10) calendar days after meeting with the employee. The decision of the Chief
of Police or City Manager or designee shall be final and binding.
16.5 Employees may be represented by up to two (2) representatives of their choice when
entitled to a representative by law (for example, one (1) attorney and one (1) Association
representative, or two (2) Association representatives).
16.6 The parties can mutually agree to extend any deadlines in this Article.
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ARTICLE XVII
17.0 GRIEVANCE REVIEW PROCEDURE
17.1 Definition of Grievance. A grievance shall be defined as a timely complaint by an
employee, a group of employees or the Association concerning the interpretation or
application of specific provisions of this MOU, or of the rules and regulations governing
personnel practices or working conditions of the City; except, however, those matters
specifically assigned to the jurisdiction of the City Personnel Board by provisions of the
City Charter and the Civil Service Rules and Regulations.
No employee shall suffer any reprisal for filing or processing a grievance or participating
in the Grievance Review Procedure.
17.2 Step 1.
A. An employee or the Association must first attempt to resolve the grievance at Step
1 with the Executive Director of Human Resources or designee without undue
delay, but in no case, beyond a period of ten (10) calendar days after the occurrence
of the alleged incident giving rise to the grievance, or when the grievant knew or
should have reasonably become aware of the facts giving rise to the grievance. The
parties can mutually agree to extend any deadlines in this section.
B. The Executive Director of Human Resources or designee will respond to the
grievance within fourteen (14) calendar days of receiving the grievance.
C. Every effort shall be made to find an acceptable solution to the grievance at Step
1.
D. If the grievant is not satisfied with the response from the Executive Director of
Human Resources or designee, the grievant, within ten (10) calendar days of
receiving the response must submit the grievance in writing to Step 2 (advisory
arbitration) by emailing the Executive Director of Human Resources or designee.
Should the grievant fail to file a written grievance at Step 2, within ten (10) calendar
days after receiving the response at Step 1, the grievance shall be barred and
waived.
17.3 Step 2.
A. A representative of the City shall contact the grievant within ten (10) calendar days
of receipt of the Step 2 grievance to determine whether the parties can agree on an
arbitrator to hear it. If the parties cannot reach agreement on an arbitrator, the
Executive Director of Human Resources or designee will send a letter to the State
Mediation and Conciliation Service requesting a list of seven (7) arbitrators. Once
the list is received, the representatives of the parties shall strike names until an
arbitrator is chosen. The parties shall toss a coin to determine who shall strike the
first name. Once the arbitrator is selected, the parties will contact the arbitrator to
schedule a hearing.
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B.Hearing Process: During the hearing, the formal rules of evidence do not apply.
The cost of the list of arbitrators, the arbitrator themselves, and the court reporter
shall be split evenly (50% and 50%) between the City and the Association. Once
the arbitrator issues their advisory recommendation, the Executive Director of
Human Resources or Designee will submit the advisory recommendation to the
City Manager.
1. The Arbitrator’s Decision: The arbitrator shall issue their advisory
recommendation withinthirty (30) calendar days from the conclusion of the
hearing.
C.The City Manager’s Role: Within thirty-five (35) calendar days of receipt of the
advisory arbitrator’s recommendation, the City Manager shall issue and send their
final written decision to the parties. The City Manager may accept, reject, or modify
the arbitrator's advisory recommendation or any part thereof. The City Manager's
decision shall be final and binding. In reaching their decision, the City Manager
shall review the arbitrator's advisory recommendation and the evidence, both
documentary and testimonial, and arguments presented at the advisory arbitration.
D. Right to File in Court: The employee has the right to appeal the City Manager’s
decision in accordance with California Code of Civil Procedure section 1094.6 that
provides a ninety (90) day statute of limitations.
17.4 Alleged violations of City Rules, Regulations, and Policies
If an employee, group of employees or the Association (grievant) believes there has been
a violation, misapplication or misinterpretation of a City rule, regulation or policy, the
grievant may, file a grievance within ten (10) calendar days of the alleged violation,
misapplication or misinterpretation or when the grievant knew or should have reasonably
become aware of the facts giving rise to the grievance. The parties may mutually agree to
extend the timeline to file a grievance per this section.
Such a grievance should be filed with the Executive Director of Human Resourcesor
designee. The grievant may request a meeting with either the Chief of Police or City
Manager (depending on who made decision). The decision of Chief of Police or City
Manager’s shall be final.
63
ARTICLE XVIII
18.0 DUES DEDUCTION AND INDEMNIFICATION
18.1 Dues Deduction. The City shall deduct dues, on a regular basis, from the pay of all
employees recognized to be represented by the Association, who voluntarily authorize such
deduction, in writing, on a form to be provided for this purpose by the City. The City shall
remit such funds to the Association within thirty (30) days following their deduction.
18.2 Indemnification. The Association agrees to hold the City harmless and indemnify the City
against any claims, causes of actions, or lawsuits instituted by a member or members of
the Association arising out of the deductions or transmittal or such funds to the Association,
except the intentional failure of the City to transmit, to the Association, monies deducted
from the employees pursuant to this Article.
64
ARTICLE XIX
19.0 CITY RIGHTS
19.1 The City reserves, retains, and is vested with, solely and exclusively, all rights of
Management which have not been expressly abridged by specific provision of this MOU
or by law to manage the City, as such rights existed prior to the execution of this MOU.
The sole and exclusive rights of Management, as they are not abridged by this MOU or by
law, shall include but not be limited to the following rights:
A. To manage the City generally and to determine the issues of policy.
B. To determine the necessity of organization of any service or activity conducted by
the City and expand or diminish services.
C. To determine the nature, manner, means, and technology, and extent of services to
be provided to the public.
D. To determine methods of financing.
E. To determine types of equipment or technology to be used.
F. To determine and/or change the facilities, methods, technology, means, and size of
the work force by which the City operations are to be conducted.
G. To determine and change the number of locations, relocations, and types of
operations, processes, and materials to be used in carrying out all City functions
including, but not limited to, the right to contract for or subcontract any work or
operation of the City.
H. To assign work to and schedule employees in accordance with requirements as
determined by the City, and to establish and change work schedules and
assignments.
I. To relieve employees from duties for lack of work or similar non-disciplinary
reason, subject to the provisions of the City Charter, Municipal Code, federal and
state law and this MOU.
J. To establish and modify productivity and performance programs and standards.
K. To discharge, suspend, demote, or otherwise discipline employees for proper cause
in accordance with the provisions and procedures set forth in the City Charter and
Santa Ana Municipal Code.
L. To determine job classifications and to reclassify employees as well as to determine
minimum qualifications for entry level classifications.
65
M. To hire, transfer, promote, and demote employees for non-disciplinary reasons in
accordance with this MOU.
N. To determine policies, procedures, and standards for selection, training, and
promotion of employees.
O. To establish employee performance standards including, but not limited to, quality
and quantity standards and to require compliance therewith.
P. To maintain order and efficiency in its facilities and operations.
Q. To establish and promulgate and/or modify rules and regulations to maintain order
and safety in the City which are not in contravention with this MOU.
R. To take any and all necessary action to carry out the mission of the City.
19.2 Except in emergencies, or where the City is required to make changes in its operations
because of the requirements of law, whenever the contemplated exercise of Management's
rights shall impact on a significant number of employees of the bargaining unit, the City
agrees to meet and confer in good faith with representatives of the Association regarding
the impact of the contemplated exercise of such rights prior to exercising such rights, unless
the matter of the exercise of such rights is provided for in the MOU.
The City and Association agree that upon the expiration of this MOU and during the good
faith negotiations for a subsequent contract, salary and benefits shall continue at the then
current rate.
66
ARTICLE XX
20.0 STRIKES AND WORK STOPPAGES
20.1 Prohibited Conduct.
A. The Association, its officers, agents, representatives, and/or members agree that
during the term of this MOU, they will not cause or condone any unlawful strike,
walkout, slowdown, sick-out or any other unlawful job action by withholding or
refusing to perform services.
B. Any employee who participates in any conduct prohibited in Subsection A above
shall be subject to suspension, demotion or dismissal by the appointing authority.
C. In addition to any other lawful remedies or disciplinary actions available to the City,
if the Association fails, in good faith, to perform all responsibilities listed below in
Section 20.2, Association Responsibility, the City may suspend any and all rights
and privileges, accorded to the Association in this MOU, including but not limited
to suspension of the Grievance Review Procedure and dues deduction.
20.2 Association Responsibility. In the event that the Association, its officers, agents,
representatives, or members engage in any of the conduct prohibited in Section 20.1(A) of
this Article, Prohibited Conduct, the Association shall immediately instruct any persons
engaging in such conduct that their conduct is in violation of this MOU and unlawful, and
they must immediately cease engaging in conduct prohibited in said Section 20.1(A), and
return to work.
67
ARTICLE XXI
21.0 LAYOFFS
21.1 All layoffs within the competitive service occasioned by abolishment of a position, the
combination of duties of two (2) or more positions, or the reduction in numbers of
employees in a given class, shall be governed by seniority in the class. Reemployment
shall be in reverse order of layoff.
21.2 Any promotional probationary employee laid off under these procedures who held
permanent status in a lower class shall retain seniority rights in the previously held
classification provided that it is still listed in the City's current basic classification and
compensation plan.
21.3 Any permanent, full-time employee laid off under the above provisions may request a
demotion to a position in a lower class provided they meets reasonably related
qualifications required for placement in the class and the position is vacant.
21.4 In lieu of layoff, an employee may elect to work in a lower level classification, in which
they has served, providing that classification is within the same job family/career ladder.
In that event, the employee’s length of service in the next lower classification will be added
to their length of service in the affected classification, and said combined seniority shall be
used to bump down into the next lower classification. This method of combining seniority
shall be applied to subsequent lower classifications.
21.5 For positions that were advertised in the Police Department as “open and promotional” or
“promotional only” which are open to Police Department employees only, there will be
created a “job ladder” such that those employees in positions to be eliminated through
layoff shall be entitled to return to the POA job classification in the Police Department
from which they promoted, “bumping” any employee in that job class with less cumulative
years of service in that job class than the bumping employee had in that job class prior to
promotion.
21.6 Notice of Service. On request, a laid off employee shall receive a statement certifying that
their services have been satisfactory. Layoff shall not be used in lieu of a disciplinary
dismissal.
68
ARTICLE XXII
22.0 SOLE AND ENTIRE AGREEMENT
22.1 It is the intent of the parties hereto that the provisions of this MOU shall supersede all prior
agreements and memoranda of agreement, or memoranda of understanding, or contrary
salary and/or personnel rules and regulations or administrative codes, provisions of the
City, oral and written, expressed or implied, between the parties, and shall govern the entire
relationship and shall be the sole source of any and all rights which may be asserted
hereunder. This MOU is not intended to conflict with federal or state law or the City
Charter.
22.2 The City will continue to administer its employee relations and its personnel policies and
procedures in accordance with duly-adopted ordinances and resolutions, and the affected
employees will continue to be governed thereby during the term of this MOU.
69
ARTICLE XXIII
23.0 WAIVER OF BARGAINING DURING THE TERM OF THIS MOU
23.1 During the term of this MOU, the parties mutually agree that they will not seek to negotiate
or bargain with regard to wages, hours, and terms and conditions of employment, whether
or not covered by the MOU or in the negotiations leading thereto, unless required by
specific provisions of this MOU, and irrespective of whether or not such matters were
discussed or were even within the contemplation of the parties hereto during the
negotiations leading to this MOU. Regardless of the waiver contained in this Article, the
parties may, however, by mutual agreement, in writing, agree to meet and confer about any
matter during the term of this MOU.
70
ARTICLE XXIV
24.0 SEPARABILITY PROVISION
24.1 Should any provision of this MOU be found to be inoperative, void, or invalid by a court
of competent jurisdiction, all other provisions of this MOU shall remain in full force and
effect for the duration of this MOU, provided that if any such affected provisions invalidate
or void any benefits of employees covered hereunder, the parties shall forthwith commence
negotiations to discuss the impact of the invalidation.
71
ARTICLE XXV
25.0 TERM OF MOU
25.1 The term of this MOU shall be from January 1, 2024 through June 30, 2027.
72
EXHIBIT A
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JANUARY 1, 2024 TO JULY 13, 2024
SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Police Officer 032008,1538,560 8,989 9,439 9,911
Police Sergeant0330010,059 10,562 11,090 11,644 12,227
NON-SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Animal Service Officer I039205,7656,0536,3576,6747,008
Animal Service Officer II 03930 6,6747,008 7,359 7,726 8,112
Background Investigator 06170 6,2036,514 6,838 7,180 7,540
Communications Services Officer 07660 5,6275,908 6,203 6,514 6,838
Correctional Officer 00310 6,2036,514 6,838 7,180 7,540
Correctional Supervisor 00370 7,8808,274 8,688 9,123 9,579
Crime Research Aide 03995 6,5466,872 7,215 7,576 7,956
Crime Research Analyst03990 7,4317,803 8,194 8,603 9,033
Emergency Operations Coordinator02705 8,6889,123 9,579 10,059 10,562
Firearms Examiner 07600 8,1538,560 8,989 9,439 9,911
Forensic Services Supervisor 01360 9,4859,960 10,458 10,981 11,530
Forensic Specialist I 03970 6,5466,872 7,215 7,576 7,956
Forensic Specialist II 03980 7,1807,540 7,918 8,314 8,730
Parking Control Officer 03900 4,8575,103 5,359 5,627 5,908
Police Athletic / Activities League 03600 5,5995,879 6,173 6,482 6,805
Assistant Director
Police Communications Supervisor 06180 7,7268,112 8,518 8,945 9,393
Police Community Services 00780 6,2036,514 6,838 7,180 7,540
Specialist
Police Evidence and Supply 00799 5,7095,995 6,295 6,610 6,940
Specialist
Police Evidence and Supply 00801 6,2956,610 6,940 7,287 7,650
Supervisor
Police Investigative Specialist 00790 6,2036,514 6,838 7,180 7,540
Police Photo / Video Specialist01100 6,0536,357 6,674 7,008 7,359
Police Property and Evidence 00800 6,2956,610 6,940 7,287 7,650
Supervisor
Police Recruit 03870 6,4826,805 7,145 7,504 7,880
Police Service Officer 03800 5,6275,908 6,203 6,514 6,838
Police Services Dispatcher03680 6,3576,674 7,008 7,359 7,726
Rangemaster 03820 5,6275,908 6,203 6,514 6,838
Senior Parking Control Officer 01270 5,3595,627 5,908 6,203 6,514
Traffic Services Specialist 00860 6,2036,514 6,838 7,180 7,540
75
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 14, 2024 TO JULY 12, 2025
SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Police Officer 032008,4798,902 9,349 9,817 10,307
Police Sergeant0330010,461 10,984 11,534 12,110 12,716
NON-SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Animal Service Officer I039205,9966,295 6,611 6,941 7,288
Animal Service Officer II 039306,9417,288 7,653 8,035 8,436
Background Investigator 061706,4516,775 7,112 7,467 7,842
Communications Services Officer076605,8526,1446,4516,7757,112
Correctional Officer 003106,4516,775 7,112 7,467 7,842
Correctional Supervisor 003708,1958,605 9,036 9,488 9,962
Crime Research Aide 039956,8087,147 7,504 7,879 8,274
Crime Research Analyst039907,7288,115 8,522 8,947 9,394
Emergency Operations Coordinator027059,0369,488 9,962 10,461 10,984
Firearms Examiner 076008,4798,902 9,349 9,817 10,307
Forensic Services Supervisor 013609,86410,358 10,876 11,420 11,991
Forensic Specialist I 039706,8087,147 7,504 7,879 8,274
Forensic Specialist II 039807,4677,842 8,235 8,647 9,079
Parking Control Officer 039005,0515,307 5,573 5,852 6,144
Police Athletic / Activities League 036005,8236,114 6,420 6,741 7,077
Assistant Director
Police Communications Supervisor 061808,0358,436 8,859 9,303 9,769
Police Community Services 007806,4516,775 7,112 7,467 7,842
Specialist
Police Evidence and Supply 007995,9376,235 6,547 6,874 7,218
Specialist
Police Evidence and Supply 008016,5476,874 7,218 7,578 7,956
Supervisor
Police Investigative Specialist 007906,4516,775 7,112 7,467 7,842
Police Photo / Video Specialist011006,2956,611 6,941 7,288 7,653
Police Property and Evidence 008006,5476,874 7,218 7,578 7,956
Supervisor
Police Recruit 038706,7417,077 7,431 7,804 8,195
Police Service Officer 038005,8526,144 6,451 6,775 7,112
Police Services Dispatcher036806,6116,941 7,288 7,653 8,035
Rangemaster 038205,8526,144 6,451 6,775 7,112
Senior Parking Control Officer 012705,5735,852 6,144 6,451 6,775
Traffic Services Specialist 008606,4516,775 7,112 7,467 7,842
76
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 13, 2025 TO JULY 11, 2026
SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Police Officer 032008,8189,258 9,723 10,210 10,719
Police Sergeant0330010,879 11,423 11,995 12,594 13,225
NON-SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Animal Service Officer I039206,2366,547 6,875 7,219 7,580
Animal Service Officer II 039307,2197,580 7,959 8,356 8,773
Background Investigator 061706,7097,046 7,396 7,766 8,156
Communications Services Officer076606,0866,3906,7097,0467,396
Correctional Officer 003106,7097,046 7,396 7,766 8,156
Correctional Supervisor 003708,5238,949 9,397 9,868 10,360
Crime Research Aide 039957,0807,433 7,804 8,194 8,605
Crime Research Analyst039908,0378,440 8,863 9,305 9,770
Emergency Operations Coordinator027059,3979,868 10,360 10,879 11,423
Firearms Examiner 076008,8189,258 9,723 10,210 10,719
Forensic Services Supervisor 0136010,259 10,772 11,311 11,877 12,471
Forensic Specialist I 039707,0807,433 7,804 8,194 8,605
Forensic Specialist II 039807,7668,156 8,564 8,993 9,442
Parking Control Officer 039005,2535,519 5,796 6,086 6,390
Police Athletic / Activities League 036006,0566,359 6,677 7,011 7,360
Assistant Director
Police Communications Supervisor 061808,3568,773 9,213 9,675 10,160
Police Community Services 007806,7097,046 7,396 7,766 8,156
Specialist
Police Evidence and Supply 007996,1746,484 6,809 7,149 7,507
Specialist
Police Evidence and Supply 008016,8097,149 7,507 7,881 8,274
Supervisor
Police Investigative Specialist 007906,7097,046 7,396 7,766 8,156
Police Photo / Video Specialist011006,5476,875 7,219 7,580 7,959
Police Property and Evidence 008006,8097,149 7,507 7,881 8,274
Supervisor
Police Recruit 038707,0117,360 7,728 8,116 8,523
Police Service Officer 038006,0866,390 6,709 7,046 7,396
Police Services Dispatcher036806,8757,219 7,580 7,959 8,356
Rangemaster 038206,0866,390 6,709 7,046 7,396
Senior Parking Control Officer 012705,7966,086 6,390 6,709 7,046
Traffic Services Specialist 008606,7097,046 7,396 7,766 8,156
77
MONTHLY WAGE RATE SCHEDULE
EFFECTIVE JULY 12, 2026
SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Police Officer 032009,1719,628 10,112 10,618 11,148
Police Sergeant0330011,314 11,880 12,475 13,098 13,754
NON-SWORN CLASSIFICATIONS
JOB
JOB TITLE CODE STEP ASTEP B STEP C STEP D STEP E
Animal Service Officer I039206,4856,809 7,150 7,508 7,883
Animal Service Officer II 039307,5087,883 8,277 8,690 9,124
Background Investigator 061706,9777,328 7,692 8,077 8,482
Communications Services Officer076606,3296,6466,9777,3287,692
Correctional Officer 003106,9777,328 7,692 8,077 8,482
Correctional Supervisor 003708,8649,307 9,773 10,263 10,774
Crime Research Aide 039957,3637,730 8,116 8,522 8,949
Crime Research Analyst039908,3588,778 9,218 9,677 10,161
Emergency Operations Coordinator027059,77310,263 10,774 11,314 11,880
Firearms Examiner 076009,1719,628 10,112 10,618 11,148
Forensic Services Supervisor 0136010,669 11,203 11,763 12,352 12,970
Forensic Specialist I 039707,3637,730 8,116 8,522 8,949
Forensic Specialist II 039808,0778,482 8,907 9,353 9,820
Parking Control Officer 039005,4635,740 6,028 6,329 6,646
Police Athletic / Activities League 036006,2986,613 6,944 7,291 7,654
Assistant Director
Police Communications Supervisor 061808,6909,124 9,582 10,062 10,566
Police Community Services 007806,9777,328 7,692 8,077 8,482
Specialist
Police Evidence and Supply 007996,4216,743 7,081 7,435 7,807
Specialist
Police Evidence and Supply 008017,0817,435 7,807 8,196 8,605
Supervisor
Police Investigative Specialist 007906,9777,328 7,692 8,077 8,482
Police Photo / Video Specialist011006,8097,150 7,508 7,883 8,277
Police Property and Evidence 008007,0817,435 7,807 8,196 8,605
Supervisor
Police Recruit 038707,2917,654 8,037 8,441 8,864
Police Service Officer 038006,3296,646 6,977 7,328 7,692
Police Services Dispatcher036807,1507,508 7,883 8,277 8,690
Rangemaster 038206,3296,646 6,977 7,328 7,692
Senior Parking Control Officer 012706,0286,329 6,646 6,977 7,328
Traffic Services Specialist 008606,9777,328 7,692 8,077 8,482
78
EXHIBIT B
MONTHLY UNIFORM ALLOWANCE BY CLASSIFICATION
Job Title Rounded to .10
POA-NSAnimal Services Officer I $ 27.50
POA-NSAnimal Services Officer II$ 27.50
POA-NSCommunications Services Officer $ 28.40
POA-NSCorrectional OfficerI $ 27.50
POA-NSCorrectional Officer II $ 27.50
POA-NSCorrectional Supervisor $ 27.50
POA-NSForensic Specialist I $ 27.50
POA-NSForensic Specialist II $ 27.50
POA-NSForensic Specialist Supervisor $ 27.50
POA-NSParking Control Officer $ 27.50
POA-NSPolice Communications Supervisor $ 27.50
POA-NSPolice Community Services Specialist $ 27.50
POA-NSPolice Evidence & Supply Specialist $ 27.50
POA-NSPolice Evidence & Supply Supervisor $ 27.50
POA-NSPolice Investigative Specialist $ 27.50
POA-SWORNPolice Officer $ 27.50
POA-SWORNPolice Officer (with Motor Officer Premium)$ 38.60
POA-NSPolice Property & Evidence Supervisor$ 28.40
POA-NSPolice Recruit $ 27.50
POA-SWORNPolice Sergeant$ 27.50
POA-SWORNPolice Sergeant (with Motor Officer Premium)$ 38.60
POA-NSPolice Service Officer$ 27.50
POA-NSPolice Services Dispatcher $ 28.40
POA-NSSenior Parking Control Officer $ 27.50
POA-NSTrafficServices Specialist $ 27.50
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EXHIBIT C
HEALTH PLAN AGREEMENT
by and between
The City of Santa Ana
and
The Santa Ana Police Officers Association
IN CONSIDERATION OF the mutual covenants, promises, and conditions set forth herein below
and pursuant to Article XII of the Parties’ 2024-2027 Memorandum of Understanding (“MOU”),
the City of Santa Ana (“City”) and Santa Ana Police Officers Association (“Association”) agree
as follows:
1. The term of this Agreement shall begin on January 1, 2024.
2. Employees’ required contributions towards health plan premiums shall be determined by
the Association. To the extent that the Affordable Care Act (“ACA”) is still the law, such
employee contribution must fall below such threshold in order to meet the ACA’s
affordability threshold under the Federal Poverty Line Safe Harbor. This means that the
employee’s required contribution toward premiums for the lowest cost plan that offers
minimum essential coverage shall not exceed nine and twelve hundredths percent (8.39%)
(or the applicable percentage set by the ACA for the year) of the monthly Federal Poverty
Line for a single individual that is in effect during the six (6) months prior to the start of
the plan year (For example, in 2024, the monthly Federal Poverty Line for a single
individual is one thousand two hundred fourteen dollars and ninetycents ($1,214.90); eight
and thirty-nine one hundredths percent (8.39%) of one thousand two hundred and fourteen
dollars and ninety cents ($1,214.90) is one hundred and one dollars and ninety-threecents
($101.93). This means that an employee’s required contribution toward the lowest cost
plan for 2024 must not exceed one hundred and one dollars and ninety-three cents
($101.93). For employees who are on approved Family Leave pursuant to applicable law,
the Association shall continue to pay health insurance premiums to the same extent the
City would be required under applicable law or as long as the employee is considered full-
time for Internal Revenue Service’s (“IRS”) ACA reporting by the City.
3. The City shall contribute to the Association medical insurance trust fund the following
amounts for provision and administration of health and related benefits:
The City shall contribute toward health benefits (including medical, dental, and long-term
disability insurance benefits) one thousand five hundred seventy-five dollars ($1,575) per
month for each actively employed enrollee member of the bargaining unit.
a. Employees are not entitled to cash out any of the one thousand five hundred
seventy-five dollars ($1,575) per month.
b. The Association shall ensure that for purposes of the ACA’s affordability
determination, the portion of the one thousand five hundred seventy-five dollars
($1,575) that makes the lowest cost plan affordable under the Federal Poverty Line
80
Safe Harbor is applied only to health premiums and cannot be applied to other
insurance.
4. The Association shall maintain a medical insurance trust fund for the sole purpose of
providing and administering health/dental/long-term disability benefit plans, which may
include medical prescriptions, vision care, and/or long-term disability insurance, (“Health
Benefit Plans”), for employees in the bargaining unit. Said medical insurance trust fund
shall be administered by medical insurance trustee(s) designated by Association. Funds in
said medical insurance trust shall not be co-mingled with other Association funds. It is
intended that the administration of the Health Benefit Plans by the trust fund shall not
survive the expiration of this Agreement without mutual written consent of the Parties.
5. Beginning with the calendar year ending December 31, 2023 and every year thereafter, the
City shall reduce future monthly contributions towards health benefits for any excess fund
balance being held in the Trust as of December 31. “Excess fund balance” shall be defined
as any amount that exceeds four (4) times the total insurance premiums minus the
employee's share of the premium contribution paid for the month ofDecember for the year
just ended. The amount of the “excess fund balance” shall be determined following
completion of an annual audit conducted by auditors that are agreed to by the City and the
Association of the Association Medical Insurance Trust. Oncethe “excess fund balance”
is determined for the prior calendar year, the City shall reduce its monthly contribution for
the next six (6) months by one-sixth (1/6) of the “excess fund balance”. The application of
these reductions for “excess fund balance” will begin to occur thirty (30) days after completion
of the final audit report (e.g., if the determination of the “excess fund balance” occurs in
February, then starting in March).
6. Health Benefit Plans provided through the medical insurance trust fund shall be made
available by the Association to all employees in the bargaining unit. Employees must sign
a written authorization for deductions. Annual predetermined rate increases shall be
automatically adjusted with the approval of the Association, without arequirement for new
payroll deduction forms.
7.The level of benefits for each type of plan shall be substantially similar to those provided
to employees not represented by the Association under the Public Employees’ Medical &
Hospital Care Act (“PEMHCA”) that governs the California Public Employees’
Retirement System (“CalPERS”) Health Insurance programs during the twelve (12) month
period immediately preceding this Agreement.
8.Health Benefit Plans must receive prior approval from the Executive Director of Human
Resources or designee whose approval shall not be unreasonably withheld. Group policies
must be designated as such in the California Insurance Code and issuance must be lawful
in this state. The Association shall offer health plans that constitute minimum essential
coverage and provide minimum value under the ACA’s employer shared responsibility
provisions. The Association shall not offer reimbursement of premiums for health coverage
obtained through Covered California, as this constitutes an impermissible employer
payment plan under the ACA.
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9. All costs of providing and administering the Health Benefit Plans shall be the sole
responsibility of the Association. The City shall not be responsible for any cost of providing
or administering said plans in excess of the amounts specified in this Agreement. The use
of City contributions to cover the administrative costs of the program shall not exceed fifty
thousand dollars ($50,000) during calendar year 2023. Each calendar year thereafter, the
maximum amount of administrative costs funded using City contributions will be adjusted
by the annual percentage change in the Medical Care Services Consumer Price Index
(“CPI”) for all urban consumers as of November for the preceding year (i.e., the 2024
administrative fee will be adjusted by the annual change in CPI between November 2022
and November 2023). Administrative costs are defined as costs incurred as a result of
administering said plans exclusive of premium payments. The City shall continue to take
deductions from employees’ pre-taxed earnings in accordance with Article XII of the
parties’ 2024-2027 Memorandum of Understanding.
10. The Association will be responsible for ensuring that best investment practices shall be
used in accordance with applicable laws and regulations when investing the Trust’s funds.
11. The Association will be responsible for all accounting practices relating to the
disbursement of all trust funds. Accounting practices will be in accordance with industry
standards.
12. Upon completion of the annual audit, the Association shall provide the City with a copy of
the annual audit within thirty (30) days of the report’s issuance. The annual audit report
shall include actual cost of Health Benefit Plan premiums, total amount of contributed
funds spent on all plans, and details of how all remaining contributed funds are spent or
administered. As used in this Agreement, “remaining contributed funds” means any part of
the City’s contribution that has not been spent on health benefit premiums. All books and
records related to the administration and provision of such plans shall be available to audit
and/or inspection by the City upon request and a thirty (30)-day notice.
13. All regular and probationary full-time employees in classifications represented by the
Association and members of the Association shall be eligible and offered an opportunity
to enroll in the Association plan options. No employee shall be eligible for City-provided
Health Benefit Plans unless they are not a member of the Association.
14. The Association shall have an open enrollment at least once a year.
15. The waiting period for Health Benefit Plan coverage may not exceed sixty (60) days.
16. The Association may not terminate its Health Benefit Plans during the term of this
Agreement. If the Association or health provider terminates Health Benefit Plan coverage,
the City will terminate its contribution for the medical benefit trust fund thirty (30) days
prior to plan termination unless the Association provides a suitable replacement plan
approved by the Executive Director of Human Resources or designee whose approval shall
not be unreasonably withheld.
17. Employees eligible for coverage under an Association plan as a result of change of City
representation unit shall be enrolled without regard to pre-existing conditions of illness or
82
injury for plan benefits for themselves and their enrolled dependents. Employees eligible
for coverage under a City health plan as a result of change of City representation unit shall
be enrolled without regard to pre-existing conditions of illness or injury for plan benefits
for themselves and their enrolled dependents.
18.In the administration and provision of health care plans, the Association shall comply with
COBRA, HIPAA, ACA, and all other applicable state and federal laws and regulations to
the same extent the City would be required to comply.
19. Association shall comply with all laws applicable to health and welfare benefit, and/or
medical or similar benefit, trust funds and the administration and management thereof.
20. The Association shall take all steps necessary to ensure the confidentiality of Health
Benefit Plan user information.
21. Except as provided below, plan eligibility shall terminate at the end of the calendar month
in which any of the following occur:
a. Employee terminates. However, this will not interfere with a former employee’s
right to continue insurance coverage at their option as provided for under law.
b. Change of bargaining unit.
c. Disenrollment of a dependent (for the dependent).
However, upon any of the above occurrences, if the employee would still be reported to
the IRS as full-time under the ACA, then that employee’s Plan eligibility shall continue
until the end of the stability period as reported by the City, or until coverage by the new
City representation unit begins, whichever comes first.
22. The provisions of this Agreement shall not be subject to the grievance and arbitration
provisions of the Parties’ separate Memorandum of Understanding.
23. The Association shall defend, indemnify and hold the City harmless from any claims or
legal action arising out of, or in any way related to, Health Benefit Plans administered
and/or provided pursuant to this Agreement, including any IRS penalties assessed as a result
of the ACA’s employer shared responsibility provisions. This obligation shall not arise with
respect to any claim or legal action brought by Association or employees concerning
coverage overlap between the respective City and Association plans.
24. This Agreement is the entire, integrated agreement with respect to the subject matter
hereof, and supersedes all prior and contemporaneous oral and written agreements and
discussions. The Parties also agree that no modification of this Agreement shall be valid
unless it is in writing and signed by all of the Parties to this Agreement.
25.This Agreement shall not be construed in favor or against any party, regardless of which
party drafted or participated in the drafting of its terms.
83
26. The parties agree to reopen negotiations if any of the following occurs:
a. If changes to the ACA occur which modify this Agreement, including additions or
potential repeal;
b. If there are other legislative changes that modify this Agreement.
84
Information Technology
www.santa-ana.org/IT
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Website ADA Access Software Subscription
AGENDA TITLE
Agreement with CivicPlus, LLC for DocAccess Software Subscription (Non-General
Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with CivicPlus, LLC for a
DocAccess software license subscription for a one-year term, beginning April 7, 2026
through April 6, 2027, in an amount of $49,618, with two (2) optional one (1) year
extensions for a total not to exceed amount of $169,621. (Agreement No. A-2026-XXX)
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On April 24, 2024, the U.S. Department of Justice (DOJ) published a final rule updating
regulations under Title II of the Americans with Disabilities Act (ADA) to establish
specific requirements for the accessibility of web content and mobile applications
provided by state and local government entities. The rule is intended to ensure that
individuals with disabilities have equal access to digital services, programs, and
activities offered by public agencies.
The final rule adopts the Web Content Accessibility Guidelines (WCAG) Version 2.1,
Level AA, as the technical standard for compliance. WCAG 2.1 Level AA is a globally
recognized set of accessibility criteria that addresses a wide range of disabilities,
including visual, auditory, cognitive, and motor impairments. These standards require
that digital content be perceivable, operable, understandable, and robust. Examples of
compliant practices include providing text alternatives for images, ensuring sufficient
color contrast, enabling full keyboard navigation, offering captions for multimedia
content, and maintaining consistent and predictable website functionality. Under the
rule, local governments with populations of 50,000 or more, which includes the City of
Santa Ana, are required to comply with these accessibility standards by April 24, 2026.
Website ADA Access Software Subscription
April 7, 2026
Page 2
The DOJ’s update reflects the increasing reliance on digital platforms for accessing
government services and information. Ensuring compliance not only reduces legal risk
but also promotes inclusivity, enhances user experience, and improves overall service
delivery to the community.
Staff has been working to make the City website ADA accessible. However, the
extensive use of Adobe PDF documents on the website has been particularly
challenging. PDF documents are often exported from print tools and lack HTML’s
dynamic tagging. Retrofitting scanned or untagged PDFs is labor-intensive and costly.
The DocAccess solution by CivicPlus can batch process, remediate, and publish
accessible versions of all City PDF documents on the City’s website by utilizing a
website plug-in. DocAccess utilizes a proprietary AI-driven process to remediate PDFs
in bulk as well as monitor in real-time for ongoing compliance of PDFs on City websites.
City staff has not identified any other solutions that can perform these functions and
recommends approval of a sole source agreement with DocAccess.
Failure to comply with the updated ADA requirements may expose the City to legal
challenges and limit access to essential services for individuals with disabilities.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 2025-26 budget. Future fiscal year funding will be
included in the proposed budgets for City Council consideration. Estimated amounts
expended per fiscal year are shown in the table below.
Fiscal Accounting Unit Fund Accounting Unit –Amount
Year- Account No.DescriptionAccount No.
Description
2025-2610920141-66511Information Enterprise Systems– $49,618
TechnologySoftware Maintenance
& Support
2026-2710920141-66511Information Enterprise Systems– $58,538
TechnologySoftware Maintenance
& Support
2027-2810920141-66511Information Enterprise Systems– $61,465
TechnologySoftware Maintenance
& Support
Total$169,621
Website ADA Access Software Subscription
April 7, 2026
Page 3
EXHIBIT(S)
1.CivicPlus DocAccess Agreement
Submitted By: Jack Ciulla, Chief Technology Innovations Officer
Approved By: Alvaro Nuñez, City Manager
Accessible Document Service Proposal
Transform Your PDFs into Fully Accessible, Searchable, and Translatable Documents
PREPARED FOR PREPARED BY
Demi Perez Mariah Herschelman
Administrator
Business Development Representative
DocAccess by CivicPlus
City of Santa Ana, CA
dperez10@santa-ana.orgmariah.herschelman@getstreamline.com
(916) 900-6619
DocAccess Service Proposal for City of Santa Ana, CA Page 1 of 15
ExecutiveSummary
City of SantaAna, CA faces a critical deadline for PDF accessibility compliance. After analyzing
18,373 links across its web properties, the DocAccess tool discovered at least 485 documents
that can—and need to be—served in an accessible format. Withthis agreement, DocAccess will
ensure all publicly available documents are served in an accessible format. Traditional
remediation of just the documents identified would costapproximately $45,143 or could take 27
weeks of dedicated staff time.
significantly less than traditional remediation in the first yearalone, with instant deploymentand
ongoing compliance.
DocAccess Service Proposal for City of Santa Ana, CA Page 2 of 15
The Accessibility Challenge
Under the Americans with Disabilities Act (ADA) and recent Department of Justice guidelines, all
public-facing digital content must be accessible to people with disabilities. This includes:
Meeting WCAG2.1 AA standardsfor all PDF documents
Providingequal access to information for allusers
Avoiding costly lawsuits and compliance penalties
Servingyourcommunity's 15-20%ofresidentswithdisabilities
According to the U.S. Census Bureau American Community Survey (ACS) for Santa Ana, a large
majorityofresidentsspeakalanguageotherthanEnglishathome—primarilySpanish—witha
substantial share reporting that they speak English less than "very well." This indicates that
multilingual access to public documents is important for effective communication with
residents.
DocAccessServiceProposalforCity of Santa Ana, CA Page3of15
TheDocAccessSolution
DocAccess transforms your existing PDFs into fully accessible documents without changing your files or
websitestructure.Ourcloud-basedsolutionprovides:
Accessibility
Automatic conversion to screen-reader Real-time translation powered by Google
compatible HTML with proper semantic Translate, prioritizinglanguagesspoken in
structure andWCAG 2.1AA compliance.
24/7 access to professional interpreters via
Users can searchwithindocumentsand ask
Aira for users who need additional
questions in plain language, getting instant
assistance - included at no extra cost.
answers in their preferred language.
Responsive design ensures perfect viewing
AI-generated comprehensive alt-text for all
on all devices, from smartphones to desktop
images,charts,maps, anddiagrams
computers.
following WCAG best practices.
DocAccess Service Proposal for City of Santa Ana, CA Page 4 of 15
Standards & Laws We Help You Meet
Federal accessibility standard required for
Disabilities Act requirements for public
WCAG 2.1 AA
International Web Content Accessibility
International standardfor universally
Guidelines—the gold standard for digital
accessibility.
Every Plan Includes
Unlimited document views —No per-view charges, ever
Automatic new document processing — New PDFsareprocessed as they're published
250 language translation — Real-timetranslationpoweredbyGoogleTranslate
AI-powered Q&A — Users canask questions about document content in plain language
Live visualinterpretation— 24/7 Aira access for users who need additional assistance
Compliance dashboard — Monitor youraccessibility status in real-time
DocAccess Service Proposal for City of Santa Ana, CA Page 5 of 15
No setup fees — Simple installation, no hidden costs
How DocAccess Compares to Other Municipal Services
Annual cost per resident comparison
Fire Protection (avg)
Parks & Recreation(avg)
Library Services (avg)
Elections Administration
Why Not Traditional Remediation?
$7-15+ per page, one-time
Predictable annualpricing
20+ minutes of staff time per page Instant processing—no staff time
Requires reprocessing when documents required
update Automatically handles document
No translation or search functionality updates
Includes translation, search, andQ&A
You own thecompliance burden forever
We handle compliance—you focuson
your mission
DocAccess Service Proposal for City of Santa Ana, CA Page 6 of 15
Technical Excellence & Compliance
DocAccess is built onindustry-leading standards and partnerships:
Testing PDFs for WCAG 2.1 AA and PDF/UA compliance verified by VeraPDF validation
Section 508 and ADA Title II & III compliance
ISO 14289 (PDF/UA) standard adherence
Tested with all majorscreen readers (JAWS, NVDA, VoiceOver)
Regular audits by accessibility experts
Continuous improvement through user and community feedback
DocAccess Service Proposal for City of Santa Ana, CA Page 7 of 15
SimpleImplementationProcess
Add one line of code to your website - similar to Google Analytics.Workswith any CMS or
1
platform.
DocAccess scans and processes all yourPDFs, creating accessible versions without
2
touching your original files.
Your PDFs are now served in an accessible, translatable, and mobile-friendly format.New
3
documents are processed automatically. Full dashboard for monitoring.
DocAccess Service Proposal for City of Santa Ana, CA Page 8 of 15
Investment&Value
What's Included:
Unlimited documents on santa-ana.org
Unlimited documentviews and downloads
Automatic processing ofnewdocuments
All accessibility features (translation, Q&A, live assistance)
Compliancemonitoringdashboard
Regular accuracyreviews by experts
No setup fees or hidden costs
DocAccess Service Proposal for City of Santa Ana, CA Page 9 of 15
FrequentlyAsked Questions
No. DocAccesscreates WCAG2.1 AA compliant HTML formats that are the gold standard for
ADA requirements. Your original PDFs remain unchanged as an alternative format for printing.
Most organizations are fully operational within 24-48 hours of installing the DocAccess code.
Complex documents may take slightly longer for our quality review process.
DocAccess uniquely handles external PDFs youlink to, ensuring your users have an accessible
experience even with third-party documents.
DocAccess meets all federal ADA requirements and state-specific regulations for accessible
document creation. No customer using DocAccess has paid even a dollar for any ADA lawsuit,
claim,orfinerelatedtoitsdocuments.Ifyouencounteranissue,contactusimmediatelysowecan
assist you with our unlimited accessibility and legal support program.
DocAccess Service Proposal for City of Santa Ana, CA Page 10 of15
Service Agreement
This Software as a Service Agreement ("Agreement") is entered into on , 2026, between CivicPlus, LLC
("Provider") and City of Santa Ana, CA ("Customer").
Services Provided
DocAccess is a subscription-based accessibility solution that includes:
Automated document accessibility compliance
Real-time translation to 250 languages
AI-poweredsearchandQ&Afunctionality
24/7 live visual interpretation services
Compliance monitoring and reporting
Subscription
Metropolitan-305,000Population Plan-PubliclyAvailablePDFsonsanta-ana.org
Terms
List Price: $55,750 per year
Discounted Fee: $49,618 first year (11% discount), then $55,750 per year
Contract Term: , 2026 - , 2027 - 5% annual uplift starting Year 2
Payment Schedule: Every year, beginning April 1, 2026
PaymentTerms:Net45
Renewal Procedure: Upon mutual agreement of the parties 60 days prior to any renewal term
Example Payment Schedule
Invoice Dates ofService Rate Amount
Complimentary Service 3/3/2026 - 3/31/2026 Free $0
First Invoice 4//2026 - /2027 $55,750/year (11% first year discount applied) $49,618
Future Invoice 4//2027 - /2028 $55,750/year + 5% uplift $58,538
This Service Agreement is governed by the terms and conditions of the Master Services Agreement and the
DocAccess Terms and Conditions, both available at: https://www.civicplus.help/docs/legal-terms-and-conditions-
for-services (collectively, the "Agreement"). By executing this Service Agreement, Customer acknowledges and
DocAccess Service Proposal for City of Santa Ana, CA Page 11 of15
agrees to be bound by all terms and conditions set forth in the Agreement referenced above. In the event a Master
Services Agreement is already executed between the parties, the existing agreement shall take precedence over the
linked Master Services Agreement.
Customer may issue purchase orders for its internal, administrative use only, and not to impose any contractual
terms. Any terms contained in any such purchase orders issued by the Customer are considered null and will not
alter the Binding Terms, the Agreement, or this service agreement.
CivicPlus, LLC City of Santa Ana, CA
Name: Mac Clemmens Name: Jack Ciulla
Title:
Title: SVP, DocAccess Co-Founder
Date:
03-23-2026
Date:
W-9 available at getstreamline.com/w9 | Fed Tax ID: 48-1202104
CITY OF SANTA ANAATTEST:
_______________________ _______________________
ALVARO NUÑEZ JENNIFER L. HALL
City ManagerCity Clerk
APPROVED AS TO FORM: CivicPlus, LLC
SONIA R. CARVALHO
City Attorney
By: _______________________ _______________________
JONATHAN T. MARTINEZ By: Mac Clemmens
Assistant City AttorneyTitle:SVP, DocAccess Co-Founder
RECOMMENDED FOR APPROVAL:
________________________
JACK CIULLA
Chief Technology Innovations Officer
Information Technologies Department
DocAccess Service Proposal for City of Santa Ana, CA Page 12 of15
Company shall procure and maintain for the duration of the contract insurance against claims for security breaches,
system failures, injuries to persons, damages to software, and damages to property (including computer equipment),
theft, or other misuse of Customer’s data, infringement of intellectual property, invasion of privacy and breach of data,
which may arise from or in connection with the performance of the work hereunder by Company, its agents,
representatives, or employees.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1.Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis,
including products and completed operations, property damage, bodily injury and personal & advertising injury with
limits no less than $1,000,000 per occurrence and $2,000,000 general aggregate.
2.Cyber Liability (CL): Insurance, with limits not less than $2,000,000 per occurrence or claim and $2,000,000 aggregate.
Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Company 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, and release of
private information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well
as credit monitoring expenses.
3.Technology Professional Liability Errors and Omissions Insurance (E&O): appropriate to the Company’s profession
and work hereunder, with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. Coverage shall be
sufficiently broad to respond to the duties and obligations as is undertaken by the Company in this agreement and shall
include, but not be limited to, claims involving business interruption, damage to or destruction of electronic information,
and alteration of electronic information. The policy shall provide coverage for Company’s failure to provide professional
services and/or products under this Agreement. The Policy shall include, or be endorsed to include, damage to,
alteration of, loss of, or destruction of electronic data and/or information “property” of Customer in the care, custody,
or control of Company.
4.Workers’ Compensation (WC): As required by the State of California, with statutory limits, and Employer’s Liability
insurance with limits of no less than $1,000,000 per accident, policy, employee, for bodily injury or disease.
If Company maintains broader coverage and/or higher limits than the minimums shown above for any line of coverage,
Customer requires and shall be entitled to the broader coverage and/or the higher limits maintained by Company. Any
available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to
Customer.
Other Insurance Provisions
The above required insurance policies are to contain or be endorsed to contain the following provisions:
1.City of Santa Ana, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as
additional insureds, under Company’s CGL policy, with respect to any liability arising out of work or operations
performed by or on behalf of the Company including materials, parts, equipment, and personnel furnished in
connection with such work or operations.
2.Company’s Insurance companies agree to waive all rights of subrogation against City of Santa Ana, its City Council,
its officers, officials, employees, agents, and volunteers for losses paid under the terms of the Company’s CGL, CL,
and WC policies which arise from work performed by Company under this Agreement.
DocAccessServiceProposalforCity of Santa Ana, CA Page13 of15
3. For any claims related to this contract, Company’s insurance coverage shall be primary and any insurance
maintained by City of Santa Ana, its City Council, its officers, officials, employees, agents, or volunteers shall not
contribute with it.
4. A severability of interest provision must apply for all the additional insureds, ensuring that Company’s insurance
shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the
insurer’s limits of liability.
5. Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in
coverage or in limits, non-renewed by the carrier, or materially changed except after thirty (30) days prior written
notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or
non-renewal due to non-payment of premium.
6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, Attention: (Name of
Department Staff Responsible for Agreement), Address of Department Responsible for Agreement, M-XX, Santa Ana,
CA 92701. The name and location of project must be included in the Description of Operations section of each
certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by Customer. Customer may require Company to provide
proof of ability to pay losses and related investigations, claim administration, and defense expenses within the
retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state of California with a current A.M. Best
rating of no less than A-:VII, unless otherwise acceptable to Customer.
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.
2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after
completion 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, Company must purchase “extended reporting” coverage for a minimum of
three (3) years after completion of work.
Verification of Coverage
Company shall furnish Customer with original Certificates of Insurance including all required amendatory endorsements
(or copies of the applicable policy language effecting coverage required by this clause). Failure to obtain the required
documents prior to the work beginning shall not waive Company’s obligation to provide them. Customer reserves the
right to require complete, certified copies of all required insurance policies, including endorsements required by these
specifications, at any time.
Subcontractors
Company shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein.
Special Risks or Circumstances
DocAccessServiceProposalforCity of Santa Ana, CA Page14 of15
Customer reserves the right to modify these requirements, including limits, based on the nature of the risk, prior
experience, insurer, coverage, or other special circumstances.
Failure to Maintain Insurance Coverage
If Company, for any reason, fails to maintain insurance coverage, which is required pursuant to this Agreement, for the
entire term of this contract, the same shall be deemed a material breach of Agreement. Customer, at its sole option,
may terminate this Agreement at any time and obtain damages from Company resulting from said breach.
DocAccessServiceProposalforCity of Santa Ana, CA Page15 of15
Planning and Building Agency
www.santa-ana.org/pb
Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Approval of Historic Property Preservation Agreements
AGENDA TITLE
Historic Property Preservation Agreements for the Properties Located at 1402 S. Birch
Street and 2424 N. Oakmont Avenue
RECOMMENDED ACTION
Authorize the City Manager or designee to execute the attached Mills Act agreements
with the below-referenced property owners for the identified structures (Agreements No.
A-2026-XXX and No. A-2026-XXX). Includes determination that the proposed projects
are exempt from further review in accordance with the California Environmental Quality
Act as Categorical Exemption/Environmental Review Nos. 2025-114 and 2024-86 will be
filed for the project.
Table 1: Mills Act Agreements Approved by the Historic Resources Commission (HRC)
Historic Property
Property OwnerPreservation Address/HouseVote by HRC
Agreement No.
Nicholas Steven
Timmons and Laura
Michelle Trudeau, 7:0:0:1 (Commissioner
2025-12 1402 S. Birch Street
Husband and Wife as Christy absent)
Community Property with
Right of Survivorship
Lance Uradomo and Tilly
Gurman, husband and
2424 N. Oakmont 7:0:0:1 (Commissioner
wife as community 2024-13
AvenueChristy absent)
property with right of
survivorship
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On January 29, 2026, the Historic Resources Commission (HRC) recommended that the
City Council authorize the City Manager to execute the Mills Act agreements listed in
Table 1, above, with the identified property owners for historic structures in the City,
subject to non-substantive changes approved by the City Manager and City Attorney. This
Approval of Historic Property Preservation Agreements
April 7, 2026
Page 2
action allows for the approval of Historic Property Preservation Agreements (HPPA/Mills
Act Contract) which provide a property tax reduction whereby property owners agree to
reinvest the tax savings towards the maintenance of the historic property. Additionally,
the agreements prevent inappropriate alterations to the protected historic structures.
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act, the proposed project is
exempt from further review. Categorical Exemption, Environmental Review Nos. 2025-
114 and 2024-86 will be filed for this project.
FISCAL IMPACT
The Historic Property Preservation Agreements will reduce the Property Tax revenue
account 01102002-50011 to the City by an estimated $3,078 annually, as noted below,
for a period of not less than ten years.
HPPA No.AddressEstimateExhibit No.
2025-12 1402 S. Birch Street$1,0161-2
2024-132424 N. Oakmont Avenue$2,0613-4
Total:$3,078
EXHIBITS
1.Mills Act Agreement – 1402 S. Birch Street
2.HRC Staff Report – 1402 S. Birch Street
3.Mills Act Agreement – 2424 N. Oakmont Avenue
4.HRC Staff Report – 2424 N. Oakmont Avenue
Submitted By: Ali Pezeshkpour, AICP, Executive Director, Planning and Building
Agency
Approved By: Alvaro Nuñez, City Manager
Planning and Building Agency
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Historic Resources CommissionStaff Report
January 29, 2026
Topic: HRCA No. 2025-14, HRC No. 2025-11, HPPA No. 2025-12 – The Joy House
(1402 S. Birch Street)
RECOMMENDED ACTIONS
1. Adopt a resolution approving Historic Resources Commission Application No. 2025-
14 and Historic Register Categorization No. 2025-11; and
2. Recommend that the City Council authorize the City Manager and City Clerk to
execute the attached Mills Act agreement with Laura Trudeau and Nicholas Timmons,
for the property located at 1402 S. Birch Street, subject to non-substantive changes
approved by the City Manager and City Attorney.
EXECUTIVE SUMMARY
Laura Trudeau and Nicholas Timmons are requesting approval to designate an existing
Minimal Traditional-style residence located at 1412 S. Birch Street to the Santa Ana
Register of Historical Properties, as well as approval to execute a Mills Act agreement
with the City of Santa Ana. The property qualifies for listing in the Santa Ana Register of
Historical Properties under Criterion 1 as an intact example of a Minimal Traditional-style
house. It is worthy of “Contributive” categorization as it has a distinctive architectural style
and quality reflective of the Minimal Traditional style, including its gable-on-hip roof,
exposed rounded rafters, and two-over-two wood-sash windows, among other features.
DISCUSSION
Project Location and Site Description
The subject property is located on a corner lot with Birch Street to the east and Borchard
Avenue to the north, in the Wilshire Square neighborhood in Santa Ana. The site contains
a 1,598-square-foot, Minimal Traditional-style residence and attached garage on an
approximately 6,100-square-foot residential lot (Exhibits 3 and 4).
HRCA No. 2025-12, HRC No. 2025-08, HPPA No. 2025-07– The Joy House (1402 S.
Birch Street)
January 29, 2026
Page 2
Analysis of the Issues
Historical Listing
In March 1999, the City Council approved Ordinance No. NS-2363 establishing the
Historic Resources Commission and the Santa Ana Register of Historical Properties. The
Historic Resources Commission may, by resolution and at a noticed public hearing,
designate as a historical property any building or part thereof, object, structure, or site
having importance to the history or architecture of the city in accordance with the criteria
set forth in Section 30-2 of the Santa Ana Municipal Code (SAMC). This project entails
applying the selection criteria established in Chapter30 of the SAMC (Places of Historical
and Architectural Significance) to determine if this structure is eligible for historic
designation to the Santa Ana Register of Historical Properties. The first criterion for
selection requires that the structures be 50 or more years old.
The structure identified meets the selection criteria for inclusion on the Santa Ana
Register of Historical Properties pursuant to criteria contained in Section 30-2 of the
SAMC, as the structure is 78 years old and is a sound example of period architecture. No
known code violations exist on record for this property.
The Joy House is architecturally significant as an intact example of a Minimal Traditional-
style house in Santa Ana. The original building permit indicates the property was
constructed in 1947 as a house consisting of six rooms and a detached garage at a cost
of $8,000.00. The original building permit does not identify an architect or contractor,
though the property may have been constructed by Coast Construction Company, which
is indicated as the original owner. The earliest known occupants are Carroll H. and Donna
Aloen (née Miller) Joy, who, city directory listings show, lived at the address by 1949
(Ancestry.com 2011). Prior to the Joy family's acquisition of the subject property, Carroll
was a decorated pilot during World War II and, in civilian life, owned a service station,
before entering a career as an insurance agent (Santa Ana Register July 8, 1944; Santa
Ana Register November 20, 1947; The Register August 7, 1955 ). In 1953, the Joys
constructed an addition to the rear (north) of the residence. Donna served as president
of the Spurgeon Parent Teacher Association in Santa Ana in 1959 (The Register March
7, 1959). In June 1966, Donna passed away (The Register June 6, 1966). Within three
years of Donna's passing, the property was owned by the family of Charles R. Bryan. City
building permits show the Bryan family constructed an addition to the detached garage in
1972. The property remained in the possession of the Bryan family until at least as
recently as 2016, when city building permit records show Dolly Bryan was the owner. The
current owners, Laura Trudeau and Nicholas Timmons, acquired the property in 2024.
Located on a corner parcel in the Wilshire Square neighborhood, the Joy House consists
of a one-story, single-family residence and detached garage constructed in the Minimal
Traditional style. The parcel is bounded on the west by Birch Street and on the north by
HRCA No. 2025-12, HRC No. 2025-08, HPPA No. 2025-07– The Joy House (1402 S.
Birch Street)
January 29, 2026
Page 3
Borchard Avenue. The residence is L-planned, with exterior walls sheathed in horizontal
plank siding and stucco and a principally gable–on-hip roof clad in asphalt shingles. The
open, moderately wide roof overhangs include exposed rafters with rounded ends. Facing
S. Birch Street to the west, the asymmetrical main façade is characterized by its recessed
front porch, which includes a north-facing glazed wood front door and paired 2-over-2
wood-sash double-hung windows situated under the main slope of the roof. Most windows
throughout the house are of a similar design.
The secondary north façade, which fronts W.Borchard Avenue, consists mainly of a rear
addition to the residence. Clad entirely in stucco, the exterior on this façade is punctuated
by a series of 2-over-2 double-hung wood-sash windows, in addition to a small glass block
light. Two windows are situated in a recess near the junction of the addition with the
historic portion of the house. The south and west façades face the property’s backyard,
where they form a court. The façades facing the backyard feature stucco siding and wood
sash windows in 2-over-2 hung and inwardly opening hopper configurations. Entrances
are located near the juncture of the west and south facades, where two glazed wood
doors face west and south, respectively. In addition, a non-original sliding glass door
covers most of the west side of the rear addition.
Situated at the far northern end of the parcel, the detached garage complements the
historic appearance of the property (Figure 9). It is rectangular in plan, sheathed in stucco,
and capped with gable-on-hip rood with exposed rafters and asphalt shingles. The non-
original metal roll-up garage door faces a short driveway to the north, accessing Borchard
Avenue. The property is landscaped with a front lawn, shrubs, palms, and various
flowering plants.
Character-defining features of the Minimal Traditional style exhibited by the house
include, but are not necessarily limited to, its asymmetrical main facade composition;
horizontal plank and stucco siding; gable-on-hip roof form; open eaves with exposed
rounded rafters; historic glazed wood front door; recessed front porch; and 2-over-2
wood-sash hung windows. The Joy House qualifies for listing in the Santa Ana Register
of Historical Properties under Criterion 1 as an intact example of a Minimal Traditional-
style home in Santa Ana. The recommended categorization is Contributive because it
contributes to the overall character and history of its neighborhood and is a good example
of period architecture.
Mills Act Agreement
Ordinance No. NS-2382 authorized the Historic Resources Commission to execute
Historic Property Preservation Agreements (HPPA), commonly known as Mills Act
agreements for eligible properties (Exhibit 2). To be eligible for the Mills Act, the property
must be listed on the Santa Ana Register of Historical Properties. The Historic Resources
Commission Application and Historic Register Categorization actions proposed for this
HRCA No. 2025-12, HRC No. 2025-08, HPPA No. 2025-07– The Joy House (1402 S.
Birch Street)
January 29, 2026
Page 4
site authorize the listing of the property on the local register. The agreement provides
monetary incentives to the property owner in the form of a property tax reduction in
exchange for the owner’s voluntary commitment to maintain the property in a good state
of repair as necessary to maintain its character and appearance. Once recorded, the
agreement generates a different valuation method in determining the property’s assessed
value, resulting in tax savings for the owner. Aside from the tax savings, the benefits
include:
Long term preservation of the property and visual improvement to the neighborhood
A mechanism to provide for property rehabilitation
Incentives for potential buyers to purchase historic structures
Discouraging inappropriate alterations to the property
The property has no identified unauthorized modifications. Upon consideration of the
application, it is recommended that the City enter into a Historic Property Preservation
Agreement subject to a completion of future improvements as described in an attached
Work Plan.
Overall, future improvements (Work Plan) proposed by the homeowner and Planning
Division staff during the initial ten years of the Mills Act Agreement include the following:
1) assess plank siding for cracking and other damage and replace or repair in-kind with
Planning Division staff approval; 2) assess condition of windows and replace in-kind, as
necessary and with Planning Division staff approval; 3) trim vegetation on street-facing
sides of the property to maintain a clear view of the property from the sidewalk; 4)
reroof in-kind, with Planning Division staff approval; assess condition of exposed rafters
and repair, as necessary with Planning Division staff approval; 5) assess paint and
stucco throughout the residence and repair or replace, as necessary and with Planning
Division staff approval; and 6) assess condition of hardscaping, including walkways,
steps, porch, and other areas, and repair or replace with Planning Division staff
approval.
As part of the Mills Act approval process, staff will work with the applicant to ensure that
a bronze plaque is installed honoring and recognizing the structure. The plaque will
include the historic name, address, year built, and local historic register designation.
Lastly, the site will be subject to general maintenance and upkeep requirements including,
but not limited to, replacement or restoration of damaged character-defining features,
landscaping upkeep, painting, etc. Upon consideration of the application, it is
recommended that the City enter into a Historic Property Preservation Agreement to
enable the Mills Act.
HRCA No. 2025-12, HRC No. 2025-08, HPPA No. 2025-07– The Joy House (1402 S.
Birch Street)
January 29, 2026
Page 5
Public Notification
The subject site is located within the Wilshire Square Neighborhood Association. The
president of this Neighborhood Association was notified by mail 10 days prior to this public
hearing. In addition, the project site was posted with a notice advertising this public
hearing, a notice was published in the Orange County Reporter and mailed notices were
sent to all property owners within 500 feet of the project site. At the time of this printing,
no correspondence, either written or electronic, has been received from any members of
the public.
ENVIRONMENTAL IMPACT
Pursuant to the California Environmental Quality Act (CEQA) and the CEQA Guidelines,
the project is exempt from further review pursuant to Section 15331 of the CEQA
Guidelines (Class 31 – Historical Resource Restoration/Rehabilitation) as these actions
are designed to preserve historic resources. Based on this analysis, a Notice of
Exemption, Environmental Review No. 2025-114, will be filed for this project.
FISCAL IMPACT
The Historic Property Preservation Agreement will reduce the Property Tax revenue
account 01102002-50011 to the City by an estimated $1,016.40 annually, for a period of
not less than ten years.
EXHIBITS
1. Resolution
2. Mills Act Agreement – 1402 S. Birch Street
3. 500-Foot Radius Map – 1402 S. Birch Street
4. Copy of Public Notice – 1402 S. Birch Street
Submitted By: James Williams, Contract Planner
Approved By: Ali Pezeshkpour, AICP, Executive Director, Planning and Building Agency
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE HISTORIC RESOURCES
COMMISSION OF THE CITY OF SANTA ANA APPROVING
HISTORIC RESOURCES COMMISSION APPLICATION NO.
2025-14 TO PLACE THE PROPERTY LOCATED AT 1402 S.
BIRCH STREET, SANTA ANA, ON THE HISTORICAL
REGISTER AND APPROVING HISTORIC REGISTER
CATEGORIZATION NO. 2025-11 PLACING SAID
PROPERTY WITHIN THE CONTRIBUTIVE CATEGORY
BE IT RESOLVED BY THE HISTORIC RESOURCES COMMISSION OF THE
CITY OF SANTA ANA AS FOLLOWS:
Section 1. The Historic Resources Commission of the City of Santa Ana hereby
finds, determines, and declares as follows:
A. On January 29, 2026, the Historic Resources Commission held a duly
noticed public hearing for the placement on the Santa Ana Register of
Historical Properties (Historic Resources Commission Application No.
2025-14) and categorization (Historic Resources Commission
Categorization No. 2025-11) of the Joy House located at 1402 S. Birch
Street, Santa Ana.
B. The Joy House has distinctive architectural features of the Minimal
Traditional style and was built in 1947.
C. The Joy House qualifies for listing in the Santa Ana Register of Historical
Properties under Criterion 1 as an intact example of a Minimal Traditional
style home in Santa Ana. The house displays characteristics of the Minimal
Traditional style through its use ofits asymmetrical main façade, gable-on-
hip roof, and two-over-two windows, among other original features. The
recommended categorization is “Contributive” because it has a distinctive
architectural style and quality reflective of the Minimal Traditional style.
Character-defining features of the Joy Houseinclude but may not be limited
to: its asymmetrical main facade composition; horizontal plank and stucco
siding; gable-on-hip roof form; open eaves with exposed rounded rafters;
two glass block windows along north facade; and historic glazed wood front
door.
D. The legal owners of the propertyare Nicholas Steven Timmons and Laura
Michelle Trudeau, Husband and Wife as Community Property with Right of
Survivorship.
E. The legal description for the subject property is attached hereto as Exhibit
A and incorporated by this reference as though fully set forth herein.
Resolution No. 2026-xx
Page 1 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
F. The subject property meets the standards for placement on the City of Santa
Ana Register of Historic Properties pursuant to Section 30-2 of the Santa
Ana Municipal Code.
G. The subject property meets the minimum standards for placement in the
Contributive category pursuant to Section 30-2.2(3) of the Santa Ana
Municipal Code.
H. In addition to meeting the standards for placement in the Contributive
category pursuant to Section 30-2.2(3) of the Santa Ana Municipal Code,
the applicant has agreed, as part of the requested Mills Act agreement Work
Plan, to restoration of select elements described therein within the first five
years of the Agreement’s term, including: assess plank siding for cracking
and other damage and replace or repair in-kind with Planning Division staff
approval; assess condition of windows (two glass block windows and 2-
over-2 double hung wood windows) and replace in-kind, as necessary and
with Planning Division staff approval; reroof in-kind, with Planning Division
staff approval; assess condition of exposed rafters and repair as necessary,
with Planning Division staff approval; and assess paint and stucco
throughout the residence and repair or replace, as necessary and with
Planning Division staff approval.
Section 2. In accordance with the California Environmental Quality Act (CEQA),
the recommended actions are exempt from further review under CEQA Guidelines
Section 15331, Class 31, as these actions are designed to preserve historical resources.
Categorical Exemption No. ER-2025-114 will be filed for this project.
Section 3. The Historic Resources Commission of the City of Santa Ana, after
conducting the public hearing, hereby approves:
A. Historic Resources Commission Application No. 2025-14 to place the Joy
House located at 1402 S. Birch Street, Santa Ana, 92707 on the historical
register, as conditioned in Exhibit B, attached hereto and incorporated
herein, and
B. Historic Register Categorization No. 2025-11 placing the Joy House located
at 1402 S. Birch Street, Santa Ana, 92707 within the Contributive category,
as conditioned in Exhibit B, attached hereto and incorporated herein.
These decisions are based upon the evidence submitted at the above said hearing,
which includes, but is not limited to: the Staff report and exhibits attached thereto, the
report entitled “Historical Property Description,” and the public testimony, all of which are
incorporated herein by this reference.
Section 4. For the subject property, a report entitled “Historical Property
Description” is on file with the Planning Division, and is hereby approved and adopted, and
together with the staff report and this Resolution, justify the findings for placement on the
City of Santa Ana Register of Historical Properties into a category. The Historic Resources
Commission Secretary is authorized and directed to include this Resolution in the City of
Santa Ana Register of Historical Properties.
Resolution No. 2026-xx
Page 2 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
Section 5. The Historic Resources Commission Secretary is hereby directed to
file a certified copy of this Resolution with the County Recorder’s Office after the adoption
of this Resolution pursuant to Public Resources Code Section 5029.
th
ADOPTED this 29 day of January, 2026.
__________________________
Edward Murashie
Chairperson
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By:________________________
Brandon Salvatierra
Assistant City Attorney
AYES:Commissioners:
NOES: Commissioners:
ABSENT: Commissioners:
ABSTENTIONS: Commissioners:
Resolution No. 2026-xx
Page 3 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Gema Zapien, Historic Resources Commission Secretary, do hereby attest to and
certify the attached Resolution No. 2026-XX to be the original resolution adopted by
Historic Resources Commission of the City of Santa Ana on January 29, 2026.
Date: ________________ ____________________________________
Gema Zapien
Commission Secretary
City of Santa Ana
Resolution No. 2026-xx
Page 4 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
EXHIBIT A
LEGAL DESCRIPTION
APNAddressLegal Description Owner Names
013-171-15 1402 S. Birch Street THE LAND REFERRED TO Nicholas Steven
HEREIN BELOW IS SITUATED Timmons and
IN THE CITY OF SANTA ANA, Laura Michelle
COUNTY OF ORANGE, Trudeau,
STATE OF CALIFORNIA AND Husband and
IS DESCRIBED AS FOLLOWS: Wife as
Community
LOT 2 OF TRACT NUMBER Property with
1170, IN THE CITY OF CITY OF Right of
SANTA ANA, COUNTY OF Survivorship
ORANGE, STATE OF
CALIFORNIA, AS PER MAP
RECORDED IN BOOK 38,
PAGE 36 OF
MISCELLANEOUS MAPS, IN
THE OFFICE OF
THE COUNTY RECORDER OF
SAID COUNTY.
Resolution No. 2026-xx
Page 5 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
EXHIBIT B
Conditions of Approval for Historic Resources Commission Application No.
2025-14 and Historic Resources Commission Categorization No. 2025-11
The Applicant must comply with each conditionlisted below prior to exercising
the rights conferred by the Historic Resource Commission’s approval and the
City of Santa Ana Register of Historic Properties pursuant to Section 30-6 of the
Santa Ana Municipal Code. The Applicant must remain in compliance with all
condition(s) listed below:
1. Within 180-days of execution of this resolution, the applicant shall install a
bronze plaque as per a template on file with the Planning Division honoring
and recognizing the structure at 1402 S. Birch Street, historically known as
the Joy House. The plaque shall include the historic name, address, year
built, and local historic register designation. The final dimensions, location,
text and description on the plaque shall be reviewed and approved by
Planning Division staff.
2. The applicant shall regularly maintain all landscaping in the front yard area
(pruning and thinning trees and shrubs) so that the historic building and its
character defining features (including but not limited to itsasymmetrical
main facade composition; horizontal plank and stucco siding; gable-on-hip
roof form; open eaves with exposed rounded rafters; historic glazed wood
front door) are visible from the public right-of-way.
Resolution No. 2026-xx
Page 6 of 6
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92702
Attn: Clerk of the Council
FREE RECORDING PURSUANT TO GOVERNMENT CODE § 27383
_________________________________________________________________________
HISTORIC PROPERTY PRESERVATION AGREEMENT
This Historic Property Preservation Agreement (“Agreement”) is made and entered into by
and between the City of Santa Ana, a charter city and municipal corporation duly organized and
existing under the Constitution and laws of the of the State of California (hereinafter referred to as
“City”), and Nicholas Steven Timmons and Laura Michelle Trudeau, Husband and Wife as
Community Property with Right of Survivorship (hereinafter collectively referred to as
“Owner”), owner of real property located at 1402 South Birch Street, Santa Ana, California, in
the County of Orange and listed on the Santa Ana Register of Historical Properties.
RECITALS
A. The City Council of the City of Santa Ana is authorized by California Government
Code Section 50280 et seq. (known as the “Mills Act”) to enter into contracts with
owners of qualified historical properties to provide for appropriate use,
maintenance, rehabilitation and restoration such that these historic properties retain
their historic character and integrity.
B. The Owner possesses fee title in and to that certain qualified real property together
with associated structures and improvements thereon, located at 1402 South Birch
Street, Santa Ana, CA, 92707 and more particularly described in Exhibit “A,”
attached hereto and incorporated herein by reference, and hereinafter referred to as
the “Historic Property.”
C. The Historic Property is officially designated on the Santa Ana Register of
Historical Properties pursuant to the requirements of Chapter 30 of the Santa Ana
Municipal Code.
D. City and Owner, for their mutual benefit, now desire to enter into this Agreement
which defines and limits the use and alteration of this Historic Property in order to
enhance and maintain its value as a cultural and historical resource for Owner and
for the community; to prevent inappropriate alterations to the Historic Property and
to ensure that repairs, additions, new building, and other changes are appropriate;
and to ensure that rehabilitation and maintenance are carried out in an exemplary
manner.
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
E. Owner and City intend to carry out the purposes of California Government Code,
Chapter 1, Part 5 of Division 1 of Title 5, Article 12, Section 50280 et seq., which
will enable the Historic Property to qualify for an assessment of valuation as a
restricted historical property pursuant to Article 1.9, Sec. 439 et seq., Chapter 3 Part
2 of Division 1 of the California Tax and Revenue Code.
NOW, THEREFORE, the City of Santa Ana and the Owner of the Historic Property agree
as follows:
1. Effective Date and Terms of Agreement.
This Agreement shall be effective and commence on April 8, 2026, and shall remain in
effect for a term of ten (10) years thereafter. Each year, upon the anniversary of the effective date
of this Agreement, such initial term will automatically be extended as provided in California
Government Code Sections 50280 through 50290 and in Section 2, below.
2. Renewal.
a. Each year on the anniversary of the effective date of this Agreement, a year shall
automatically be added to the initial ten (10) year term of this Agreement unless written notice of
nonrenewal is served as provided herein.
b. If the Owner or the City desire(s) in any year not to renew the Agreement, the
Owner or City shall serve written notice of nonrenewal of the Agreement on the other party.
Unless such notice is served by the Owner to the City at least ninety (90) days prior to the annual
renewal date, or served by the City to the Owner at least sixty (60) days prior to the annual renewal
date, one (1) year shall automatically be added to the term of the Agreement as provided herein.
c. Within 30 days from receipt of City’s notice of nonrenewal, the Owner may file a
written protest of City’s decision of nonrenewal. The City may, at any time prior to the annual
renewal date of the Agreement, withdraw its notice to the Owner of nonrenewal.
d. If either the Owner or the City serves notice to the other of nonrenewal in any year,
the Agreement shall remain in effect for the balance of the term then remaining, either from its
original execution or from the last renewal of the Agreement, whichever may apply.
3. Standards and Conditions for Historic Property.
During the term of this Agreement, the Historic Property shall be subject to the following
conditions, requirements and restrictions:
a. Owner shall maintain the Historic Property in a good state of repair and shall
preserve, maintain, and, where necessary, restore or rehabilitate the property and its character-
defining features described in the“Executive Summary” and “Historical Property Description”
attached hereto, marked collectively as Exhibit B, notably the general architectural form, style,
materials, design, scale, proportions, organization of windows, doors, and other openings, textures,
details, mass, roof line, porch and other aspects of the appearance of the exterior to the satisfaction
of the City.
- 2 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
b. All changes to the Historic Property shall comply with applicable City plans and
regulations, and conform to the rules and regulations of the Office of Historic Preservation of the
State Department of Parks and Recreation, namely the U.S. Secretary of the Interior’s Standards
and Guidelines for Historic Preservation Projects. These guidelines are attached hereto, marked
as Exhibit C, and incorporated herein by this reference. Owner shall continually maintain the
Historic Property in the same or better condition.
c. A view corridor enabling the general public to see the Historic Property from the
public right-of-way shall be maintained, and Owner shall not be permitted to block the view
corridor to the property with any new structure, such as walls, fences or shrubbery, so as to prevent
the viewing of the historic landmark by the public.
d. The following are prohibited: demolition of the Historic Property or destruction of
character-defining features of the building or site; removal of trees and other major vegetation
unless removal is approved by a rehabilitation plan approved by the Historic Resources
Commission; paving of yard surface; exterior alterations or additions unless approved by the
Historic Resources Commission and such alterations are in keeping with the Secretary of Interior’s
Standards; deteriorating, dilapidated or unrepaired structures such as fences, roofs, doors, walls,
and windows; storage of junk, trash, debris, discarded or unused objects such as cars, appliances,
or furniture; and other unsightly by decoration, structure or vegetation which is unsightly by reason
of its height, condition, or inappropriate location.
e. Owner shall allow reasonable periodic inspection by prior appointment, as needed
or at least every five (5) years after the initial inspection, of the interior and exterior of the Historic
Property by representatives of the City of Santa Ana, the County Assessor, the State Department
of Parks and Recreation, and the State Board of Equalization, to determine the Owner’s
compliance with the terms and provisions of this Agreement. As part of the periodic inspection,
Owner shall supply information in a format determined acceptable by the representatives of the
City of Santa Ana, the County Assessor, the State Department of Parks and Recreation, and the
State Board of Equalization information required to determine compliance with the terms of this
Agreement.
f. Owner shall implement the rehabilitation and restoration work items as discussed
in detail in Exhibit D, “Proposed Structure Improvements” or “Work Plan”and the City Council
Historic Property Preservation Agreement (HPPA No. 2025-12) staff report dated April 7, 2026.
All work items shall be completed within the first ten years of the Mills Act Agreement, with
specific items completed within the first five years including assessing horizontal plank siding for
cracking and other damage and replacing or repairing in-kind with Planning Division staff
approval; assessing condition of windows (two glass block windows and 2-over-2 double hung
sash wood windows) and replacing in-kind, as necessary and with Planning Division staff
approval; reroofing in-kind, with Planning Division staff approval; assessing condition of exposed
rafters and repairing as necessary, with Planning Division staff approval; and assessing paint and
stucco throughout the residence and repairing or replacing, as necessary and with Planning
Division staff approval. Proof of completion, as requested by the City of Santa Ana, will be
required in order to satisfy and maintain the Mills Act Agreement. Staff approval is required before
items are amended or removed/replaced from the improvements list.
- 3 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
4. Furnishing of Information.
The Owner hereby agrees to furnish the City with any and all information requested which
may be necessary or advisable to determine compliance with the terms and provisions of this
Agreement.
5. Cancellation.
a. The City, following a duly noticed public hearing by the City Council as set forth
in Government Code Section 50280, et. seq., may cancel this Agreement if it determines that the
Owner have breached any of the conditions of this Agreement, or has allowed the property to
deteriorate to the point that it no longer meets the standards for a qualified Historic Property, or if
the City determines that the Owner have failed to restore or rehabilitate the property in the manner
specified in Section 3 of this Agreement. If a contract is cancelled for these reasons, the Owner
shall pay a cancellation fee to the County Auditor as set forth in Government Code Section 50286.
This cancellation fee shall be a percentage (currently set at twelve and one-half (12 ½) percent by
Government Code Section 50286) of the current fair market value of the property at the time of
the cancellation, as determined by the county assessor, without regard to any restriction imposed
pursuant to this Agreement.
b. If the Historic Property is destroyed by earthquake, fire, flood or other natural
disaster such that in the opinion of the City Building Official more than sixty (60) percent of the
original fabric of the structure must be replaced, this Agreement shall be canceled immediately
because, in effect, the historic value of the structure will have been destroyed. No fee shall be
imposed in the case of destruction by acts of God or natural disaster.
c. If the Historic Property is acquired by eminent domain and the City Council
determines that the acquisition frustrates the purpose of this Agreement, this Agreement shall be
cancelled and no fee imposed, as specified in Government Code Section 50288.
6. Enforcement of Agreement.
a. In lieu of and/or in addition to any provisions to cancel the Agreement as referenced
herein, City may specifically enforce, or enjoin the breach of, the terms of the Agreement. In the
event of a default, under the provisions to cancel the Agreement by Owner, the City shall give
written notice to Owner by registered or certified mail, and if such a violation is not corrected to
the reasonable satisfaction of the City Manager or designee within thirty (30) days thereafter, or if
not corrected within such a reasonable time as may be required to cure the breach or default, or
default cannot be cured within thirty (30) days (provided that acts to cure the breach or default
may be commenced within thirty (30) days and shall thereafter be diligently pursued to completion
by Owner), then City may, without further notice, declare a default under the terms of this
Agreement and may bring any action necessary to specifically enforce the obligations of Owner
growing out of the terms of this Agreement, apply to any court, state or federal, for injunctive
relief against any violation by Owner or apply for such relief as may be appropriate.
b. City does not waive any claim of default by the Owner if City does not enforce or
cancel this Agreement. All other remedies at law or in equity which are not otherwise provided
for in this Agreement or in City’s regulations governing historic properties are available to City to
- 4 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
pursue in the event that there is a breach of this Agreement. No waiver by City of any breach or
default under this Agreement shall be deemed to be a waiver of any other subsequent breach
thereof or default hereunder.
7. Binding effect of Agreement.
a. Owner hereby subjects the Historic Property, located at 1402 South Birch Street,
Assessor Parcel Number, 013-171-15, and more particularly described in Exhibit A, in
the City of Santa Ana, to the covenants, conditions, and restrictions as set forth in this
Agreement.
b. City and Owner hereby declare their specific intent that the covenants, conditions
and restrictions as set forth herein shall be deemed covenants running with the land and shall pass
to and be binding upon Owner’s successors and assigns in title or interest to the Historic Property.
Every contract, deed, or other instrument hereinafter executed, covering or conveying the Historic
Property or any portion thereof, shall conclusively be held to have been executed, delivered, and
accepted subject to the tenants, restrictions, and reservations expressed in this Agreement
regardless of whether such covenants, conditions and restrictions are set forth in such contract,
deed, or other instrument.
c. This property is listed in the Santa Ana Register of Historical Properties (Register).
In any real property transaction, the owner of this property or the owner’s representative shall
provide the buyer of this property with notice that the property is listed on the City’s historic
Register.
8. No Compensation.
Owner shall not receive any payment from City in consideration of the obligation imposed
under this Agreement, it being recognized that the consideration for the execution of this
Agreement is the substantial public benefit to be derived therefrom and the advantage that will
accrue to Owner as a result of the effect upon the assessed value of the Property on the account of
the restrictions on the use and preservation of the Property.
9. Notice.
Any notice required by the terms of this Agreement shall be sent to the address of the
respective parties as specified below or at other addresses that may be later specified by the parties
hereto.
City: City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92702
Attn: City Clerk
- 5 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
Owner: Nicholas Timmons and Laura Trudeau
1402 South Birch Street
Santa Ana, CA 92707
10. General Provisions.
a. None of the terms, provisions, or conditions of this Agreement shall be deemed to
create a partnership between the parties hereto and any of their heirs, successors, or assigns, nor
shall such terms, provisions or conditions cause them to be considered joint ventures or members
of any joint enterprise.
b. The Owner agrees to and shall indemnify and hold the City and its elected and
appointed officials, officers, agents, and employees harmless from liability for damage or claims
for damage for personal injuries, including death, and claims for property damage which may arise
from the direct or indirect use or operations of the Owner or those of his or her contractor,
subcontractor, agent, employee, or other person acting on his or her behalf which relates to the
use, operation, and maintenance of the Historic Property. The Owner hereby agrees to and shall
defend the City and its elected and appointed officials, officers, agents, and employees with respect
to any and all actions for damages caused by, or alleged to have been caused by, reason of the
Owner's activities in connection with the Historic Property.
c. This hold harmless provision applies to all damages and claims for damages
suffered, or alleged to have been suffered, and costs of defense incurred, by reason of the
operations referred to in this Agreement regardless of whether or not City prepared, supplied, or
approved the plans, specifications or other documents for the Historic Property.
d. All of the agreements, rights, covenants, conditions, and restrictions contained in
this Agreement shall be binding upon and shall inure to the benefit of the parties herein, their heirs,
successors, legal representatives, assigns, and all persons acquiring any part or portion of the
Historic Property, whether by operation of law on in any manner whatsoever.
e. In the event legal proceedings are brought by any party or parties to enforce or
restrain a violation of any of the covenants, reservations, or restrictions contained herein, or to
determine the rights and duties of any party hereunder, the prevailing party in such proceeding
may recover all reasonable attorney’s fees to be fixed by the court, in addition to court costs and
other relief ordered by the court.
f. In the event that any of the provisions of this Agreement are held to be
unenforceable or invalid by any court of competent jurisdiction, or by subsequent preemptive
legislation, the validity and enforceability of the remaining provisions, or portions thereof, shall
not be effected thereby.
g. This Agreement shall be construed and governed in accordance with the laws of the
State of California, with venue in Orange County.
- 6 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
11. Recordation.
No later than twenty (20) days after the parties execute and enter into this Agreement, the
City shall cause this Agreement to be recorded in the office of the County Recorder of the County
of Orange.
12. Amendments.
This Agreement may be amended, in whole or in part, only by a written recorded
instrument executed by the parties hereto.
13. Effective Date
This Agreement shall be effective on the day and year first written above in Section 1.
{Signature page follows}
- 7 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
ATTEST: CITY OF SANTA ANA
________________________ _________________________
JENNIFER L. HALL ALVARO NUÑEZ
City Clerk City Manager
OWNER
Date: ___________________ By:__________________
NCHOLAS S. TIMMONS
Date: ___________________ By:__________________
LAURA M. TRUDEAU
APPROVED AS TO FORM: RECOMMENDED FOR APPROVAL:
SONIA CARVALHO
City Attorney
By: _____________________ _____________________
BRANDON SALVATIERRA ALI PEZESHKPOUR
Assistant City Attorney Executive Director
Planning and Building Agency
- 8 -
MILLS ACT AGREEMENT
1402 South Birch Street
Santa Ana, CA 92707
EXHIBIT A
LEGAL DESCRIPTION
THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE CITY OF SANTA
ANA, COUNTY OF ORANGE, STATE OF CALIFORNIA AND IS DESCRIBED AS
FOLLOWS:
LOT 2 OF TRACT NUMBER 1170, IN THE CITY OF CITY OF SANTA ANA, COUNTY OF
ORANGE, STATE OF CALIFORNIA, AS PER MAP RECORDED IN BOOK 38, PAGE 36
OF MISCELLANEOUS MAPS, IN THE OFFICE OFTHE COUNTY RECORDER OF SAID
COUNTY.
Assessor’s Parcel Number: 013-171-015
- 9 -
Exhibit B
EXECUTIVE SUMMARY
Joy House
1402 South Birch Street
Santa Ana, CA 92707
NAME Joy House REF. NO.
ADDRESS 1402 South Birch Street
CITY Santa Ana ZIP 92707 ORANGE COUNTY
YEAR BUILT 1947 LOCAL REGISTER CATEGORY: Contributive
N/A
HISTORIC DISTRICT NEIGHBORHOOD Wilshire Square
CALIFORNIA REGISTER CRITERIA FOR EVALUATION CALIFORNIA REGISTER STATUS CODE
C/3 5S3
Location: Not for Publication Unrestricted
Prehistoric Historic Both
ARCHITECTURAL STYLE: Minimal Traditional
During the Great Depression through the immediate postwar years, the Minimal Traditional home rose in popularity as the
preferred style for middle-class housing in the United States. This basic house type fulfilled both aesthetic and social
needs: in terms of aesthetics, the form represented a stripped-down version of the historic-eclectic styles popular in the
1920s, in particular the Tudor and English Revival styles. In social terms, the Minimal Traditional home satisfied
requirements in square footage and plan by the Federal Housing Administration (FHA), which launched a campaign in
this period to expand home ownership. The Minimal Traditional home served as the prototype used by the FHA in its
efforts to codify and manufacture “a standard, low-cost, minimum house that the majority of American wage earners could
afford” (Greg Hise, Magnetic Los Angeles, p. 57). Minimal Traditional homes are typically rectangular in plan and one-
story in height, often with a front-gabled wing and prominent attached chimney. In contrast with the English and Tudor
Revival styles the one-story version sometimes mimics, the Minimal Traditional home is capped with a low or intermediate
pitch roof with a hipped or side gable. Sheathing materials include stucco, brick, or wood, often accompanied by stone
veneer accents. Fenestration generally consists of multi-light casement, double-hung, and picture windows with wood
frames. The eaves and rakes of the Minimal Traditional home are typically shallow (in a departure from the later Ranch
House style, which they often resemble). Although they have little applied ornament, many Minimal Traditional homes
often display decorative wood shutters and porch-roof supports.
SUMMARY/CONCLUSION:
The Joy House qualifies for listing in the Santa Ana Register of Historical Properties under Criterion 1 as an intact
example of a Contemporary Modern-style home in Santa Ana. The recommended categorization is “Contributive”
because it is a good example of the style and contributes to the historical and architectural character of its neighborhood.
(Santa Ana Municipal Code, Section 30-2.3).
EXPLANATION OF CODES:
California Register Criteria for Evaluation: (From California Office of Historic Preservation, Technical Assistance
Series # 7, “How to Nominate Resources to the California Register of Historical Resources,” September 4, 2001.)
3: It embodies the distinctive characteristics of a type, period, region, or method of construction, or
represents the work of a master, or possesses high artistic values.
It embodies the distinctive characteristics of a type, period, region, or method of construction, or represents the
work of a master, or possesses high artistic values.
5S3: Appears to be individually eligible for local listing or designation through survey evaluation.
Exhibit B
State of California The Resources Agency Primary #______________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI #__________________________________________________
PRIMARY RECORD Trinomial______________________________________________
NRHP Status Code____5S3_______________________________
Other Listings_____________________________________________________________________
Review Code________ Reviewer________________________ Date_______________
Page _1_ of _6_ Resource name(s) or number (assigned by recorder) Joy House
P1. Other Identifier:
*P2. Location: Not for Publication Unrestricted *a. County Orange County
*b. USGS 7.5’ Quad: Tustin, CA 7.5-Minute Series Date: 2022
*c. Address 1402 S. Birch Street City: Santa Ana Zip: 92707
*e. Other Locational Data: Assessor’s Parcel Number 013-171-15
*P3a. Description: (Describe resource and its major elements. Include design, materials, condition, alterations, size, setting, and boundaries)
Located on a corner parcel in the Wilshire Square neighborhood, the Joy House consists of a one-story, single-family
residence and detached garage constructed in the Minimal Traditional style (Figure 1). The parcel is bounded on the west by
Birch Street and on the north by West Borchard Avenue. The residence is L-planned, with exterior walls sheathed in
horizontal plank siding and stucco and a principally gable–on-hip roof clad in asphalt shingles. The open, moderately wide
roof overhangs include exposed rafters with rounded ends (Figure 2). Facing South Birch Street to the west, the
asymmetrical main façade is characterized by its recessed front porch (Figure 3), which includes a north-facing glazed wood
front door (Figure 4) and paired 2-over-2 wood-sash double-hung windows situated under the main slope of the roof. Most
windows throughout the house are of a similar design.
(See Continuation Sheet 3 of 6.)
*P3b. Resource Attributes: (list attributes and codes) HP2. Single-Family Residence
*P4. Resources Present: Building Structure Object Site District Element of District Other
P5a. Photo P5b. Photo: (view and date)
(Figure 1) Primary (east) facade, view
southwest, October 2025
*P6. Date Constructed/Age and
Sources: historic
1947, Assessor data
*P7. Owner and Address:
Laura Trudeau and Nicholas
Timmons
1402 S. Birch Street
Santa Ana, CA 92707
*P8. Recorded by:
James Williams
City of Santa Ana
20 Civic Center Plaza M-20
Santa Ana, CA 92702
*P9. Date Recorded:
January 29, 2026
*P10. Survey Type:
Intensive Survey Update
(Cite survey
*P11. Report Citation:
report and other sources, or enter “none”)
None
*Attachments: None Location Map Sketch Map Continuation Sheet Building, Structure, and Object Record
Archaeological Record District Record Linear Feature Record Milling Station Record Rock Art Record
Artifact Record Photograph Record Other (list)
DPR 523A (1/95) *Required information
State of California The Resources Agency Primary #__________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI#______________________________________________
BUILDING, STRUCTURE, AND OBJECT RECORD
Page 2 of 6 *NRHP Status Code_5S3_________________________
*Resource Name or #: Joy House
B1. Historic Name: Joy House
B2. Common Name: Same
B3. Original Use: Single-family residence B4. Present Use: Single-family residence
*B5. Architectural Style: Minimal Traditional
*B6. Construction History: (Construction date, alterations, and date of alterations):
December 11, 1947: property constructed as a 6 room residence and garage for Coast Construction Company, valued at $8,000
August 14, 1953: Addition of a room and ½ bath, for C. Joy by Adams and Helm, valued at $3,000.
February 2, 1972: Addition to garage by owner, Charles R. Bryan, valued at $100.
*B7. Moved? No Yes Unknown Date:__________ Original location:_______ _______
*B8. Related Features: N/A
B9a. Architect: Unknown b. Builder: likely Coast Construction Company
*B10. Significance: Theme Residential Architecture Area Santa Ana
Period of Significance: 1947 Property Type: Single-family residence Applicable Criteria: C/3
(Discuss importance in terms of historical or architectural context as defined by theme, period, and geographic scope. Also address integrity)
The Joy House is architecturally significant as an intact example of a Minimal Traditional-style house in Santa Ana. The
original building permit indicates the property was constructed in 1947 as a house consisting of six rooms and a detached
garage at a cost of $8,000.00. The original building permit does not identify an architect or contractor, though the property
may have been constructed by Coast Construction Company, which is indicated as the original owner. The earliest known
occupants are Carroll H. and Donna Aloen (nee Miller) Joy, who, city directory listings show, lived at the address by 1949
(Ancestry.com 2011). Prior to the Joy family's acquisition of the subject property, Carroll was a decorated pilot during World
War II and, in civilian life, owned a service station, before entering a career as an insurance agent (Santa Ana Register July
8, 1944; Santa Ana Register November 20, 1947; The Register August 7, 1955 ). In 1953, the Joys constructed an addition to
the rear (north) of the residence. Donna served as president of the Spurgeon Parent Teacher Association in Santa Ana in
1959 (The Register March 7, 1959). In June 1966, Donna passed away (The Register June 6, 1966). Within three years of
Donna's passing, the property was owned by the family of Charles R Bryan. City building permits show the Bryan family
constructed an addition to the detached garage in 1972. The property remained in the possession of the Bryan family until at
least as recently as 2016, when city building permit records show Dolly Bryan was the owner. The current owners, Laura
Trudeau and Nicholas Timmons acquired the property in 2024. (See Continuation Sheet 3).
B11. Additional Resource Attributes: (List attributes and codes)
*B12. References:
(See Continuation Sheet 4 of 6.)
B13. Remarks: None
*B14. Evaluator: James Williams, City of Santa Ana.
Sketch Map
*Date of Evaluation: January 29, 2026
AVENUE
(This space reserved for official comments.)
Joy House
1402 S. Birch Street
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 3_ of 6_ Resource Name: «Name_of_Structure»
*Recorded by James Williams *Date January 29, 2026 Continuation Update
DPR 523B (1/95) *Required information
*P3a. Description (continued):
The secondary north façade, which fronts West Borchard Avenue, consists mainly of a rear addition to the residence (Figure
5). Clad entirely in stucco, the exterior on this façade is punctuated by a series of 2-over-2 double-hung wood-sash windows,
in addition to a small glass block light (Figure 6). Two windows are situated in a recess near the junction of the addition with
the historic portion of the house (Figure 7). The south and west façades face the property’s backyard, where they form a
court. The façades facing the backyard feature stucco siding and wood sash windows in 2-over-2 hung and inwardly opening
hopper configurations. Entrances are located near the juncture of the west and south facades, where two glazed wood doors
face west and south, respectively (Figure 8). In addition, a non-original sliding glass door covers most of the west side of the
rear addition (Figure 9).
Situated at the far northern end of the parcel, the detached garage complements the historic appearance of the property
(Figure 10). It is rectangular in plan, sheathed in stucco, and capped with gable-on-hip rood with exposed rafters and asphalt
shingles. The non-original metal roll-up garage door faces a short driveway to the north, accessing W. Borchard Avenue. The
property is landscaped with a front lawn, shrubs, palms, and various flowering plants.
*B10. Significance (continued):
The Joy House is located in Wilshire Square, a neighborhood located south of the city center and bounded by West
McFadden Avenue on the north, West Edinger Avenue on the south, South Main Street on the east, and South Flower Street
on the west. This area remained agricultural in use into the early twentieth century, the landscape dotted with walnut and
orange groves. The 1912 plat map of Santa Ana showed South Main Street and Fairview Avenue (now McFadden Avenue)
as the only streets in the area, with the majority of the property held by a few landowners: N. Palmer, H. K. Hanson, O’Brien,
and Lewis.
Development of Wilshire Square began circa 1923, when newspaper advertisements for newly subdivided lots costing
between $635.00 and $1,875.00 boasted “five foot sidewalks, curbs, electricity, gas, sewer, city water and ornamental trees.”
By 1923, all of Flower, Garnsey, Van Ness, Ross, and Borchard and portions of the remaining streets had been laid out.
Lathrop Junior High School, designed by architect Frederick Eley in 1921 (demolished circa 1970), was constructed on the
southwest corner of Fairview and Main and became an anchor of the neighborhood. In 1925, over 65 homes had been built
in Wilshire Square, according to a count of addresses listed in the city directories. A 1927 map indicated that the area was
zoned for single-family residences, except the east side of Sycamore, which was set aside for “courts and apartments,”
apparently as a buffer for the “neighborhood business” zone on South Main Street. By 1930, maps of the City showed that,
with the exception of a gap between Borchard and Edinger Avenues on Birch, Broadway, and Sycamore, all the streets in
Wilshire Square were in place. Mapped by the Sanborn Company between 1931 and 1940, the neighborhood was
substantially developed prior to the beginning of World War II.
Built in three phases, Wilshire Square primarily showcases the revival architectural styles popular during the first phase, circa
1923 to 1931, when 326 homes were built: variations of the Tudor Revival, the Spanish Colonial Revival, and the Colonial
Revival. A handful of Craftsman bungalows completed the picture. A second phase, from 1935 to 1942, marked the
recovery from the Great Depression and the war preparation years, and resulted in another 171 homes. The post World War
II building boom added 91 homes, many in the newly popular California Ranch style. Enhanced by the canopies of mature
trees that line many of the streets, Wilshire Square developed as a middle class neighborhood of white and blue collar
workers. Homes were both owner and speculator built, and, regardless of style, are unified by their one-story height, scale,
common setbacks, and the placement of detached garages in the rear of each property. Retaining these qualities today
(2003), the neighborhood was recognized for excellence in urban design by the Orange County Chapter of the American
Institute of Architects in 1997.
The Joy House qualifies for listing in the Santa Ana Register of Historical Properties under Criterion 1 as an intact example of
a Minimal Traditional-style home in Santa Ana. Located in Wilshire Square, the house was constructed in 1947. The
recommended categorization is “Contributive” because it contributes to the overall character and history of its neighborhood
and is a good example of period architecture (Santa Ana Municipal Code, Section 30-2.3). Character-defining features of the
house’s original 1947 Minimal Traditional-style construction include, but are not necessarily limited to, its asymmetrical main
(south) facade composition; horizontal plank and stucco siding; gable-on-hip roof form; open eaves with exposed rounded
rafters; historic glazed wood front door; recessed front porch; two glass block windows along north facade; and 2-over-2
wood-sash hung windows.
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 4_ of 6_ Resource Name: «Name_of_Structure»
*Recorded by James Williams *Date January 29, 2026 Continuation Update
*B12. References (continued):
Advertisement for Allstate Insurance Company. The Register. August 7, 1955.
https://www.newspapers.com/image/995296705/?match=1&terms=%22carroll%20joy%22.
Ancestry.com. U.S., City Directories, 1822-1995 \[database on-line\]. Lehi, UT, USA: Ancestry.com Operations, Inc., 2011.
Col. Joy on Two Weeks Duty with Air Reserve, Santa Ana Register, November 20, 1947.
https://www.newspapers.com/image/998137844/?match=1&terms=%22carroll%20joy%22.
“Donna Aloen Joy,” The Register, June 6, 1966.
https://www.newspapers.com/image/996955189/?terms=%221402%20s%20birch%22.
“Fighter Pilot Wins Air Medal,” Santa Ana Register, July 8, 1944, p. 2.
https://www.newspapers.com/image/1001577973/?match=1&terms=%22carroll%20joy%22.
Marsh, Diann. Santa Ana: An Illustrated History. Encinitas, Heritage Publishing, 1994.
“Mrs. Joy Heads Spurgeon PTA,” The Register. March 7, 1959.
https://www.newspapers.com/image/996559394/?match=1&terms=%22carroll%20joy%22.
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 5_ of 6_ Resource Name: «Name_of_Structure»
*Recorded by James Williams *Date January 29, 2026 Continuation Update
Additional Figures:
Figure 3. Located on the primary (east) façade, the
recessed front porch features 2-over-2 hung wood-sash
windows and a glazed front door. Facing northwest.
Figure 2. The roof overhang on the primary (south)
façade is generally representative of the same element
throughout the property.
Figure 5. North and west façades of the 1953 addition to
the residence. Facing southwest.
Figure 4. Front patio as viewed from the porch. Facing
north.
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 6_ of 6_ Resource Name: «Name_of_Structure»
*Recorded by James Williams *Date January 29, 2026 Continuation Update
Figure 6. Glass block window on the north façade. Figure 7. On the north façade, 2-over-2 hung wood-sash
windows open from a recess at the junction of the
Facing east.
house’s historic plan and the 1953 addition windows.
Facing southeast.
Figure 8. At the junction of the west and south façades, Figure 9. A non-original sliding glass door opens from
the rear porch exhibits two glazed wood doors and two the interior-facing west side of the 1953 addition. Facing
2-over-2 hung wood-sash windows. Facing northeast. northeast.
Figure 10. Located at the property’s northeast corner,
the detached garage many elements in common with the
residence, including a hip-on-gable roof, exposed rafters,
and stucco siding. Facing southwest.
DPR 523L
MILLS ACT AGREEMENT
1402 N. Birch Street
Santa Ana, CA 92707
Exhibit C
Exterior work shall be reviewed by the Historic Resources Commission and subject to the U.S.
Secretary of the Interior’s Standards for Rehabilitation of Historic Buildings, as follows:
1. Every reasonable effort shall be made to provide a compatible use for a property
which requires minimal alteration of the building, structure, or site and its
environment, or to use a property for its originally intended purpose.
2. The distinguishing original qualities or character of a building, structure or site
and its environment shall not be destroyed. The removal or alteration of any
historic material or distinctive architectural features should be avoided when
possible.
3. All buildings, structures, and sites shall be recognized as products of their own
time. Alterations that have no historical basis and which seek to create an earlier
appearance shall be discouraged.
4. Changes which may have taken place in the course of time are evidence of the
history and development of a building, structure, or site and its environment.
These changes may have acquired significance in their own right, and this
significance shall be recognized and respected.
5. Distinctive stylistic features or examples of skilled craftsmanship which
characterize a building, structure, or site shall be treated with sensitivity.
6. Deteriorated architectural features shall be repaired rather than replaced,
whenever possible. In the event replacement is necessary, the new material
should match the material being replaced in composition, design, color, texture,
and other visual qualities. Repair or replacement of missing architectural features
should be based on accurate duplications of features, substantiated by historic,
physical, or pictorial evidence rather than on conjectural designs or the
availability of different architectural elements from the other buildings or
structures.
7. The surface cleaning of structures shall be undertaken with the gentlest means
possible. Sandblasting and other cleaning methods that will damage the historic
building materials shall not be undertaken.
8. Every reasonable effort shall be made to protect and reserve archaeological
resources affected by, or adjacent to any project.
9. Contemporary design for alterations and additions to existing properties shall not
be discouraged when such alterations and additions do not destroy significant
historical, architectural or cultural material, and such design is compatible with
- 1 -
MILLS ACT AGREEMENT
1402 N. Birch Street
Santa Ana, CA 92707
size, scale, color, material and character of the property, neighborhood, or
environment.
10. Wherever possible, new additions or alterations to structures shall be done in such
a manner that if such additions or alterations need to be removed in the future, the
essential form and integrity of the structure would be unimpaired.
- 2 -
Exhibit D: Proposed Structure Improvements (“Work Plan”)
1402 S. Birch Street
Item Year Improvement
1 2026Assess horizontal plank siding for cracking and other damage; replace or repair in-
kind with staff approval.
2 2026Assess condition of windows (two glass block windows and 2-over-2 double hung
sash windows); replace in-kind, as necessary and with staff approval.
3 2026Trim vegetation on street-facing sides of the property to maintain a clear view of
the property from the sidewalk.
4 2029Reroof in-kind, with staff approval; assess condition of exposed rafters and repair
as necessary, with staff approval.
5 2031Assess paint and stucco throughout the residence and repair or replace, as
necessary and with staff approval.
6 2032Assess condition of hardscaping, including walkways, steps, porch, and other areas,
and repair or replace with staff approval.
SITE
HRCA NO. 2025-14, HRC NO. 2025-11,
HPPA NO. 2025-12
JOY HOUSE
1402 N. BIRCH STREET
P L A N N I N G AND B U I L D I N G A G E N C Y
EXHIBIT 3
P!S!B!O!H!F!!!D!P!V!O!U!Z!!!S!F!Q!P!S!U!F!S
TJODF!2:32
Mailing Address : 600 W SANTA ANA BLVD STE 812, SANTA ANA, CA 92701
Telephone (714) 543-2027 / Fax (714) 542-6841
Visit us @ www.LegalAdstore.com
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CITY OF SANTA ANA/PLANNING & BUILDING AGENCY
20 CIVIC CENTER PLAZA 2ND FLR
OR#
SANTA ANA, CA 92702 4002170
NOTICEOFPUBLICHEARINGelseraisedatthepublichearing
BEFORETHESANTAANAHISTORICdescribedinthisnotice,orinwritten
RESOURCESCOMMISSIONcorrespondencedeliveredtotheHistoric
TheCityofSantaAnaencouragestheResourcesCommissionorCityCouncilof
publictoparticipateinthedecision-theCityofSantaAnaat,orpriorto,the
makingprocess.Weencourageyoutopublichearing.
contactuspriortothePublicHearingifSitienepreguntasenespañol,favorde
youhaveanyquestions.llamaraGemaZapienal(714)667-
DPQZ!PG!OPUJDF
HistoricResourcesCommission2732.
Action:TheHistoricResourcesNucnliênlcbngtingVit,
CommissionwillholdaPublicHearingtoxininthoichoKristieHa(714)
receivepublictestimony,andwilltake667-2206.
actionontheitemdescribedbelow.Their1/16/26
decisionisfinalunlessappealedtotheOR-4002170#
CityCouncilwithin10daysofthedecision
Notice Type: GPN GOVT PUBLIC NOTICE
byanyinterestedpartyorgroup.
ProjectLocation:1402SouthBirch
Ad Description
StreetlocatedwithintheSingle-Family
Residence(R1)zoningdistrict.
1402 S. Birch St.
ProjectApplicant:LauraTrudeauand
NicholasTimmons(PropertyOwner&
Applicant)
ProjectDescription:Requestfor
To the right is a copy of the notice you sent to us for publication in the approvalofHistoricResources
CommissionApplication(HRCA)No.
ORANGE COUNTY REPORTER. Thank you for using our newspaper. Please
2025-14,HistoricRegisterCategorization
(HRC)No.2025-11,andHistoricProperty
read this notice carefully and call us with any corrections. The Proof of
PreservationApplication(HPPA)No.
Publication will be filed with the County Clerk, if required, and mailed to you
2025-12toallowtheplacementand
categorizationofthesubjectsiteinthe
after the last date below. Publication date(s) for this notice is (are):
SantaAnaRegisterofHistorical
Propertiesas“Contributive”andto
01/16/2026
executeaHistoricPropertyPreservation
AgreementwiththeCityofSantaAna.
EnvironmentalImpact:Pursuanttothe
CaliforniaEnvironmentalQualityAct
(CEQA)andtheCEQAGuidelines,the
projectisexemptfromfurtherreview
underSection15331(Class31),asthese
actionsaredesignedtopreservehistoric
The charge(s) for this order is as follows. An invoice will be sent after the last
resources.ACategoricalExemption,ER
No.2025-114willbefiledforthisproject.
date of publication. If you prepaid this order in full, you will not receive an
MeetingDetails:Thismatterwillbe
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heardonThursday,January29,at4:30
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atPGomez@santa-ana.orgorbyphone
at714-667-2790.
Note:Ifyouchallengethedecisiononthe
abovematter,youmaybelimitedto
raisingonlythoseissuesyouorsomeone
!A000007289941!
CITY OF SANTA ANA
Planning and Building Agency
-/pba
NOTICE OF PUBLIC HEARING
BEFORE THE SANTA ANA HISTORIC RESOURCES COMMISSION
Historic Resources Commission Action:
Project Location: -
Project Applicant:
Project Description:
--
-
Environmental Impact:
-
Meeting Details:Thursday, January 29, at 4:30 p.m.
Members of the public may attend this
meeting in-person or join via Zoom.
--
Written Comments:
-ta-
Zapien–
Deadline to submit written comments is 3:30 p.m. on the day of the meeting.
Where To Get More Information:
at: -
Who To Contact For Questions:
-
--- --
Note:I
Si tiene preguntas en español, favor de llamar a Gema Zapien al (714) 667-2732.
Nu cn liên lc bng ting Vin thoi cho Kristie Ha (714) 667-2206.
500’ RADIUS NOTIFICATION MAP
Planning and Building Agency
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Historic Resources CommissionStaff Report
January 29, 2026
Topic: HRCA No. 2024-11, HRC No. 2024-09, HPPA No. 2024-13 – Halsell House (2424
N. Oakmont Avenue)
RECOMMENDED ACTIONS
1. Adopt a resolution approving Historic Resources Commission Application No. 2024-11
and Historic Register Categorization No. 2024-09; and
2. Recommend that the City Council authorize the City Manager and City Clerk to execute
the attached Mills Act agreement with Lance Uradomo and Tilly Gurman, for the property
located at 2424 North Oakmont Avenue, subject to non-substantive changes approved
by the City Manager and City Attorney.
EXECUTIVE SUMMARY
Lance Uradomo and Tilly Gurman (property owners and applicants) are requesting
approval to designate an existing Colonial Revival-style residence located at 2424 N.
Oakmont Avenue to the Santa Ana Register of Historical Properties, as well as approval
to execute a Mills Act agreement with the City of Santa Ana. The property qualifies for
listing in the Santa Ana Register of Historical Properties under Criterion 1 as an intact
example of Colonial Revival-style house and under Criterion 4, due to its associations
with real estate developer Oliver L. Halsell, who was notable for playing a central role in
the establishment of Fairhaven Memorial Park. The property is worthy of “Key”
categorization because it has a distinctive architectural style and quality as a Colonial
Revival-style residence and is associated with a significant person in Santa Ana’s history.
The property’s character-defining features relate to the original construction of the
residence and include, but are not necessarily limited to, itstwo-story massing, hipped
roof, horizontal wood-plank and stucco siding, existing original windows, molded
Classically inspired details at the front entrance and elsewhere on the primary (east)
elevation.
HRCA No. 2024-11, HRC No. 2024-09, HPPA No. 2024-13 – Halsell House (2424 N.
Oakmont Avenue)
January 29, 2026
Page 2
DISCUSSION
Project Location and Site Description
The subject property is located on the west side of the 2400 block of N. Oakmont Avenue
in the ParkSantiago neighborhood in Santa Ana. The site contains a 2,600-square-foot
residence, in addition to a detached garage and detached shop building, on an 18,700-
square-foot residential lot (Exhibit 3).
Analysis of the Issues
Historical Listing
In March 1999, the City Council approved Ordinance No. NS-2363 establishing the
Historic Resources Commission and the Santa Ana Register of Historical Properties. The
Historic Resources Commission may, by resolution and at a noticed public hearing,
designate as a historical property any building or part thereof, object, structure, or site
having importance to the history or architecture of the city in accordance with the criteria
set forth in Section 30-2 of the Santa Ana Municipal Code (SAMC). This project entails
applying the selection criteria established in Chapter 30 of the Santa Ana Municipal Code
(Places of Historical and Architectural Significance) to determine if this structure is eligible
for historic designation to the Santa Ana Register of Historical Properties. The first
criterion for selection requires that the structures be 50 or more years old.
The structure identified meets the selection criteria for inclusion on the Santa Ana
Register of Historical Properties pursuant to criteria contained in Section 30-2 of the Santa
Ana Municipal Code, as the structureis 88 years old, is a sound example of period
architecture, and is associated with a significant individual in Santa Ana history. No known
code violations exist on record for this property.
The Halsell House is architecturally significant as an intact example of a Colonial Revival-
style house in Santa Ana. The original building permit is dated May 25, 1937, and
indicates the property was developed as a residence and garage for owner Oliver L.
Halsell, at a value of $7,000. The original architect and contractor are unknown.
Halsell played a central role in the development of Santa Ana's Fairhaven Memorial Park,
which at the time of its opening in 1911, was notable locally for its park-like planning. In
the 1920s and 1930s, Halsell served an officer of the Santora Company, a Santa Ana-
based land development firm responsible for constructing numerous commercial
properties and establishing many residential subdivisions in Santa Ana and Orange
County. Among his duties with Santora, Halsell served as "tract manager" of the Oakmont
Park tract, in which the Halsell House is located. Originally platted for residential
development in 1923, the tract was touted at the time of its initial development as one of
HRCA No. 2024-11, HRC No. 2024-09, HPPA No. 2024-13 – Halsell House (2424 N.
Oakmont Avenue)
January 29, 2026
Page 3
a few areas of “high class residence construction” in the city (Santa Ana Daily Register
November 8, 1923). Halsell remained at the subject property until his death in 1954. Upon
his passing, Halsell's estate was transferred to the Halsell Foundation, which he
established “for the cultural and religious benefit of the people of Orange County” (The
Register October 26, 1954). The Halsell Foundation remains in operation to this day.
City directories and newspaper articles show that by 1960, F.H. Schroeder lived at this
address, followed by David Schroeder. Gordon and Maureen Bricken acquired and
moved into the property by 1973, living there into the 21st century. Gordon had a two-
decade career in local politics, serving on the City's Planning Commission from 1964 to
1974, on the City Council in the 1970s and 1980s, and as mayor from 1981 to 1983.
During his tenure as mayor, his leadership was linked to such projects as the Orange
County World Trade Center, Santa Ana Train Station, and more generally, the
"revitalization” of the Civic Center area (Los Angeles Times June 28, 2013). City planning
records show the property's current owners and residents Tilly Gurman Lance and
Uradomo took ownership of the property in 2023.
The Halsell House is a highly intact example of a one-to-two-story, Colonial Revival-style,
single-family residence with two detached ancillary buildings. The residence is
characterized by a rough L-plan, hipped roof with asphalt shingles and slight eaves, and
principally stucco exterior cladding, augmented with wood lap siding on the second story
of the primary (east) façade. Architectural detailing is concentrated on the primary façade,
as typified by the recessed main entrance. At that location, a Classically inspired molded
surround features fluted pilasters appearing to support a broken pediment with prominent
dentils and a finial. Within the recess the walls are embellished with a simple rectangular
molding, while operable sidelights flank the wood-panel front door and a wrought iron
lamp is suspended from the ceiling. Other details include Classically inspired molding on
the bay window to the left of the entrance, a small balconet on the wood-clad second
story, and a fluted belt course. Windows on the primary façade are varied; in addition to
the aforementioned bay window, the main exterior includes a multi-light porthole window,
segmental arch multi-light window with ornamental shutters, and multi-light double-hung
wood sash and casement windows.
The rear and side elevations are comparatively restrained in appearance. These areas
are characterized by stucco cladding and multi-light double-hung wood-sash windows. At
the rear court, a trio of non-original glazed double doors opens from the west façade of
the single-story mass. The adjacent patio is enclosed with a four-foot-high stuccoed wall
with wood-plank gates at three locations.
There are two buildings at the rear of the property, the original detached garage and a
shop building constructed circa 1991. The detached garage was constructed in a style
similar to the residence (Figure 8). It has a rectangular plan, hipped roof with asphalt
shingles and slight eaves, and stucco siding. A non-original metal roll-up garage door is
located on the main (east) façade, opening toward a concrete-paved driveway leading to
HRCA No. 2024-11, HRC No. 2024-09, HPPA No. 2024-13 – Halsell House (2424 N.
Oakmont Avenue)
January 29, 2026
Page 4
Oakmont Avenue. There are three additional entrances, which feature two glazed wood-
panel doors and one glazed solid wood door. A double-hung wood-sash window is
located on the west façade.
The shop building has a rectangular plan, flat roof, and stucco siding (Figure 9). It is
accessed via a metal roll-up garage door (south façade) and a glazed wood standard
door (east elevation). Two horizontally sliding aluminum-sash windows are located on the
east elevation. A flat-roof shelter extends from the shop’s east elevation, covering nearly
all the concrete-paved area between the shop building and detached garage.The front
yard is landscaped with a broad lawn and various shrubs and mature trees, while the
back-yard features lawns, ornamental plants, and a citrus tree.
The Halsell House qualifies for listing in the Santa Ana Register of Historical Properties
under Criteria 1 and 4. Under Criterion 1, the property is eligible as an intact example of
a Colonial Revival-style house in Santa Ana. Located in Park Santiago, the house cost
$7,000 to build in 1937 and retains most of its original features. The recommended
categorization is “Key” because it has a distinctive architectural style and quality as a
Colonial Revival-style residence (SAMC Section 30-2.2.2).
The Halsell House also qualifies for listing under Criterion 4, due to its associations with
its original owner, Oliver L. Halsell. Halsell is credited as a central figure in the 1911
founding of Fairhaven Memorial Park, whose park-like landscape design reflected a new
and influential approach in the development ofcemeteries in the United States in the early
twentieth century. The property remains in use for burials, its longevity a testament to
Halsell’s forward-looking mindset. Although Halsell enjoyed a highly successful career in
real estate development, no information uncovered in research for this evaluation found
that his contributions within the Santora Company stand out as individually significant or
outweigh those of other officers of the company; as such his accomplishments with the
Santora Company do contribute to the property’s significance under Criterion 4. The
recommended categorization for the property under this criterion is also “Key” because
the property is associated with a significant person in the city (SAMC Section 30-2.2.2).
The character-defining features of the Halsell House are those of the original construction
of the residence and which convey the property’s Colonial Revival-style design. They
include, but may not be limited to: L-plan; one-to-two-story massing; asymmetrical
primary (west) façade; moderately-pitched hipped roof; original wood-sash windows of
multiple configurations (double-hung, casement, fixed, and porthole); stucco and wood-
plank wall cladding; entrance featuring Classically inspired molded surround featuring
fluted pilasters, broken pediment with prominent dentils, and finial; wood-panel front door
with operable sidelights; and wrought iron porch lamp, Classically inspired molding on the
bay windows and other primary-elevation locations; second-story balconet; and a fluted
belt course; deep setback with a large front lawn.
HRCA No. 2024-11, HRC No. 2024-09, HPPA No. 2024-13 – Halsell House (2424 N.
Oakmont Avenue)
January 29, 2026
Page 5
Mills Act Agreement
Ordinance No. NS-2382 authorized the Historic Resources Commission to execute
Historic Property Preservation Agreements (HPPA), commonly known as Mills Act
agreements for eligible properties (Exhibit 2). To be eligible for the Mills Act, the property
must be listed on the Santa Ana Register of Historical Properties. The Historic Resources
Commission Application and Historic Register Categorization actions proposed for this
site authorize the listing of the property on the local register. The agreement provides
monetary incentives to the property owner in the form of a property tax reduction in
exchange for the owner’s voluntary commitment to maintain the property in a good state
of repair as necessary to maintain its character and appearance. Once recorded, the
agreement generates a different valuation method in determining the property’s assessed
value, resulting in tax savings for the owner. Aside from the tax savings, the benefits
include:
Long term preservation of the property and visual improvement to the neighborhood
A mechanism to provide for property rehabilitation
Incentives for potential buyers to purchase historic structures
Discouraging inappropriate alterations to the property
The property has no identified unauthorized modifications. Upon consideration of the
application, it is recommended that the City enter into a Historic Property Preservation
Agreement subject to a completion of future improvements as described in an attached
Work Plan.
Overall, future improvements (Work Plan) proposed by the homeowner during the initial
ten years of the Mills Act Agreement include the following: 1) trim and maintain
landscaping as necessary to maintain a view of the primary (east) façade from the public
right-of-way, including the large trees adjacent to the east elevation; 2) repair or replace
damaged rain gutter on the east façade of the detached garage; 3) replace non-original
metal roll-up garage door with a garage door of stylistically appropriate material, subject
to Planning Division staff approval; 4) assess condition of windows and window trim
throughout the property and repair or replace in-kind, as necessary with Planning Division
staff approval; 5) assess condition of wall cladding throughout the property and repair or
replace in-kind as necessary with Planning Division staff approval; and 6) assess
condition of roofs of residence and ancillary buildings and re-roof in-kind as necessary
with Planning Division staff approval. Staff will ensure that the proposed work will be done
sensitively and will maintain the property’s character-defining features as part of the Mills
Act Agreement for this property.
As part of the Mills Act approval process, staff will work with the applicant to ensure that
a bronze plaque is installed honoring and recognizing the structure. The plaque will
include the historic name, address, year built, and local historic register designation.
HRCA No. 2024-11, HRC No. 2024-09, HPPA No. 2024-13 – Halsell House (2424 N.
Oakmont Avenue)
January 29, 2026
Page 6
Lastly, the site will be subject to general maintenance and upkeep requirements including,
but not limited to, replacement or restoration of damaged character-defining features,
landscaping upkeep, painting, etc. Upon consideration of the application, it is
recommended that the City enter into a Historic Property Preservation Agreement to
enable the Mills Act.
Public Notification
The subject site is located within the Park Santiago Neighborhood Association. The
president of this Neighborhood Association was notified by mail 10 days prior to this public
hearing. In addition, the project site was posted with a notice advertising this public
hearing, a notice was published in the Orange County Reporter and mailed notices were
sent to all property owners within 500 feet of the project site. At the time of this printing,
no correspondence, either written or electronic, has been received from any members of
the public.
ENVIRONMENTAL IMPACT
Pursuant to the California Environmental Quality Act (CEQA) and the CEQA Guidelines,
the project is exempt from further review pursuant to Section 15331 of the CEQA
Guidelines (Class 31 – Historical Resource Restoration/Rehabilitation) as these actions
are designed to preserve historic resources. Based on this analysis, a Notice of
Exemption, Environmental Review No. 2024-86 will be filed for this project.
FISCAL IMPACT
The Historic Property Preservation Agreement will reduce the Property Tax revenue
account 01102002-50011 to the City by an estimated $2,061.68 annually, for a period of
not less than ten years.
EXHIBITS
1. Resolution
2. Mills Act Agreement
3. 500-Foot Radius Map
4. Copy of Public Notice
Submitted By: James Williams, Contract Planner
Approved By: Ali Pezeshkpour, Executive Director of Planning and Building Agency
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE HISTORIC RESOURCES
COMMISSION OF THE CITY OF SANTA ANA APPROVING
HISTORIC RESOURCES COMMISSION APPLICATION NO.
2024-11 TO PLACE THE PROPERTY LOCATED AT 2424 N.
OAKMONT AVENUE, SANTA ANA, ON THE HISTORICAL
REGISTER AND APPROVING HISTORIC REGISTER
CATEGORIZATION NO. 2024-9 PLACING SAID
PROPERTY WITHIN THE LANDMARK CATEGORY
BE IT RESOLVED BY THE HISTORIC RESOURCES COMMISSION OF THE
CITY OF SANTA ANA AS FOLLOWS:
Section 1. The Historic Resources Commission of the City of Santa Ana hereby
finds, determines, and declares as follows:
A. On January 29, 2026, the Historic Resources Commission held a duly
noticed public hearing for the placement on the Santa Ana Register of
Historical Properties (Historic Resources Commission Application No.
2024-11) and categorization (Historic Resources Commission
Categorization No. 2024-9) of the Halsell-Bricken House located at 2424 N.
Oakmont Avenue, Santa Ana.
B. The Halsell-Bricken House is a good example of the Colonial Revival style
and was built in 1937.
C. The Halsell-Bricken House is associated with its first owner Oliver L. Halsell,
a real estate developer who was significant in the history of the city as a
central figure in the founding of Fairhaven Memorial Park.
D. The Halsell-Bricken House qualifies for listing in the Santa Ana Register of
Historical Properties under Criterion 1 as an intact example of American
Colonial-style home in Santa Ana and under Criterion 4, due to its
associations with Oliver L. Halsell. The house displays characteristics of the
American Colonial Revival style through its use of hipped roof, stucco and
wood-plank siding, molded Classically inspired details, recessed entry, and
varied windows including bay, double-hung, casement, porthole
configurations, and Hollywood driveway, among other original features. The
recommended categorization is “Landmark” because it has a distinctive
architectural style and quality as a Colonial Revival-style residence and is
associated with a significant person in the city’s history, real estate
developer Oliver L. Halsell (Santa Ana Municipal Code, Section 30-2.2).
Character-defining features of the Halsell-Bricken House are those of its
original construction and which convey its Colonial Revival-style design.
They include, but may not be limited to: L-plan; one-to-two-story massing;
asymmetrical primary (west) façade; moderately-pitched hipped roof;
original wood-sash windows of multiple configurations (double-hung,
Resolution No. 2026-XX
Page 1 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
casement, fixed, and porthole); stucco and wood-plank wall cladding;
entrance featuring Classically inspired molded surround featuring fluted
pilasters, broken pediment with prominent dentils, and finial; wood-panel
front door with operable sidelights; and wrought iron porch lamp, Classically
inspired molding on the bay windows; second-story balconet; a fluted belt
course; deep setback with a large front lawn; and Hollywood driveway.
E. The legal owners of the property are Lance Uradomo and Tilly Gurman,
husband and wife as community property with right of survivorship.
F. The legal description for the subject property is attached hereto as Exhibit
A and incorporated by this reference as though fully set forth herein.
G. The subject property meets the standards for placement on the City of Santa
Ana Register of Historic Properties pursuant to Section 30-2 of the Santa
Ana Municipal Code.
H. The subject property meets the minimum standards for placement in the
Landmark category pursuant to Section 30-2.2(1) of the Santa Ana
Municipal Code.
I. In addition to meeting the standards for placement in the Landmark
category pursuant to Section 30-2.2(1) of the Santa Ana Municipal Code,
the applicant has agreed, as part of the requested Mills Act Agreement
Work Plan, to restoration of select elements described therein within the
first five years of the Agreement’s term, trimming landscaping at the front of
the property to improve visibility of the primary (east) façade and repainting
as a matter of general maintenance.
Section 2. In accordance with the California Environmental Quality Act (CEQA),
the recommended actions are exempt from further review under CEQA Guidelines
Section 15331, Class 31, as these actions are designed to preserve historical resources.
Categorical Exemption No. ER-2024-86will be filed for this project.
Section 3. The Historic Resources Commission of the City of Santa Ana, after
conducting the public hearing, hereby approves:
A. Historic Resources Commission Application No. 2024-011 to place the
Halsell-Bricken House located at 2424 N. Oakmont Avenue, Santa Ana,
92706 on the historical register, and
B. Historic Register Categorization No. 2024-09 placing the Halsell-Bricken
House, located at 2424 N. Oakmont Avenue, Santa Ana, 92706, within the
Landmark category, as conditioned in Exhibit B, attached hereto and
incorporated herein.
These decisions are based upon the evidence submitted at the above said hearing,
which includes, but is not limited to: the Staff report and exhibits attached thereto, the
report entitled “Historical Property Description,” and the public testimony, all of which are
incorporated herein by this reference.
Section 4. For the subject property, a report entitled “Historical Property
Description” is on file with the Planning Division, and is hereby approved and adopted, and
Resolution No. 2026-XX
Page 2 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
together with the staff report and this Resolution, justify the findings for placement on the
City of Santa Ana Register of Historical Properties into a category. The Historic Resources
Commission Secretary is authorized and directed to include this Resolution in the City of
Santa Ana Register of Historical Properties.
Section 5. The Historic Resources Commission Secretary is hereby directed to
file a certified copy of this Resolution with the County Recorder’s Office after the adoption
of this Resolution pursuant to Public Resources Code Section 5029.
th
ADOPTED this 29 day of January, 2026.
__________________________
Edward Murashie
Chairperson
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
By:________________________
Brandon Salvatierra
Assistant City Attorney
AYES: Commission members____________________________________
NOES: Commission members___________________________________
ABSTAIN: Commission members___________________________________
NOT PRESENT: Commission members: ______________________________
Resolution No. 2026-XX
Page 3 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, GEMA ZAPIEN, Historic Resources Commission Secretary, do hereby attest to and
certify the attached Resolution No. 2026-XX to be the original resolution adopted by
Historic Resources Commission of the City of Santa Ana on January 29, 2026.
Date: ________________ ____________________________________
Gema Zapien
Commission Secretary
City of Santa Ana
Resolution No. 2026-XX
Page 4 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
EXHIBIT A
LEGAL DESCRIPTION
APNAddressLegal Description Owner Names
003-092-40 2424 North Oakmont THE LAND REFERRED TO Lance Uradomo
Avenue HEREIN BELOW IS SITUATED and Tilly
IN THE COUNTY OF ORANGE, Gurman,
STATE OF CALIFORNIA AND husband and
IS DESCRIBED AS FOLLOWS: wife as
community
LOTS 20 AND 21, AND THE property with
NORTH 5 FEET OF LOT 22 right of
AND THE EASTERLY 25 FEET survivorship.
OF LOTS 2, 3 AND 4 IN BLOCK
A OF TRACT NO. 378, IN THE
CITY OF SANTA ANA,
COUNTY OF ORANGE, STATE
OF CALIFORNIA, AS SHOWN
ON A MAP RECORDED IN
BOOK 16, PAGE 4 OF
MISCELLANEOUS MAPS,
RECORDS OF ORANGE
COUNTY, CALIFORNIA
Resolution No. 2026-XX
Page 5 of 6
FREE RECORDING PURSUANT TO
GOVERNMENT CODE § 27383
EXHIBIT B
Conditions of Approval for Historic Resources Commission Application No.
2024-11 and Historic Resources Commission Categorization No. 2024-09
The Applicant must comply with each condition listed below prior to exercising
the rightsconferred by the Historic Resource Commission’s approval and the
City of Santa Ana Register of Historic Properties pursuant to Section 30-6 of the
Santa Ana Municipal Code. The Applicant must remain in compliance with all
condition(s) listed below:
1. Within 180-days of execution of this resolution, the applicant shall install a
bronze plaque as per a template on file with the Planning Division honoring
and recognizing the structure at 2424 N. Oakmont Avenue, historically
known as the Halsell-Bricken House. The plaque shall include the historic
name, address, year built, and local historic register designation. The final
dimensions, location, text and description on the plaque shall be reviewed
and approved by Planning Division staff.
2. The applicant shall regularly maintain all landscaping in the front yard area
(pruning and thinning trees and shrubs) so that the historic building and its
character defining features (including but not limited to L-plan; one-to-two-
story massing; asymmetrical primary (west) façade; moderately-pitched
hipped roof; original wood-sash windows of multiple configurations
(double-hung, casement, fixed, and porthole); stucco and wood-plank wall
cladding; entrance featuring Classically inspired molded surround
featuring fluted pilasters, broken pediment with prominent dentils, and
finial; wood-panel front door with operable sidelights; and wrought iron
porch lamp, Classically inspired molding on the bay windows; second-story
balconet; and a fluted belt course; deep setback with a large front lawn;
and Hollywood driveway) are visible from the public right-of-way.
Resolution No. 2026-XX
Page 6 of 6
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:
City of Santa Ana
20 Civic Center Plaza (M-30)
Santa Ana, CA 92702
Attn: Clerk of the Council
FREE RECORDING PURSUANT TO GOVERNMENT CODE § 27383
_________________________________________________________________________
HISTORIC PROPERTY PRESERVATION AGREEMENT
This Historic Property Preservation Agreement (“Agreement”) is made and entered into
by and between the City of Santa Ana, a charter city and municipal corporation duly organized
and existing under the Constitution and laws of the of the State of California (hereinafter referred
to as “City”), and Lance Uradomo and Tilly Gurman, husband and wife as community
property with right of survivorship (hereinafter collectively referred to as “Owner”), owner of
real property located at 2424 North Oakmont Avenue, Santa Ana, California, in the County of
Orange and listed on the Santa Ana Register of Historical Properties.
RECITALS
A. The City Council of the City of Santa Ana is authorized by California
Government Code Section 50280 et seq. (known as the “Mills Act”) to enter into
contracts with owners of qualified historical properties to provide for appropriate
use, maintenance, rehabilitation and restoration such that these historic properties
retain their historic character and integrity.
B. The Owner possesses fee title in and to that certain qualified real property
together with associated structures and improvements thereon, located at 2424
North Oakmont, Santa Ana, CA, 92706 and more particularly described in
Exhibit “A,” attached hereto and incorporated herein by reference, and hereinafter
referred to as the “Historic Property.”
C. The Historic Property is officially designated on the Santa Ana Register of
Historical Properties pursuant to the requirements of Chapter 30 of the Santa Ana
Municipal Code.
D. City and Owner, for their mutual benefit, now desire to enter into this Agreement
which defines and limits the use and alteration of this Historic Property in order to
enhance and maintain its value as a cultural and historical resource for Owner and
for the community; to prevent inappropriate alterations to the Historic Property
and to ensure that repairs, additions, new building, and other changes are
appropriate; and to ensure that rehabilitation and maintenance are carried out in an
exemplary manner.
MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
E. Owner and City intend to carry out the purposes of California Government Code,
Chapter 1, Part 5 of Division 1 of Title 5, Article 12, Section 50280 et seq., which
will enable the Historic Property to qualify for an assessment of valuation as a
restricted historical property pursuant to Article 1.9, Sec. 439 et seq., Chapter 3
Part 2 of Division 1 of the California Tax and Revenue Code.
NOW, THEREFORE, the City of Santa Ana and the Owner of the Historic Property
agree as follows:
1. Effective Date and Terms of Agreement.
This Agreement shall be effective and commence on April 8, 2026,and shall remain in
effect for a term of ten (10) years thereafter. Each year, upon the anniversary of the effective
date of this Agreement, such initial term will automatically be extended as provided in California
Government Code Sections 50280 through 50290 and in Section 2, below.
2. Renewal.
a. Each year on the anniversary of the effective date of this Agreement, a year shall
automatically be added to the initial ten (10) year term of this Agreement unless written notice of
nonrenewal is served as provided herein.
b. If the Owner or the City desire(s) in any year not to renew the Agreement, the
Owner or City shall serve written notice of nonrenewal of the Agreement on the other party.
Unless such notice is served by the Owner to the City at least ninety (90) days prior to the annual
renewal date, or served by the City to the Owner at least sixty (60) days prior to the annual
renewal date, one (1) year shall automatically be added to the term of the Agreement as provided
herein.
c. Within 30 days from receipt of City’s notice of nonrenewal, the Owner may file a
written protest of City’s decision of nonrenewal. The City may, at any time prior to the annual
renewal date of the Agreement, withdraw its notice to the Owner of nonrenewal.
d. If either the Owner or the City serves notice to the other of nonrenewal in any
year, the Agreement shall remain in effect for the balance of the term then remaining, either from
its original execution or from the last renewal of the Agreement, whichever may apply.
3. Standards and Conditions for Historic Property.
During the term of this Agreement, the Historic Property shall be subject to the following
conditions, requirements and restrictions:
a. Owner shall maintain the Historic Property in a good state of repair and shall
preserve, maintain, and, where necessary, restore or rehabilitate the property and its character-
defining features described in the “Executive Summary” and “Historical Property Description”
attached hereto, marked collectively as Exhibit B, notably the general architectural form, style,
materials, design, scale, proportions, organization of windows, doors, and other openings,
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MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
textures, details, mass, roof line, porch and other aspects of the appearance of the exterior to the
satisfaction of the City.
b. All changes to the Historic Property shall comply with applicable City plans and
regulations, and conform to the rules and regulations of the Office of Historic Preservation of the
State Department of Parks and Recreation, namely the U.S. Secretary of the Interior’s Standards
and Guidelines for Historic Preservation Projects. These guidelines are attached hereto, marked
as Exhibit C, and incorporated herein by this reference. Owner shall continually maintain the
Historic Property in the same or better condition.
c. A view corridor enabling the general public to see the Historic Property from the
public right-of-way shall be maintained, and Owner shall not be permitted to block the view
corridor to the property with any new structure, such as walls, fences or shrubbery, so as to
prevent the viewing of the historic landmark by the public.
d. The following are prohibited: demolition of the Historic Property or destruction of
character-defining features of the building or site; removal of trees and other major vegetation
unless removal is approved by a rehabilitation plan approved by the Historic Resources
Commission; paving of yard surface; exterior alterations or additions unless approved by the
Historic Resources Commission and such alterations are in keeping with the Secretary of
Interior’s Standards; deteriorating, dilapidated or unrepaired structures such as fences, roofs,
doors, walls, and windows; storage of junk, trash, debris, discarded or unused objects such as
cars, appliances, or furniture; and other unsightly by decoration, structure or vegetation which is
unsightly by reason of its height, condition, or inappropriate location.
e. Owner shall allow reasonable periodic inspection by prior appointment, as needed
or at least every five (5) years after the initial inspection, of the interior and exterior of the
Historic Property by representatives of the City of Santa Ana, the County Assessor, the State
Department of Parks and Recreation, and the State Board of Equalization, to determine the
Owner’s compliance with the terms and provisions of this Agreement. As part of the periodic
inspection, Owner shall supply information in a format determined acceptable by the
representatives of the City of Santa Ana, the County Assessor, the State Department of Parks and
Recreation, and the State Board of Equalization information required to determine compliance
with the terms of this Agreement.
f. Owner shall implement the rehabilitation and restoration work items as discussed
in detail in Exhibit D, "Proposed Structure Improvements" and the City Council Historic
Property Preservation Agreement (HPPA No. 2024-13) staff report dated April 7, 2026. All work
items shall be completed within the first ten years of the Mills Act Agreement, with specific
items completed within the first five years including: trim and maintain landscaping as necessary
to maintain a view of the primary (east) façade from the public right-of-way, including the large
trees adjacent to the east (primary) elevation; repair or replace damaged rain gutter on the front
(east) façade of the detached garage; replace non-original metal roll-up garage door with a
garage door of stylistically appropriate material, subject to Planning Division staff approval;
assess condition of windows and window trim throughout the property and repair or replace in-
kind, as necessary with Planning Division staff approval; assess condition of wall cladding
throughout the property and repair or replace in-kind as necessary with Planning Division staff
- 3 -
MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
approval; and assess condition of Hollywood driveway of residence and repair or replace in-kind
with Planning Division staff approval. Proof of completion, as requested by the City of Santa
Ana, will be required in order to satisfy and maintain the Mills Act Agreement. Staff approval is
required before items are amended or removed/replaced from the improvements list.
4. Furnishing of Information.
The Owner hereby agreesto furnish the City with any and all information requested
which may be necessary or advisable to determine compliance with the terms and provisions of
this Agreement.
5. Cancellation.
a. The City, following a duly noticed public hearing by the City Council as set forth
in Government Code Section 50280, et. seq., may cancel this Agreement if it determines that the
Owner have breached any of the conditions of this Agreement, or has allowed the property to
deteriorate to the point that it no longer meets the standards for a qualified Historic Property, or
if the City determines that the Ownerhave failed to restore or rehabilitate the property in the
manner specified in Section 3 of this Agreement. If a contract is cancelled for these reasons, the
Owner shall pay a cancellation fee to the County Auditor as set forth in Government Code
Section 50286. This cancellation fee shall be a percentage (currently set at twelve and one-half
(12 ½) percent by Government Code Section 50286) of the current fair market value of the
property at the time of the cancellation, as determined by the county assessor, without regard to
any restriction imposed pursuant to this Agreement.
b. If the Historic Property is destroyed by earthquake, fire, flood or other natural
disaster such that in the opinion of the City Building Official more than sixty (60) percent of the
original fabric of the structure must be replaced, this Agreement shall be canceled immediately
because, in effect, the historic value of the structure will have been destroyed. No fee shall be
imposed in the case of destruction by acts of God or natural disaster.
c. If the Historic Property is acquired by eminent domain and the City Council
determines that the acquisition frustrates the purpose of this Agreement, this Agreement shall be
cancelled and no fee imposed, as specified in Government Code Section 50288.
6. Enforcement of Agreement.
a. In lieu of and/or in addition to any provisions to cancel the Agreement as
referenced herein, City may specifically enforce, or enjoin the breach of, the terms of the
Agreement. In the event of a default, under the provisions to cancel the Agreement by Owner,
the City shall give written notice to Owner by registered or certified mail, and if such a violation
is not corrected to the reasonable satisfaction of the City Manager or designee within thirty (30)
days thereafter, or if not corrected within such a reasonable time as may be required to cure the
breach or default, or default cannot be cured within thirty (30) days (provided that acts to cure
the breach or default may be commenced within thirty (30) days and shall thereafter be diligently
pursued to completion by Owner), then City may, without further notice, declare a default under
the terms of this Agreement and may bring any action necessary to specifically enforce the
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MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
obligations of Owner growing out of the terms of this Agreement, apply to any court, state or
federal, for injunctive relief against any violation by Owner or apply for such relief as may be
appropriate.
b. City does not waive any claim of default by the Owner if City does not enforce or
cancel this Agreement. All other remedies at law or in equity which are not otherwise provided
for in this Agreement or in City’s regulations governing historic properties are available to City
to pursue in the event that there is a breach of this Agreement. No waiver by City of any breach
or default under this Agreement shall be deemed to be a waiver of any other subsequent breach
thereof or default hereunder.
7. Binding effect of Agreement.
a. Owner hereby subjects the Historic Property, located at 2424 North Oakmont
Avenue, Assessor Parcel Number, 003-092-40, and more particularly described in Exhibit A, in
the City of Santa Ana, to the covenants, conditions, and restrictions as set forth in this
Agreement.
b. City and Owner hereby declare their specific intent that the covenants, conditions
and restrictions as set forth herein shall be deemed covenants running with the land and shall
pass to and be binding upon Owner’s successors and assigns in title or interest to the Historic
Property. Every contract, deed, or other instrument hereinafter executed, covering or conveying
the Historic Property or any portion thereof, shall conclusively be held to have been executed,
delivered, and accepted subject to the tenants, restrictions, and reservations expressed in this
Agreement regardless of whether such covenants, conditions and restrictions are set forth in such
contract, deed, or other instrument.
c. This property is listed in the Santa Ana Register of Historical Properties
(Register). In any real property transaction, the owner of this property or the owner’s
representative shall provide the buyer of this property with notice that the property is listed on
the City’s historic Register.
8. No Compensation.
Owner shall not receive any payment from City in consideration of the obligation
imposed under this Agreement, it being recognized that the consideration for the execution of
this Agreement is the substantial public benefit to be derived therefrom and the advantage that
will accrue to Owner as a result of the effect upon the assessed value of the Property on the
account of the restrictions on the use and preservation of the Property.
9. Notice.
Any notice required by the terms of this Agreement shall be sent to the address of the
respective parties as specified below or at other addresses that may be later specified by the
parties hereto.
City: City of Santa Ana
- 5 -
MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
20 Civic Center Plaza (M-30)
Santa Ana, CA 92702
Attn: City Clerk
Owners: Lance Uradomo and Tilly Gurman
2424 North Oakmont Avenue
Santa Ana, CA 92706
10. General Provisions.
a. None of the terms, provisions, or conditions of this Agreement shall be deemed to
create a partnership between the parties hereto and any of their heirs, successors, or assigns, nor
shall such terms, provisions or conditions cause them to be considered joint ventures or members
of any joint enterprise.
b. The Owner agrees to and shall indemnify and hold the City and its elected and
appointed officials, officers, agents, and employees harmless from liability for damage or claims
for damage for personal injuries, including death, and claims for property damage which may
arise from the direct or indirect use or operations of the Owner or those of his or her contractor,
subcontractor, agent, employee, or other person acting on his or her behalf which relates to the
use, operation, and maintenance of the Historic Property. The Owner hereby agrees to and shall
defend the City and its elected and appointed officials, officers, agents, and employees with
respect to any and all actions for damages caused by, or alleged to have been caused by, reason
of the Owner's activities in connection with the Historic Property.
c. This hold harmless provision applies to all damages and claims for damages
suffered, or alleged to have been suffered, and costs of defense incurred, by reason of the
operations referred to in this Agreement regardless of whether or not City prepared, supplied, or
approved the plans, specifications or other documents for the Historic Property.
d. All of the agreements, rights, covenants, conditions, and restrictions contained in
this Agreement shall be binding upon and shall inure to the benefit of the parties herein, their
heirs, successors, legal representatives, assigns, and all persons acquiring any part or portion of
the Historic Property, whether by operation of law on in any manner whatsoever.
e. In the event legal proceedings are brought by any party or parties to enforce or
restrain a violation of any of the covenants, reservations, or restrictions contained herein, or to
determine the rights and duties of any party hereunder, the prevailing party in such proceeding
may recover all reasonable attorney’s fees to be fixed by the court, in addition to court costs and
other relief ordered by the court.
f. In the event that any of the provisions of this Agreement are held to be
unenforceable or invalid by any court of competent jurisdiction, or by subsequent preemptive
legislation, the validity and enforceability of the remaining provisions, or portions thereof, shall
not be effected thereby.
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MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
g. This Agreement shall be construed and governed in accordance with the laws of
the State of California, with venue in Orange County.
11. Recordation.
No later than twenty (20) days after the parties execute and enter into this Agreement, the
City shall cause this Agreement to be recorded in the office of the County Recorder of the
County of Orange.
12. Amendments.
This Agreement may be amended, in whole or in part, only by a written recorded
instrument executed by the parties hereto.
13. Effective Date
This Agreement shall be effective on the day and year first written above in Section 1.
{Signature page follows}
- 7 -
MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
ATTEST: CITY OF SANTA ANA
________________________ _________________________
JENNIFER L. HALL ALVARO NUÑEZ
City Clerk City Manager
OWNERS
Date: ___________________ By:__________________
LANCE URADOMO
Date: ___________________ By:__________________
TILLY GURMAN
APPROVED AS TO FORM: RECOMMENDED FOR APPROVAL:
SONIA CARVALHO
City Attorney
By: _____________________ _____________________
BRANDON SALVATIERRA ALI PEZESHKPOUR
Assistant City Attorney Executive Director
Planning and Building Agency
- 8 -
MILLS ACT AGREEMENT
2424 North Oakmont Drive
Santa Ana, CA 92706
EXHIBIT A
LEGAL DESCRIPTION
THE LAND REFERRED TO HEREIN BELOW IS SITUATED IN THE COUNTY OF
ORANGE, STATE OF CALIFORNIA AND IS DESCRIBED AS FOLLOWS:
LOTS 20 AND 21, AND THE NORTH 5 FEET OF LOT 22 AND THE EASTERLY 25 FEET
OF LOTS 2, 3 AND 4 IN BLOCK A OF TRACT NO. 378, IN THE CITY OF SANTA ANA,
COUNTY OF ORANGE, STATE OF CALIFORNIA, AS SHOWN ON A MAP RECORDED
IN BOOK 16, PAGE 4 OF MISCELLANEOUS MAPS, RECORDS OF ORANGE COUNTY,
CALIFORNIA.
Assessor’s Parcel Number:003-092-40
- 9 -
Exhibit B
EXECUTIVE SUMMARY
Halsell-Bricken House
2424 North Oakmont Avenue
Santa Ana, CA 92706
NAME Halsell-Bricken House REF. NO.
ADDRESS 2424 North Oakmont Avenue
CITY Santa Ana ZIP 92706 ORANGE COUNTY
YEAR BUILT 1937 LOCAL REGISTER CATEGORY: Landmark
N/A
HISTORIC DISTRICT NEIGHBORHOOD Park Santiago
B/2,
CALIFORNIA REGISTER CRITERIA FOR EVALUATION CALIFORNIA REGISTER STATUS CODE
5S3
C/3
Location: Not for Publication Unrestricted
Prehistoric Historic Both
ARCHITECTURAL STYLE: Colonial Revival
The most universal of all American domestic building styles, the Colonial Revival has been popular since the 1876
Centennial celebration in Philadelphia stimulated a patriotic interest in the American architectural past. Beginning in the
second half of the 1930s, and continuing in the two decades following World War II, the late Colonial Revival departed
from the more literal historicism of the previous half-century and was often reduced to a few signature elements. These
features include stylized door surrounds; pseudo-quoined corners; multi-paned casement or double-hung sash windows,
often framed by decorative shutters; circular, oval, or octagonal accent windows; and eaves nearly flush with the exterior
walls. A hipped roof subtype sometimes contained Regency references such as bow and bay windows. Another popular
subtype was split-level, ranch, or Cape Cod in appearance and plan, and normally topped by gabled roofs. The materials
used in the late Colonial Revival were similar to those of the earlier period—wood, brick, stone, and stucco—although
stucco came to be used more frequently than before.
SUMMARY/CONCLUSION:
The Halsell-Bricken House qualifies for listing in the Santa Ana Register of Historical Properties under Criterion 1 as an
intact example of a Coloial Revival-style home in Santa Ana and under Criterion 4, due to associations with the property’s
original owner, Oliver L.Halsell, who is significant as a central figure in the founding of Santa Anas Fairhaven Memorial
Park. The recommended categorization is “Landmark” because it hass a distinctive architectural style and quality and is
is associated with a significant person in the city (Santa Ana Municipal Code, Section 30-2.2).
EXPLANATION OF CODES:
California Register Criteria for Evaluation: (From California Office of Historic Preservation, Technical Assistance
Series # 7, “How to Nominate Resources to the California Register of Historical Resources,” September 4, 2001.)
2:It is associated with the lives of persons significant in our past.
3: It embodies the distinctive characteristics of a type, period, region, or method of construction, or
represents the work of a master, or possesses high artistic values.
It embodies the distinctive characteristics of a type, period, region, or method of construction, or represents the
work of a master, or possesses high artistic values.
Appears to be individually eligible for local listing or designation through survey evaluation.
5S3:
Exhibit B
State of California The Resources Agency Primary #______________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI #__________________________________________________
PRIMARY RECORD Trinomial______________________________________________
NRHP Status Code__5S3________________________________
Other Listings_____________________________________________________________________
Review Code________ Reviewer________________________ Date_______________
Page _1_ of _7_ Resource name(s) or number (assigned by recorder) Halsell-Bricken House
P1. Other Identifier:
*P2. Location: Not for Publication Unrestricted *a. County Orange County
*b. USGS 7.5’ Quad: Orange Quadrangle California-Orange County 7.5-Minute Series Date: 2022
*c. Address 2424 N. Oakmont Avenue City: Santa Ana Zip: 92706
*e. Other Locational Data: Assessor’s Parcel Number 003-092-40
*P3a. Description: (Describe resource and its major elements. Include design, materials, condition, alterations, size, setting, and boundaries)
The Halsell-Bricken House is a highly intact example of a one-to-two-story, Colonial Revival-style, single-family residence with
two detached ancillary buildings and a Hollywood driveway (Figure 1). The residence is characterized by a rough L-plan,
hipped roof with asphalt shingles and slight eaves, and principally stucco exterior cladding, augmented with wood lap siding on
the second story of the primary (east) façade. Architectural detailing is concentrated on the primary façade, as typified by the
recessed main entrance. At that location,a Classically inspired molded surround features fluted pilasters appearing to support
a broken pediment with prominent dentils and a finial (Figure 2). Within the recess the walls are embellished with a simple
rectangular molding, while operable sidelights flank the wood-panel front door and a wrought iron lamp is suspended from the
ceiling. Other details include Classically inspired molding on the bay window to the left of the entrance (Figure 3), a small
balconet on the wood-clad second story (Figure 4), and a fluted belt course. Windows on the primary façade are varied; in
addition to the aforementioned bay window, the main exterior includes a multi-light porthole window, segmental arch multi-light
window with ornamental shutters, and multi-light double hung wood sash and casement windows (Figure 5).
The rear and side elevations are comparatively restrained in appearance (Figure 6). These areas are characterized by stucco
cladding and multi-light double-hung wood-sash windows. At the rear court, a trio of non-original glazed double doors opens
from the west façade of the single-story mass (Figure 7). The adjacent patio is enclosed with a four-foot-high stuccoed wall
with wood-plank gates at three locations. (See Continuation Sheet 3 of 4.)
*P3b. Resource Attributes: (list attributes and codes) HP2. Single-Family Residence and HP4. Ancillary building
*P4. Resources Present: Building Structure Object Site District Element of District Other
P5a. Photo P5b. Photo: (view and date)
(Figure 1) Primary (east) facade, view
northwest, November 18, 2026
*P6. Date Constructed/Age and
Sources: historic
1937/Original Building Permit
*P7. Owner and Address:
Tilly Gurman & Lance Uradomo
2424 North Oakmont Avenue
Santa Ana, CA 92706
*P8. Recorded by:
James Williams
City of Santa Ana
20 Civic Center Plaza M-20
Santa Ana, CA 92702
*P9. Date Recorded:
January 29, 2026
*P10. Survey Type:
Intensive Survey
*P11. Report Citation: (Cite survey
report and other sources, or enter “none”)
None
*Attachments: None Location Map Sketch Map Continuation Sheet Building, Structure, and Object Record
Archaeological Record District Record Linear Feature Record Milling Station Record Rock Art Record
Artifact Record Photograph Record Other (list)
DPR 523A (1/95) *Required information
State of California The Resources Agency Primary #__________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI#______________________________________________
BUILDING, STRUCTURE, AND OBJECT RECORD
Page 2 of 7 *NRHP Status Code_5S3_________________________
*Resource Name or #: Halsell-Bricken House
B1. Historic Name: Halsell-Bricken House
B2. Common Name: Same
B3. Original Use: Single-Family Residence B4. Present Use: Single-Family Residence
*B5. Architectural Style: American Colonial Revival
*B6. Construction History: (Construction date, alterations, and date of alterations):
1937. Residence and garage costructed. $7000.
1991. Construction of shop building. $12,500.
1993. Residence and garage re-roofed in-kind. $6,500.
2024: Non-historic pergola demolished.
2025: Rear sliding glass doors replaced with galzed double doors; two rear windows restored; one rear window replaced.
*B7. Moved? No Yes Unknown Date:__________ Original location:______________
*B8. Related Features: Detached garage, shop building
B9a. Architect: Unknown b. Builder: Charles Lawrence (contractor)
*B10. Significance: Theme Residential Architecture Area Santa Ana
Period of Significance: 1937 Property Type: Single-family Residence Applicable Criteria: C/3
(Discuss importance in terms of historical or architectural context as defined by theme, period, and geographic scope. Also address integrity)
The Halsell-Bricken House is architecturally significant as an intact example of a Colonial Revival-style house in Santa Ana.
The original building permit is dated May 25, 1937, and indicates the property was developed as a residence and garage for
owner Oliver L. Halsell, at a value of $7,000. The original architect and contractor are unknown. Halsell played a central role in
the development of Santa Ana's Fairhaven Memorial Park, which at the time of its opening in 1911, was notable locally for its
park-like planning (Tours Through History 2024). In the 1920s and 1930s, Halsell served an officer of the Santora Company, a
Santa Ana-based land development firm responsible for constructing numerous commercial properties and establishing many
residential subdivisions in Santa Ana and Orange County. In his duties with Santora, Halsell served as "tract manager" of the
Oakmont Park tract, in which the Halsell-Bricken House is located. Originally platted for residential development in 1923, the
tract was touted at the time of its initial development as one of a few areas of “high class residence construction” in the city
(Santa Ana Daily Register November 8, 1923). Halsell remained at the subject property until his death in 1954. Upon his
passing, Halsell's estate was transferred to the Halsell Foundation, which he established “for the cultural and religious benefit
of the people of Orange County” (The Register October 26, 1954). The Halsell Foundation remains in operation to this day.
(Continued on page 3 of 6.)
B11. Additional Resource Attributes: (List attributes and codes)
Sketch Map
*B12. References:
Ancestry.com. U.S., City Directories, 1822-1995 \[database on-
line\]. Lehi, UT, USA: Ancestry.com Operations, Inc., 2011.
(See Continuation Sheet 4 of 6.)
Halsell-Bricken House
B13. Remarks: None
2424 N. Oakmont Avenue
*B14. Evaluator: James Williams, City of Santa Ana.
*Date of Evaluation: January 29, 2026
(This space reserved for official comments.)
N
DPR 523B (1/95) *Required information
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 3_ of 7_ Resource Name: Halsell-Bricken House
*Recorded by James Williams *Date January 29, 2026 Continuation Update
*P3a. Description (continued):
There are two buildings at the rear of the property, the original detached garage and a shop building constructed circa 1991.
The detached garage was constructed in a style similar to the residence (Figure 8). It has a rectangular plan, hipped roof with
asphalt shingles and slight eaves, and stucco siding. A non-original metal roll-up garage door is located on the main (east)
façade, opening toward a concrete-pavedHollywooddriveway leading to Oakmont Avenue(Figure 9). There are three
additional entrances, which feature two glazed wood-panel doors and one glazed solid wood door. A double-hung wood-sash
window is located on the west façade.
The shop building has a rectangular plan, flat roof, and stucco siding (Figure 10). It is accessed via a metal roll-up garage
door (south façade) and a glazed wood standard door (east elevation). Two horizontally sliding aluminum-sash windows are
located on the east elevation. A flat-roof shelter extends from the shop’s east elevation, covering nearly all the concrete-
paved area between the shop building and detached garage.
The front yard is landscaped with a broad lawn and various shrubs and mature trees, while the back yard features lawns,
ornamental plants, and a citrus tree.
B10. Significance (continued):
*
City directories and newspaper articles show that by 1960, F.H. Schroeder lived at this address, followed by David Schroeder
(The Tustin News January 23, 1969). Gordon and Maureen Bricken acquired and moved onto the property by 1973, living there
into the twenty-first century. Gordon had a two-decade career in local politics, serving on the City's Planning Commission from
1964 to 1974, the City Council in the 1970s and 1980s, and as mayor from 1981 to 1983 (Los Angeles Times June 28, 2023).
During his tenure as mayor, his leadership was linked to such projects as the Orange County World Trade Center, Santa Ana
Train Station, and more generally, the "revitalization” of the Civic Center area (Los Angeles Times June 28, 2013). City planning
records show, the property's current owners and residents Tilly Gurman and Lance Uradomo took ownership of the property in
2023.
The Halsell-Bricken House is located in the Park Santiago neighborhood. The neighborhood is bounded by Santiago Creek
and Park on the north, East Seventeenth Street on the south, North Lincoln Avenue on the east, North Main Street on the west,
and the I-5 freeway on the southwest. In large part these boundaries reflect the transportation lines that were constructed
towards the end of the nineteenth century and at the beginning of the twentieth century, when the Pacific Electric interurban
railroad ran up Main Street; the Atchison, Topeka, and Santa Fe tracks followed Lincoln; and the Southern Pacific Railroad
right-of-way mirrored the freeway route.
This area remained primarily agricultural well into the 1920s. As of 1905, the city directories listed around twenty households
on East Santa Clara, Twentieth Street, “C Street” (now North Santiago Street), North Bush Street and North Main Avenue, the
only streets in the area at the time. The vast majority of the residents were ranchers. By 1911, the number of households had
increased to about thirty, and Edgewood Road and Valencia Street had been partially laid out, but most residents continued to
list “rancher” or “fruit grower” as their occupation in the city directories. This pattern of land use was evident on the 1912 plat
map of the City, which illustrated two small, Craftsman era subdivisions along Bush north of Santa Clara and on Valencia and
Poinsettia south of Twentieth Street, with the remaining area divided into larger, agricultural parcels held by approximately forty
landowners.
While the area east of Santiago Street was not subdivided until after the mid-1920s, most of the present day streets west of
Santiago had been laid out when the City was mapped in 1923. Ranching continued to be the most prevalent occupation in the
neighborhood, but increasing numbers of professionals, small business owners, merchants, and people in service professions
such as painters, electricians, and ca rpenters made their homes in the western half of the neighborhood during the 1920s
and 1930s. The area also attracted several city and county officials, including the City Attorney (Z. B. West, Jr., 321 East Santa
Clara Avenue), County Supervisor, First District (C. H. Chapman, 2315 North Santiago Street), County Surveyor (E. H. Irwin,
2407 North Santiago Street), and County Auditor (William C. Jerome, 2422 Poinsettia Street). By April 1942, when the Sanborn
Company first mapped the western half of the area, most of the lots had been improved with single-family homes, many in the
revival styles popular during the 1920s and 1930s. Subsequent development of the eastern half of the neighborhood and infill
construction in the western half displayed the simplified ranch style that emerged following World War II.
The Halsell-Bricken House qualifies for listing in the Santa Ana Register of Historical Properties under Criteria 1 and 4. Under
Criterion 1, the property is eligible as a good and intact example of a Colonial Revival-style house in Santa Ana. Located in
Park Santiago, the house cost $7,000 to build in 1937. The recommended categorization is “landmark” because it has a
distinctive architectural style and quality as a Colonial Revival-style residence (Santa Ana Municipal Code, Section 30-2.2.1).
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 4_ of 7_ Resource Name: Halsell-Bricken House
*Recorded by James Williams *Date January 29, 2026 Continuation Update
*B10. Significance (continued):
The Halsell-Bricken House also qualifies for listing under Criterion 4, due to its associations with its original owner, Oliver L.
Halsell. Halsell is credited as a central figure in the 1911 founding of Fairhaven Memorial Park, whose park-like landscape
design reflected a new and influential approach in the development of cemeteries in the United States in the early twentieth
century. The property remains in use for burials, its longevity a testament to Halsell’s forward-looking mindset. Although
Halsell enjoyed a highly successful career in real estate development, no information uncovered in research for this
evaluation found that his contributions within the Santora Company stand out as individually significant or outweigh those of
other officers of the company; as such his accomplishments with the Santora Company do contribute to the property’s
significance under Criterion 4. The recommended categorization for the property under this criterion is also “Landmark”
because the property is associated with a significant person in the city (Santa Ana Municipal Code, Section 30-2.2.1).
Regarding the potential historical significance of Gordon Bricken, although his career in public service is connected to such
major projects as the Orange County World Trade Center and the Santa Ana Train Station, there is not sufficient secondary
source material pertaining to his career to ascertain the details of his participation in these projects or the importance of the
projects themselves. While future research may find that the Halsell-Bricken House is also significant for its associations with
Bricken, no definitive conclusions can be made at the time of this evaluation.
The character-defining features of the Halsell-Bricken House are those of the original construction of the residence and which
convey the property’s Colonial Revival-style design. They include, but may not be limited to: L-plan; one-to-two-story
massing; asymmetrical primary (west) façade; moderately-pitched hipped roof; original wood-sash windows of multiple
configurations (double-hung, casement, fixed, and porthole); stucco and wood-plank wall cladding; entrance featuring
Classically inspired molded surround featuring fluted pilasters, broken pediment with prominent dentils, and finial; wood-
panel front door with operable sidelights; and wrought iron porch lamp, Classically inspired molding on the bay windows and
other primary-elevation locations; second-story balconet; and a fluted belt course; deep setback with a large front lawn; and
Hollywood driveway.
*B12. References (continued):
City of Santa Ana Building Permits
City of Santa Ana, Public Library. City directory collection.
Los Angeles Times, via newspapers.com
Marsh, Diann. Santa Ana, An Illustrated History. Encinitas, Heritage Publishing, 1994.
McAlester, Virginia Savage. A Field Guide to American Houses. New York: Alfred A. Knopf, 2013.
Newspapers.com (Sana Ana Register, Tustin News, The Register)
Office of Historic Preservation. “Instructions for Recording Historical Resources.” Sacramento: March 1995.
Register, The, via newspapers.com
Santa Ana Daily Register, via newspapers.com
Tours Through History, “Fairhaven Cemtery Lantern Light Tour,” 2024, https://toursthroughhistory.com/fairhaven-cemetery/
Tustin News, via newspapers.com
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 5_ of 7_ Resource Name: Halsell-Bricken House
*Recorded by James Williams *Date January 29, 2026 Continuation Update
Additional Figures:
Figure 3. The bay window on the primary (east) elevation
includes mullions molded as fluted columns. facing
southwest.
Figure 2. The recessed main entrance is marked with a
Classically inspired surround with fluted columns and a
broken pediment featuring a finial. facing west.
Figure 4. On the upper level of the main (east) façade, a Figure 5. The lower level of the primary façade also
small wood balconet is situated beneath multi-light wood features a porthole window (left) and a multi-light
casement windows, facing northeast. segmental arch window with ornametnal shutters, facing
west.
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 6_ of 7_ Resource Name: Halsell-Bricken House
*Recorded by James Williams *Date January 29, 2026 Continuation Update
Figure 6. The rear of the residence is comparatively Figure 7. Three non-original glazed double doors front
retrained in its appearance and features simple stucco the rear patio, facing northeast.
surfaces and multi-light double-hung windows, facing
northeast.
Figure 8. The detached garage, located northwest of the Figure 9. Ribbon driveay in the foreground leading to
primary residence, has a hipped roof with moderate
garage in the background, facing south.
overhangs and asphalt shingle cladding to match the
residence, facing southeast.
DPR 523L
State of California The Resources Agency Primary # _____________________________________________
DEPARTMENT OF PARKS AND RECREATION HRI # ________________________________________________
CONTINUATION SHEET Trinomial _____________________________________________
Page 7_ of 7_ Resource Name: Halsell-Bricken House
*Recorded by James Williams *Date January 29, 2026 Continuation Update
Figure 9. The shop building, directly west of the detached
garage, has a stuccoed exterior, flat roof, and large open-
frame shelter, facing north.
DPR 523L
MILLS ACT AGREEMENT
2424 North Oakmont Avenue
Santa Ana, CA 92706
Exhibit C
Exterior work shall be reviewed by the Historic Resources Commission and subject to the U.S.
Secretary of the Interior’s Standards for Rehabilitation of Historic Buildings, as follows:
1. Every reasonable effort shall be made to provide a compatible use for a property
which requires minimal alteration of the building, structure, or site and its
environment, or to use a property for its originally intended purpose.
2. The distinguishing original qualities or character of a building, structure or site
and its environment shall not be destroyed. The removal or alteration of any
historic material or distinctive architectural features should be avoided when
possible.
3. All buildings, structures, and sites shall be recognized as products of their own
time. Alterations that have no historical basis and which seek to create an earlier
appearance shall be discouraged.
4. Changes which may have taken place in the course of time are evidence of the
history and development of a building, structure, or site and its environment.
These changes may have acquired significance in their own right, and this
significance shall be recognized and respected.
5. Distinctive stylistic features or examples of skilled craftsmanship which
characterize a building, structure, or site shall be treated with sensitivity.
6. Deteriorated architectural features shall be repaired rather than replaced,
whenever possible. In the event replacement is necessary, the new material
should match the material being replaced in composition, design, color, texture,
and other visual qualities. Repair or replacement of missing architectural features
should be based on accurate duplications of features, substantiated by historic,
physical, or pictorial evidence rather than on conjectural designs or the
availability of different architectural elements from the other buildings or
structures.
7. The surface cleaning of structures shall be undertaken with the gentlest means
possible. Sandblasting and other cleaning methods that will damage the historic
building materials shall not be undertaken.
8. Every reasonable effort shall be made to protect and reserve archaeological
resources affected by, or adjacent to any project.
9. Contemporary design for alterations and additions to existing properties shall not
be discouraged when such alterations and additions do not destroy significant
historical, architectural or cultural material, and such design is compatible with
- 1 -
MILLS ACT AGREEMENT
2424 North Oakmont Avenue
Santa Ana, CA 92706
size, scale, color, material and character of the property, neighborhood, or
environment.
10. Wherever possible, new additions or alterations to structures shall be done in such
a manner that if such additions or alterations need to be removed in the future, the
essential form and integrity of the structure would be unimpaired.
- 2 -
Exhibit D: Proposed Structure Improvements (“Work Plan”)
2424 North Oakmont Avenue
Item Year Improvement
1 2026 Trim and maintain landscaping as necessary to maintain a view of the primary (east)
façade from the public right-of-way, including the large trees adjacent to the east
(primary) elevation.
2 2026 Repair or replace damaged rain gutter on the front (east) façade of the detached
garage.
3 2027 Replace non-original metal roll-up garage door with a garage door of stylistically
appropriate material, subject to Planning Division staff approval.
4 2029 Assess condition of windows and window trim throughout the property and repair
or replace in-kind, as necessary with Planning Division staff approval.
5 2031 Assess condition of wall cladding throughout the property and repair or replace in-
kind as necessary with Planning Division staff approval.
6 2033 Assess condition of roofs of residence and ancillary buildings and re-roof in-kind as
necessary with Planning Division staff approval.
7 2035 Assess condition of Hollywood driveway of residence and repair or replace in-kind
with Planning Division staff approval.
SITE
500’ RADIUS
HRCA NO. 2024-11, HRC NO. 2024-09,
HPPA NO. 2024-13
HALSELL HOUSE
2424 N. OAKMONT AVENUE
P LA N N I N G AND B U I L D ING A G E N C Y
EXHIBIT 3
P!S!B!O!H!F!!!D!P!V!O!U!Z!!!S!F!Q!P!S!U!F!S
TJODF!2:32
Mailing Address : 600 W SANTA ANA BLVD STE 812, SANTA ANA, CA 92701
Telephone (714) 543-2027 / Fax (714) 542-6841
Visit us @ www.LegalAdstore.com
GEMA ZAPIEN
CITY OF SANTA ANA/PLANNING & BUILDING AGENCY
20 CIVIC CENTER PLAZA 2ND FLR
OR#
SANTA ANA, CA 92702 4002168
NOTICEOFPUBLICHEARINGelseraisedatthepublichearing
BEFORETHESANTAANAHISTORICdescribedinthisnotice,orinwritten
RESOURCESCOMMISSIONcorrespondencedeliveredtotheHistoric
TheCityofSantaAnaencouragestheResourcesCommissionorCityCouncilof
publictoparticipateinthedecision-theCityofSantaAnaat,orpriorto,the
makingprocess.Weencourageyoutopublichearing.
contactuspriortothePublicHearingifSitienepreguntasenespañol,favorde
youhaveanyquestions.llamaraGemaZapienal(714)667-
DPQZ!PG!OPUJDF
HistoricResourcesCommission2732.
Action:TheHistoricResourcesNucnliênlcbngtingVit,
CommissionwillholdaPublicHearingtoxininthoichoKristieHa(714)
receivepublictestimony,andwilltake667-2206.
actionontheitemdescribedbelow.Their1/16/26
decisionisfinalunlessappealedtotheOR-4002168#
CityCouncilwithin10daysofthedecision
Notice Type: GPN GOVT PUBLIC NOTICE
byanyinterestedpartyorgroup.
ProjectLocation:2424NorthOakmont
Ad Description
AvenuelocatedwithintheSingle-Family
Residence(R1)zoningdistrict.
2424 N. Oakmont Ave.
ProjectApplicant:LanceUradomoand
TillyGurman(PropertyOwner&
Applicant)
ProjectDescription:Requestfor
To the right is a copy of the notice you sent to us for publication in the approvalofHistoricResources
CommissionApplication(HRCA)No.
ORANGE COUNTY REPORTER. Thank you for using our newspaper. Please
2024-11,HistoricRegisterCategorization
(HRC)No.2024-09,andHistoricProperty
read this notice carefully and call us with any corrections. The Proof of
PreservationApplication(HPPA)No.
Publication will be filed with the County Clerk, if required, and mailed to you
2024-13toallowtheplacementand
categorizationofthesubjectsiteinthe
after the last date below. Publication date(s) for this notice is (are):
SantaAnaRegisterofHistorical
Propertiesas“Key”andtoexecutea
01/16/2026
HistoricPropertyPreservationAgreement
withtheCityofSantaAna.
EnvironmentalImpact:Pursuanttothe
CaliforniaEnvironmentalQualityAct
(CEQA)andtheCEQAGuidelines,the
projectisexemptfromfurtherreview
underSection15331(Class31),asthese
actionsaredesignedtopreservehistoric
The charge(s) for this order is as follows. An invoice will be sent after the last
resources.ACategoricalExemption,ER
No.2024-86willbefiledforthisproject.
date of publication. If you prepaid this order in full, you will not receive an
MeetingDetails:Thismatterwillbe
invoice.
heardonThursday,January29,at4:30
p.m.intheCityCouncilChamber,22
CivicCenterPlaza,SantaAna,CA92701.
Publication$146.15
Membersofthepublicmayattendthis
meetingin-personorjoinviaZoom.For
www.capublicnotices.com$20.00
themostuptodateinformationonhowto
participatevirtuallyinthismeeting,please
visitwww.santa-ana.org/pb/meeting-
Total$166.15
participation.
WrittenComments:Ifyouareunableto
participateinthemeeting,youmaysend
writtencommentsbye-mailto
PBAeComments@santa-ana.org
(referencethetopicinthesubjectline)or
Daily Journal Corporation
mailtoGemaZapien,Recording
Secretary,CityofSantaAna,20Civic
Serving your legal advertising needs throughout California.
CenterPlaza–M20,SantaAna,CA
92701.Efbemjofuptvcnjuxsjuufo
ORANGE COUNTY REPORTER, SANTA ANA(714) 543-2027 dpnnfoutjt4;41q/n/pouifebzpg
uifnffujoh/Commentsreceivedafter
(951) 784-0111
BUSINESS JOURNAL, RIVERSIDE
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WhereToGetMoreInformation:
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LOS ANGELES DAILY JOURNAL, LOS ANGELES
Additionaldetailsregardingtheproposed
SAN FRANCISCO DAILY JOURNAL, SAN FRANCISCO(800) 640-4829 action(s),includingthefulltextofthe
discretionaryitem,maybefoundonthe
(408) 287-4866
SAN JOSE POST-RECORD, SAN JOSE
Citywebsite72hourspriortothepublic
hearingat:https://santa-
(916) 444-2355
THE DAILY RECORDER, SACRAMENTO
ana.primegov.com/public/portal.
WhoToContactForQuestions:Should
THE DAILY TRANSCRIPT, SAN DIEGO(619) 232-3486
youhaveanyquestions,pleasecontact
THE INTER-CITY EXPRESS, OAKLAND(510) 272-4747 caseplannerJamesWilliamswiththe
PlanningandBuildingAgencybyemailat
JWilliams@santa-ana.orgorbyphoneat
714-647-5899,orPedroGomezbyemail
atPGomez@santa-ana.orgorbyphone
at714-667-2790.
Note:Ifyouchallengethedecisiononthe
abovematter,youmaybelimitedto
raisingonlythoseissuesyouorsomeone
!A000007289934!
CITY OF SANTA ANA
Planning and Building Agency
-/pba
NOTICE OF PUBLIC HEARING
BEFORE THE SANTA ANA HISTORIC RESOURCES COMMISSION
Historic Resources Commission Action:
Project Location: -
Project Applicant:
Project Description:
--
-
Environmental Impact:
-
Meeting Details: Thursday, January 29, at 4:30 p.m.
Members of the public may attend this
meeting in-person or join via Zoom.
--
Written Comments:
--(ref
Zapien–
Deadline to submit written comments is 3:30 p.m. on the day of the meeting.
Where To Get More Information:
at: -
Who To Contact For Questions:
-
--- --
Note:I
Si tiene preguntas en español, favor de llamar a Gema Zapien al (714) 667-2732.
Nu cn liên lc bng ting Vin thoi cho Kristie Ha (714) 667-2206.
500’ RADIUS NOTIFICATION MAP
Planning and Building Agency
www.santa-ana.org/pb
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Agreements for On-Call Building Safety Division Services
AGENDA TITLE
Agreements for On-Call Building Safety Division Services (Specification No. 25-130)
(General Fund & Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute agreements with the fifteen (15) firms listed below
to provide On-Call Building Safety Division Services in a total amount not to exceed
$1,900,000 for an initial term beginning May 17, 2026 and ending June 30, 2027, with
provisions for two (2), one-year extensions for a total aggregate amount not to exceed
$4,900,000 (Core Agreement No. A-2026-XXX).
ConsultantLocation
4LEAF, Inc.Pleasanton, CA
BPR Consulting Group Granite Bay, CA
Bureau Veritas North America, Inc.Costa Mesa, CA
CSG Consultants, Inc.Orange, CA
Interwest Consulting GroupSan Diego, CA
JAS PacificUpland, CA
JLee Engineering, Inc.Alhambra, CA
Scott Fazekas & AssociatesIrvine, CA
Shums Coda Associates, Inc.Pleasanton, CA
The Code Group, Inc. (VCA Code)Orange, CA
Transtech Engineers, Inc.Chino, CA
TRB & Associates, Inc.Long Beach, CA
True North Compliance Services, Inc.Long Beach, CA
West Coast Code Consultants, Inc.Oceanside, CA
Willdan EngineeringAnaheim, CA
GOVERNMENT CODE §84308 APPLIES: Yes
On-Call Building Safety Division Services
April 7, 2026
Page 2
DISCUSSION
Background
On May 17, 2022, the City Council approved fourteen (14) consulting firms to provide the
City with as-needed Building Safety Division services with an aggregated not to exceed
amount of $4,900,000, for a period of three years ending May 16, 2025, with the option
to renew for up to one additional year.
Development activity in the City has been trending upward since the COVID-19 pandemic
to present with many large transformative projects such as the Rafferty and The Row for
residential mixed-use projects, as well as commercial/industrial projects such as the
South Coast Technology Center. Continuing into the future, the City anticipates many
large developments such as the Related Bristol and The Village Santa Ana Specific Plan
projects to continue the development trends. Just these two proposed projects would
include over 5,600 residential units, 250 hotel room keys, 200 units of senior continuum
of care units, and 430,000 square feet of retail and restaurant uses.
Overview of Scope of Services
Building activity in the City remains at a high level and the approval of this consultant on-
call list would allow for expedited customer services through plan check services that the
building industry demands as services from the City. Maintaining a list of on-call
consultants for building plan checks, contract inspection staff, and similar services
provides a means to expeditiously service projects and reduce response time for plan
reviews and inspection of general construction workload by permanent in-house staff. For
example, projects for which the applicant has requested accelerated plan reviews
complete the reviews within 10 business days, which is often a reduction of review time
of up to two-thirds.
Moreover, the on-call list would allow for the City to retain other specialized services,
including meeting with applicants to resolve complex, specialty plan-check issues, peer-
reviewing structural calculations, digitizing of plans and permits to allow for easier public
access to property records, specialty inspection services, and temporary in-house staffing
for plan reviews, inspections, and permit services as needed. Together, these services
maintain service levels for the community during times of heavy project loads and when
large-scale projects are submitted, minimizing review disruptions to other projects.
The Planning and Building Agency has continued to improve customer service by
streamlining review processes, including the introduction of a electronic plan review
system, migration to a digital environment through scanning of all building permit and plan
records, working to implement an online portal permitting system through a new
comprehensive land management system, launching over-the-counter permit services
known as PBx, and introducing a new concurrent plan check for same-day reviews known
On-Call Building Safety Division Services
April 7, 2026
Page 3
as the Pod. In order to meet continued construction activity and the associated Building
Safety services demand, staff requests a new agreement to allow continuity of timely and
high-quality customer service through the on-call consultants.
Request for Qualifications
Request for Qualifications (RFQual) No. 25-130 was issued on November 14, 2025 on
the City’s online bid management and publication system. A summary of vendor
participation and results is as follows:
966 Vendors notified
1 Santa Ana vendor notified
37 Vendors downloaded the RFQual packet
15 Responsive submissions received
0 Responsive submissions received from Santa Ana vendors
Submissions were solicited, opened on December 16, 2025, and evaluated. Fifteen
submissions were received by the RFQual deadline and were determined to be
responsive to the specifications and met the City's requirements. While one Santa Ana-
based vendor was notified of the RFQual submission opportunity, that vendor did not
submit a proposal.
Staff recommends awarding agreements to all 15 qualified vendors. The selected vendors
will provide on-call Building Safety Division services including plan review, technical,
inspection services, and expedited services for the Planning and Building Agency.
Placement on the pre-approved list does not guarantee work to a consultant. When
services are required, firms will be selected based upon their ability to perform the
required work within the specified timeframe and budget. Approval of the recommended
bench list will allow the Building Safety Division to timely engage services from
experienced consultants for task specific projects. Staff will be better able to respond
quickly to fluctuating demands and ultimately provide better service to the City of Santa
Ana.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Accelerated plan check fees and expedited inspection fees paid to the City by the
applicant for each project contracted out for Building Safety services will fully fund the
consultants’ cost to perform the respective plan check and inspections. Other services
provided that are non-applicant funded, such as digitizing of plans and permits and
temporary in-house staffing, are paid through approved budgets for contractual services.
On-Call Building Safety Division Services
April 7, 2026
Page 4
Funding is available in the current FY 2025/26 budget and funding for subsequent fiscal
years will be included in the proposed budgets for City Council consideration.
Proposed Budget FY 2026 - 2029
Fiscal YearAccounting Fund DescriptionAccount Unit, Amount
UnitAccount Description
2025-2605316021-Non-General FundPlanning & Building – $400,000
62318Accelerated Plan
Check
2026-2705316021-Non-General FundPlanning & Building – $100,000
62323Expedited Inspections
2026-2701116520-General FundContract Services-$300,000
62300Professional
2026-2705316021-Non-General FundPlanning & Building – $1,000,000
62318Accelerated Plan
Check
2026-2701116530-General FundContract Services-$100,000
62300Professional
2027-2805316021-Non-General FundPlanning & Building – $100,000
62323Expedited Inspections
2027-2801116520-General FundContract Services-$300,000
62300Professional
2027-2805316021-Non-General FundPlanning & Building – $1,000,000
62318Accelerated Plan
Check
2027-2801116530-General FundContract Services-$100,000
62300Professional
2028-2905316021-Non-General FundPlanning & Building – $100,000
62323Expedited Inspections
2028-2901116520-General FundContract Services-$300,000
62300Professional
2028-2905316021-Non-General FundPlanning & Building – $1,000,000
62318Accelerated Plan
Check
2028-2901116530-General FundContract Services-$100,000
62300Professional
TOTAL $4,900,000
On-Call Building Safety Division Services
April 7, 2026
Page 5
EXHIBIT(S)
1.Exhibit 1 – Template Agreement
2.Exhibit 2 – Scope of Services and Fees
3.Exhibit 3 – Insurance Requirements
Submitted By: Ali Pezeshkpour, AICP, Executive Director, Planning and Building
Agency
Approved By: Alvaro Nuñez, City Manager
AGREEMENT TOPROVIDE ON-CALL
BUILDINGSAFETYINSPECTION SERVICES
THIS AGREEMENT is made and entered into this 7th day of , 2026 by and
between________________sultantCityof SantaAna,achartercityand
municipalcorporationorganizedandexistingunderthe Constitutionandlawsof theStateof
RECITALS
OnNovember14,2025, the City issued Request for Qualification No.25-130, by whichit
sought Consultants toprovide on-call building safety consultant services for thePlanning
and Building Agency of the Cityof Santa Ana.
The scope of work may include any and all work efforts related toCity projects toprovide
Plan Check and Building Inspection services and customer assistance for theCityofSanta
Ana.The intent is to minimize response time and improve customer services by
supplementingin-housestaff with consulting serviceson an as-needed basis.
Consultant submitted a responsive proposal thatwas among thoseselected by the City.
Consultant represents thatit is able and willing toprovidetheservices described inthe
scope of work that was included in RFQ No.25-130 and attached hereto as Exhibit A.
Consultant has been selected as one ofthefifteen(15) vendors which qualified for this
engagement.Onlythoseconsultants approved by the City Council on7, 2026
shallbeeligibleto be engaged by the City for theseservices.
In undertaking theperformanceofthis Agreement, Consultant represents thatit is
knowledgeableinits field and thatany services performed by Consultant under this
Agreement will be performed incompliancewithsuch standards as may reasonably be
expected from a professional contracting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject
to the terms and conditions hereinafter set forth, the parties agree as follows:
1.SCOPE OF SERVICES
a.On an as-needed basis, and at the solediscretion of City, Consultantshall perform
the services thatare described in Exhibit A, attached and incorporated by reference
as though fully set forth herein.
2.COMPENSATION
a.As Consultant is one of fifteen(15)selected vendors selected by the City, City
neither warrants nor guarantees any minimum or maximum compensation to
Page 1of 7
Consultant under this Agreement. Consultant shall be paid only for actual services
performed under this Agreement at the rates and charges identified in Exhibit.
The total amount to beexpended during the term of this Agreement, asapproved
by Council amongst the fifteen (15) selected vendors, shall not exceed Four Million
Nine Hundred Thousand Dollars and Zero Cents ($4,900,000).
.Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
City and Consultant agree that all payments due and owing under this Agreement
shall be made through Automated Clearing House (ACH) transfers. Consultant
provide required documentation. Upon verification of the data provided, the City
will be authorized to deposit payments
financial institutions. Payment need not be made for work which fails to meet the
standards of performance set forth in the Recitals which may reasonably be
expected by City.
3.TERM
ThisAgreementshallcommenceonMay17, 2026 andcontinuefora()yearterm
untilMay16,202withtheoptionforthe City to grant uptotwo (2) one(1)yearextension(s),
exercisable by a writingby theCity Managerand theCity Attorney, unlessterminatedearlierin
accordance with Section 16, below.
4.INDEPENDENTCONTRACTOR
Consultantshall,duringthe entiretermof thisAgreement,beconstruedto bean
independent contractor and not an employee of the City. This Agreement is not intended nor shall
itbeconstruedto createanemployer-employeerelationship,ajointventurerelationship,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
securitytaxes,unemploymentinsuranceandsimilartaxesrelatingto employeesandshallbe
responsible for all applicable withholding taxes.
5.OWNERSHIP OF MATERIALS
This Agreementcreatesanon-exclusiveandperpetuallicenseforCitytocopy,use,
modify,reuse,or sublicenseanyandallcopyrights,designs,andotherintellectualproperty
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorshipfixedin anytangiblemedium of expression,including but notlimitedto, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
causedtobepreparedbyConsultantConsultant
shallrequireallsubcontractorsto agreein writingthat Cityis grantedanon-exclusiveand
perpetuallicenseforanyDocuments& DatathesubcontractorpreparesunderthisAgreement.
Page 2of 7
Consultantrepresentsandwarrantsthat Consultanthasthelegalrightto licenseanyandall
Documents & Data. Consultantmakes no such representation and warranty in regard to
Documents & Data which were provided to Consultantby the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the
INSURANCE
Insurancerequirements are attached hereto as Exhibit.
INDEMNIFICATION
Consultant agrees todefend, and shall indemnify and hold harmless theCity, its officers,
agents, employees, consultants, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultantor its Consultants, 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 Consultantfurther agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Consultant
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Consultant.
8.INTELLECTUAL PROPERTY INDEMNIFICATION
Consultantshall defend, indemnify and hold harmless the City, its officers, agents,
ntained in the work
product or documents provided by Consultantto the City pursuant to this Agreement.
9.RECORDS
Consultantshall keep records and invoices in connection with the work to be performed
under this Agreement. Consultantshall maintain complete and accurate records with respect to
Page 3of 7
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 Consultantunder this Agreement. All such records and
invoices shall be clearly identifiable. Consultantshall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documentscreated
pursuant to this Agreement during regular business hours. Consultantshall 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 Consultantunder this Agreement.
10.CONFIDENTIALITY
If Consultantreceives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultantagrees 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
hall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultantdisclosed 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 Consultantwithout reference to information disclosed by the
City.
11.CONFLICT OF INTEREST CLAUSE
Consultantcovenants that it presently has no interest and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services.
12.NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax:714-647-6956
Executive Director
Planning and BuildingAgency
Page 4of 7
Cityof Santa Ana
20 Civic CenterPlaza(M-21)
P.O. Box 1988
Santa Ana, CA 92702
ToConsultant:\[insert company name\]
Attn: \[insert name and title\]
\[insertaddress\]
\[insert City, State, Zip Code\]
\[insert email or fax #\]
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
13.EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultantregarding 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, the terms and conditions hereof, shall not
bind or obligate Consultantor 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.
14.ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultantmay not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
shall be construed to limit
this Agreement performed by City personnel or by other consultants retained by City.
15.WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
Page 5of 7
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver ofany breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
16.TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultantshall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultantprior to receipt of such notice of
termination, subject to the following conditions:
a.As a condition of such payment, the Executive Director may require Consultantto
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
Consultantconsents to the City's use thereof for such purposes as the City deems
appropriate.
b.Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
17.NON-DISCRIMINATION
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.
18.JURISDICTION-VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
19.PROFESSIONAL LICENSES
Consultantshall, 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
Page 6of 7
Santa Ana and all other governmental agencies. Consultantshall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
20.MISCELLANEOUS PROVISIONS
a.Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
e event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b.All exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:CITY OF SANTA ANA
_________________________________________________
JENNIFER L. HALLALVARO NUÑEZ
City ClerkCity Manager
APPROVED AS TO FORMCONSULTANT
SONIA R. CARVALHO
City Attorney
By: _________________________________________________
MELISSA M.CROSTHWAITEBy:
Senior AssistantCity AttorneyTitle:
RECOMMENDED FOR APPROVAL
____________________________
ALI PEZESHKPOUR
Executive Director
Planning and BuildingAgency
Page 7of 7
EXHIBIT 2
EXHIBIT A
SCOPE OF SERVICES AND FEES
General Description
The Planning and Building Agency’s Building Safety Division of the City of Santa Ana foresees
the submittal of many construction projects in the near future resulting from the adoption of new
specific plans, sustained economic and market interest in the community, and the pending
Zoning Code Update. Therefore, the City is seeking the services of professional consultants to
support the efforts of City staff in the area of Building Safety Services that include Plan Check
Services, Inspection Services, and Technical Services.
Scope of Services
A.Plan Review Services
Consultant shall perform the following services for each assigned building plan review.
1.Detailed review of the mechanical, plumbing, electrical and building (architectural and
structural) plans. Review supporting documents for industrial, commercial, residential
and public buildings and determine compliance with applicable building standards as
related to existing and proposed buildings.
2.Review the plans for compliance with California state-mandated regulations for energy
conservation, disabled access, green building standards and City adopted ordinances.
3.Review the plans for compliance with Federal Flood Plain regulations for projects in the
special flood hazard area designated on the flood insurance rate map (FIRM) as Flood
Zone A or AE.
4.Recheck and approval of final plans and supporting documents to be provided without
additional charge for recheck.
5.Submittal of approved plans and all supporting documents to the City of Santa Ana.
6.Provide all necessary liaison and meetings with applicants via phone, e-mail or in person
to expedite the review process and consult on complex code issues with City of Santa
Ana Building Official.
7.
to City and the applicant.
8.Structural portion of the plans to be reviewed by California Licensed Civil or Structural
Professional Engineer.
9.Plan reviewer to be consistent, accurate, available, and responsive to the City and the
applicant via phone, e-mail, and meetings. Also, the plan reviewer shall be available to
the Building Official and his staff to help answer Code questions arising from the review.
Plan reviewer shall provide assistance in evaluation of alternate materials, design and
methods of construction proposed by applicant.
10.Plan reviewer shall be available, at no expense to the City of Santa Ana, to meet at the
City office with owners, architects, engineers and contractors to discuss the Plan Check
issues.
11.Plan reviewer to verify that the job description, scope of work, square footages,
occupancy classifications and type of construction, on the permit application agrees with
the plans and specifications. Plan reviewer will also verify the building valuation based
upon valuation costs used by the City of Santa Ana.
12.Initial Plan review to be complete within ten (10) working days and recheck within five (5)
working days.
13.Consultant fee for review services to be 60% of the City of Santa Ana Standard Plan
Check Fee, excluding any accelerated plan check fee.
14.Hourly projects including revisions, deferred submittals, trusses, stairs, curtain walls,
mechanical, plumbing and electrical plan reviews will be checked on an hourly rate of
$120.00/hour when performed by a Certified Plans Examiner and a rate of $150.00/hour
when performed by a registered Senior Plan Check Engineer.
15.Expedited Plan Review will be provided when requested for an individual project and will
be an additional 30% of the plan review fees above. For Expedited Plan Review, the
initial plan review to be complete within five (5) to seven (7) working days and recheck
within five (5) working days.
16.Fee(s) are charged in conformance with the City's Miscellaneous Fee Schedule.
17.Provide in-house temporary staff as approved by the Executive Director of the Planning
and Building Agency.
18.Courier service for pickup and delivery of plans to the City shall be provided at no
additional cost.
19.Plan review shall be performed electronically using the City’s electronic plan review
system when requested by the City. No additional fees shall be charged for electronic
plan review.
B.Building Inspection Services
Consultant shall perform the following services.
1.Building inspection services for industrial, commercial, residential and public buildings to
determine compliance with approved plans and documents as well as applicable building
standards as related to existing and proposed buildings.
2.Building inspection services for compliance with California state-mandated regulations
for energy conservation, disabled access, green building standards and City adopted
ordinances.
3.Building inspection services for compliance with Federal Flood Plain regulations for
projects in the special flood hazard area designated on the flood insurance rate map
(FIRM) as Flood Zone A or AE.
4.Building inspectors shall be certified to perform inspections for compliance with
applicable California Building Standards Codes.
5.Building inspectors shall complete all necessary City forms and documents, enter
results, and follow the City’s workflow when an inspection is conducted. Inspectors will
provide accurate correction notices and inspection records.
6.Building inspections shall be charged at an hourly rate of $100.00/hour when performed
by a Certified Building Inspector and a rate of $125.00/hour when performed by a Senior
Certified Building Inspector. Mileage will not be reimbursed by the City.
7.Provide accelerated building inspection services on an as-needed basis.
8.Provide in-house temporary staff.
C.Technical Services
Consultant shall perform the following services.
1.Technical services shall be provided as-needed at hourly rates listed in Sections A and
B above, based on the qualifications of the consultant that will provide the service.
Technical services shall include training and technical studies with reporting with rates
ranging from $80.00/hour to $150.00/hour, and document management system
administration services with rates ranging from $25.00/hour to $45.00/hour based on
experience.
2.Permit technical services shall be charged at an hourly rate of $70.00/hour when
performed by non-certified permit technicians and $85.00/hour when performed by
Certified Permit Technician.
3.Structural Peer Review services shall be performed by a California registered Structural
Engineer who has expertise in the current edition of ASCE 41 and performance-based
structural design methodologies. Peer reviewer shall have technical expertise in the
evaluation and retrofit of buildings similar to the one being reviewed and shall be familiar
with the technical issues and regulations governing the work to be reviewed. Consultant
shall provide a lump sum fixed fee for the structural peer review services based on the
scope and complexities of the project. This fee shall be subject to the approval of the
project applicant as a pass-through fee and shall be paid by the project applicant in
conformance with the City's Miscellaneous Fee Schedule.
EXHIBIT
INSURANCE REQUIREMENTS
Prior to undertaking performance of work under this Agreement, Consultant shall maintain and
shall require any subcontractors to obtain and maintain insurance as described below for the
entire Term of this Agreement against claims for injuries to persons or damage to property
which may arise from or in connection with services, products and materials supplied to City.
Total cost of such insurance shall be borne by Consultant.
MINIMUM SCOPE AND LIMIT OF INSURANCE
1.Commercial General Liability (CGL): Insurance Services Office Form CG 00
property damage, bodily injury and personal & advertising injury with limits no less than
$2,000,000per occurrence and $4,000,000 aggregate. Required policy limits can be met
with primary and umbrella/excess insurance policies.
2.Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code 1
(any auto), with limits no less than $1,000,000 combined single limits. In the event
Consultant does not maintain commercial automobile liability insurance, City will accept
evidence of personal automobile insurance, provided that such policy is endorsed for
business use and provides coverage with a minimum limit of $1,000,000. Required
policy limits can be met with primary and umbrella/excess insurance policies.
3.: as required by the State of California, with Statutory
$1,000,000per
accident, policy or employee, for bodily injury or disease. Coverage is not required if
Consultant has no employees and signs request to waive such insurance.
4.Professional Liability (PL):with limits no less than $1,000,000 per occurrence or claim,
and $2,000,000 aggregate.
If Consultant maintains broader coverage and/or higher limits than the minimum requirements
for each line of coverage shown above, City requires and shall be entitled to the broader
coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds
in excess of the specified minimum limits of insurance and coverage shall be available to City.
Other Insurance Provisions
The above required insurance policies are to contain or be endorsed to contain the following
provisions:
1.City, its City Council, its officers, officials, employees, agents, and volunteers are to be
ct to
any liability arising out of work or operations performed by or on behalf of the Consultant
including materials, parts, equipment, and personnel furnished in connection with such
work or operations.
2.all rights of subrogation against
City, its City Council, its officers, officials, employees, agents, and volunteers for losses
performed by Consultant under this Agreement.
3.
and any insurance maintained by City, its City Council, its officers, officials, employees,
agents, or volunteers shall not contribute with it.
4. A severability of interest provision must apply for all the additional insureds, ensuring
5. Insurance policies required herein shall provide that coverage shall not be canceled,
suspended, voided, reduced in coverage or in limits, non-renewed by the carrier, or
materially changed except after thirty (30) days prior written notice has been given to
City. Ten (10) days prior written notice shall be provided to City for policy cancellation or
non-renewal due to non-payment of premium.
6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana,
Attention: (Name of Department Staff Responsible for Agreement), Address of
Department Responsible for Agreement, M-XX, Santa Ana, CA 92701. The name and
location of project must be included in the Description of Operations section of each
certificate.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the
Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses
and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the State of California
with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to City.
Verification of Coverage
Consultant shall furnish City 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 before work begins. However, failure to obtain the required
City reserves the right to require complete, certified copies of all required insurance policies,
including endorsements required by these specifications, at any time.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other special circumstances.
Police Department
www.santa-ana.org/pd
Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Forensic Imaging System for the Santa Ana Police Department
AGENDA TITLE
Purchase Order to Foster + Freeman for DISCOVER Imaging System with Included
Crime-lite AUTO Kit and Accessories (Specification No. 26-038) (Non-General Fund)
RECOMMENDED ACTION
Authorize a Purchase Order to Foster + Freeman for DISCOVER imaging system with
included Crime-lite AUTO Kit and accessories in an amount not to exceed $99,177.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
In November 2004, California voters passed Proposition 69, the DNA Fingerprint,
Unsolved Crime, and Innocence Protection Act of 2004, to expand and modify state law
regarding the collection and use of criminal offender DNA samples and palm print
impressions. Proposition 69 established a guaranteed funding source for costs
associated with the collection, verification, and/or management of DNA evidence.
On November 12, 2024, the County of Orange Prop 69 Committee approved the
allocation of 2024 DNA Identification Fund revenues and estimated funding totaling
$747,000. The Committee voted to allocate $742,472 county-wide in one-time funding
requests to enhance the DNA program for local law enforcing entities and County
Departments. The Santa Ana Police Department (SAPD) was awarded $100,000 to
purchase a complete DISCOVER Imaging System for the Department’s Forensic
Services Division. The County Board of Supervisors approved the Prop 69 Committee’s
recommendations at their January 28, 2025 meeting.
The DISCOVER system is a modular forensic imaging docking station designed to
operate with the Crime-lite AUTO system previously acquired by SAPD. It enhances
laboratory capabilities for latent fingerprint and DNA collection by improving the
detection, imaging, and collection of print impression, trace, and DNA evidence.
Forensic Imaging System for the Santa Ana Police Department
April 7, 2026
Page 2
The DISCOVER imaging system is a sophisticated forensic imaging and analysis
modular docking system designed to assist with the examination of various types of
evidence, particularly trace evidence. Utilizing an embedded Crime-lite AUTO, it
specializes in the detection, documentation, and analysis of fingerprints, trace evidence,
and biological samples. The enhanced detection and visualization of latent fingerprints
or biological materials facilitated by the DISCOVER system supports improved
identification of potential DNA sources. These advanced capabilities help ensure
possible DNA, print impression, and trace evidence can be best preserved,
documented, and collected by forensic staff.
The DISCOVER forensic imaging workstation combines specialty photography and
light-based detection methods to facilitate the development and collection of vital print,
DNA, and trace evidence. Use of this system would allow SAPD Forensic Specialists to
examine possible evidence with fluorescence, infrared, and reflected longwave UV
imaging, with included digital enhancement and image validation and audit trail
capabilities. This innovative technology would allow the SAPD to leverage our current
resources in a significantly more efficient process by reducing the time required for staff
to process items and consolidating technical functions into one system, as opposed to
using multiple varied computer and written log programs, as is the current workflow.
Santa Ana Municipal Code, Section 2-807(a, e), authorizes the City to make non-bid
purchases of services, supplies, materials, and equipment whenever it shall appear that
there is only one reasonably available source. The DISCOVER imaging system, Crime-
lite AUTO, and the accessories are manufactured and sold exclusively from Foster +
Freeman. In 2023, the Department purchased three Crime-Lite AUTO camera kits from
the same manufacturer with the Proposition 69 funds awarded by the County.
Purchasing the DISCOVER workstation from the same manufacturer to work in
conjunction with existing equipment will enhance the Forensic Unit’s imaging abilities in
the lab.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 25-26 budget in the following account:
Fiscal Accounting Unit Fund Accounting Unit –
Amount
Year– Account No.DescriptionAccount No. Description
Police Police Special
FY 25-2602414410-66400Activities & Revenue, Machinery & $99,177
ProgramsEquipment
Total$99,177
Forensic Imaging System for the Santa Ana Police Department
April 7, 2026
Page 3
EXHIBIT(S)
N/A
Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager
Police Department
www.santa-ana.org/pd
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Enterprise Fleet Management Lease Amendment
AGENDA TITLE
Amendment to Supplemental Agreement with Enterprise Fleet Management, Inc. for
Leased Vehicles
RECOMMENDED ACTION
Authorize the City Manager to execute an amendment to the supplemental agreement
with Enterprise Fleet Management, Inc. to exercise a one-year extension from April 19,
2026 through April 18, 2027 for leased vehicles and maintenance management services
for an annual amount not to exceed $520,536 (Agreement No. A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
On January 16, 2024, the City Council approved seven agreements with Enterprise FM
Trust and Enterprise Fleet Management, Inc. (“Enterprise”) for leased vehicles and
maintenance agreements for both the Santa Ana Police Department and the Planning
and Building Agency. These agreements included the following:
Master Walkaway Lease Agreement;
Master Equity Lease Agreement;
Maintenance Management and Fleet Rental Agreement;
Supplemental Agreement between City and Enterprise;
Indemnity Agreement for Master Walkaway Lease Agreement;
Indemnity Agreement for Master Equity Lease Agreement; and
Amendment to Maintenance Management and Fleet Rental Agreement.
The City Council’s approval of the agreement covering the period of January 1, 2024
through April 18, 2026 was based on Santa Ana Ordinance No. NS-3041, which
authorized the City to purchase against contracts awarded by any public agency
employing a competitive bid process. Sourcewell, a cooperative government purchasing
agency, awarded a contract to Enterprise Fleet Management, Inc. (Contract No.
Enterprise Fleet Management Lease Amendment
April 7, 2026
Page 2
030122-EFM) for procurement of fleet management services, open-end leases,
maintenance management programs, etc., as a result of open, competitive bidding on
behalf of its members, which includes government agencies. Utilizing Sourcewell’s
contract enabled the City to enter into new agreements with Enterprise and obtain the
best pricing and allowed both departments to continue with the existing lease vehicles
that were currently under contract.
The Planning and Building Agency was allocated one-time funding to purchase new
vehicles and have since returned all lease vehicles back to Enterprise during calendar
year 2025. Currently, the Police Department leases 53 vehicles.
Sourcewell’s contract with Enterprise has been extended to April 18, 2027 by mutual
consent. Staff recommends amending the supplemental agreement to exercise the
same one-year extension for an annual amount not to exceed $520,536.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 25-26 budget in the following accounts and funding for FY
26-27 will be included in the proposed budget for City Council consideration:
Accounting Unit –
Fiscal Accounting Unit – Fund
Account No. Amount
YearAccount No.Description
Description
Police Department
Various, Contract
FY 25-2601114XXX-62300General Fund$116,635
Services-
Professional
Police Enforcement
Services, Contract
FY 25-2601214010-62300Cannabis Fund$ 13,500
Services-
Professional
Police Department
Various, Contract
FY 26-2701114XXX-62300General Fund$349,901
Services-
Professional
Police Enforcement
Services, Contract
FY 26-2701214010-62300Cannabis Fund$ 40,500
Services-
Professional
Total$520,536
Enterprise Fleet Management Lease Amendment
April 7, 2026
Page 3
EXHIBIT(S)
1.Amendment to Supplemental Agreement
Submitted By: Robert Rodriguez, Police Chief
Approved By: Alvaro Nuñez, City Manager
EXHIBIT 1
Public Works Agency
www.santa-ana.org/pw
Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Purchase Order Contracts for Equipment Rentals and Related Products and
Services
AGENDA TITLE
Aggregate Purchase Order Contracts to Herc Rentals, Inc., Sunbelt Rentals, and United
Rentals for Equipment Rentals and Related Products and Services (Specification No.
26-014) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Award aggregate purchase order contracts to Herc Rentals, Inc., Sunbelt Rentals, and
United Rentals for equipment rentals and related products and services on an as-
needed basis, in a total aggregate amount not to exceed $720,000, for a term beginning
April 7, 2026 and expiring October 31, 2027.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA) oversees and maintains the daily operations of the
City’s water and sanitary sewer systems and their associated facilities, and oversees
the maintenance and improvements of all City parks and building facilities. PWA utilizes
equipment rental services to provide an efficient means of acquiring special equipment
on an as-needed temporary basis to support specific operations and special projects.
Additionally, the Santa Ana Police Department use equipment rental services to assist
the Police Department’s Cannabis Enforcement team for various cases, as needed.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against
contracts from any public agency utilizing a competitive bid process. The City of
Charlotte contract no. 2019000318 with Herc Rentals Inc. for equipment rentals and
related products and services (Exhibit 1), the OMNIA Partners contract no. R241502
with Sunbelt Rentals for equipment and tool rental services (Exhibit 2), and the
Sourcewell contract no. 040924-URI with United Rentals for rental equipment (Exhibit 3)
were all awarded as a result of open, competitive bidding, and meet the City’s
requirements.
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 2
The existing aggregate purchase order contracts with Herc Rentals, Inc., Sunbelt
Rentals, and United Rentals were established for a three-year term and set to expire on
April 19, 2026, with a total amount not to exceed $568,000. The new proposed
aggregate purchase order contracts includes increases to support a growing number of
in-house capital and maintenance projects that are currently planned and
underway. Improvements at the Garthe Pump Station are currently in construction, and
upon completion, staff will proceed with additional in-house projects. Over the past year,
PWA has also expanded its staffing levels, increasing operational capacity to bring
construction in-house. While new vehicles and equipment are procured, project delivery
timelines necessitate continued reliance on rental equipment in the interim. These
contracts provide access to a range of equipment, from daily-use service vehicles to
specialized machinery not typically owned by the City but required for specific projects.
Maintaining access to all three vendors ensures greater equipment availability,
operational flexibility, and efficient use of resources.
All three vendors, Herc Rentals, Inc., Sunbelt Rentals, and United Rentals, maintain a
comprehensive local inventory of rental equipment that meet the needs of each agency.
Staff recommends awarding aggregate purchase order contracts to Herc Rentals, Inc.,
Sunbelt Rentals, and United Rentals for equipment rentals and related products and
services.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available in the following accounts for FY 2025-26. Funding for
subsequent fiscal years will be included in the proposed budgets for City Council
consideration.
Fiscal Accounting Fund Account DescriptionAmount
YearUnit – Description
Account #
06017640-WaterWater Utility Water
63001Production & Supply –
$47,368
Miscellaneous Operating
Expense
FY25-26 06017648-WaterWater Resources
(Apr – 63001Construction –
$39,474
Jun)Miscellaneous Operating
Expenses
08517138-City Yard City Yard Operations –
62300OperationsContract Services-$4,737
Professional
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 3
01117651-GeneralPark Maintenance Service
62320Enhancement –
$7,895
Maintenance & Repair
Building & Ground
01117652-GeneralPWA – Park Service
62320Enhancement –
$7,895
Maintenance & Repair
Buildings & Ground
07417655-Civic Center Civic Center Maintenance
62320Maintenance– Maintenance & Repair $1,579
Buildings & Ground
06717650-Regional PWA – SARTC Operations
62320Transportation – Maintenance and Repair $1,579
CenterBuildings & Ground
07317100-Building Building Maintenance –
62300MaintenanceContract Services-$1,579
Professional
07517100-Fleet Equipment Maintenance –
62300MaintenanceGarage Operation –
$1,579
Contract Services-
Professional
06017640-WaterWater Utility Water
63001Production & Supply –
$189,474
Miscellaneous Operating
Expense
06017648-WaterWater Resources
63001Construction –
$157,895
Miscellaneous Operating
Expenses
08517138-City Yard City Yard Operations –
62300OperationsContract Services-$18,947
Professional
FY26-27
01117651-GeneralPark Maintenance Service
62320Enhancement –
$31,579
Maintenance & Repair
Building & Ground
01117652-GeneralPWA – Park Service
62320Enhancement –
$31,579
Maintenance & Repair
Buildings & Ground
07417655-Civic Center Civic Center Maintenance
62320Maintenance– Maintenance & Repair $6,316
Buildings & Ground
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 4
06717650-Regional PWA – SARTC Operations
62320Transportation – Maintenance and Repair $6,316
CenterBuildings & Ground
07317100-Building Building Maintenance –
62300MaintenanceContract Services-$6,316
Professional
07517100-Fleet Equipment Maintenance –
62300MaintenanceGarage Operation –
$6,316
Contract Services-
Professional
06017640-WaterWater Utility Water
63001Production & Supply –
$63,158
Miscellaneous Operating
Expense
06017648-WaterWater Resources
63001Construction –
$52,631
Miscellaneous Operating
Expenses
08517138-City Yard City Yard Operations –
62300OperationsContract Services-$6,316
Professional
01117651-GeneralPark Maintenance Service
62320Enhancement –
$10,526
Maintenance & Repair
Building & Ground
FY27-28
01117652-GeneralPWA – Park Service
(Jun 27 –
62320Enhancement –
Oct 27$10,526
Maintenance & Repair
Buildings & Ground
07417655-Civic Center Civic Center Maintenance
62320Maintenance– Maintenance & Repair $2,105
Buildings & Ground
06717650-Regional PWA – SARTC Operations
62320Transportation – Maintenance and Repair $2,105
CenterBuildings & Ground
07317100-Building Building Maintenance –
62300MaintenanceContract Services-$2,105
Professional
07517100-Fleet Equipment Maintenance –
62300MaintenanceGarage Operation –
$2,105
Contract Services-
Professional
TOTAL:$720,000
Purchase Order Contracts for Equipment Rentals and Related Products and Services
April 7, 2026
Page 5
EXHIBIT(S)
1.City of Charlotte Contract No. 2019000318
2.OMNIA Partners Contract No. R241502
3.Sourcewell Conract No. 040924-URI
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency
Approved By: Alvaro Nuñez, City Manager
Region 4 Education Service Center
R241502
Contract #
for
Equipment and Tool Rental Services
with
Sunbelt Rentals, Inc.
Nbz2-3136
The following documents comprise the executed contract
effective: Nbz 2-3136
Vendor Contract and Signature Form
Supplier’s Response to the RFP
Request for Proposal and Any Addenda, incorporated by
reference
APPENDIX A-
(Region 4 ESC approved )
CONTRACT
This Contract (“Contract”) is made as of May 1, 2025, by and between Sunbelt Rentals, Inc.
(“Contractor”) and Region 4 Education Service Center (“Region 4 ESC”) for the purchase of
Equipment and Tool Rental Services (“the products and services”).
RECITALS
WHEREAS, Region 4 ESC issued Request for Proposals Number 24-15 for Equipment and Tool
Rental Services (“RFP”), to which Contractor provided a response (“Proposal”); and
WHEREAS, Region 4 ESC selected Contractor’s Proposal and wishes to engage Contractor in
providing the services/materials described in the RFP and Proposal;
WHEREAS, both parties agree and understand the following pages will constitute the Contract
between the Contractor and Region 4 ESC, having its principal place of business at 7145 West
Tidwell Road, Houston, TX 77092.
WHEREAS, Contractor included, in writing, any required exceptions or deviations from these
terms, conditions, and specifications; and it is further understood that, if agreed to by Region 4
ESC, said exceptions or deviations are incorporated into the Contract.
WHEREAS, this Contract consists of the provisions set forth below, including provisions of all
attachments referenced herein. In the event of a conflict between the provisions set forth below
and those contained in any attachment, the provisions set forth below shall control.
WHEREAS, the Contract will provide that any state and local governmental entities, public and
private primary, secondary and higher education entities, non-profit entities, and agencies for the
public benefit (“Public Agencies”) may purchase products and services at prices indicated in the
Contract upon the Public Agency’s registration with OMNIA Partners.
1)Term of agreement. The initial term of the Contract is for a period of three (3) years unless
terminated, canceled, or extended as otherwise provided herein. Region 4 ESC shall have
the right in its sole discretion to renew the Contract for additional terms up to two (2) years
after the end of the initial term or for a lesser period of time as determined by Region 4 ESC
by providing written notice to the Contractor of Region 4 ESC’s intent to renew thirty (30) days
prior to the expiration of the original term. Contractor acknowledges and understands Region
4 ESC is under no obligation whatsoever to extend the term of this Contract. In the event the
proposal term, including renewals, ends before another proposal is executed, proposal prices
and discounts may be extended on a month-to-month basis by mutual consent. Extensions
are limited to the lesser of: a) six (6) additional monthly terms, or b) the time which is required
to complete a new solicitation for the goods and services provided for in this solicitation.
Notwithstanding the foregoing paragraph, the term of the Contract, including any extension of
the original term, shall be further extended until the expiration of any Purchase Order issued
within the Contract term for a period of up to one year beyond the Contract term.
2) Scope: Contractor shall perform all duties, responsibilities and obligations, set forth in this
agreement, and described in the RFP, incorporated herein by reference as though fully set
forth herein.
3) Form of Contract. The form of Contract shall consist of this Contract, any Purchase Order (or
other similar document agreed to in writing by Region 4), Region 4’s Standard Terms and
Conditions for Procurement Solicitations to the extent applicable to bare rental of equipment,
the RFP and any Addenda (including Offeror’s standard rental terms for government entities
in Addendum A), Region 4’s Electronic Bid Certifications, the Offeror’s Best and Final Offer(s),
as accepted by Region 4, and the Offeror’s Proposal, as accepted by Region 4, each
instrument incorporated herein by reference.
4) Order of Precedence. In the event of a conflict in the provisions of the Contract as accepted
by Region 4 ESC, the following order of precedence shall prevail:
i. This Contract,
ii. Any Purchase Order (or other such similar document agreed to in writing by Region 4),
iii. Region 4’s applicable Standard Terms and Conditions for Procurement Solicitations,
iv. RFP and any Addenda,
v. Region 4’s Electronic Bid Certifications,
vi. Offeror’s Best and Final Offer, as accepted by Region 4, and
vii. Offeror’s proposal, as accepted by Region 4.
5) Commencement of Work. The Contractor is cautioned not to commence any billable work or
provide any material or service under this Contract until Contractor receives a purchase order
for such work or is otherwise directed to do so in writing by Region 4 ESC.
6) Entire Agreement (Parol evidence). The Contract, as specified above, represents the final
written expression of agreement. All agreements are contained herein and no other
agreements or representations that materially alter it are acceptable.
7) Assignment of Contract. No assignment of Contract may be made without the prior written
approval of Region 4 ESC. Contractor is required to notify Region 4 ESC when any material
change in operations is made (i.e., bankruptcy, change of ownership, merger, etc.).
8) Novation. If Contractor sells or transfers all assets or the entire portion of the assets used to
perform this Contract, a successor in interest must guarantee to perform all obligations under
this Contract. Region 4 ESC reserves the right to accept or reject any new party. A change of
name agreement will not change the contractual obligations of Contractor.
9) Contract Alterations. No alterations to the terms of this Contract shall be valid or binding
unless authorized and signed by Region 4 ESC.
10) Adding Authorized Distributors/Dealers. Contractor is prohibited from authorizing additional
distributors or dealers, other than those identified at the time of submitting their proposal, to
sell under the Contract without notification and prior written approval from Region 4 ESC.
Contractor must notify Region 4 ESC each time it wishes to add an authorized distributor or
dealer. Purchase orders and payment can only be made to the Contractor unless otherwise
approved by Region 4 ESC. Pricing provided to members by added distributors or dealers
must also be less than or equal to the Contractor’s pricing.
11) TERMINATION OF CONTRACT
a) Cancellation for Non-Performance or Contractor Deficiency. Region 4 ESC may terminate
the Contract if purchase volume is determined to be low volume in any 12-month period.
Region 4 ESC reserves the right to cancel the whole or any part of this Contract due to
failure by Contractor to carry out any obligation, term or condition of the contract. Region
4 ESC may issue a written deficiency notice to Contractor for acting or failing to act in any
of the following:
i. Providing material that does not meet the specifications of the Contract;
ii. Providing work or material was not awarded under the Contract;
iii. Failing to adequately perform the services set forth in the scope of work and
specifications;
iv. Failing to complete required work or furnish required materials within a reasonable
amount of time;
v. Failing to make progress in performance of the Contract or giving Region 4 ESC
reason to believe Contractor will not or cannot perform the requirements of the
Contract; or
vi. Performing work or providing services under the Contract prior to receiving an
authorized purchase order.
Upon receipt of a written deficiency notice, Contractor shall have ten (10) days to provide
a satisfactory response to Region 4 ESC. Failure to adequately address all issues of
concern may result in Contract cancellation. Upon cancellation under this paragraph, all
goods, materials, work, documents, data and reports prepared by Contractor under the
Contract shall immediately become the property of Region 4 ESC.
b) Termination for Cause. Conditions of cancellation are addressed in the General Terms
and Conditions set forth by Region 4 ESC in the section titled “NON-PERFORMANCE
/TERMINATION OF CONTRACT”.
c) Delivery/Service Failures. Failure to deliver goods or services within the time specified, or
within a reasonable time period as interpreted by the purchasing agent or failure to make
replacements or corrections of rejected articles/services when so requested shall
constitute grounds for the Contract to be terminated. In the event Region 4 ESC must
purchase in an open market, Contractor agrees to reimburse Region 4 ESC, within a
reasonable time period, for all expenses incurred.
d) Force Majeure. Conditions of Force Majeure are addressed in the General Terms and
Conditions set forth by Region 4 ESC in the section titled “FORCE MAJEURE”.
e) Standard Cancellation for Convenience. Region 4 ESC may cancel this Contract in whole
or in part for convenience and without cause by providing written notice. Such cancellation
will take effect 30 calendar days after Region 4 sends the notice of cancellation. After the
30th calendar day all work will cease following completion of final purchase order, provided
that when Region 4 may in its sole discretion direct Contractor to cease performance of
the contract at any time during the 30 day notice period, in which case Contractor shall
discontinue any further charges to Region 4.
12) Licenses. Maintenance of licenses are addressed in the General Terms and Conditions set
forth by Region 4 ESC in the section titled “LICENSES AND PERMITS; PERFORMANCE”.
13) Survival Clause. Conditions of survival are addressed in the General Terms and Conditions
set forth by Region 4 ESC in the section titled “SURVIVAL”.
14) Delivery. Conforming products shall be shipped within 7 days of receipt of Purchase Order. If
delivery is not or cannot be made within this time period, the Contractor must receive
authorization for the delayed delivery. The order may be canceled by Region 4 if the estimated
shipping time is not acceptable. All deliveries shall be freight prepaid, F.O.B. Destination and
shall be included in all pricing offered unless otherwise clearly stated in writing.
15) Inspection & Acceptance. If defective or incorrect material is delivered, Region 4 ESC may
make the determination to return the material to the Contractor at no cost to Region 4 ESC.
The Contractor agrees to pay all shipping costs for the return shipment. Contractor shall be
responsible for arranging the return of the defective or incorrect material.
16) Payments. Payment shall be made after satisfactory performance, in accordance with all
provisions thereof, and upon receipt of a properly completed invoice.
17) Price Adjustments. Proposal prices must remain firm for at least one (1) calendar year from
the proposal opening date, unless a deviation from this standard and purpose for the deviation
is noted in the Vendor’s response. Such deviations are subject to Region 4 ESC approval..
Price increases requested during the term of the contract may be granted at the sole discretion
of Region 4 ESC. Should it become necessary or proper during the term of this Contract to
make any change in design or any alterations that will increase price, Region 4 ESC must be
notified immediately. Price increases must be approved by Region 4 ESC and no payment for
additional materials or services, beyond the amount stipulated in the Contract shall be paid
without prior approval. All price increases must be supported by manufacturer documentation,
or a formal cost justification letter. Contractor must honor previous prices for thirty (30) days
after approval and written notification from Region 4 ESC. It is the Contractor’s responsibility
to keep all pricing up to date and on file with Region 4 ESC. All price changes must be provided
to Region 4 ESC, using the same format as was provided and accepted in the Contractor’s
proposal.
Price reductions may be offered at any time during Contract. Special, time-limited reductions
are permissible under the following conditions: 1) reduction is available to all users equally; 2)
reduction is for a specific period, normally not less than thirty (30) days; and 3) original price
is not exceeded after the time-limit. Contractor shall offer Region 4 ESC any published price
reduction during the Contract term.
18) Audit Rights. Audit rights are addressed in the General Terms and Conditions set forth by
Region 4 ESC in the section titled “RIGHT TO AUDIT”.
19) Discontinued Products. If a product or model is discontinued by the manufacturer, Contractor
may substitute a new product or model if the replacement product meets or exceeds the
specifications and performance of the discontinued model and if the discount is the same or
greater than the discontinued model.
20) New Products/Services. New products and/or services that meet the scope of work may be
added to the Contract. Pricing shall be equivalent to the percentage discount for other
products. Contractor may replace or add product lines if the line is replacing or supplementing
products, is equal or superior to the original products, is discounted similarly or greater than
the original discount, and if the products meet the requirements of the Contract. No products
and/or services may be added to avoid competitive procurement requirements. Region 4 ESC
may require additions to be submitted with documentation from Members demonstrating an
interest in, or a potential requirement for, the new product or service. Region 4 ESC may reject
any additions without cause.
21) Options. Optional equipment for products under Contract may be added to the Contract at
the time they become available under the following conditions: 1) the option is priced at a
discount similar to other options; 2) the option is an enhancement to the unit that improves
performance or reliability.
22) Warranty Conditions. All supplies, equipment and services shall include manufacturer's
minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in
writing. Longer warranty periods and other specifications may be required if indicated herein
or through supplemental terms by Region 4. The rental equipment provided will be warranted
for the duration of the rental.
23) Site Cleanup. Contractor shall clean up and remove all debris and rubbish resulting from their
work as required or directed. Upon completion of the work, the premises shall be left in good
repair and an orderly, neat, clean, safe and unobstructed condition.
24) Site Preparation. Contractor shall not begin a project for which the site has not been prepared,
unless Contractor does the preparation work at no cost, or until Region 4 ESC includes the
cost of site preparation in a purchase order. Site preparation includes, but is not limited to
moving furniture, installing wiring for networks or power, and similar pre-installation
requirements.
25) Registered Sex Offender Restrictions. For work to be performed at schools, Contractor
agrees no employee or employee of a subcontractor who has been adjudicated to be a
registered sex offender will perform work at any time when students are or are reasonably
expected to be present. Contractor agrees a violation of this condition shall be considered a
material breach and may result in the cancellation of the purchase order at Region 4 ESC’s
discretion. Contractor must identify any additional costs associated with compliance of this
term. If no costs are specified, compliance with this term will be provided at no additional
charge. This requirement is in addition to other provisions contained in this RFP related to
criminal history information.
26) Safety measures. Contractor shall take all reasonable precautions for the safety of employees
on the worksite and shall erect and properly maintain all necessary safeguards for protection
of workers and the public. Contractor shall post warning signs against all hazards created by
its operation and work in progress. Proper precautions shall be taken pursuant to state law
and standard practices to protect workers, general public and existing structures from injury
or damage.
27) Smoking. Persons working under the Contract shall adhere to local smoking policies.
Smoking will only be permitted in posted areas or off premises.
28) Stored materials. Upon prior written agreement between the Contractor and Region 4 ESC,
payment may be made for materials not incorporated in the work but delivered and suitably
stored at the site or some other location, for installation at a later date. An inventory of the
stored materials must be provided to Region 4 ESC prior to payment. Such materials must be
stored and protected in a secure location and be insured for their full value by the Contractor
against loss and damage. Contractor agrees to provide proof of coverage and additionally
insured upon request. Additionally, if stored offsite, the materials must also be clearly identified
as property of Region 4 ESC and be separated from other materials. Region 4 ESC must be
allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite,
as necessary. Until final acceptance by Region 4 ESC, it shall be the Contractor's
responsibility to protect all materials and equipment. Contractor warrants and guarantees that
title for all work, materials and equipment shall pass to Region 4 ESC upon final acceptance.
29) Funding Out Clause. A Contract for the acquisition, including lease, of real or personal
property is a commitment of Region 4 ESC’s current revenue only. Region 4 ESC retains the
right to terminate the Contract at the expiration of each budget period during the term of the
Contract.
30) INDEMNITY. CONTRACTOR SHALL PROTECT, INDEMNIFY, AND HOLD HARMLESS
BOTH REGION 4 ESC AND ITS ADMINISTRATORS, EMPLOYEES AND AGENTS
AGAINST ALL CLAIMS, DAMAGES, LOSSES AND EXPENSES ARISING OUT OF OR
RESULTING FROM THE ACTIONS OF THE CONTRACTOR, CONTRACTOR
EMPLOYEES OR SUBCONTRACTORS IN THE PREPARATION OF THE SOLICITATION
AND THE LATER EXECUTION OF THE CONTRACT. ANY LITIGATION INVOLVING
EITHER REGION 4 ESC, ITS ADMINISTRATORS AND EMPLOYEES AND AGENTS WILL
BE IN HARRIS COUNTY, TEXAS.
31) Marketing. Contractor agrees to allow Region 4 ESC to use their name and logo within
website, marketing materials and advertisement. Any use of Region 4 ESC name and logo
or any form of publicity, inclusive of press releases, regarding this Contract by Contractor must
have prior approval from Region 4 ESC.
32) Certificates of Insurance. Should the original or addended proposal solicitation identify
insurance is required to perform a work, certificates of insurance shall be delivered to the
Region 4 ESC prior to commencement of work. The Contractor shall give Region 4 ESC a
minimum of ten (10) days’ notice prior to any modifications or cancellation of policies. The
Contractor shall require all subcontractors performing any work to maintain coverage as
specified.
33) Legal Obligations. It is Contractor’s responsibility to be aware of and comply with all local,
state, and federal laws governing the sale of products/services and shall comply with all laws
while fulfilling the Contract. Applicable laws and regulation must be followed even if not
specifically identified herein.
Addendum A- Equipment Rentals Agreement
This Addendum A- Equipment Rental Agreement modifies the terms of the Master Agreement to
which it is attached and is incorporated into such Agreement. If there is a conflict between
language in the Master Agreement and this Addendum A, the Master Agreement controls.
Notwithstanding anything to the contrary contained in the Master Agreement, the Parties hereby agree to
the following as a summary of applicable terms for a Participating Public Agency.
Notwithstanding anything to the contrary, the definition of “Work” is defined in the Supplier’s Quote as
Equipment Rental and Labor (Services) and therefore Supplier agrees to indemnify, defend, and hold
Participating Public Agency harmless from and against any third-party claims including any and all
liabilities, losses, damages, claims, penalties, fines and expenses, including attorney’s fees for any
damages to property and/or persons including death (“Claims”) to the proportionate extent arising from
Supplier or any of its Suppliers, suppliers, officers, agents, or employees negligent acts or omissions in
the performance of this Agreement. Participating Public Agency will (i) give Supplier prompt notice of any
such Claim, and (ii) at Supplier’s reasonable request, cooperate with Supplier in the defense and
settlement of Claim.
Participating Public Agency has care, custody, and control of the Work at all times Supplier does not;
therefore, Supplier is not responsible for any third-party claims including any and all Claims to the
proportionate extent arising from Participating Public Agency’s or any of its Suppliers, suppliers, officers,
agents, or employees negligent acts or omissions in the performance of this Agreement. There shall be
no right or authority for any claims to be arbitrated or tried on a class action basis. Neither party shall
have any liability in regard to consequential, exemplary, special, incidental or punitive damages, even if it
has been advised of the possibility of such damages.
Terms Summary:
1. CREDIT APPROVAL. If the Participating Public Agency does not have a current valid account
established with Supplier, it must complete Supplier’s credit application and be approved for
a credit account. Supplier shall only be obligated to extend credit to those Participating
Public Agencies who qualify for credit after completing Supplier’s credit application. Any
Participating Public Agency of OMNIA that chooses not to obtain a Supplier credit account or
does not qualify for a credit account will not become a Participating Public Agency in the
Program. If Participating Public Agency is an existing customer of Supplier, such
Participating Public Agency must have no amounts outstanding longer than 60 days.
2. TERMINATION. Either Party may terminate this Agreement without cause by providing at least
ninety (90) days’ prior written notice to the other Party.
3. TITLE AND RISK OF LOSS. title will remain at all times with Contractor and risk of loss for the
Equipment transfers to Customer upon taking possession of Equipment. Risk of loss
transitions back to Contractor when returned to Contractor’s possession.
4. BILLING CYCLE. The rental charged will be determined by the daily, weekly, and 4-week
rental rates in combination with the rental period. This calculation will always be billed at the
most advantageous rate available to the customer. Ex. If the rental period is 4 days and the
daily rental rate is $100 and the weekly rental rate is $250, the customer will be charged the
weekly rate of $250 instead of $400 (4 days x $100 per day) because it is the lower of the
two amounts. This same logic will work for any combination of rates within a 4-week period
as the 4-week rental rate will be the most the customer will be charged for that equipment,
using single shift rates. Additionally, a shift rate schedule shall apply for all hour metered
machines and shall affect the rental rates accordingly.
5. PERMITTED & PROHIBITED USE: Participating Public Agency agrees that Supplier has no
control over the manner in which the Equipment is operated during the Rental Period by
Participating Public Agency or any third party that Participating Public Agency implicitly or
explicitly permits. Participating Public Agency warrants that: (a) prior to each use,
Participating Public Agency has or will inspect the Equipment to confirm that it is in good
condition, without defects, includes readable decals and operating and safety instructions
and is suitable for Participating Public Agency’s intended use; (b) any apparent agent at the
Site Address is authorized to accept delivery of the Equipment (and if Participating Public
Agency requests the applicable waiver, Participating Public Agency authorizes Supplier to
leave the Equipment at the Site Address without requirement of written receipt); (c)
Participating Public Agency shall immediately notify Supplier if the Equipment is lost,
damaged, stolen, unsafe, disabled, malfunctioning, levied upon, threatened with seizure, or
if any Incident occurs; (d) Participating Public Agency has received from Supplier all
information needed or requested regarding the operation of the Equipment; (e) Supplier is
not responsible for providing operator or other training unless Participating Public Agency
specifically requests in writing and Supplier agrees to provide such training which may be at
an additional fee (Participating Public Agency being responsible to obtain all training that
Participating Public Agency desires prior to the Equipment’s use); (f) only authorized
individuals shall use and operate the Equipment (“authorized individuals” being those who
are properly trained to use the Equipment and who are not under the influence of drugs or
alcohol or otherwise impaired); (g) the Equipment’s use shall be in a careful manner, in
compliance with all operational and safety instructions provided on, in or with the Equipment
and all Federal, State and local laws, permits and licenses, including but not limited to,
OSHA, as revised; and (h) the Equipment shall be kept in a secure location.
Participating Public Agency shall not (a) alter or cover up any decals or insignia on the
Equipment or remove any operational or safety instructions; (b) assign its rights under this
Agreement; (c) move the Equipment from the Site Address without Supplier’s written
consent; or (d) use the Equipment in a negligent, illegal, unauthorized or abusive manner, or
in any publication (print, audiovisual or electronic) nor allow the use of the Equipment by
any unauthorized individual (Participating Public Agency acknowledging that the Equipment
may be dangerous if used improperly or by untrained parties).
6. MAINTENANCE. Participating Public Agency shall perform routine maintenance on the
Equipment, including maintenance of fuel and oil levels, and routine visual inspections of
grease, filters, cooling system, water, batteries, cutting edges, and cleaning in
accordance with the manufacturer’s specifications. Participating Public Agency shall
submit a request for a service call a) if upon visual inspection a need for service is required,
or b) any other maintenance or repairs are required. Such service may only be performed
by Supplier. Supplier has no responsibility during the Rental Period to inspect or perform
any maintenance or repairs unless Participating Public Agency requests a service call. If
Supplier determines that repairs to the Equipment are required, other than resulting from
Ordinary Wear and Tear, Participating Public Agency shall pay the full cost of repairs and
rental of the Equipment until the repairs are completed.
7. NO WARRANTIES. Notwithstanding anything contained in the Agreement to the contrary,
Supplier provides rental equipment that is neither sold nor integrated into the work,
therefore there is no warranty, expressed or implied, as to the rental equipment or to its
capabilities, and no warranty of merchantability, other than those detailed in the
manufacturer’s specifications.
8. RELEASE AND INDEMNIFICATION. Participating Public Agency has care, custody, and control
of the Work at all times Supplier does not; therefore, Supplier is not responsible for any third-
party claims including any and all Claims to the proportionate extent arising from
Participating Public Agency’s or any of its Suppliers, suppliers, officers, agents, or
employees negligent acts or omissions in the performance of this Agreement. There shall
be no right or authority for any claims to be arbitrated or tried on a class action basis.
Neither party shall have any liability in regard to consequential, exemplary, special,
incidental or punitive damages, even if it has been advised of the possibility of such
damages.
9. FEES: For Equipment that uses fuel, Participating Public Agency has two options: (a) Pay on
Return Option - if Participating Public Agency returns Equipment with less fuel than when
received, Participating Public Agency shall pay a refueling charge (calculated by multiplying
gallons required to refill tank with fuel to level when received, by the Pay on Return per
gallon rate); and (b) Return Full Option – if Participating Public Agency returns the
Equipment with at least as much fuel as when it was received (most Supplier Equipment
comes with a full tank of fuel, but not all), no fuel charge will be assessed. The cost of
Participating Public Agency refueling Equipment itself will generally be lower than the
Prepay Fuel Option or the Pay on Return Option; however, these options each allow for the
convenience of not refueling.
The rental rates forthe Equipment's are for "one shift," being not more than 8 hours per day
and 40 hours per week unless otherwise noted. Weekly and 4-week rental rates shall not be
prorated.
Shift Rates apply to all generators and certain other equipment with hour meters. During a
Declared State of Emergency, or a pending or existing disaster or catastrophe, natural (i.e.
hurricane, tornado, flood, etc.) all diesel generators and pumps rented will be billed based
on a one week minimum Rental Period at triple shift rates. This one week minimum rental
at triple shift rates will not affect Equipment then on rent to Participating Public Agency.
To promote a clean and sustainable environment, Supplier takes various measures to
comply with federal and state environmental regulations, as well as with Supplier's own
policies. Supplier also incurs a wide range of environmental related expenses (both direct
and indirect). These expenses may include waste disposal, construction maintenance of
cleaning facilities, acquisition of more fuel- efficient equipment, labor costs, administration
costs, etc. To help defray these and other costs, Supplier charges an environmental fee in
connection with certain rentals. The fee is not a tax or governmentally mandated charge. It
is not designated for any particular use or placed in an escrow account. Rather, it is a fee
that Supplier collects as revenue and uses at its discretion.
RENTAL PROTECTION PLAN (“RPP”). Upon execution of Supplier’s Rental Out ticket,
Participating Public Agency may choose to either reject or participate in Supplier’s RPP
program as detailed https://www.sunbeltrentals.com/customerservice/rpp/.
10. RETURN OF EQUIPMENT: Participating Public Agency must contact Supplier to request
pickup of Equipment, retain the Pick Up Number given by Supplier and will be responsible
for Equipment until actually retrieved by Supplier.
11. WARRANTY: Notwithstanding anything contained in the Agreement tothe contrary, Supplier
provides rental equipment that is neither sold nor integrated into the Work, therefore there
is no warranty, expressed or implied, as to the rental equipment or to its capabilities, and
no warranty of merchantability, other thanthose detailed in the manufacturer’s
specifications.
12. LIMITATION OF SUPPLIER’S LIABILITY: In consideration of the rental of the equipment and
services provided, Participating Public Agency agrees that Supplier’s liability under this
contract, including any liability arising from Supplier’s or any third party’s comparative,
concurrent, contributory, passive or active negligence or that arises as a result of any strict
or absolute liability, shall not exceed one million dollars ($1,000,000).
Term Sheet
Provision DescriptionClause
Sunbelt indemnifies for its negligent acts or omissions
Indemnity
Sunbeltis notresponsible foranyaction or inaction of PPA
Neither party shall have any liability in regard to consequential,
Consequential Damages
exemplary, special, incidental or punitive damages, even if it has been
advised of the possibility of such damages.
Limitation of Supplier Liability In consideration of the rental of the equipment and services provided,
Customer agrees that Sunbelt’s liability under this contract, including any
liability arising from Sunbelt’s or any third party’s comparative,
concurrent, contributory, passive or active negligence or that arises as a
result of any strict or absolute liability, shall not exceed one million
dollars($1,000,000).
Insurance Sunbelthas insurancetocover their obligations (w/SIR of$5M)
PPA is self-insured
Confidentiality SuppliermaintainsPPA information confidential
What isallowed foruse ofEquipment. See AttachmentA
Use ofRental Equipment
Supplierto perform allmaintenance, PPA must advise if a need for service
Maintenance
is noticed
Return of Equipment
PPAmustcallSunbeltfor pick-up and receive a pick-upnumber thatis
timeand datestamped
Choice of Law State of PPA
Warranty For Equipment rented – repairor replacement of faulty equipment
Net 30
Payment Terms
28days
BillingCycle
DiscountoffBookRate fornon-
Day 5% / Week10% /4-week 15%
core equipment
Single Shift8/40/160
Overtime Shift Rates(fordiesel drivengenerators, pumpsand air compressors):
Double Shift Rate = 1.5 X Day / Week / Month Rate
8 - 16 hours per day
40.1 - 80 hours per week
160.1 - 320 hours per month
Triple Shift Rate = 2 X Day / Week / Month Rate
16.1+ hours per day
80.1+ hours per week
320.1+ hours per month
Overtime charges for engine drive equipment (excluding diesel engine
generators, pumps and air compressors) will be calculated as follows:
Divide the quoted rate by the hours allowed and multiply by the number
of hours used over and above the hours allowed.
*During a Declared State of Emergency, or a pending or existing disaster
or catastrophe, natural hurricane, tornado, flood, etc.) or otherwise a one
week minimum rental period at triple shift rates will apply for all diesel
generators and pumps.
1799 Innovation Pt. Fort Mill, SC 29715 Phone: 866-786-2358 Fax: 803-578-6850
24-15 Addendum 1
Sunbelt Rentals Inc
Supplier Response
Event Information
Number:24-15 Addendum 1
Title:Equipment and Tool Rental Services
Type:Request for Proposal - Region 4 ESC
Issue Date:11/7/2024
Deadline:1/21/2025 02:00 PM (CT)
Notes:Oral communications concerning this RFP shall not be binding and
shall in no way excuse an Offeror of the obligations set forth in this
proposal.
Only online proposals will be accepted. Proposals must be submitted
via Region 4 ESC's online procurement system:
region4esc.ionwave.net.
No manual, emailed, or faxed proposals will be accepted.
NON-MANDATORY PRE-PROPOSAL CONFERENCE
Meeting to be held on
Wednesday, November 20, 2024 at 1:00 pm
via ZOOM at https://esc4.zoom.us/j/95819080175?from=addon
Offerors are strongly encouraged, but not required to participate in a
pre-proposal conference with the Procurement Contract Specialist.
Contact Information
Page 1 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Address:Finance and Operations
***BID DUE DATE HAS BEEN EXTENDED UNTIL 1/21/2025.***
7145 West Tidwell Road
TX 77092
Email:questions@esc4.net
Page 2 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Sunbelt Rentals Inc Information
Address:1799 Innovation Point
Fort Mill, SC 29715
Phone:(866) 909-0954
Toll Free:(866) 909-0954
Email:SBR4Gov@sunbeltrentals.com
Web Address:www.SunbeltRentals.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Peggi Sawickcontractteam@sunbeltrentals.com
SignatureEmail
Submitted at 1/21/2025 11:11:45 AM (CT)
Supplier Note
Thank you for extending this bid opportunity to Sunbelt Rentals! We are very excited to continue our solid
relationship with OMNIA and Region 4.
Requested Attachments
24-15 Offer and Contract
Offer and Contract Signature Form Signature Form_Sunbelt
Rentals.pdf
Please complete the Offer and Contract Signature Form, located on the Attachments tab, and upload the completed
document here.
24-15 Deviation Form - Sunbelt
Deviation Form
redline combined.pdf
Please complete the Deviation Form, located on the Attachments tab, and upload the completed document here.
No response
Conflict of Interest Questionnaire
If a conflict exists that requires the submission of a Conflict of Interest Questionnaire (CIQ), complete and upload the
document here. (REQUIRED ONLY IF A CONFLICT EXISTS, see Attribute titled "CONFLICT OF INTEREST
QUESTIONNAIRE" for additional information.)
OMNIA Pricing 24-15 Sunbelt
Products and Pricing
Rentals FINAL.xlsx
Each offeror awarded an item under this solicitation may offer their complete product and service offering/a balance of
line. Describe the full line of products and services offered by supplier.
Sunbelt Rentals Value Add and
Value Added Services
Command Center.pdf
Provide any additional information related to products and services the Offeror proposes to enhance and add value to
the Contract. For example, a proposal for furniture may include additional value-added selections such as installation,
white glove delivery options, setup/cleaning, classroom design/layout, special orders, etc. (OPTIONAL)
Page 3 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
No response
Diversity, HUB Certifications
If your firm holds a certification from certifying agencies related to M/WBE, DBE, HUB, or other diverse business
designations, you may upload the certificate here. (OPTIONAL)
OMNIA Partners - Exhibit F
OMNIA Partners - Exhibit F Federal Funds Certifications Federal Funds Certifications Form
- Sunbelt executed.pdf
Please complete the OMNIA Partners - Exhibit F Federal Funds Certifications, located on the Attachments tab, and
upload the completed documents here.
Exhibit G Sunbelt Executed.pdf
OMNIA Partners - Exhibit G New Jersey Business Compliance
Please complete the OMNIA Partners - Exhibit G New Jersey Business Compliance forms, located on the Attachments
tab, and upload the completed documents here.
Exhibit C MICPA EXAMPLE for
Additional Agreements Offeror will require Participating Agencies to
Region IV ESC - Sunbelt
sign.
redline.pdf
Upload any additional agreements offeror will require Participating Agencies here.
2025 W9 SBR INC.pdf
W-9 Upload
Interested offerors must upload an updated Form W-9 prior to submitting a proposal.
Response Attachments
Sunbelt Rentals Key Contacts.pdf
Key Contact information question 128
Sunbelt Rentals respponses to 127 and 128.pdf
Answers to Questions 127 and 128
Climate Control Education Case Study 128.pdf
Case Study 128
CRT Case Study- High End Condo Disruption.pdf
Case study 128
CRT-Case Study-Office Tower Disruption.pdf
Case Study 128
Load Banks_Wind Farm Case Study.pdf
Case Study 128
Northwest-Oil-Drain-Case-Study.pdf
Case Study 128
Temporary-Bypass-Piping-Case-Study.pdf
Case study 128
Transformer-Rentals-Case-Study.pdf
Case study 128
Utility-Power-Services-Case-Study.pdf
Case study 128
Vol. 23 Sunbelt Rentals Full Line Catalog - Low Res.pdf
Sunbelt Full Line Catalog
Omnia Bid Customer References .pdf
Customer References
Ashtead-ARA2024-Financial-Statements (1).pdf
Sunbelt Financials FY2024
Page 4 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
2024-2025 EMR - Experience Modification Rating - Letter Sunbelt Rentals as of 9.3.2024.pdf
Sunbelt EMR Letter Safety Record
24-15 Appendix A - Draft Contract - Sunbelt redline.pdf
Appendix A Draft Contract with Sunbelt redlines
Exhibit B Administration Agreement Example for Region IV ESC - Sunbelt redline.pdf
Exhibit B: Administration Agreement Example Sunbelt redlines
Omnia Region 4 Statement of Pricing RFP 040924.pdf
Statement of Pricing Explanation
Bid Attributes
1 CONTRACT DURATION
The initial term of the Contract is for a period of three (3) years unless terminated, canceled, or extended as
otherwise provided herein. Region 4 ESC shall have the right in its sole discretion to renew the Contract for
additional terms up to two (2) years after the end of the initial term or for a lesser period of time as determined by
to the expiration of the original term. Contractor acknowledges and understands Region 4 ESC is under no
obligation whatsoever to extend the term of this Contract. In the event the proposal term, including renewals, ends
before another proposal is executed, proposal prices and discounts may be extended on a month-to-month basis
by mutual consent. Extensions are limited to the lesser of: a) six (6) additional monthly terms, or b) the time which is
required to complete a new solicitation for the goods and services provided for in this solicitation. Notwithstanding
the foregoing paragraph, the term of the Contract, including any extension of the original term, shall be further
extended until the expiration of any Purchase Order issued within the Contract term for a period of up to one year
beyond the Contract term.
I certify compliance with this attribute.
2 NAME OF INDIVIDUAL COMPLETING THIS PROPOSAL
Peggi Sawick
3 HOW MANY YEARS HAS YOUR BUSINESS OPERATED UNDER ITS PRESENT NAME
42
4 WHAT IS YOUR CURRENT NUMBER OF CUSTOMER ACCOUNTS?
200000
5 WHAT ARE YOUR BUSINESS HOURS?
available 24/7 Sunbelt branches are open 7am - 5pm M-F some are open on Saturday. An after-hours service fee
may apply in some cases and can be discussed in detail upon award.
6 IS 30 DAYS AFTER RECEIPT OF INVOICE AN ACCEPTABLE PAYMENT SCHEDULE FOR YOUR
BUSINESS?
If Yes, type "YES".
If No, describe your payment schedule in the field provided.
30 days after date of invoice
Page 5 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
7 WHAT IS THE STANDARD LEAD TIME FOR RECEIPT OF PRODUCTS AFTER ORDER IS RECIEVED
(ARO), IN DAYS?
Provide your answer in number of DAYS after receipt of order (ARO).
24-48 hours depending on equipment and location needed and if longer, will discuss with customer options.
8 ACCOUNT MANAGER NAME
Please indicate the name of the account manager we should speak to with concerns about the products and/or
services in this proposal.
Natalia Welch
9 ACCOUNT MANAGER EMAIL
governmentsales@sunbeltrentals.com
1 ACCOUNT MANAGER PHONE
0
(800) 667-9328
1 PAYMENT REMITTANCE ADDRESS
1
PO Box 409211, Atlanta, GA 30384-9211
1 PAYMENT REMITTANCE PHONE
2
(866) 786-2358
1 CONTRACT/PURCHASE ORDER/QUOTE EMAIL
3
Vendors may choose to have purchase orders emailed to them in PDF format in lieu of having them faxed or mailed.
To elect this option, please offer the preferred email address in the accompanying field. This email address will
apply to any purchases from your company, so the use of a generic email address is suggested, such as
bids@companyname.com or purchaseorders@businessname.com.
governmentsales@sunbeltrentals.com
1 CONTRACT/PURCHASE ORDER/QUOTE FAX NUMBER, IF APPLICABLE
4
If applicable, please provide a fax number to send orders and quote requests.
1 REQUIRED REFERENCE QUOTE OR CONTRACT NUMBER, IF APPLICABLE
5
Enter your quote or contract number and/or any other information our staff would need provide on the face of
purchase orders in order to receive discount percentages and contract pricing.
in the absence of the new contract #, please reference #186849
1 COMPANY WEBSITE ADDRESS, IF APPLICABLE
6
www.SunbeltRentals.com
1 HOW WERE YOU NOTIFIED OF THIS BID OPPORTUNITY?
7
In order to verify the efficiency of communication tools used to notify vendors of bidding opportunities, we ask that
you provide us with the manner in which you received notification of this request for bid/proposal.
Sunbelt Rentals is the incumbent supplier. We were aware of all extensions, and the final expiration date.
Page 6 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 REFERENCE 1
8
Please provide the reference of a school and/or business who have utilized the same equipment/products within the
last two years. Include Company/Government name, address, contact name, and contact phone number.
1 REFERENCE 1 EMAIL
9
michael_burdette@dekalbschoolsga.org
2 REFERENCE 2
0
Please provide the reference of a school and/or business who have utilized the same equipment/products within the
last two years. Include Company/Government name, address, contact name, and contact phone number.
2 REFERENCE 2 EMAIL
1
jschewni@fmc.sc.edu
2 REFERENCE 3
2
Please provide the reference of a school and/or business who have utilized the same equipment/products within the
last two years. Include Company/Government name, address, contact name, and contact phone number.
2 REFERENCE 3 EMAIL
3
Rcavazos@saisd.net
2 THE U.S. STATE YOUR PRINCIPAL PLACE OF BUSINESS IS LOCATED.
4
South Carolina
2 RECIPROCITY
5
For Businesses not located in Texas: Does your state of residence or incorporation require out-of-state bidders to
underbid vendors residing in your state by a prescribed amount or percentage to receive a comparable contract? If
Yes, please input that percentage; If No, please leave the adjacent field blank.
No response
2 PARTIAL AWARD ACCEPTANCE
6
REGION 4 ESC retains the right to award this contract in such a manner that it receives the best overall value for
the goods and/or services requested in this request for proposal or bid, which may include awarding to multiple
vendors.
I understand.
2 PURCHASE ORDER POLICY
7
REGION 4 ESC purchases tangible goods and services through the use of approved Purchase Orders. Vendors
are highly discouraged from sending products, and/or performing services without prior receipt of an approved
District Purchase Order. While campuses and departments may call for quotes and information, please be advised
the District is not obligated to pay for any services and/or products ordered via telephone or email in without the
presence of a properly executed Purchase Order.
I understand.
Page 7 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
2 ADDENDA NOTIFICATIONS
8
Any addenda to this proposal will be issued electronically through this system. It is vendor's responsibility to review
addenda upon e-mailed notice and retract/amend their submission as deemed necessary. REGION 4 ESC may
choose to mark a proposal received prior to the issuance of an addendum as non-responsive should REGION 4
ESC, in its sole determination, finds the addendum to be of such material change that it warrants such
determination. If such proposal is found non-responsive, REGION 4 ESC will not consider the proposal for
evaluation or further consideration.
I understand.
2 Provide equipment manufacturer, equipment types and discounts off published list price.
9
Sunbelt Rentals offers 40+ equipment categories with thousands of Category Classes (Cat-Classes). Our
equipment solutions are manufactured by the industries most notable manufacturers in the industry. Equipment
brands we offer include, but are not limited to: John Deere, JCB, JLG, Genie, Bobcat, Ditch Witch, Tennant,
Komatsu, Cummins, MQ Power, Hilti, Dewault, Milwaukee, Airrex, Movin Cool, Terex, Kubota, and countless others.
We've provided an Omnia Partners Public Sector catalog in the attached pricing template. The template contains
equipment most frequently rented by Public Sector customers as well as discount from our local book rates on all
other items offered by Sunbelt Rentals. The template also outlines additional charges not included in the rental
rates.
3 Define any freight charges.
0
Standard Freight Charges also known and Pickup and delivery (P&D) are $150.00 Each way, plus $4.00 a loaded
mile. Please see the pricing template for details regarding pick up and delivery that requires third party carriers,
tolls, permits, emergency response and more.
3 Describe how Offeror responds to emergency orders.
1
Natural and everyday disasters are difficult to project. Emergency Response at its core is ensuring a building,
property, or community is operational as quickly as possible when disasters happen. We offer our customers 24/7
emergency response support year-round in all conditions and within 24-hours. We understand the unique needs
of disaster response projects, and our emergency power generation, HVAC solutions, aerial work platforms, and
scaffolding services are always ready. With a nationwide equipment of inventory, we offer the broadest offering for
any job. Emergency Response at its core is ensuring a building, property, or community is operational. Natural and
everyday disasters are difficult to project. Sunbelt Rentals can support our customers in each phase of an
emergency from emergency response planning to mitigation/immediate response, to business continuity and
recovery.
3 What is Offeror's average Fill Rate?
2
N/A to scope of rental equipment
3
3
delivery timelines.
90% or greater. Sunbelt prides itself of meeting delivery dates as we know that it is critical to our customer's
project and business success. We have a vast network of locations to go to in case any issue with deliveries at
one.
3 Describe Offeror's return and restocking policy.
4
N/A to scope of rental equipment
3 Describe Offeror's ability to meet service and warranty needs.
5
During the term of this Agreement, Supplier agrees to repair or replace any defective rental equipment or
workmanship that Owner, notifies Supplier of in writing; Owner shall not be charged for any such repair or
replacement provided that Owner immediately, upon discovery, notifies Supplier of the need for such repair or
replacement and the rental equipment has been used in accordance with normal and intended use and has not
been tampered with, modified, adjusted, altered, changed or otherwise repaired or damaged, by any party other
than Supplier.
Page 8 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
3 Describe Offeror's customer service/problem resolution process. Include hours of operation, number
6
of services, etc.
We take customer complaints and service concerns very seriously. When a customer reaches out to us to voice
their concerns, we make sure to take the time to listen and ensure we collect all the associated details. Once the
details have been captured and entered, we share this report with the appropriate Branch Manager, District
Manager, and Regional Vice President. This group has 24 hours to respond to the customer and to let Customer
Service know the details of the outcome or that they are working on a resolution. Sunbelt Customer Service is
available 24/7.
3 Describe Offeror's invoicing process. Include payment terms and acceptable methods of payments.
7
Offerors shall describe any associated fees pertaining to credit cards/p-cards.
E-processes used by Sunbelt included emailed PDF invoices, customer direct XML feed, EDI, .csv FTP Files. We
are established with various portals including Ariba, Onvia, BidSync. Our web portal/app MyAccount can be utilized
by each customer location to monitor usage and pay invoices directly. Payment Terms are Net 30 from date of
invoice.
3 Describe Offeror's contract implementation/customer transition plan.
8
As the incumbent supplier with a proven track record, Sunbelt holds a distinct advantage over our competitors as it
relates to implementation and customer transition. Implementation is seamless as the contract initially is only a
matter of signature, and extension. Omnia Partner member accounts have already identified in cooperation with
Omnia Partners, linked to the agreement, assigned to Sunbelt sellers, and targeted for interaction and growth.
Customer transition is a matter of continuous improvement for Sunbelt. We are engaged with the Omnia Partners
team to identify new customers and transition new customers to the existing Omnia Partners agreement.
Regardless, Implementation and transition would continue in perpetuity. These efforts would include, but not be
limited to: Training, Promotions, Target Identification, Assignment, Execution, Follow through, and follow up.
3 Describe the financial condition of Offeror.
9
Sunbelt is financially sound at over $10B revenue. Feel free to review our Annual report at https://www.ashtead-
group.com/investors/results-centre/annual-reports/ and also attached in attachments tab.
4 Provide a website link in order to review website ease of use, availability, and capabilities related to
0
provides customers a global view of all equipment on rent and a historic look on previous rental transactions. This
includes invoicing, purchase order numbers, rented-by name, equipment type and model, days on rent, total
billings, etc. Reports can be set up to send on a regularly scheduled day and time, or you can pull the reports as
needed.
4
1
Sunbelt has a dedicated Safety Dept comprised of fulltime occupational health and safety professionals whose
sole mission is to work directly with our field personnel to identify hazards & eliminate incidents by making safety
the #1 priority for all of our 22,000 team members. Attached please find EMR letter showing the effectiveness of
such department.
4 Provide a brief history of the Offeror, including year it was established and corporate office location.
2
Established in 1983 and headquartered near Charlotte, North Carolina, Sunbelt has evolved from a small, local
operation to a giant in the rental industry today. Sunbelt is a wholly owned subsidiary of Ashtead Group plc which
is headquartered in London, England. Building on its solid foundation in the Southeast, the company has now
established itself as the second largest rental company in the United States and will continue to grow through
green field initiatives and acquisitions. Sunbelt is strategically positioned with convenient locations to provide
superior customer service with more than $15 billion in rental fleet and over 1,400 plus locations combined across
all 50 states within the contiguous United States, including Hawaii, and in eight provinces in Canada.
Page 9 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
4 Describe Offeror's reputation in the marketplace.
3
Sunbelt Rentals is the second largest equipment rental company in North America. We have a solid reputation as
a solutions provider with a customer experience that is second to none. A leader in the equipment rental industry,
Sunbelt Rentals is constantly advancing the idea of how a company can best serve its customers, communities
and the planet. With a vast network of over 1,200 locations across North America and an expansive portfolio of
products and services, we deliver solutions to support any job. Moreover, our communities are an extension of our
team members and their families. Sunbelt Rentals aims to positively impact these areas by leveraging our time,
talents and financial resources. Our work with numerous organizations throughout North America helps support
communities and emergency response needs.
4 Describe Offeror's reputation of products and services in the marketplace.
4
Sunbelt Rentals has a reputation for providing the broadest range of quality rental solutions in the industry With a
strong focus on customer service, and a vast inventory of tools and equipment, we're able to cater to a diverse
range of construction, facility maintenance, and industrial projects across North America.
4 Describe if distributors/dealers/resellers/subsidiaries/partners ("affiliates") will be used to fulfill the
5
contract. Submit a list of those affiliates authorized to sell under the proposed contract.
Where and how does Offeror propose to maintain an authorized affiliate list so it may be accessed by Participating
Agencies? How often does the supplier propose to update the affiliate list? Confirm the Offeror reviews the financial
health, debarment status and overall general capacity of authorized affiliates. Offerors who us authorized affiliates
are responsible for ensuring authorized affiliates are performing in accordance with the contract.
Not Applicable to scope
4 Describe the experience and qualifications of key employees.
6
Key personnel will be the Sunbelt Rentals Government Solutions Team. Sunbelt Rentals is the only nationwide
equipment rental company with a team of dedicated Government sales force. This team of senior level sales
professionals, each with a decade or more of public sector sales experience and equipment rental experience.
The team is focused on promoting the power of Sunbelt Rentals within the public-sector, and successfully
integrating those opportunities with the appropriate Sunbelt solutions and locations. See attachment for more
details.
4 Describe Offeror's experience working with the government sector.
7
Sunbelt Rentals began working with the public sector on as as/if needed basis when we opened in 1983. Over the
past 42 years we have we've experienced the public sectors slow but steady transitions from ownership to rental.
Today, we have approximately 22 standalone state contracts, a GSA schedule, multiple local, and education
contracts, and several cooperative contracts with our Omnia Partners cooperative agreement being our largest
and top performing public sector opportunity.
4 Describe past litigation, bankruptcy, reorganization, state investigations of entity or current officers
8
and directors.
Sunbelt has been in the past and currently is involved in litigation, however, none of the litigation is material in
nature to its in relation to its provision of rental equipment.
4 Provide Offeror's expertise in working with public sector and understanding of the unique technical
9
regulatory requirements.
Sunbelt Rentals is one of the largest equipment rental providers in North America. Our position in the industry
affords us the luxury of being on the cutting edge of new equipment, technology, and compliance with new and
existing regulatory requirements. Whether its emissions, fuel consumption, energy storage solutions, or the
electrification of equipment we're often the first to have it, and at times involved in the development, design and
manufacturing of such items. Additionally, Sunbelts Government Solutions team is often engaged with customers
to anticipate regulatory requirements whether its equipment specifics, or the procurement process.
Page 10 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
5 Indicate if Offeror is licensed to do business in all 50 states.
0
Yes
No
5 Value Add - Provide any additional information related to products and services Offeror proposes to
1
enhance and add value to the Contract.
operational efficiency. We can do this by impacting areas such as equipment inventory, standardization, service
-
Equipment Inventory: Renting equipment cuts costs by eliminating the need for storage, maintenance and repair
parts, service area and staff. Using a four-wheel drive backhoe as an example, the cost of ownership over a five-
year period is approximately $71,000. This is based on an average purchase price of $64,000, a residual value of
$25,000 and operating costs of $18,560. The cost of renting the same piece of equipment six months a year over
- Standardization: Using
Sunbelt allows you to standardize your equipment fleet by accessing new equipment whenever you have a need.
-
Service: Keeping an equipment fleet serviced and ready at all times is expensive. Leveraging our fleet reduces the
costs on your end by placing the burden of service on our company. This results in much lower operating costs, as
- Process Improvement: Sunbelt Rentals
Command Center provides the ability to streamline the process of managing all your rentals. Using our web tools,
you can move equipment from job site to job site, call equipment off rent, create alerts and custom reports,
manage your AR, pay invoices online and much more. These process improvement result in fewer hours required
to fulfill the needs of your company."
5 Include a per diem rate.
2
Not Applicable to scope of rental equipment
5 For Non-Normal Working Hours, indicate if there is a minimum charge of hours and what the number of
3
hours is.
As it relates to Equipment rentals, the minimum rental period is 1 day/8 hours.
5 Is pricing available for all products and services?
4
Yes, pricing is available for all Sunbelt Rentals products and services including future products and services
through greenfield developments or acquisitions. Some products may require a request for quote, but will be
discounted according to the discount structure laid out in the pricing template. Rental industry as a whole does not
publish a MSRP. Please refer to Attachment Statement of Pricing.
5 Describe any shipping charges (where applicable).
5
For equipment requiring delivery. Pickup & Delivery Charges are Not included in The Rental Rates. $150.00 Each
Way plus $4.00 a Loaded Mile. * If required, fees associated with permitted, overweight, oversized loads, or Third
Party Carriers are additional and will be quoted at the time of request.
5 Provide pricing for warranties on all products and services.
6
Not Applicable. - Equipment is owned by Sunbelt Rentals. Sunbelt will handle all warranty issues.
5 Describe any return or restocking fees.
7
Not Applicable
5 Describe any additional discounts or rebates available. Additional discounts or rebates may be offered
8
for large quantity orders, single ship to location, growth, annual spend, guaranteed quantity, etc.
Our offer is a discount of 5/10/12% off from book rates. No additional rebates or discounts at this time, however,
we are open to further discussions after award.
Page 11 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
5 Describe how customers verify they are receiving Contract pricing.
9
Member pricing is notated in Sunbelts CRM module, Members may verify Contract Pricing through the Sunbelt
Rentals Omnia Partners contract Manager, or their local sales representative. Also, encouraged to create account
on MyAccount found on www.Sunbeltrentals.com to view pricing and manage account.
6 Describe any proposed indices to
0
guide price adjustments. If offering a catalog contract with discounts by category, while changes in
individual pricing may change, the category
discounts should not change over the term of the Contract.
Pricing will be updated annually. Price adjustments will be guided by industry trends, Producer price indices for
equipment, and heavy machinery for rental and leasing, transport services, fuel costs, the U.S. Energy Information
Administration, and the Employment Cost Index as it relates to to equipment rental. Sunbelt is offering an
equipment catalog with category discounts. The discount is on the rental period rather than the category, and as
such may change.
6 Describe how future product introductions will be priced and align with Contract pricing proposed.
1
Future equipment and services introductions will be priced according to industry standards by rental market, and
priced and discounted similarly to like products and categories.
6 Describe any diversity programs or partners supplier does business with and how Participating
2
Agencies may use diverse partners through the Master Agreement.
Indicate how, if at all, pricing changes when using the diversity program. If there are any diversity programs, provide
a list of diversity alliances and a copy of their certifications.
Not applicable. Sunbelt Rentals self performs nearly every aspect of the rental process.
6 Minority Women Business Enterprise Certification
3
If yes, list certifying agency.
Not applicable
6 Small Business Enterprise (SBE) or Disadvantaged Business Enterprise (DBE) Certification
4
If yes, list certifying agency.
Not applicable.
6 Historically Underutilized Business (HUB) Certification
5
If yes, list certifying agency.
Not applicable.
6 Historically Underutilized Business Zone Enterprise (HUBZone) Certification
6
If yes, list certifying agency.
Not applicable
6 Other recognized diversity certificate holder
7
If yes, list certifying agency
Not Applicable
Page 12 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
6
8
Agreement available nationally through OMNIA Partners.
Include a list of current cooperative contracts (regional and national) Offeror holds and describe how the Master
Agreement will be positioned among the other cooperative agreements.
Sunbelt is committed to growing the contract and collaborating with Omnia Partners on any marketing plan or
strategy with OMNIA to result in an Omnia contract. However, the transition of existing public agency accounts will
be at the customers discretion as to which contract vehicle they will utilize.
6 Acknowledge Supplier agrees to provide its logo(s) to OMNIA Partners and agrees to provide
9
permission for reproduction of such logo in marketing communications and promotions.
Acknowledge that use of OMNIA Partners logo will require permission for reproduction, as well.
Yes
No
7
0
nationwide and the timely follow up to leads established by OMNIA Partners.
All sales materials are to use the OMNIA Partners logo. At a minimum, the Offeror's sales initiatives should
communicate:
Master Agreement was competitively solicited and publicly awarded by a Principal Procurement Agency
Best government pricing
No cost to participate
Non-exclusive
Yes
No
7 Confirm Offeror will train its national sales force on the Master Agreement. At a minimum, sales training
1
should include:
Key features of Master Agreement
Working knowledge of the solicitation process
Awareness of the range of Public Agencies that can utilize the Master Agreement through OMNIA Partners
Knowledge of benefits of the use of cooperative contracts
Yes
No
7 Provide the name, title, email and phone number for the person(s), who will be responsible for:
2
Executive Support
Marketing
Sales
Sales Support
Financial Reporting
Accounts Payable
Contracts
As the incumbent, Sunbelt has all of the requested personnel established and set up to handle OMNIA inquiries.
Please forward to governmentsales@sunbeltrentals.com and they will be directed/forwarded to appropriate people
and/or departments.
Page 13 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
7
3
the highest-level executive in charge of the sales team.
Sunbelt Rentals has a robust nationwide sales force,, but more importantly Sunbelt has a dedicated Government
sales team. The Government team ultimately reports to the VP of Sales. Our structure is VP of sales, then Senior
Director of Sales & Operations, followed by our Director of Government Sales. There are three (3) Regional Sales
Managers who report to the Director of Government Sales. The Regional sales managers each have a team of
Government Sales Specialists that cover the U.S. These sellers work directly with the sales staff and end users at
the 1400 Sunbelt locations nationwide. As the current contract holder all pertinent contact information is currently
in place.
7 Explain in detail how the sales teams will work with the OMNIA Partners team to implement, grow and
4
service the national program.
As the incumbent supplier, Sunbelt Rentals is currently fully implemented. Our focus is on the future, empowering
our sales force, while continuously improving and refining our approach. This approach has yielded over 170%
growth over the past 5 years, and will continue well into the future. Please see attached Marketing Plan for
additional details.
7 Explain in detail how Offeror will manage the overall national program throughout the term of the
5
Master Agreement, including ongoing coordination of marketing and sales efforts, timely new
Participating Public Agency account set-up, timely contract
administration, etc.
Many of the details surrounding the coordination of marketing and sales efforts are laid out in our attachment for
question 74. The existing relationship allows for accounts to be set up and linked within a matter of hours. The
account set up and linking process identifies the account to be included in ongoing marketing and sales efforts
and administration.
7
6
Supplier's top 10 Public Agency customers, the total purchases for each for the previous fiscal year
along with a key contact for each.
SAN ANTONIO ISD SAN ANTONIO, TX
DEPARTMENT
OF SOUTH ALABAMA
PASCO COUNTY BOARD COMMISSION HUNTSVILLE, TX
PRAIRIE VIEW, TX $340,635.30
7 Year 1 - Provide the Contract Sales (as defined in Section 12 of OMNIA Partners Administration
7
Agreement) that Supplier will guarantee each year under the Master Agreement for the initial three
years of the Master Agreement ("Guaranteed Contract Sales").
To the extent Supplier guarantees minimum Contract Sales, the Administrative Fee shall be calculated based on the
greater of the actual Contract Sales and the Guaranteed Contract Sales.
$52306810.00
7 Year 2 - Provide the Contract Sales (as defined in Section 12 of OMNIA Partners Administration
8
Agreement) that Supplier will guarantee each year under the Master Agreement for the initial three
years of the Master Agreement
To the extent Supplier guarantees minimum Contract Sales, the Administrative Fee shall be calculated based on the
greater of the actual Contract Sales and the Guaranteed Contract Sales.
$60152832.00
Page 14 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
7 Year 3 - Provide the Contract Sales (as defined in Section 12 of OMNIA Partners Administration
9
Agreement) that Supplier will guarantee each year under the Master Agreement for the initial three
years of the Master Agreement
To the extent Supplier guarantees minimum Contract Sales, the Administrative Fee shall be calculated based on the
greater of the actual Contract Sales and the Guaranteed Contract Sales.
$69175757.00
8 Please download and thoroughly review the Scope of Work, located on the Attachments Tab. Indicate
0
your review and acceptance.
Yes
8 Oral Communications concerning this RFP shall not be binding and shall in no way excuse an Offeror of
1
the obligations set forth in this proposal.
Yes
8 Please download and thoroughly review the Terms and Conditions, located on the Attachments Tab.
2
Indicate your review and acceptance.
Yes
8 Products/Pricing - Upload on Response Attachments Tab
3
i.Offerors shall provide pricing based on coefficient pricing completing Appendix D; or on a discount from a
available from Offeror and the pricing per item. Multiple percentage discounts are acceptable if, where different
percentage discounts apply, the different percentages are specified. Additional pricing and/or discounts may be
included. Products and services proposed are to be priced separately with all ineligible items identified. Discounts
proposed shall remain the same throughout the term of the contract and at all renewal options. At a minimum the
Awarded Offeror must hold the proposed price list firm for the first 12 months after the contract award. Offerors may
elect to limit their proposals to any category or categories.
Complete the applicable Pricing information
oProvide equipment manufacturer, equipment types and discount off published list price.
oDefine any freight charges.
o
any sub-office pricing as required. Each of these labor classification rates shall be fully burdened, defined and will
be set for Normal Working Hours and Non-Normal Working Hours. Sub-contractor labor shall not be recognized.
oIf using coefficient pricing, the Normal Working Hours and Non-Normal Working Hours for tasks identified in the
Scope of Work shall use a benchmark against an established data set (e.g.; RSMeans or others) to ensure that the
hours provided can be verified. Each of these hourly tasks shall have a coefficient of labor against an established
determine effectiveness of providing these tasks. Offerors using coefficient pricing will complete Appendix D.
Federal Funding Pricing: Due to products and services potentially being used in response to an emergency or
disaster recovery situation in which federal funding may be applied, provide alternative pricing that does not include
cost plus a percentage of cost or pricing based on time and materials; if time and materials is necessary, a ceiling
price that the contract exceeds at its own risk will be needed. Products and services provided in a situation where
an agency is eligible for federal funding, Offeror is subject to and must comply with all federal requirements
applicable to the funding including, but not limited to the FEMA Special Conditions section located in the Federal
Funds Certifications Exhibit F.
Page 15 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
8 Not to Exceed Pricing
4
Region 4 ESC requests pricing be submitted as not to exceed pricing. Unlike fixed pricing, the Contractor can adjust
submitted pricing lower if needed but, cannot exceed original pricing submitted. Contractor must allow for lower
pricing to be available for similar product and service purchases. Cost plus pricing as a primary pricing structure is
not acceptable.
8
5
network as applicable.
as of 1/20/2025 there are 1,393 Sunbelt locations throughout USA for a comprehensive/updated list please visit
www.sunbeltrentals.com/location
8 Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the
6
to include, but not limited to:
i. Executive leadership endorsement and sponsorship of the award as the public sector go-to-market strategy
within first 10 days
leadership, along with the OMNIA Partners team within first 90 days
As Sunbelt is incumbent and currently holds the OMNIA contract, there will not have to be a transition per se, as all
protocols and processes are in place on both sides. Given the 170% growth over the last 5 years, we feel this is a
well oiled machine--however, we are open to tweaking if both sides feel necessary.
8 Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the
7
strategy to market the Master Agreement to current Participating Public Agencies, existing Public
Agency customers of Supplier, as well as to prospective
Public Agencies nationwide immediately upon award, to include, but not limited to:
i. Creation and distribution of a co-branded press release to trade publications
90 days
iii. Design, publication and distribution of co-branded marketing materials within first 90 days
iv. Commitment to attendance and participation with OMNIA Partners at national (i.e. NIGP Annual Forum, NPI
Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, Regional Cooperative Summits, etc.) and
supplier-specific trade shows, conferences and meetings throughout the term of the Master Agreement
v. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by OMNIA Partners
for partner suppliers. Booth space will be purchased and staffed by Supplier. In addition, Supplier commits to
provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as
directed by OMNIA Partners.
vi. Design and publication of national and regional advertising in trade publications throughout the term of the
Master Agreement
vii. Ongoing marketing and promotion of the Master Agreement throughout its term (case studies, collateral pieces,
presentations, promotions, etc.)
as Sunbelt is incumbent and currently holds the OMNIA contract, there will not have to be a transition per se--as all
protocols and processes are in place on both sides.
Page 16 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
8 GENERAL TERMS AND CONDITIONS
8
Respondent agrees to comply with the Contract and General Terms and Conditions provided as an attachment to
this online bid event. Any deviations to the Contract and General Terms and Conditions may be provided using the
procedures set forth in the attribute pertaining to deviations.
I certify compliance with this attribute.
8 DEVIATIONS TO TERMS AND CONDITIONS
9
Any Deviation from the RFP documents, including the General Terms and Conditions, Notice to Offeror, or any other
document presented with terms for consideration by the proposer MUST be documented and presented on the
Deviation Form and attached to this electronic bid event via an electronic upload to the "Response Attachments"
tab. In addition to indicating the requested deviations on the form, additional pages may be provided to more
thoroughly explain each deviation listed on the Deviation Form.
I certify compliance with this attribute.
9 FELONY CONVICTION NOTIFICATION
0
person or business entity that enters into an agreement with a school district must give advance notice to the
district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must
determines that the person or business entity failed to give notice as required by Subsection (a), or misrepresented
the conduct resulting in the conviction. The district must compensate the person or business entity for services
Use the list of values associated with this item to identify your status as it relates to this legal requirement.
Non-Felon - person/owner IS NOT a convicted felon
9 NAME OF FELON AND NATURE OF FELONY, IF APPLICABLE
1
If response to previous attribute was "Felon - person/owner IS a convicted felon", vendor shall give the name of the
felon and details of conviction.
If you did not answer "Felon - person/owner IS a convicted felon" in the previous question, type "N/A" in the
respective field.
N/A
9 CRIMINAL HISTORY RECORDS REVIEW OF CERTAIN CONTRACT EMPLOYEES
2
Texas Education Code Chapter 22.0834 requires that criminal history records be obtained regarding covered
employees of entities that contract with a school entity in Texas to provide services for that school entity
disqualifying criminal histories are prohibited from serving at a school entity. Contractors/Subcontractors contracting
with a school entity shall (1) maintain compliance with the requirements of Texas Education Code Chapter 22 to the
school entity; and (2) require that each of their subcontractors complies with the requirements of Texas Education
Code Chapter 22. Contractors performing work at a school entity in Texas must comply with these statutes.
Compliance includes providing or causing employees and sub-contractor employees to provide
requested information and fingerprinting upon request.
Covered employees: Employees of a Contractor/Subcontractor who have or will have continuing duties related to
the service to be performed at a school entity and have or will have direct contact with students. The school entity
will be the final arbiter of what constitutes continuing duties anddirect contact with students at their school.
I certify compliance with this attribute.
Page 17 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
9 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) CERTIFICATION
3
Businesses that have been certified by the Texas Building and Procurement Commission (TBPC) or other qualified
agency as Historically Underutilized Business (HUB) entities are encouraged to indicate their HUB status when
responding to this proposal invitation. The electronic catalogs will indicate HUB certifications for vendors that
properly indicate and document their HUB certification on this form.
Select one of the available options:
OPTION A: My business has NOT been certified as HUB.
OPTION B: I certify that my business has been certified as a Historically Underutilized Business (HUB), and I
have/will upload the certification information into the "Response Attachments" Tab located in this online bidding
event.
OPTION A - Not HUB
9 DISCLOSURE OF INTERESTED PARTIES
4
Texas state law requires the Disclosure of Interested Parties be filed with a public entity, including regional service
centers and school districts, for any contract which:
(1) requires an action or vote by the governing body; or
(2) has a value of $1 million or more; or
305.
NOTE: This form is not required if the vendor is a publicly-traded business entity, including a wholly-owned
subsidiary of the business entity (a company in which ownership is dispersed among the general public via shares
of stock which are traded via at least one stock exchange or over-the-counter market).
If you are required by law to submit this form, it must be completed online at the Texas Ethics Commission website.
Obtain a numbered certificate and click the link below to access the instructions and to complete this required form.
Upon completion, vendors required to submit the form must attach it to the proposal via the "Response
Attachments" Tab.
Click here to complete the form on the Texas Ethic Commission's 1295 Form webpage.
Please note: The District must verify receipt of all required 1295 forms received within 30 days on the Texas Ethics
Commission website. This verification does not indicate a contract award. Contract awards will be issued via direct
communication from the AISD Purchasing Department. A contract requiring a Disclosure of Interested Parties form is
voidable at any time if:
(1) the governmental entity or state agency submits to the business entity written notice of the business entity's
failure to provide the required disclosure; and
(2) the business entity fails to submit to the governmental entity or state agency the required disclosure on or
before the 10th business day after the date the business entity receives the written notice.
IF UNDER LAW YOU ARE EXEMPT FROM SUBMITTING THIS 1295 FORM, PROPOSERS MUST SUBMIT A
DOCUMENT THAT SHOWS PROOF OR PROVIDES EXPLANATION OF THIS EXEMPTION.
THE FOLLOWING CONTRACTS ARE EXEMPT FROM THE REQUIREMENTS OF TEXAS DISCLOSURE OF
INTERESTED PARTIES LAWS:
I certify compliance with this attribute.
Page 18 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
9 CONFLICT OF INTEREST QUESTIONNAIRE
5
Region 4 Education Service Center (Region 4) is required to comply with Texas Local Government Code Chapter
176, Disclosure of Certain Relationships with Local Government Officers. House Bill 23 significantly changed
Chapter 176 as well as the required disclosures and the corresponding forms. As of September 1, 2015, any
vendor who does business with Region 4 or who seeks to do business with Region 4 must fill out the new Conflict of
Interest Questionnaire (CIQ) if a conflict of interest exists. A conflict of interest exists in the following situations:
1) If the vendor has an employment or other business relationship with a local government officer of Region 4 or a
family member of the officer, as described by section 176.003(a)(2)(A) of the Texas Local Government Code; or
2) If the vendor has given a local government officer of Region 4, or a family member of the officer, one or more
gifts with the aggregate value of $100, excluding any gift accepted by the officer or a family member of the officer if
the gift is: (a) a political contribution as defined by Title 15 of the Election Code; or (b) a gift of food accepted as a
guest; or
3) If the vendor has a family relationship with a local government officer of Region 4.
means a person who enters or seeks to enter into a contract with a local governmental entity. The term includes an agent of a vendor. The term
includes an officer or employee of a state agency when that individual is acting in a private capacity to enter into a contract. The term does not include a
state agency except for Texas Correctional Industries. Texas Local Government Code 176.001(7).
means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a
connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal,
state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or
services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Texas Local
Government Code 176.001(3).
means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity,
as those terms are defined by Subchapter B, Chapter 573, Government Code. Texas Local Government Code 176.001(2-a).
means: (A) a member of the governing body of a local governmental entity; (B) a director, superintendent, administrator,
president, or other person designated as the executive officer of a local governmental entity; or (C) an agent of a local governmental entity who exercises
discretion in the planning, recommending, selecting, or contracting of a vendor. Texas Local Government Code 176.001(4).
Individuals serving as a Member of the Board of Directors, the Executive Director, Cabinet Members,
and other local government officers may be found at: https://www.esc4.net/about/about-region-4.
For additional information on Conflict of Interest Questionnaire, and the statutes that mandate it, please visit the
following links:
Texas Local Government Code, Section 176
Texas House Bill 23
A blank Conflict of Interest Questionnaire is available by clicking:
https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf.
If your firm is required to return a completed Conflict of Interest Questionnaire with your proposal submission, use
the "Response Attachments" Tab to upload the completed document.
I certify compliance with this attribute.
Page 19 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
9 ENTITITES THAT BOYCOTT ISRAEL
6
Pursuant to Chapter 2271 of the Texas Government Code, the Respondent hereby certifies and verifies that neither
include refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to
penalize, inflict economic harm on, or limit commercial relations with Israel, or with a person or entity doing business
in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.
EXCEPTIONS: Clause only applies to contracts and contractors that meet the following criteria: (i) Respondent is not a sole proprietorship; (ii) with 10 or
more full-time employees; and (iii) with a contract to be paid a value of $100,000 or more wholly or partially from public funds of the governmental entity.
I certify compliance with this attribute.
9 FOREIGN TERRORIST ORGANIZATIONS
7
Section 2252.152 of the Texas Government Code prohibits Region 4 ESC from awarding a contract to any person
who does business with Iran, Sudan, or a foreign terrorist organization as defined in Section 2252.151 of the Texas
Government Code. Respondent certifies that it not ineligible to receive the contract.
I certify compliance with this attribute.
9 FIREARMS ENTITIES AND TRADE ASSOCIATIONS DISCRIMINATION
8
Respondent verifies that: (1) it does not, and will not for the duration of the contract, have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association or (2) the verification
required by Section 2274.002 of the Texas Government Code does not apply to the contract. If circumstances
relevant to this provision change during the course of the contract, Respondent shall promptly notify Region 4 ESC.
APPLICABILITY: This clause applies only to a contract that: (1) is between a governmental entity and a company with at least 10 full-time employees; and
(2) has a value of at least $100,000 that is paid wholly or partly from public funds of the governmental entity.
EXCEPTIONS: This clause is not required when a state Agency: (1) contracts with a sole-source provider; or (2) does not receive any bids from a company
that is able to provide the written verification required by Section 2274.002(b) of the Texas Government Code.
I certify compliance with this attribute.
9 ENERGY COMPANY BOYCOTT PROHIBITED
9
Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does not
apply to the contract. If circumstances relevant to this provision change during the course of the contract,
Respondent shall promptly notify Region 4 ESC.
EXCEPTIONS:
partially from public funds of the governmental entity.
I certify compliance with this attribute.
1 CRITICAL INFRASTRUCTURE AFFIRMATION
0
Pursuant to Government Code Section 2274.0102, Respondent certifies that neither it nor its parent company, nor
0
any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental
entities of China, Iran, North Korea, Russia, or any other country designated by the Governor under Government
Code Section 2274.0103, or (2) headquartered in any of those countries.
EXCEPTION: Clause only applies to solicitations and contracts in which the contractor would be granted direct or remote access to or control of critical
infrastructure, as defined by Section 2274.0101 of the Texas Government Code, in this state, other than access specifically allowed for product warranty
and support purposes.
The Governor of the State of Texas may designate countries as a threat to critical infrastructure under Section 2274.0103 of the Texas Government Code.
Agencies should promptly add any country that is designated by the Governor to this clause.
I certify compliance with this attribute.
Page 20 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 OPEN RECORDS POLICY
0
All proposals, information and documents submitted are subject to the Public Information Act requirements
1
governed by the State of Texas once a Contract(s) is executed. If an Offeror believes its response, or parts of its
response, may be exempted from disclosure, the Offeror must specify page-by-page and line-by-line the parts of
the response, which it believes, are exempt and include detailed reasons to substantiate the exemption. Price is not
confidential and will not be withheld. Any unmarked information will be considered public information and released, if
requested under the Public Information Act.
The determination of whether information is confidential and not subject to disclosure is the duty of the Office of
Attorney General (OAG). Region 4 ESC must provide the OAG sufficient information to render an opinion and
therefore, vague and general claims to confidentiality by the Offeror are not acceptable. Region 4 ESC must comply
with the opinions of the OAG. Region 4 ESC assumes no responsibility for asserting legal arguments on behalf of
any Offeror. Offeror is advised to consult with their legal counsel concerning disclosure issues resulting from this
procurement process and to take precautions to safeguard trade secrets and other proprietary information.
Policy below:
OPTION A
this proposal, or any part of our proposal, is exempt from disclosure under the Public Information Act.
OPTION B: We declare the following information to be a trade secret or proprietary and exempt from disclosure
under the Public Information Act and these requested exemptions are uploaded into the "Response Attachments"
Tab located in this online bidding event.
(Note: Offeror must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt.
In addition, Offeror must include detailed reasons to substantiate the exemption(s). Price is not confidential and will
not be withheld. All information believed to be a trade secret or proprietary must be listed. It is further understood
that failure to identify such information, in strict accordance with the instructions, will result in that information being
considered public information and released, if requested under the Public Information Act.)
OPTION A - No proprietary information
1 CONSENT TO RELEASE PROPOSAL TABULATION
0
Notwithstanding anything explicitly and properly declared as Confidential or Proprietary Information to the contrary,
2
by submitting a Proposal, Vendor consents and agrees that, upon Contract award, the District may publicly release,
including posting on the public Region 4 ESC and/or OMNIA Partners website(s), a copy of the proposal tabulation
for the Contract including Vendor name; proposed catalog/pricelist name(s); proposed percentage discount(s), unit
price(s), hourly labor rate(s), or other specified pricing; and Vendor award notice information.
I certify compliance with this attribute.
Page 21 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 CONTRACTING INFORMATION
0
If Vendor is not a governmental body and
3
(a) this Agreement has a stated expenditure of at least $1 million in public funds for the purchase of goods or
services by REGION 4 ESC; or
(b) this Agreement results in the expenditure of at least $1 million in public funds for the purchase of goods or
services by REGION 4 ESC in a fiscal year of REGION 4 ESC, the following certification shall apply;
otherwise, this certification is not required.
(unless the Agreement is
(1) related to the purchase or underwriting of a public security;
(2) is or may be used as collateral on a loan; or
(3) proceeds from which are used to pay debt service of a public security of loan):
the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or
Pursuant to Subchapter J, Chapter 552, Texas Government Code, the Vendor hereby certifies and agrees to
(1) preserve all contracting information related to this Agreement as provided by the records retention
requirements applicable to REGION 4 ESC for the duration of the Agreement;
(2) promptly provide to REGION 4 ESC any contracting information related to the Agreement that is in the
custody or possession of the Vendor on request of REGION 4 ESC; and
(3) on completion of the Agreement, either
(a) provide at no cost to AISD all contracting information related to the Agreement that is in the custody
or possession of Vendor, or
(b) preserve the contracting information related to the Agreement as provided by the records retention
requirements applicable to REGION 4 ESC.
I certify compliance with this attribute.
1 ANTI-TRUST CERTIFICATION STATEMENT
0
Vendor affirms under penalty of perjury of the laws of the State of Texas that:
4
(1) I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation,
firm, partnership or individual (Company) listed below;
(2) In connection with this bid, neither I nor any representative of the Company have violated any provision of
the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15;
(3) In connection with this bid, neither I nor any representative of the Company have violated any federal
antitrust law; and
(4) Neither I nor any representative of the Company have directly or indirectly communicated any of the
contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership or
individual engaged in the same line of business as the Company.
I certify compliance with this attribute.
1 FEDERAL RULE (A) - CONTRACT TERM VIOLATIONS
0
(A)
5
is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition
Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal
remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and
penalties as appropriate.
Pursuant to Federal Rule (A) above, when federal funds are expended by Region 4 ESC, Region 4 ESC reserves
all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of
breach of contract by either party.
I certify compliance with this attribute.
Page 22 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (B) - TERMINATION CONDITIONS
0
(B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will
6
be effected and the basis for settlement. (All contracts in excess of $10,000)
Pursuant to Federal Rule (B) above, when federal funds are expended by REGION 4 ESC, REGION 4
ESC reserves the right to immediately terminate any agreement in excess of $10,000 resulting from this
procurement process in the event of a breach or default of the agreement by Vendor, in the event vendor fails to:
(1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation,
contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the
contract and/or the procurement solicitation; (4) to the greatest extent authorized by law, if an award no longer
effectuates the program goals or priorities of the Federal awarding agency or REGION 4 ESC.REGION 4 ESC also
reserves the right to terminate the contract immediately, with written notice to vendor, for convenience, if REGION 4
ESC believes, in its sole discretion that it is in the best interest of REGION 4 ESC to do so. The vendor will be
compensated for work performed and accepted and goods accepted by REGION 4 ESC as of the termination date
if the contract is terminated for convenience of REGION 4 ESC. Any award under this procurement process is not
exclusive and REGION 4 ESC reserves the right to purchase goods and services from other vendors when it is in
the best interest of REGION 4 ESC.
I certify compliance with this attribute.
1 FEDERAL RULE (C) - EQUAL EMPLOYMENT OPPORTUNITY
0
(C)
7
It is the policy of REGION 4 ESC not to discriminate on the basis of race, color, national origin, gender, limited
English proficiency or disabling conditions in its programs. Vendor agrees not to discriminate against any employee
or applicant for employment to be employed in the performance of this Contract, with respect to hire, tenure, terms,
conditions and privileges of employment, or a matter directly or indirectly related to employment, because of age
(except where based on a bona fide occupational qualification), sex (except where based on a bona fide
occupational qualification) or race, color, religion, national origin, or ancestry. Vendor further agrees that every
subcontract entered into for the performance of this Contract shall contain a provision requiring non-discrimination
in employment herein specified binding upon each subcontractor. Breach of this covenant may be regarded as a
material breach of the Contract.
Pursuant to Federal Rule (C) and the requirements stated above, when federal funds are expended by REGION 4
ESC on any federally assisted construction contract, the equal opportunity clause is incorporated by reference
herein.
I certify compliance with this attribute.
Page 23 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (D) - DAVIS BACON ACT/COPELAND ACT
0
(D)Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime
8
construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance
with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146- 3148) as supplemented by Department of Labor
mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of
Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity
must place a copy of the current prevailing wage determination issued by the Department of Labor in each
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage
determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding
Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United
any person employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported
violations to the Federal awarding agency.
Pursuant to Federal Rule (D) above, when federal funds are expended by REGION4 ESC, during the term of an
award for all contracts and subgrants for construction or repair, the vendor will be in compliance with all applicable
Davis-Bacon Act provisions.
I certify compliance with this attribute.
1 FEDERAL RULE (E) - CONTRACT WORK HOURS AND SAFETY STANDARDS ACT
0
(E)(40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of
9
$100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C.
3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the
basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that
the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked
in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work
and provide that no laborer or mechanic must be required to work in surroundings or under working conditions
which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or
materials or articles ordinarily available on the open market, or contracts for transportation or transmission of
intelligence.
Pursuant to Federal Rule (E) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
will be in compliance with all applicable provisions of the Contract Work Hours and Safety Standards Act.
I certify compliance with this attribute.
1 FEDERAL RULE (F) - RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT
1
(F)
0
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the
substitution of parties, assignment or performance of experimental, developmental, or research work under that
to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and
Pursuant to Federal Rule (F) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
agrees to comply with all applicable requirements as referenced in Federal Rule (F) above.
I certify compliance with this attribute.
Page 24 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (G) - CLEAN AIR ACT/FEDERAL WATER POLLUTION CONTROL ACT
1
(G)TheClean Air Act(42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-
1
requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued
pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33
U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the
Environmental Protection Agency (EPA).
When federal funds are expended by REGION 4 ESC for any contract resulting from this procurement process, the
vendor certifies that the vendor will be in compliance with mandatory standards and policies relating to energy
efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act (Pub. L. 94-163, 89 Stat. 871).
When federal funds are expended by REGION 4 ESC for any contract resulting from this procurement process in
excess of $100,000, the vendor certifies that the vendor is in compliance with all applicable standards, orders,
regulations, and/or requirements issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C. 1857(h)),
Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental
Protection Agency Regulation, 40 CFR Part 15.
Pursuant to Federal Rule (G) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
agrees to comply with all applicable requirements as referenced in Federal Rule (G) above.
I certify compliance with this attribute.
1 FEDERAL RULE (H) - DEBARMENT AND SUSPENSION
1
(H)
2
listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB
guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3
debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or
regulatory authority other than Executive Order 12549.
Pursuant to Federal Rule (H) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term of an award for all contracts by REGION 4 ESC resulting from this procurement process, the vendor
certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas.
Vendor shall immediately provide written notice to REGION 4 ESC if at any time the vendor learns that this
certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
REGION 4 ESC may rely upon a certification of a vendor that the vendor is not debarred, suspended, ineligible, or
voluntarily excluded from the covered contract, unless REGION 4 ESC knows the certification is erroneous.
I certify compliance with this attribute.
Page 25 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (I) - BYRD ANTI-LOBBYING AMENDMENT
1
(I)
3
certification. Each tier certifies to the tier above that it will not and has not used Federal 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 must 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 non-Federal award.
Pursuant to Federal Rule (I) above, when federal funds are expended by REGION 4 ESC, the vendor certifies that
during the term and after the awarded term of an award for all contracts by REGION 4 ESC resulting from this
procurement process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd Anti-
Lobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that:
(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with the awarding of a Federal
contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or
cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or
(3) The undersigned shall require that the language of this certification be included in the award documents for all
subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative
agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certificate is a prerequisite for making or entering into this transaction
imposed by Section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject
to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
I certify compliance with this attribute.
1 FEDERAL RULE (J) - PROCUREMENT OF RECOVERED MATERIALS
1
(J)When federal funds are expended by REGION 4 ESC, REGION 4 ESC and its contractors must comply with
4
section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The
requirements of Section 6002 include: (1) procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials
practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item
exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; (2)
procuring solid waste management services in a manner that maximizes energy and resource recovery; and (3)
establishing an affirmative procurement program for procurement of recovered materials identified in the EPA
guidelines.
Pursuant to Federal Rule (J) above, when federal funds are expended REGION 4 ESC, as required by the
this document, that the percentage of recovered materials content for EPA-designated items to be delivered or used
in the performance of the contract will be at least the amount required by the applicable contract specifications or
other contractual requirements.
I certify compliance with this attribute.
Page 26 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE (K) - PROHIBITION ON CERTAIN TELECOM AND SURVEILLANCE SERVICE AND
1
EQUIPMENT
5
(K) Region 4 ESC, as a non-federal entity, is prohibited from obligating or expending Federal financial assistance,
to include loan or grant funds, to: (1) procure or obtain,
(2) extend or renew a contract to procure or obtain, or
(3) enter into a contract (or extend or renew a contract) to procure or obtain, equipment, services, or systems that
uses covered telecommunications equipment or services as a substantial or essential component of any system, or
as a critical technology as part of any system. Covered telecommunications equipment is telecommunications
equipment produced Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such
entities) and physical security surveillance of critical infrastructure and other national security purposes, and video
surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou
Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such
entities) for the purpose of public safety, security of government facilities, physical security surveillance of critical
The Respondent certifies that it will not purchase equipment, services, or systems that use covered
telecommunications, as defined herein, as a substantial or essential component of any system, or as critical
technology as part of any system.
I certify compliance with this attribute.
1 FEDERAL RULE (L) - BUY AMERICAN PROVISIONS
1
(L) As appropriate and to the extent consistent with law, REGION 4 ESC has a preference for the purchase,
6
acquisition, or use of goods, products, or materials produced in the United States, including but not limited to iron,
aluminum, steel, cement, and other manufactured products, when spending federal funds. Vendor agrees that the
requirements of this section will be included in all subawards including all contracts and purchase orders for work or
products under this award, to the greatest extent practicable under a Federal award. Purchases that are made with
non-federal funds or grants are excluded from the Buy American Act.
Vendor certifies that it is in compliance with all applicable provisions of the Buy American Act. Purchases made in
accordance with the Buy American Act must still follow the applicable procurement rules calling for free and open
competition.
metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber;
and lumber.
I certify compliance with this attribute.
1 FEDERAL RULE - REQUIRED AFFIRMATIVE STEPES FOR SMALL, MINORITY, AND WOMEN-OWNED
1
FIRMS FOR CONTRACTS PAID FOR WITH FEDERAL FUNDS
7
When federal funds are expended by REGION 4 ESC, Vendor is required to take all affirmative steps set forth in 2
CFR 200.321 to solicit and reach out to small, minority and women owned firms for any subcontracting opportunities
on the project, including:
1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever
they are potential sources;
3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum
participation by small and minority businesses, and women's business enterprises;
4) Establishing delivery schedules, where the requirement permits, which encourage participation by small
and minority businesses, and women's business enterprises; and
5) Using the services and assistance, as appropriate, of such organizations as the Small Business
Administration and the Minority Business Development Agency of the Department of Commerce.
I certify compliance with this attribute.
Page 27 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 FEDERAL RULE - FEDERAL RECORD RETENTION
1
When federal funds are expended by REGION 4 ESC for any contract resulting from this procurement process, the
8
grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and
all other pending matters are closed.
Vendor agrees that REGION 4 ESC, Inspector General, Department of Homeland Security, FEMA, the Comptroller
General of the United States, or any of their duly authorized representatives shall have access to any books,
documents, papers and records of Vendor, and its successors, transferees, assignees, and subcontractors that are
directly pertinent to the Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
relating to such documents. Vendor agrees to permit any of the foregoing parties to reproduce by any means
whatsoever or to copy excerpts and transcriptions as reasonably needed. Vendor agrees to provide the FEMA
Administrator or his authorized representative access to construction or other work sites pertaining to the work
being completed under the Contract.
I certify compliance with this attribute.
1 FEDERAL RULE - PROFIT NEGOTIATION
1
For purchases using Federal funds in excess of $250,000, REGION 4 ESC may be required to negotiate profit as a
9
separate element of the price. (See 2 CFR 200.324(b)).
When required by REGION 4 ESC, Vendor agrees to provide information relating to profitability of the given
transaction and itemize the profit margin as a separate element of the price.
I certify compliance with this attribute.
1 FEDERAL RULE - SOLID WASTE DISPOSAL ACT
2
A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must
0
comply with section 6002 of the Sold Waste Disposal Act, as amended by the Resource Conservation and Recovery
Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR Part 247 that contain the highest percentage of recovered materials
practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item
exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceed $10,000; procuring
sold waste management services in a manner that maximizes energy and resource recovery; and establishing an
affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. (78 FR
78608, Dec. 26, 2013, as amended at 79 FR 75885, Dec. 19, 2014.)
Pursuant to this federal rule, when federal funds are expended by REGION 4 ESC, the vendor certifies that during
the term of all contracts resulting from this procurement process, the vendor agrees to comply with all applicable
requirements as referenced in this paragraph.
I certify compliance with this attribute.
1 APPLICABLITY TO SUBCONTRACTORS
2
Vendoragreesthatallcontractsitawardspursuanttoshallbeboundbythetermsand
1
conditions of this procurement action.
I certify compliance with this attribute.
1 COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT
2
When REGION 4 ESC expends federal funds for any contract resulting from this procurement process, Vendor
2
certifies that it will comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act
(42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18).
I certify compliance with this attribute.
Page 28 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 INDEMNIFICATION
2
Acts or Omissions
3
Vendor shall indemnify and hold harmless Region 4, AND/OR THEIR OFFICERS, AGENTS, EMPLOYEES,
REPRESENTATIVES, CONTRACTORS, ASSIGNEES, AND/OR DESIGNEES FROM ANY AND ALL LIABILITY,
ACTIONS, CLAIMS, DEMANDS, OR SUITS, AND ALL RELATED COSTS, ATTORNEY FEES, AND EXPENSES arising
out of, or resulting from any acts or omissions of the Vendor or its agents, employees, subcontractors, Order
Fulfillers, or suppliers of subcontractors in the execution or performance of the Contract and any Purchase Orders
issued under the Contract.
Infringements
a) Vendor shall indemnify and hold harmless Region 4 and Customers, AND/OR THEIR EMPLOYEES, AGENTS,
REPRESENTATIVES, CONTRACTORS, ASSIGNEES, AND/OR DESIGNEES from any and all third party claims
involving infringement of United States patents, copyrights, trade and service marks, and any other intellectual or
intangible property rights in connection with the PERFORMANCES OR ACTIONS OF VENDOR PURSUANT TO THIS
CONTRACT. VENDOR AND THE CUSTOMER AGREE TO FURNISH TIMELY WRITTEN NOTICE TO EACH OTHER
FEES.
b) Vendor shall have no liability under this section if the alleged infringement is caused in whole or in part by: (i) use
of the product or service for a purpose or in a manner for which the product or service was not designed, (ii) any
Customer, or (v) any use of the product or service by Customer that is not in conformity with the terms of any
applicable license agreement.
c) If Vendor becomes aware of an actual or potential claim, or Customer provides Vendor with notice of an actual or
expense; (i) procure for the Customer the right to continue to use the affected portion of the product or service, or
(ii) modify or replace the affected portion of the product or service with functionally equivalent or superior product or
a) VENDOR AGREES AND ACKNOWLEDGES THAT DURING THE EXISTENCE OF THIS CONTRACT, VENDOR
VENDOR AGREES TO COMPLY WITH ALL STATE AND FEDERAL LAWS APPLICABLE TO ANY SUCH PERSONS,
CUSTOMER AND/OR REGION 4 SHALL NOT BE LIABLE TO THE VENDOR, ITS EMPLOYEES, AGENTS, OR
OTHERS FOR THE PAYMENT OF TAXES OR THE PROVISION OF UNEMPLOYMENT INSURANCE AND/OR
ANOTHER GOVERNMENTAL ENTITY CUSTOMER.
b) VENDOR AGREES TO INDEMNIFY AND HOLD HARMLESS CUSTOMERS, REGION 4 AND/OR THEIR
EMPLOYEES, AGENTS, REPRESENTATIVES, CONTRACTORS, AND/OR ASSIGNEES FROM ANY AND ALL
ITS PERFORMANCE UNDER THIS CONTRACT, VENDOR SHALL BE LIABLE TO PAY ALL COSTS OF DEFENSE
I certify compliance with this attribute.
1 EXCESS OBLIGATIONS PROHIBITED
2
Proposer understands that all obligations of Region 4 ESC under the contract are subject to the availability of state
4
funds. If such funds are not appropriated or become unavailable, the contract may be terminated by Region 4 ESC.
I certify compliance with this attribute.
1 SUSPENSION AND DEBARMENT
2
Respondent certifies that neither it nor its principals are debarred, suspended, proposed for debarment, declared
5
ineligible, or otherwise excluded from participation in the contract by any state or federal agency.
I certify compliance with this attribute.
Page 29 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
1 CHANGE IN LAW AND COMPLIANCE WITH LAWS
2
Proposer shall comply with all laws, regulations, requirements and guidelines applicable to a vendor providing
6
services and products required by the contract to the Region 4 ESC, as these laws, regulations, requirements and
guidelines currently exist and as amended throughout the term of the contract. Region 4 ESC reserves the right, in
its sole discretion, to unilaterally amend the contract prior to award and throughout the term of the contract to
incorporate any modifications necessary for compliance with all applicable state and federal laws, regulations,
requirements and guidelines.
I certify compliance with this attribute.
1 For the following categories, the Offeror shall provide the following information to include;
2
oHVAC Refrigeration
7
Type (e.g., Rotary, Centrifugal, Scroll, Reciprocating., Absorption)
Cooling medium (e.g., air, water)
Brand Name(s)
Capacity Range (tons)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies (KW/Ton)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oIndoor Air Quality Products and Devices
Type (Active polarization, non-ionizing, electronic air cleaning systems intended to replace passive filtration, any
other.)
Brand Name(s)
Capacity Range
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oUnitary
Type (e.g., rooftops, split systems, VRFs, Heat Pumps, PTACs, water source, mini-splits)
Brand Name(s)
Capacity Range
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies (EER, SEER, COP)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oAir handling
Type (e.g. central station-manufactured or custom makeup air, fan,
filter, coil sections)
Brand Name(s)
Fan Types (e.g. Backward incline, Forward curve, airfoil)
Capacity Range (CFM)
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Standard Warranty (Parts & Labor)
Page 30 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oAir Terminal Devices and Heating Products
Type (e.g. VAV, Fan Coils, Unit Ventilators, Unit Heaters, Fin Tube Radiation/Convectors)
Brand Name(s)
Capacity Range (CFM)
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oDDC Controls
Type (core components, end devices, lighting, panels) Brand Name(s)
System Protocol (BACnet, LonWorks, Proprietary or Combo)
LAN Communication Structure (Peer-to-peer, Polling)
Human Machine Interface (HMI) types (PC, Notebooks, Handheld terminals)
Third party interface (Drivers and Gateways)
Remote alarm and message capabilities
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Detail Features & Benefits
oCooling Towers
Type (e.g., open, closed, evaporative, other)
Brand Name(s)
Capacity Range (tons)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oPumps
Type (e.g., single stage, split case, end suction, inline, circulator, turbines)
Brand Name(s)
Capacity Range (GPM)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oInvertors
Brand Name(s)
Capacity Range (HP)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Page 31 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oBoilers & Water Heaters
Type (e.g., modulating, condensing, cast iron, water tube, packaged, other)
Brand Name(s)
Heating Medium (Electric, Gas, Steam, Hot Water)
Capacity Range (MBH)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
oHVAC Specialty Products
Type (e.g., modular, outside/inside, S&T Heat Recovery, Humidity
Control, Heat Wheel, Heat Pipe, Heat Exchangers)
Brand Name(s)
Heating Medium (Electric, Gas, Steam, Hot Water)
Cooling Medium (DX, Chilled Water)
Capacity Range (CFM and/or MBH)
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Location of Manufacturing (City, State or Country)
Range of Efficiencies
Estimated Market Share (North America)
Provide example data on each type of product provided
Detail Features & Benefits
Refrigeration Products
Display Cases
Refrigeration Systems
Glass Doors & Lids
Walk-in Products
Others
oLED Lighting Products
LED Area Lights
Flexible LED Strips
Ceiling Lighting
Bulbs, Fixture Products
Others
oEquipment Parts and Supplies
Type (e.g., manufactured parts, emergency parts service, miscellaneous material and supplies and other)
Brand Name(s) stocked
Location of stocking parts
Standard Warranty (Parts & Labor)
Optional Warranty (components covered & Labor)
Estimated Lead/Delivery Time
Percentage of locally stocked parts to delivered parts
Detail Features & Benefits
1 Offerors are requested to provide service forms with detailed description of your service offerings.
2
Provide service forms with detailed descriptions; at a minimum, Offerors are to include the following
8
information as it is applicable to their product,
service, and solutions offering:
oStartup & Commissioning Services
Page 32 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Define process for validation of system or equipment operation to design
Type (e.g., equipment startups, system checkouts, control verification, retro commissioning, M & V verifications,
rebate auditing, other)
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
oService & Maintenance
Type (e.g., preventative and full maintenance contracts, man-at attendance, remote monitoring, annuals,
emergency services, regulatory compliance, cleaning (e.g., duct, coils and filters), scheduled maintenance (e.g., oil,
chemical and vibration analysis) and other)
Define processes for each type of service and/or maintenance of the system or the equipment
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
oInstallation and Turnkey Contracting
Type (e.g., retrofit, new construction, energy retrofit, controls new- and upgrade and other)
Define processes for each type install of the system or the equipment
Bonding and licensing capabilities
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
oWarranty Services
Type (e.g., Extended parts & labor (define maximum number of years available), delayed start-up and other)
Define processes for each type of warranty
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
oEnergy Services
Type (e.g., (Energy Tracking, Energy Analysis, Evaluation of potential upgrades, demand response, rebates and
others)
Define processes for each type of energy services
Certifications of personnel
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
oEquipment Rentals
Type (e.g., chillers, pumps, transformers, terminal units, generators, cooling towers, packaged unitary and other)
Brands available
Locations of rental fleet
Process of accessing rental fleet during disaster event
List key personnel (factory, sub-contract, other)
References (public sector only)
Case studies describing benefits of services
oFinancial Services
Type (e.g., leasing, prompt and pre-payment discounts, guaranteed
savings and other)
Describe type of each funding and availability
Funding Sources (internal and/or external)
List key personnel (internal and/or external)
References (public sector only)
Case studies describing benefits of services
oProfessional Services
Describe type of each professional service and availability
Licensing and certification capabilities
List key personnel (internal and/or external)
References (public sector only)
Case studies describing benefits of services
oSite Surveys
Type (e.g., Equipment, system analysis, operational, architectural and other)
Describe type of survey
Licensing and certification capabilities
Page 33 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
Advanced technology uses for each type of survey
List key personnel (internal and/or external)
References (public sector only)
Case studies describing benefits of services
Page 34 of 34 pagesVendor: Sunbelt Rentals Inc24-15 Addendum 1
COMMAND
CENTER
CAPABILITIES &
APPLICATIONS
2022
Make It Happen From Anywhere
On-Demand Account Management
Reserve, rent, or release equipment
Use Quick Rent to reorder your most
frequent, recent, and favorite equipment
View and manage equipment at
the project
Manage purchase orders and
invoice payments
Manage and track fleet in real time
Receive alerts and notifications
2
Benefits of Command Center
Streamlined communication and collaboration
Improved jobsite, rental, and invoice management
Increased awareness
Empowerment to immediately take action
Access from any computer or mobile device
Ability to customize user access and key functions
Insights via real time and historical data to improve efficiencies and planning
Access to all transactional documents
Streamlined A/P processes
3
Website and Mobile App
Website
Accessed from computer or tablet
Robust functionality
Order & manage equipment
Access reports, alerts, payments
Used by multiple customer types
Mobile App
Tablet or phone
Available on iOS or Android
Tactical functionality
Used frequently by field teams
Order & manage equipment
4
User Empowerment
Empower your teammates with customizable access
Account Administrator (full control)
Submit Online Orders
Off-rent Equipment
Pay Online
Access Reporting
Subscribe to Alerts
Update Jobsite Info
Manage Paperless Billing Preferences
Review last-log-in data and manage peer user profiles to secure your data
5
Online Equipment Catalog
Equipment Uses and Applications
Specifications to verify that the equipment can meet your needs
*Rental Rates
6
Online Ordering Made Simple
1.Select desired equipment from:
a.Online Catalog
b.Quick Rent tab
i.Recent, Frequent, or Favorite Orders
2.Choose rental duration
3.Select existing Jobsite or create a new one
4.Enter PO or additional billing references*
5.Submit
7
Managing Jobsites
Manage/Update Jobsite Info
Job Name (your internal reference)
Default PO # for future orders
Contact Name/Phone
Delivery Instructions
8
Managing Rentals (Jobs & Equipment)
Manage your rental equipment via personalized layouts that empower you to
quickly identify and act on key items including:
-Delivery Signatures on Contracts
-Underutilized assets
-Overdue equipment
-Missing/Inaccurate POs
-Outdated Ownership
-Future Rentals
9
Telematics Data
Identify the last known location of missing assets
Assess utilization trends via reporting and/or
alerts to right-size your rental fleet
Analyze historical utilization data to impactfully
guide future projects
Key internal developments:
Mandated factory installation for much of
Proactive real-time monitoring of data feeds
Integration of remote diagnostics for the Sunbelt
Service Team
safer and more efficient pickups
To learn more, please contact your local Sunbelt Account Manager
10
Managing Invoicing
Review, approve, and pay
invoices
Analyze spend for a specific
project, timeframe, or PO
Identify missing/inaccurate
POs
Review Paperless Billing
options
Identify and act upon oldest
invoices
11
Data Insights (Reporting)
Seven standard reports are Reports can also be customized
already built for quick access:with the options to saveany
changes for future use, as well as
Equipment On Rent
schedulethe report to be
Invoice History
automatically emailed to you or
Invoice History with Details
your team at a time and cadence
Payment History
of your choice.
Rental History
12
Real-Time Awareness (Account Activity)
Utilize the Account Activity tab to proactively manage
transactions by:
Reviewing the last 30 days of activity
Subscribing to and of the 22 customizable
notifications based on an event, Jobsite, or PO
-
13
THANK YOU!
sunbeltrentals.com
ecommerce@sunbeltrentals.com
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040924-URI
Solicitation Number: RFP #040924
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and United Rentals (North America), Inc., 100 First Stamford Place, Suite
700, Stamford, CT 06902 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Rental Equipment, Products, and Related Services
from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
{ƚǒƩĭĻǞĻƌƌ ğƓķ ƷŷĻ ĻƓƷźƷźĻƭ ƷŷğƷ ğĭĭĻƭƭ {ƚǒƩĭĻǞĻƌƌƭ ĭƚƚƦĻƩğƷźǝĻ ƦǒƩĭŷğƭźƓŭ ĭƚƓƷƩğĭƷƭ
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
EXPIRATION DATE AND EXTENSION. This Contract expires June 11, 2028, unless it is cancelled
sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions
upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right
to consider additional extensions beyond seven years as required under exceptional
circumstances.
B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
Rev. 3/2022 1
040924-URI
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
{ǒƦƦƌźĻƩƭ 9ƨǒźƦƒĻƓƷͲ tƩƚķǒĭƷƭͲ ƚƩ {ĻƩǝźĭĻƭ tƩƚƦƚƭğƌ ΛtƩƚƦƚƭğƌΜ źƭ ğƷƷğĭŷĻķ ğƓķ źƓĭƚƩƦƚƩğƷĻķ
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
źƓ {ǒƦƦƌźĻƩƭ ƦƩƚķǒĭƷ ğƓķ ƦƩźĭźƓŭ ƌźƭƷ͵
ƓƌĻƭƭ ğŭƩĻĻķ to by the Participating Entities in advance,
Equipment or Products must be delivered as operatźƚƓğƌ Ʒƚ ƷŷĻ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƭźƷĻ͵
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
A. WARRANTY. The following warranties apply:
For equipment rentals by a Participating Entity, Supplier warrants that upon delivery the
equipment rented hereunder will be in good working condition. If the equipment is not in good
working condition upon delivery, Supplier shall promptly repair or replace the equipment at its
sole cost and expense. If the equipment requires repair or replacement during the rental
period, Supplier will promptly repair or replace the equipment at its sole cost and expense;
ƦƩƚǝźķĻķͲ ŷƚǞĻǝĻƩͲ źŅ ƷŷĻ ƩĻƦğźƩ ƚƩ ƩĻƦƌğĭĻƒĻƓƷ źƭ ƓĻĭĻƭƭğƩǤ ķǒĻ Ʒƚ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ğĬǒƭĻͲ
misuse, or neglect, then Participating Entity will be responsible for the cost of such repair or
replacement. EXCEPT AS SET FORTH HEREIN SUPPLIER DISCLAIMS ALL OTHER WARRANTIES,
EXPRESS OR IMPLIED, WITH RESPECT TO THE RENTAL OF EQUIPMENT.
For equipment purchases by a Participating Entity, the only warranty provided with the
equipment sold herein is the warranty provided by the original equipment manufacturer
Λͻh9aͼΜ͵ {ǒƦƦƌźĻƩ Ǟźƌƌ Ʀğƭƭ ƷŷƩƚǒŭŷ ğƌƌ ǞğƩƩğƓƷźĻƭͲ Ʒƚ ƷŷĻ ĻǣƷĻƓƷ ğƌƌƚǞğĬƌĻͲ ƷŷğƷ ƷŷĻ h9a
provides. If a warranty claim is approved by the OEM and the OEM authorizes Supplier to repair
or replace the equipment, Supplier will do so. ALL WARRANTIES, INCLUDING ANY IMPLIED
WARRANTY OF MERCHANTABILITY OR OF FITNESS FOR A PARTICULAR PURPOSE, ARE
EXPRESSLY EXCLUDED AND DISCLAIMED.
For services provided to a Participating Entity, Supplier warrants the services will be performed
in a good and workmanlike manner. The duration of the warranty shall be 30 days after the
service is completed. If during the 30-day warranty period the equipment requires additional
service, because of defective original service or a defective replacement part(s), then Supplier
will re-perform the defective service and/or replace the defective part at its sole cost and
expense. If the equipment has been subject to abuse, misuse, or neglect, Supplier shall have no
Rev. 3/2022 2
040924-URI
obligation to re-perform the service or replace any part(s). The only warranty on replacement
ƦğƩƷƭ ƦƩƚǝźķĻķ ǞźƷŷ {ǒƦƦƌźĻƩƭ ƭĻƩǝźĭĻ ŷĻƩĻźƓ is the warranty provided by the original
ĻƨǒźƦƒĻƓƷ ƒğƓǒŅğĭƷǒƩĻƩ Λͻh9aͼΜ͵ {ǒƦƦƌźĻƩ Ǟźƌƌ pass through all warranties, to the extent
allowable, that the OEM provides. If a warranty claim on such replacement part is approved by
the OEM and the OEM authorizes Supplier to repair or replace the part, Supplier will do so.
EXCEPT AS SET FORTH HEREIN SUPPLIER DISCLAIMS ALL OTHER WARRANTIES EXPRESS OR
IMPLIED WITH RESPECT TO REPLACEMENT PARTS AND SERVICE OF EQUIPMENT.
B. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
ğǒƷŷĻƓƷźĭğƷĻ {ǒƦƦƌźĻƩƭ ğǒƷŷƚƩźǩĻķ ķĻğƌĻƩƭͲ ķźƭƷƩźĬǒƷƚƩƭͲ ƚƩ ƩĻƭĻƌƌĻƩƭ ƩĻƌğƷźǝĻ Ʒƚ ƷŷĻ 9ƨǒźƦƒĻƓƷͲ
Products, and Services offered under this Contract, which will be incorporated into this
/ƚƓƷƩğĭƷ ĬǤ ƩĻŅĻƩĻƓĭĻ͵ LƷ źƭ ƷŷĻ {ǒƦƦƌźĻƩƭ ƩĻƭƦonsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
ƭƷğƷĻķ źƓ {ǒƦƦƌźĻƩƭ tƩƚƦƚƭğƌ͵
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƷƚƷğƌ ĭƚƭƷ of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating EnƷźƷǤƭ ƩĻƨǒĻƭƷĻķ ķĻƌźǝĻƩǤ ƌƚĭğƷźƚƓ͵
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Rev. 3/2022 3
040924-URI
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
Identify the applicable Sourcewell contract number;
Clearly specify the requested change;
Provide sufficient detail to justify the requested change;
Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
Rev. 3/2022 4
040924-URI
A. t!wL/Lt!Lhb͵ {ƚǒƩĭĻǞĻƌƌƭ ĭƚƚƦĻƩğƷźǝĻ ĭƚƓƷƩğcts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services unķĻƩ Ʒŷźƭ /ƚƓƷƩğĭƷ͵ ! tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
9ƓƷźƷǤƭ ǒƭĻ ƚŅ Ʒŷźƭ /ƚƓƷƩğĭƷ źƭ ğƷ ƷŷĻ tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƭƚle convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. t
.\[L/ C!/L\[LL9{͵ {ǒƦƦƌźĻƩƭ ĻƒƦƌƚǤĻĻƭ ƒğǤ ĬĻ ƩĻƨǒźƩĻķ Ʒƚ ƦĻƩŅƚƩƒ ǞƚƩƉ ğƷ ŭƚǝĻƩƓƒĻƓƷΏ
ƚǞƓĻķ ŅğĭźƌźƷźĻƭͲ źƓĭƌǒķźƓŭ ƭĭŷƚƚƌƭ͵ {ǒƦƦƌźĻƩƭ employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract.
{ǒƦƦƌźĻƩƭ ğĭĭĻƦƷğĬƌĻ ŅƚƩƒƭ ƚŅ ƦğǤƒĻƓƷ ğƩĻ źƓĭƌǒķĻķ źƓ źƷƭ ğƷƷğĭŷĻķ tƩƚƦƚƭğƌ͵ tğƩƷźĭźƦğƷźƓŭ
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
Rev. 3/2022 5
040924-URI
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum, the terms of which will be negotiated directly between the
Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as
applicable. Any negotiated additional terms and conditions must never be less favorable to the
Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƩĻƨǒźƩĻƒĻƓƷƭ͵
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
tğƩƷźĭźƦğƷźƓŭ 9ƓƷźƷǤƭ ƚƩķĻƩ Ǟźƌƌ ĬĻ ķĻƷĻƩƒźƓĻķ ĬǤ the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
Maintenance and management of this Contract;
Timely response to all Sourcewell and Participating Entity inquiries; and
Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, performance issues, supply
issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
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A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
Participating Entity Name (e.g., City of Staples Highway Department);
Participating Entity Physical Street Address;
Participating Entity City;
Participating Entity State/Province;
Participating Entity Zip/Postal Code;
Participating Entity Contact Name;
Participating Entity Contact Email Address;
Participating Entity Contact Telephone Number;
Sourcewell Assigned Entity/Participating Entity Number;
Item Purchased Description;
Item Purchased Price;
Sourcewell Administrative Fee Applied; and
Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
ƓƚƷĻ ƷŷĻ {ǒƦƦƌźĻƩƭ ƓğƒĻ ğƓķ {ƚǒƩĭĻǞĻƌƌΏğƭƭźŭƓĻķ ĭƚƓƷƩğĭƷ ƓǒƒĬĻƩ źƓ ƷŷĻ ƒĻƒƚͳ ğƓķ ƒǒƭƷ ĬĻ
ƒğźƌĻķ Ʒƚ ƷŷĻ ğķķƩĻƭƭ ğĬƚǝĻ ͻ!ƷƷƓʹ !ĭĭƚǒƓƷƭ wĻĭĻźǝğĬƌĻͼ ƚƩ ƩĻƒźƷƷĻķ ĻƌĻĭƷƩƚƓźĭğƌƌǤ Ʒƚ
{ƚǒƩĭĻǞĻƌƌƭ ĬğƓƉźƓŭ źƓƭƷźƷǒƷźƚƓ ƦĻƩ {ƚǒƩĭĻǞĻƌƌƭ Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
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any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
/ƚƓƷƩğĭƷƭ ĻǣƦźƩğƷźƚƓ ķğƷĻͲ ƷŷĻ ğķƒźƓźƭƷƩğƷźǝĻ fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
{ǒƦƦƌźĻƩƭ !ǒƷŷƚƩźǩĻķ wĻƦƩĻƭĻƓƷğƷźǝĻ źƭ ƷŷĻ ƦĻƩƭƚƓ ƓğƒĻķ źƓ ƷŷĻ {ǒƦƦƌźĻƩƭ tƩƚƦƚƭğƌ͵ LŅ
{ǒƦƦƌźĻƩƭ !ǒƷŷƚƩźǩĻķ wĻƦƩĻƭĻƓƷğƷźǝĻ ĭŷğƓŭĻƭ ğƷ ğƓǤ ƷźƒĻ ķǒƩźƓŭ Ʒŷźƭ /ƚƓƷƩğĭƷͲ {ǒƦƦƌźĻƩ ƒǒƭƷ
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Contract are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
E. CONTRACT COMPLETE. This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party. For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
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11. INDEMNITY AND HOLD HARMLESS
As applicable, Supplier agrees to indemnify, defend, save, and hold Sourcewell and its
Participating Entities, including their agents and employees, harmless from any claims or causes
ƚŅ ğĭƷźƚƓͲ źƓĭƌǒķźƓŭ ğƷƷƚƩƓĻǤƭ ŅĻĻƭ źƓĭǒƩƩĻķ ĬǤ {ƚurcewell or its Participating Entities, caused by
the negligent acts or omissions of the SuppƌźĻƩ ƚƩ źƷƭ ğŭĻƓƷƭ ƚƩ ĻƒƦƌƚǤĻĻƭ͵ {ƚǒƩĭĻǞĻƌƌƭ
ƩĻƭƦƚƓƭźĬźƌźƷǤ Ǟźƌƌ ĬĻ ŭƚǝĻƩƓĻķ ĬǤ ƷŷĻ {ƷğƷĻ ƚŅ aźƓƓĻƭƚƷğƭ ƚƩƷ \[źğĬźƌźƷǤ !ĭƷ ΛaźƓƓĻƭƚƷğ
Statutes Chapter 466) and other applicable law. {ƚǒƩĭĻǞĻƌƌƭ ƩĻƭƦƚƓƭźĬźƌźƷǤ Ǟźƌƌ ĬĻ ŭƚǝĻƩƓĻķ ĬǤ
ƷŷĻ {ƷğƷĻ ƚŅ aźƓƓĻƭƚƷğƭ ƚƩƷ \[źğĬźƌźƷǤ !ĭƷ ΛaźƓƓĻƭƚƷğ {ƷğƷǒƷĻƭ /ŷğƦƷĻƩ ЍЏЏΜ ğƓķ ƚƷŷĻƩ
applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, maintained, or
disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use the trademark(s) provided to Supplier by Sourcewell in advertising and
ƦƩƚƒƚƷźƚƓğƌ ƒğƷĻƩźğƌƭ ŅƚƩ ƷŷĻ ƦǒƩƦƚƭĻ ƚŅ ƒğƩƉĻƷźƓŭ {ƚǒƩĭĻǞĻƌƌƭ ƩĻƌğƷźƚƓƭŷźƦ ǞźƷŷ
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
ƌźĭĻƓƭĻ Ʒƚ ǒƭĻ {ǒƦƦƌźĻƩƭ ƷƩğķĻƒğƩƉƭ źƓ ğķvertising and promotional materials for the
ƦǒƩƦƚƭĻ ƚŅ ƒğƩƉĻƷźƓŭ {ǒƦƦƌźĻƩƭ ƩĻƌğƷźƚƓƭŷźƦ ǞźƷŷ {ƚǒƩĭĻǞĻƌƌ͵
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
resellers, marketing representatives, and agents ΛĭƚƌƌĻĭƷźǝĻƌǤ ͻtĻƩƒźƷƷĻķ {ǒĬƌźĭĻƓƭĻĻƭͼΜ źƓ
advertising and promotional materials for the purƦƚƭĻ ƚŅ ƒğƩƉĻƷźƓŭ ƷŷĻ tğƩƷźĻƭ ƩĻƌğƷźƚƓƭŷźƦ
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. bĻźƷŷĻƩ ƦğƩƷǤ ƒğǤ ğƌƷĻƩ ƷŷĻ ƚƷŷĻƩ ƦğƩƷǤƭ ƷƩğķĻƒğƩƉƭ ŅƩƚƒ ƷŷĻ ŅƚƩƒ ƦƩƚǝźķĻķ
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
ƚƷŷĻƩ ƦğƩƷǤƭ ƷƩğķĻƒğƩƉƭ ƚƓƌǤ źƓ ŭƚƚķ ŅğźƷŷ ğƓķ źƓ ğ ķźŭƓźŅźĻķ ƒğƓƓĻƩ ĭƚƓƭźƭƷĻƓƷ ǞźƷŷ
ƭǒĭŷ ƦğƩƷǤƭ ǒƭĻ ƚŅ ƷŷĻ ƷƩğķĻƒğƩƉƭ͵
ƦƚƓ ǞƩźƷƷĻƓ ƓƚƷźĭĻ Ʒƚ ƷŷĻ ĬƩĻğĭŷźƓŭ ƦğƩƷǤͲ ƷŷĻ
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breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
ğƓķ ƷŷĻ ƌźƉĻ ĬĻğƩźƓŭ ƷŷĻ ƚƷŷĻƩ ƦğƩƷǤƭ ƓğƒĻ ƚƩ ƌƚŭƚ ΛĻǣĭĻƦƷźƓŭ {ƚǒƩĭĻǞĻƌƌƭ ƦƩĻΏƦƩźƓƷĻķ
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
ƚŅ źƷ ğĭĭƚƩķźƓŭ Ʒƚ {ƚǒƩĭĻǞĻƌƌƭ ǞƩźƷƷĻƓ ķźƩĻĭƷźƚƓƭ͵
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
ƚƩ ƚƷŷĻƩ ĭƚƓķźƷźƚƓƭ ƷŷğƷ ğƩĻ ĬĻǤƚƓķ ƷŷğƷ ƦğƩƷǤƭ ƩĻğƭƚƓğĬƌĻ ĭƚƓƷƩƚƌ͵ ! ƦğƩƷǤ ķĻŅğǒƌƷźƓŭ ǒƓķĻƩ
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
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17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
Exercise any remedy provided by law or equity, or
Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
ğǒƷŷƚƩźǩĻķ Ʒƚ ķƚ ĬǒƭźƓĻƭƭ źƓ ƷŷĻ {ƷğƷĻ ƚŅ aźƓƓĻƭƚƷğ ŷğǝźƓŭ ğƓ ͻ!a .9{ͼ ƩğƷźƓŭ ƚŅ !Ώ ƚƩ ĬĻƷƷĻƩͲ
with coverage and limits of insurance not less than the following:
1. ƚƩƉĻƩƭ /ƚƒƦĻƓƭğƷźƚƓ ğƓķ 9ƒƦƌƚǤĻƩƭ \[źğĬźƌźƷǤ͵
ƚƩƉĻƩƭ /ƚƒƦĻƓƭğƷźƚƓʹ !ƭ ƩĻƨǒźƩĻķ ĬǤ ğƓǤ ğƦƦƌźĭğĬƌĻ ƌğǞ ƚƩ ƩĻŭǒƌğƷźƚƓ͵
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Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ΛͻL{hͼΜ /ƚƒƒĻƩĭźğƌ DĻƓĻƩğƌ \[źğĬźƌźƷǤ CƚƩƒ
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
ǒƒĬƩĻƌƌğ ĭƚǝĻƩğŭĻ ƚǝĻƩ 9ƒƦƌƚǤĻƩƭ \[źğĬźƌźƷǤͲ /ƚƒƒĻƩĭźğƌ DĻƓĻƩğƌ \[źğĬźƌźƷǤͲ ğƓķ
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims whźĭŷ ƒğǤ ğƩźƭĻ ŅƩƚƒ ŅğźƌǒƩĻ ƚŅ {ǒƦƦƌźĻƩƭ
security resulting in, but not limited to, computer attacks, unauthorized access,
ķźƭĭƌƚƭǒƩĻ ƚŅ ƓƚƷ ƦǒĬƌźĭ ķğƷğ Α źƓĭƌǒķźƓŭ but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
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$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
ƷŷĻźƩ ƚŅŅźĭĻƩƭͲ ğŭĻƓƷƭͲ ğƓķ ĻƒƦƌƚǤĻĻƭͲ ğƭ ğƓ ğķķźƷźƚƓğƌ źƓƭǒƩĻķ ǒƓķĻƩ ƷŷĻ {ǒƦƦƌźĻƩƭ ĭƚƒƒĻƩĭźğƌ
general liability insurance policy with respect to liğĬźƌźƷǤ ğƩźƭźƓŭ ƚǒƷ ƚŅ ğĭƷźǝźƷźĻƭͲ ͻƚƦĻƩğƷźƚƓƭͲͼ ƚƩ
ͻǞƚƩƉͼ ƦĻƩŅƚƩƒĻķ ĬǤ ƚƩ ƚƓ ĬĻŷğƌŅ ƚŅ {ǒƦƦƌźĻƩͲ ğƓķ ƦƩƚķǒĭƷƭ ğƓķ ĭƚƒƦƌĻƷĻķ ƚƦĻƩğƷźƚƓƭ ƚŅ
Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors. The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
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19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
ƩĻŅĻƩĻƓĭĻƭ Ʒƚ ͻŅĻķĻƩğƌͼ ƭŷƚǒƌķ ĬĻ źƓƷĻƩƦƩĻƷĻķ Ʒƚ ƒĻğƓ ƷŷĻ
ƓźƷĻķ {ƷğƷĻƭ ŅĻķĻƩğƌ ŭƚǝĻƩƓƒĻƓƷ͵
The following list only applies when a ParticźƦğƷźƓŭ 9ƓƷźƷǤ ğĭĭĻƭƭĻƭ {ǒƦƦƌźĻƩƭ 9ƨǒźƦƒĻƓƷͲ
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
ĭƚƓƷƩğĭƷƭ ƷŷğƷ ƒĻĻƷ ƷŷĻ ķĻŅźƓźƷźƚƓ ƚŅ ͻŅĻķĻƩğƌƌǤ ğƭƭźƭƷĻķ ĭƚƓƭƷƩǒĭƷźƚƓ ĭƚƓƷƩğĭƷͼ źƓ ЍЊ /͵C͵w͵ ή ЏЉΏ
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
ğĭĭƚƩķğƓĭĻ ǞźƷŷ 9ǣĻĭǒƷźǝĻ hƩķĻƩ ЊЊЋЍЏͲ ͻ9ƨǒğƌ 9ƒƦƌƚǤƒĻƓƷ hƦƦƚƩƷǒƓźƷǤͼ ΛЌЉ Cw ЊЋЌЊВͲ
ЊЋВЌЎͲ Ќ /͵C͵w͵ ήͲ ЊВЏЍΏЊВЏЎ /ƚƒƦ͵Ͳ Ʀ͵ ЌЌВΜͲ ğƭ ğƒĻƓķĻķ ĬǤ 9ǣĻĭǒƷźǝĻ hƩķĻƩ ЊЊЌАЎͲ ͻ!ƒĻƓķźƓŭ
9ǣĻĭǒƷźǝĻ hƩķĻƩ ЊЊЋЍЏ wĻƌğƷźƓŭ Ʒƚ 9ƨǒğƌ 9ƒƦƌƚǤƒĻƓƷ hƦƦƚƩƷǒƓźƷǤͲͼ ğƓķ źƒƦƌĻƒĻƓƷźƓŭ
Rev. 3/2022 14
040924-URI
ƩĻŭǒƌğƷźƚƓƭ ğƷ ЍЊ /͵C͵w͵ ή ЏЉͲ ͻhŅŅźĭĻ ƚŅ Federal Contract Compliance Programs, Equal
9ƒƦƌƚǤƒĻƓƷ hƦƦƚƩƷǒƓźƷǤͲ 5ĻƦğƩƷƒĻƓƷ ƚŅ \[ğĬƚƩ͵ͼ ŷĻ Ļƨǒğƌ ƚƦƦƚƩƷǒƓźƷǤ ĭƌğǒƭĻ źƭ źƓĭƚƩƦƚƩğƷĻķ
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
ͻ\[ğĬƚƩ {ƷğƓķğƩķƭ tƩƚǝźƭźƚƓƭ !ƦƦƌźĭğĬƌĻ Ʒƚ /ƚƓƷƩğĭƷƭ /ƚǝĻƩźƓŭ CĻķĻƩğƌƌǤ CźƓğƓĭĻķ ğƓķ !ƭƭźƭƷĻķ
/ƚƓƭƷƩǒĭƷźƚƓͼΜ͵ LƓ ğĭĭƚƩķğƓĭĻ ǞźƷŷ ƷŷĻ ƭƷğƷǒƷĻͲ ĭƚƓƷƩğĭƷƚƩƭ ƒǒƭƷ ĬĻ ƩĻƨǒźƩĻķ Ʒƚ ƦğǤ ǞğŭĻƭ Ʒƚ
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
ƷŷĻ /ƚƦĻƌğƓķ ͻ!ƓƷźΏYźĭƉĬğĭƉͼ !ĭƷ ΛЍЉ
͵{͵/͵ ή ЌЊЍЎΜͲ ğƭ ƭǒƦƦƌĻƒĻƓƷĻķ ĬǤ 5ĻƦğƩƷƒĻƓƷ ƚŅ \[ğĬƚƩ
ƩĻŭǒƌğƷźƚƓƭ ΛЋВ /͵C͵w͵ ή ЌͲ ͻ/ƚƓƷƩğĭƷƚƩƭ ğƓķ {ǒĬĭontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants ŅƩƚƒ ƷŷĻ
ƓźƷĻķ {ƷğƷĻƭͼΜ͵ ŷĻ !ĭƷ ƦƩƚǝźķĻƭ ƷŷğƷ
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
Rev. 3/2022 15
040924-URI
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award
ƒĻĻƷƭ ƷŷĻ ķĻŅźƓźƷźƚƓ ƚŅ ͻŅǒƓķźƓŭ ğŭƩĻĻƒĻƓƷͼ ǒƓķĻƩ ЌА /͵C͵w͵ ή ЍЉЊ͵ЋΛğΜ ğƓķ ƷŷĻ ƩĻĭźƦźĻƓƷ ƚƩ
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
ķĻǝĻƌƚƦƒĻƓƷğƌͲ ƚƩ ƩĻƭĻğƩĭŷ ǞƚƩƉ ǒƓķĻƩ ƷŷğƷ ͻŅǒƓķźƓŭ ğŭƩĻĻƒĻƓƷͲͼ ƷŷĻ ƩĻĭźƦźĻƓƷ ƚƩ ƭǒĬƩĻĭźƦźĻƓƷ
ƒǒƭƷ ĭƚƒƦƌǤ ǞźƷŷ ƷŷĻ ƩĻƨǒźƩĻƒĻƓƷƭ ƚŅ ЌА /͵C͵w͵ ή ЍЉЊͲ ͻwźŭŷƷƭ Ʒƚ LƓǝĻƓƷźƚƓƭ ağķĻ ĬǤ bƚƓƦƩƚŅźƷ
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
!ŭƩĻĻƒĻƓƷƭͲͼ ğƓķ ğƓǤ źƒƦƌĻƒĻƓƷźƓŭ ƩĻŭǒƌğƷźƚƓs issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
/͵C͵w͵ ή ЊВБВ /ƚƒƦ͵Ͳ Ʀ͵ ЋЌЎΜͲ ͻ5ĻĬğƩƒĻƓƷ ğƓķ {ǒƭƦĻƓƭźƚƓ͵ͼ {!a 9ǣĭƌǒƭźƚƓƭ ĭƚƓƷğźƓƭ ƷŷĻ ƓğƒĻƭ
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal 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. Suppliers must 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 non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
U.S.C. § 1352).
Rev. 3/2022 16
040924-URI
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
ƩĻĭƚƩķƭ ƚŅ {ǒƦƦƌźĻƩ ƷŷğƷ ğƩĻ ķźƩĻĭƷƌǤ ƦĻƩƷźƓĻƓƷ Ʒƚ {ǒƦƦƌźĻƩƭ ķźƭĭŷğƩŭĻ ƚŅ źƷƭ ƚĬƌźŭğƷźƚƓƭ ǒƓķĻƩ
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
ƩźŭŷƷ ğƌƭƚ źƓĭƌǒķĻƭ ƷźƒĻƌǤ ğƓķ ƩĻğƭƚƓğĬƌĻ ğĭĭĻƭƭ Ʒƚ {ǒƦƦƌźĻƩƭ ƦĻƩƭƚƓƓĻƌ ŅƚƩ ƷŷĻ ƦǒƩƦƚƭĻ ƚŅ
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by a Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
Rev. 3/2022 17
040924-URI
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
{ƷğƷĻƒĻƓƷƭΜ ğƦƦƌźĻƭ Ʒƚ ƷŷĻ {ǒƦƦƌźĻƩƭ ğĭƷźƚƓƭ ƦĻƩƷğźƓźƓŭ Ʒƚ Ʒŷźƭ /ƚƓƷƩğĭƷ ƚƩ ğƓǤ ƦǒƩĭŷğƭĻ ĬǤ ğ
Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
ķğǤƭ ǞƩźƷƷĻƓ ƓƚƷźĭĻ Ʒƚ ƷŷĻ ƚƷŷĻƩ ƦğƩƷǤ͵ IƚǞĻǝĻƩͲ {ƚǒƩĭĻǞĻƌƌ ƒğǤ ĭğƓĭĻƌ Ʒŷźƭ /ƚƓƷƩğĭƷ
źƒƒĻķźğƷĻƌǤ ǒƦƚƓ ķźƭĭƚǝĻƩǤ ƚŅ ğ ƒğƷĻƩźğƌ ķĻŅĻĭƷ źƓ ğƓǤ ĭĻƩƷźŅźĭğƷźƚƓ ƒğķĻ źƓ {ǒƦƦƌźĻƩƭ
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Rev. 3/2022 18
040924-URI
Sourcewell United Rentals (North America), Inc.
By: __________________________ By: __________________________
Jeremy Schwartz Craig Schmidt
Title: Chief Procurement Officer Title: Vice President National Accounts
Date: ________________________ Date: ________________________
Rev. 3/2022 19
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Table16:DepthandBreadth - PublicWorksandPublicUtilityEquipment
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Proposers seeking an award in Category 1 or Category 3 must include at least one solution offered within the scope of Public Works
and Public Utility Equipment. See RFP Section II. B. 1. for details.
WewillnotbesubmittingforTable16:Depthand Breadth - PublicWorksandPublicUtilityEquipment
Line
CategoryorTypeOffered*Comments
Item
Yes
93SewerVac&HydroorAirExcavators
No
Yes
94StreetMaintenance & Cleaning
Equipment
No
Yes
95BucketTrucks
No
Yes
96Diggers
No
Yes
97Roll-OffTrucks
No
Yes
98RefuseTrucks
No
Yes
99Waste & DebrisHandlingEquipment
No
ExceptionstoTerms,Conditions,orSpecificationsForm
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Documents
Ensureyoursubmissiondocument(s)conforms to thefollowing:
1.DocumentsinPDFformat are preferred.DocumentsinWord,Excel,orcompatibleformatsmayalsobeprovided.
2.Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibilityto
ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed
by Sourcewell.
3.Sourcewellmayrejectanyresponsewhereanydocument(s)cannotbeopenedandviewedbySourcewell.
4.If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. Ifthe
zipped file contains more than one (1) document,ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
BidNumber:RFP040924VendorName:UNITEDRENTALS(NORTHAMERICA),INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Bid Number: RFP 040924Vendor Name: UNITED RENTALS (NORTH AMERICA), INC.
Public Works Agency
www.santa-ana.org/pw
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: NPDES Stormwater Permit Implementation Agreement
AGENDA TITLE
Amended and Restated Agreement to Fund National Pollutant Discharge Elimination
System Permit Implementation (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a Cooperative Agreement with the County of
Orange and Orange County Cities to fund National Pollutant Discharge Elimination
System (NPDES) Permit Implementation (Agreement No. A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
Authorized by the Federal Clean Water Act, the National Pollutant Discharge
Elimination System (NPDES) permit program was established in 1972 to regulate
pollutant discharges to waters of the United States. The City is a co-permittee under the
North Orange County Municipal NPDES Permit, which is issued by the Santa Ana
Regional Water Quality Control Board.
The original Countywide NPDES Stormwater Permit Implementation Agreement
(Agreement), executed in 1990 and amended in 1993 and 2002, established a
cooperative framework for implementing the Orange County Stormwater Program to
meet NPDES Permit requirements and improve surface water quality. The Agreement
allows for collaboration, consistency, and cost sharing of regional compliance
strategies, municipal staff training, watershed monitoring and reporting efforts, and other
NPDES program elements required by each of the Permittees.
While the current Agreement has allowed the City of Santa Ana to achieve compliance
with the Federal Clean Water Act and associated Water Quality Control Board
requirements, state regulatory requirements have changed significantly since the
Agreement was last updated in 2002. Water quality priorities have become increasingly
complex, requiring targeted solutions including stormwater treatment projects to meet
ongoing and forthcoming compliance requirements.
NPDES Permit Implementation Agreement
April 7, 2026
Page 2
The proposed 2026 amendment to the Agreement reflects current regulatory
requirements, administrative practices, and programmatic needs. It continues the
Countywide approach among the Permittees (Orange County cities & County) to
implement regional stormwater management strategies, and also provides added
flexibility in designing and developing local watershed-specific strategies, programs, and
projects. The amendment also formalizes the consultation process with the Orange
County City Managers Association (OCCMA). The term of the Agreement is indefinite,
unless amended or terminated in accordance with the terms in the Agreement.
Key provisions of the amended and restated Agreement include:
Continued designation of the County as the administrator of the regional Orange
County Stormwater Program.
Clarification of responsibilities for each Permittee, including compliance reporting,
monitoring, and implementation of Best Management Practices (BMPs).
Engagement with the OCCMA for strategic input on compliance and funding.
Updated collaborative review process for annual operating budgets, including
new sub-budgets to be established with smaller groups of Permittees to support
development of targeted water quality projects and programs.
Continues the existing cost sharing formula between Permittees based on land
area and population, with the Orange County Flood Control District contributing
10% and the County and Cities sharing the remaining 90% for the annual
operating budget countywide. For new sub-budgets, the same approach will be
used to share costs amongst those participating agencies.
The shared cost budget developed annually for this Agreement maintains the existing
cost sharing formula based on land area and population for the unincorporated County
and 34 Orange County cities. Historically, the City’s portion of the shared cost budget
has been approximately 5.6%. Staff recommends the approval of this Agreement for
continued compliance with federal and state regulations.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action. Approval of the
Agreement allows the City to continue to comply with the Federal Clean Water Act and
the related regulations promulgated by the State Water Quality Control Board.
FISCAL IMPACT
Funding is included in the approved FY 2025-26 budget and approval of this agreement
does not result in an additional fiscal impact for the current fiscal year. The Fiscal Year
2026-27 funding for this Agreement is anticipated to be approximately $567,959.
Subsequent funding for future years will be included in the proposed budgets for City
Council consideration.
NPDES Permit Implementation Agreement
April 7, 2026
Page 3
Fiscal Accounting Unit - Fund Accounting Unit, Amount
YearAccount No. DescriptionAccount Description
(Project No.)
Federal Clean Federal Clean Water
Water Protection Enterprise,
2026-2705717640-62300$567,959
Protection Contractual Services-
EnterpriseProfessional
TOTAL:$567,959
EXHIBIT(S)
1.Amended NPDES Stormwater Permit Implementation Agreement
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency
Approved By: Alvaro Nuñez, City Manager
FYIJCJU2
AMENDED AND RESTATED NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM
STORMWATER PERMIT IMPLEMENTATION AGREEMENT
This AMENDED AND RESTATED NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM
STORMWATER PERMIT IMPLEMENTATION AGREEMENT (“AGREEMENT”), for purposes of
identification numbered \[D02-048\], and which may be alternatively referred to as
the “OC Stormwater Program Implementation Agreement,” is entered into this ____
day of _________, 2026, by the County of Orange, (herein called the COUNTY), the
Orange County Flood Control District (herein called DISTRICT) and the cities of
Aliso Viejo, Anaheim, Brea, Buena Park, Costa Mesa, Cypress, Dana Point,
Fountain Valley, Fullerton, Garden Grove, Huntington Beach, Irvine, Laguna
Beach, Laguna Hills, Laguna Niguel, Laguna Woods, Lake Forest, La Habra, La
Palma, Los Alamitos, Mission Viejo, Newport Beach, Orange, Placentia, Rancho
Santa Margarita, San Clemente, San Juan Capistrano, Santa Ana, Seal Beach,
Stanton, Tustin, Villa Park, Westminster, and Yorba Linda (herein called CITIES).
The COUNTY, DISTRICT, and CITIES may be referred to collectively as PERMITTEES
or individually as PERMITTEE, COUNTY, DISTRICT, or CITY, respectively, in this
AGREEMENT.
RECITALS
WHEREAS, the United States Congress in 1987, through the Water Quality
Act, amended Section 402 of the Clean Water Act (33 U.S.C.A. 1342(p)) to require
the United States Environmental Protection Agency (“EPA”) to promulgate
regulations for permitting stormwater discharges; and
WHEREAS, EPA regulations require National Pollutant Discharge Elimination
System (“NPDES”) permits for discharges from a municipal separate storm sewer
system (“MS4”)(herein after called MS4 permits), and further require MS4 permits
to include requirements to control pollutants from stormwater discharges; and
WHEREAS, in 1927, the Orange County Flood Control Act created the DISTRICT
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to provide for the control of flood and stormwater and protect from damage from
those flood or stormwater, the harbors, waterways, public highways, and property
within the DISTRICT’s jurisdiction; and
WHEREAS, the powers granted to the DISTRICT include the authority to
regulate discharges that threaten to impact its system and carry on technical
and other investigations, examinations, or tests of all kinds, making
measurements, collecting data, and making analyses, studies, and inspections
pertaining to water supply, control of floods, use of water, water quality,
nuisance, pollution, waste, and contamination of water, both within and without
the DISTRICT; and
WHEREAS, the California State Water Resources Control Board (“SWRCB”), as
designee of the EPA, has delegated authority to the California Regional Water
Quality Control Boards-Santa Ana Region (“RWQCB-SAR”) and San Diego Region
(“RWQCB-SDR”)(collectively, the RWQCBs) for administration of MS4 permits within
the boundaries of their regions; and
WHEREAS, the COUNTY, DISTRICT, and CITIES are PERMITTEES under MS4 permits
issued by the RWQCBs; and
WHEREAS, the RWQCBs have designated the COUNTY as the Principal PERMITTEE
or Principal Watershed Co-permittee, as defined in the MS4 permits; and
WHEREAS, the COUNTY, the DISTRICT and the CITIES previously entered into
that certain agreement entitled National Pollutant Discharge Elimination System
Stormwater Permit Implementation Agreement D90-094, on December 18, 1990, which
was subsequently amended on October 26, 1993 by Amendment No. 1 and then on June
25, 2002 (the December 18, 1990 Agreement as Amended by Amendment No. 1 and the
June 25, 2002 amendment will be referred to collectively hereinafter as the
ORIGINAL AGREEMENT), to cooperatively develop, and did thereunder develop, an
integrated stormwater runoff management program with the objective of fulfilling
MS4 permit requirements and improving water quality in Orange County (program
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referred to herein as the “OC Stormwater Program”); and
WHEREAS, Section X of the ORIGINAL AGREEMENT provides that the ORIGINAL
AGREEMENT may be amended by consent of a majority of the PERMITTEES which
represent a majority of the percentage contributions as described in Section IV
of the ORIGINAL AGREEMENT; and
WHEREAS, continued cooperation between the CITIES, the COUNTY, and the
DISTRICT to jointly implement the OC Stormwater Program to fulfill prior, new,
and potential future MS4 permit requirements, to the extent feasible, is in the
best interests of the CITIES, the COUNTY, and the DISTRICT; and
WHEREAS, the PERMITTEES now desire to restate and amend the ORIGINAL
AGREEMENT, as reflected and set forth in this AGREEMENT.
NOW, THEREFORE, the PERMITTEES do mutually agree as follows:
I. FILING STATUS
The COUNTY, the DISTRICT, and each CITY have filed applications for MS4
permits as PERMITTEES. The COUNTY, the DISTRICT and each CITY is a
PERMITTEE under each MS4 permit to which they are subject.
II.INCORPORATION OF FEDERAL GUIDELINES
All applicable federal and state water quality regulations and guidelines
under the Federal Clean Water Act, as presently written or as changed
during the term of this AGREEMENT, are hereby incorporated by reference
and made a part of this AGREEMENT and take precedence over any
inconsistent terms of this AGREEMENT.
III.DELEGATION OF RESPONSIBILITIES
The responsibilities of each of the parties shall be as follows:
A. The COUNTY shall be the administrator of the OC Stormwater Program and,
on a cost-shared basis, perform the following functions:
1. Annual operating budgets.
a. Prepare the annual operating budget (“annual operating budget”),
which shall include a work plan and associated financial plan and
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budget. The annual operating budget is intended to provide for
all programmatic functions and associated costs of the OC
Stormwater Program, as outlined in this AGREEMENT and as generally
described in Section V.A. Annual operating budgets and work
plans may be based on RWQCB region (i.e., Santa Ana Region versus
San Diego Region). The budget year shall coincide with the
COUNTY's fiscal year, July 1 – June 30.
b. Consult with the Stormwater Program Representatives (as defined in
Section III.C.8) when preparing annual operating budgets and major
program elements therein.
c. A draft of the annual operating budget may be prepared for the
PERMITTIES for review by February 15 each year. Annual operating
budgets shall be submitted to the PERMITTEES for consideration
and approval by May 15 of each year. Individual CITY approval
shall be obtained from each CITY’s city manager or designee
thereof by July 30 of each year. CITY manager designations for
annual operating budget approval shall be provided in writing to
the County and shall remain in effect until revoked in writing by
the CITY’s city manager. An annual operating budget shall be
deemed approved and adopted for the OC Stormwater Program by
affirmative responses from PERMITTEES which represent a majority
(50% or greater) of both the area and population percentage
contribution as calculated in accordance with Section V.A (method
for calculating approval percentage referred to as “Majority
Approval”). The COUNTY and the DISTRICT shall represent one
voting PERMITTEE with their percentage contribution equal to the
total of the COUNTY and the DISTRICT as described in Section V.A.
d. An approved and adopted annual operating budget shall not be
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exceeded without prior Majority Approval of the PERMITTEES.
2. Project or watershed-specific sub-budgets.
a. In coordination with the PERMITTEES, prepare project-specific
and/or watershed-specific budgets and associated work plans
(collectively, “sub-budget(s)”) for the design of water quality
projects and/or responding to RWQCB enforcement orders and/or
other orders (e.g., California Water Code 13267 or 13383 orders).
b. Sub-budgets shall be prepared and proposed on an as-needed basis,
at the discretion of the COUNTY, or as requested by interested
PERMITTEES, subject to concurrence of the COUNTY.
c. Each PERMITTEE willing to participate in a sub-budget will
confirm participation to the COUNTY in writing. A PERMITTEE who
confirms participation in a sub-budget shall be referred to
herein as “PARTICIPATING PERMITTEE(s).” Sub-budgets will be
subject to unanimous approval by all PARTICIPATING PERMITTEES,
except that where a Participating Permittee fails to vote to
approve a proposed sub-budget, such failure shall be deemed a
withdrawal from the sub-budget and the withdrawing PERMITTEE
shall no longer be considered a PARTICIPATING PERMITTEE and shall
have no obligation to pay for or participate in the sub-budget.
d. Project elements that go beyond design (e.g., construction,
operation, and maintenance) shall not be provided for in sub-
budgets and, instead, are subject to separate agreement between
the Participating Permittees.
3. Represent the OC Stormwater Program in reviews of documents, comments,
and discussions with EPA, SWRCB, and RWQCBs and/or other resource
agencies regarding MS4 permit requirements and related policies,
programs, and regulations. The COUNTY shall timely notify the
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PERMITTEES of any decision reached during these discussions that, in
the determination of the County, substantially impacts the OC
Stormwater Program.
4. Implement approved annual operating budgets and sub-budgets.
5. Working in collaboration with PERMITTEES, prepare and submit regional
compliance reports as the Principal PERMITTEE, as required under the MS4
permits, and/or as designated in the approved workplans.
6. Implement the regional monitoring and reporting program elements from
approved workplans for the MS4 permits, including, but not limited to,
tasks to monitor and measure the effectiveness of Best Management
Practices (“BMPs”). This may include monitoring and modeling.
7. Obtain, as may be required by the annual operating budget and/or sub-
budgets approved pursuant to this AGREEMENT, professional services,
including, but not limited to, scientific, engineering, environmental,
economic, and/or legal consultants to provide technical assistance for
the work associated with the OC Stormwater Program. This work may
include, but is not limited to, the preparation of technical or economic
studies, legal analysis, watershed management plans, stormwater runoff
management plans, water quality improvement plans, modeling, reasonable
assurance demonstrations/reasonable assurance analyses, monitoring
plans, technical reports, municipal staff training activities, and the
design of structural and non-structural BMPs and strategies to prevent
and/or reduce pollutants in stormwater runoff. Contracts for
professional services to be funded under this AGREEMENT shall be made
in conformance with the COUNTY’s procurement policies, and, to the
extent there is no conflict, the following:
a. The COUNTY shall make efforts to stagger the date of issuance of
new contracts for professional services, so that PERMITTEES may
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better absorb increases in consultant fee rates.
b. For contracts for professional services that would require approval
by the Orange County Board of Supervisors (as determined within the
sole discretion of the COUNTY), one Stormwater Program
Representative for every two designees of the COUNTY shall be
allowed to participate in any panel formed for the purpose of
evaluating responses to Requests for Proposals or similar
competitive solicitations submitted by potential consultants. Where
any contract subject to this provision is to be extended beyond the
initial term, the COUNTY shall request feedback from the Stormwater
Program Representatives, regarding the consultant’s performance,
prior to executing the extension. This process shall in no way
impinge upon or limit the COUNTY’s discretion to enter into, amend,
extend, renew, or cancel any contract for professional services for
the OC Stormwater Program.
c. The COUNTY shall notify the PERMITTEES of any changes in the
COUNTY’s procurement policies that significantly affect the
thresholds for competitive procurement, scoring, or selection
processes for contract services.
8. Implement a facility inspection program, as required by the MS4 permits,
for MS4 facilities within the unincorporated areas of the County, at no
cost to the CITIES.
9. Implement a facility inspection program, as required by the MS4 permits,
for MS4 facilities on County-owned property used for COUNTY governmental
purposes (i.e., property used for governmental functions) and located within
a CITY, at no cost to the CITIES. For purposes of this section, the
regional facility known as Dana Point Harbor shall be considered a County-
owned property used for governmental purposes.
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a. To avoid confusion in the implementation of each party’s facility
inspection programs, the COUNTY shall provide a list of those
facilities, buildings and properties that it owns and are located
within other jurisdictions (i.e. non-unincorporated properties)
that the COUNTY has decided to monitor and regulate pursuant to
this Section III.A.9. The County further agrees to notify the
affected PERMITTEE of changes to the status of a facility.
B. The DISTRICT shall, on a cost-shared basis, except as set forth in
subparagraph 2 below:
1. Perform or cause to be performed the water quality and hydrographic
monitoring for compliance with MS4 permits and/or in accordance with
RWQCB-approved monitoring plans and/or in the approved workplans.
2. Implement a facility inspection program, as required by the MS4 permits,
for MS4 facilities located on District-owned and controlled property that
is used for governmental purposes, at no cost to the CITIES.
3. Undertake or cause to be undertaken all activities required of the CITIES
in Section III.C and applicable to the District.
C. The CITIES, at no cost to the Counties and the District, shall:
1. Implement a facility inspection program for its MS4 facilities, as
required by the MS4 permit(s) and within the jurisdictional boundaries
of that CITY.
2. Submit to the COUNTY storm drain system maps and/or data describing the
type and location of its MS4 facilities with periodic revisions that
reflect any modifications made as a result of land
development/redevelopment. If possible, information shall be submitted
as geographical information system (“GIS”) data.
3. Support the COUNTY in the preparation of watershed characterizations and
catchment prioritization efforts, including, but not limited to, by:
8
a. Identifying applicable zoning and land use designations.
b. Identifying areas where sources of specific pollutants are known.
4. Upon COUNTY request, review, comment on, consider approval of, and, if
approved, implement regional strategies to prevent and reduce pollutants
in stormwater runoff.
5. Implement an illegal discharge detection and elimination program as
required by the MS4 permit(s) to which the CITY is subject. Demonstrate
adequate legal authority to control discharges to its MS4 facilities as
may be required by the relevant MS4 permit(s) to which the CITY is
subject.
6. Provide, as requested by the COUNTY, copies of the CITY’s
jurisdictional reports, data, and any other information (in formats
requested by the COUNTY, where such formats are reasonably available) to
satisfy requirements in MS4 permits or other orders issued by a
Regional Board or the State Board, to which the CITY is subject,
provided the CITY has not otherwise challenged such order, and such
challenge has not been resolved.
7. Participate in meetings convened by the COUNTY and respond to requests
for information from the COUNTY, intended to obtain PERMITTEE input on
matters related to this AGREEMENT and the implementation of the OC
Stormwater Program.
8. Designate primary and secondary Stormwater Program Representative for
matters related to this AGREEMENT and the implementation of the OC
Stormwater Program. Designations shall be made by each CITY’s city
manager, or designee, in writing to the COUNTY. Each designation shall
remain in effect until revoked by the CITY’s city manager or designee.
Stormwater Program Representatives are intended to provide subject
matter input and facilitate communication between the COUNTY and each
CITY. For purposes of this AGREEMENT, a Stormwater Program
9
Representative will not be deemed to have the authority to approve
annual operating budgets on behalf of a CITY, as required in Section
III.A.1, unless expressly stated in the written designation provided to
the COUNTY.
D. In the unincorporated areas of the COUNTY, the COUNTY shall, at no cost to
the CITIES or the DISTRICT, undertake or cause to be undertaken all
activities required above of the CITIES in Section III.C that are not
responsibilities of the DISTRICT as outlined in Section III.B.
IV.Orange County City Manager Association Engagement
A. In lieu of the activities of the Technical Advisory Committee under the
ORIGINAL AGREEMENT, the COUNTY shall endeavor to create a working
relationship with the Orange County City Manager Association (“OCCMA”) or
a sub-group thereof, to address issues such as MS4 permit requirements,
MS4 permit compliance methods, and funding needs and strategies to
facilitate regional and/or watershed-based, multi-jurisdictional project
efforts.
B. At its discretion, the COUNTY, in coordination with the PERMITTEES as set
forth in this AGREEMENT, may implement recommendations (or parts thereof)
that OCCMA may give on OC Stormwater Program matters, including, but not
limited to, potential strategies for compliance with current and
anticipated future MS4 permit requirements; funding strategies and options
for MS4 permit compliance efforts; and OC Stormwater Program budgeting.
Recommendations that would result in unbudgeted costs shall be subject to
Majority Approval of the PERMITTEES pursuant to III.A.1.d.
C. Under no circumstances shall this Section be interpreted as a replacement
or substitute for any other responsibility of CITIES or the COUNTY under
this Agreement. At the COUNTY’s discretion, the Director of OC Public
Works may enter into a memorandum of understanding with OCCMA to facilitate
10
procedures for OCCMA engagement under this Section. Under no circumstances
shall this provision be interpreted to require any written agreement
between the COUNTY and OCCMA.
V.PROGRAM COSTS
A. Annual Operating Costs.
Where not otherwise funded, the annual operating budget, including all
costs of equipment, goods, COUNTY services (including, but not limited to,
applicable COUNTY and COUNTY’S departmental overhead), and all professional
services costs incurred by the COUNTY, and any cost of the MS4 permits, as
determined by the COUNTY in its role as administrator of the OC Stormwater
Program, shall be a shared cost and allocated among the COUNTY, DISTRICT,
and CITIES, and paid for as follows:
Participants Percentage Contribution
DISTRICT 10
CITIES + COUNTY 90
The individual percentage contributions from each CITY and the COUNTY
shall be functions of their respective dry land areas and population
relative to those of the entire County of Orange. Each area shall be
calculated as one-half of the sum of the area and population fractions,
multiplied by 90%. National forests, state parks, airports, landfills,
oceans, harbors, tidal bays, and active military installations shall be
excluded from area calculations (Exhibit A-1). The contribution of the
COUNTY shall be calculated from unincorporated areas and their respective
populations. Should any external or alternative sources of funding become
available, those funds may be directly applied to the appropriate budget(s)
before the shared cost percentages are applied to the PERMITTTEES or
credited to a subsequent budget.
11
/X) + (Y/Y)}/2 x (90)
Share in percent for jurisdiction #1= {(X
1tot1tot
X = area
Y = population
tot = total population or area
90 = total percentage excluding the DISTRICT’s contribution
The percentage share shall be calculated by the COUNTY from population and
area data. The population data shall be the most recent annual population
estimates produced by the California Department of Finance, and area is
based on the most recent OC Public Works survey data available to the
COUNTY. Percentage share calculations shall be updated by May of each
budget year for the budget year following and shall be included in annual
operating budget proposals. Annual operating budget proposals shall be
prepared based on the following percentage share computation methods, as
applicable, and subject to exclusions in Exhibit A-1:
1. Countywide costs will be calculated as described in the process and
formula above and subject to Exhibit A-1 for the entire group of
PERMITTEES.
2. Regional costs, specific to only one RWQCB permit (Santa Ana Region and
San Diego Region), will be calculated based on the process and formula
above for PERMITTEES within the respective permit geographic area. For
PERMITTEES that have jurisdiction in both permit regions, the regional
costs will be based on the land area and prorated population for that
permit geographic area.
3. Sub-budgets shall be based on the PARTICIPATING PERMITTEES and their
corresponding area and prorated population total within the geographic
area subject to the specific sub-budget.
4. In the event of a regulatory directive issued to PERMITTEES requiring
amendment of any approved budget, the COUNTY shall provide immediate
12
notice to the included PERMITTEES and hold discussions with respect to
responding to the directive and funding the immediate response. Such
budget amendments shall be subject to the Majority Approval referenced in
Section III.A.1.d.
5. If at any time during a budget year costs exceed the sum of the deposits
for any approved budget, and prior Majority Approval for such exceedance
has been obtained, the COUNTY shall submit invoices to the involved
PERMITTEES to recover the deficit. The share for each PERMITTEE shall
be prorated according to the formula that was initially used to
apportion budget costs. Each CITY shall pay the invoice within 45
calendar days of the billing date.
6. If at any time costs exceed the sum of the deposits for any approved
budget, the COUNTY may propose a budget increase and request payment by
the PERMITTEES, and PERMITTEES shall pay such amount, provided the
budget increase is approved in accordance with sections III.A.1.c-d or
III.A.2.c of this Agreement, as may be applicable. Until such approval
is obtained and sufficient deposits received, the COUNTY may, at its
sole discretion, cease carrying out approved budget components so as to
limit or not incur costs in excess of deposits. Nothing in this
AGREEMENT shall be construed as requiring PERMITTEES to approve budget
increases.
7. The COUNTY shall prepare a budget year-end accounting within 120
calendar days of the end of the budget year and present the same to the
involved PERMITTEES for review. If the budget year-end accounting
results in the sum of the deposits exceeding costs (net of interest
earnings), the excess deposits shall carry forward to reduce the
obligation of the PERMITTEES for the following budget year and prorated
to the CITIES consistent with the cost-sharing population and area data
13
calculation above.
8. The COUNTY shall invoice each CITY for its annual share of each
approved budget by November 30 of each budget year. Each CITY shall pay
their deposit(s) within 45 calendar days of the billing date or within
45 calendar days of November 30, whichever is later. Each CITY’S
deposit(s) shall be based on their prorated share(s) of the approved
budget(s), reduced for any carry forward amount identified in the prior
budget year-end accounting.
9. The COUNTY shall hold each CITY’s annual share of each approved budget
in interest-bearing accounts and credit interest earned on each CITY’s
annual share against each CITY’s share of the approved budget costs.
The COUNTY shall maintain records regarding interest earned and credited
on each CITY’s annual share and provide the same to the CITIES within
120 calendar days of the end of the budget year.
10.Upon termination of this AGREEMENT, a final accounting shall be
performed by the COUNTY and presented to the PERMITTEES for review. If
the sum of the deposits exceeds the costs, the COUNTY shall reimburse
to each CITY its prorated share of the excess, within 120 calendar days
of the final accounting.
VI.LIFE OF THE AGREEMENT
The term of this AGREEMENT shall be indefinite, unless amended or
terminated in accordance with this AGREEMENT.
VII.ADDITIONAL PARTIES
Any CITY which becomes incorporated after the effective date of this
AGREEMENT, or requests to become a party to this AGREEMENT after
previously withdrawing pursuant to Section VIII, shall be eligible to
become a party to this AGREEMENT, subject to Majority Approval. In
approving adding additional cities to this AGREEMENT, the PERMITTEES may
14
require such conditions of the added cities as they determine necessary or
advantageous. The date of initiation, for determining costs for newly
incorporated cities, shall be the date of incorporation. The costs for
adding additional cities to this AGREEMENT and OC Stormwater Program
including, but not limited to, permit and processing fees, as well as
administrative costs incurred by the COUNTY and costs to reimburse the
existing PERMITTEES for unreimbursed costs related to a previous
withdrawal (if applicable), shall be calculated by the COUNTY, approved by
Majority Approval of the PERMITTEES and, thereafter, invoiced by the COUNTY
and paid by the added city(ies) within 45 calendar days of the billing
date. Monies to be reimbursed to the existing PERMITTEES shall carry
forward to reduce the billings for the following budget year.
VIII. WITHDRAWAL FROM THE AGREEMENT
A CITY may withdraw from this AGREEMENT by providing at least 60 calendar
days written notice to the COUNTY. The COUNTY shall notify the PERMITTEES
within 10 business days of receipt of any withdrawal notice. Neither the
COUNTY nor any PERMITTEE shall be responsible for advising the withdrawing
CITY of the legal, regulatory, or programmatic effects of withdrawing, nor
have any continuing responsibility to the withdrawing CITY upon the
effective date of the withdrawal. The withdrawing CITY shall be solely
responsible for any costs the withdrawing CITY may incur related to its
withdrawal, including, but not limited to, penalties assessed by RWQCBs,
and or other resource agencies (e.g., EPA, CDFW, etc.) in connection with
or related to its withdrawal. In addition, withdrawal shall constitute
forfeiture of any deposits on hand from the withdrawing CITY, for the
budget year in which the withdrawal is effective. If the effective date of
a withdrawal is within 60 calendar days of the beginning of any budget
year, the withdrawing CITY shall be responsible for paying its annual
15
share for the upcoming budget year as if it were still a PERMITTEE
participating in this AGREEMENT but shall be eligible to receive a credit
for any prospective carry forward amount of such annual share as may be
contemplated by this AGREEMENT. The cost allocations to the remaining
PERMITTEES participating in this AGREEMENT shall be recalculated and
collected and/or credited as necessary in the budget year following the
effective date of the withdrawal.
IX.NON-COMPLIANCE WITH PERMIT OR ORDER REQUIREMENTS
Each PERMITTEE shall remain solely responsible for its own acts and
omissions with respect to compliance with requirements of an MS4 permit or
other order of the RWQCBs or SWRCB to which it may be subject, and nothing
herein shall be deemed to waive, release, or transfer any such
responsibility to any other PERMITTEE. Nothing in this AGREEMENT shall be
construed as an assumption by any PERMITTEE of any liability or obligation
of another PERMITTEE, whether past, present, or future.
X. LEGAL ACTION/ COSTS/ ATTORNEY FEES
In the event of legal action to enforce any provision of this AGREEMENT,
each party shall bear its own attorneys’ fees and costs, and no party shall
seek to recover the same from any other party through litigation or other
legal proceedings.
XI.AMENDMENTS TO THE AGREEMENT
This AGREEMENT may be amended with Majority Approval. The COUNTY and the
DISTRICT shall represent one voting PERMITTEE with their percentage
contribution equal to the total of the COUNTY and the DISTRICT as described
in Section V. No amendment to this AGREEMENT shall be effective unless it
is in writing and signed by the duly authorized representatives of the
COUNTY and the required Majority Approval of PERMITTEES.
XII.NOTICES
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All notices required under Section VIII shall be deemed duly given if
delivered by hand (with written confirmation of receipt); via electronic
mail (with confirmation of transmission); or three (3) days after deposit
in the U.S. Mail, postage prepaid.
XIII. GOVERNING LAW
This AGREEMENT shall be governed and construed in accordance with laws of
the State of California. If any provision or provisions of this AGREEMENT
is held to be invalid, illegal or unenforceable, the validity, legality and
enforceability of the remaining provisions shall not any way be affected
or impaired hereby.
XIV.CONSENT TO BREACH NOT WAIVER
No term or provision hereof shall be deemed waived and no breach excused,
unless such waiver or consent shall be in writing and signed by the duly
authorized representative of the PERMITTEE to have waived or consented.
Any consent by any PERMITTEE to, or waiver of, a breach by the other,
whether express or implied, shall not constitute a consent to, waiver of,
or excuse for any other different or subsequent breach.
XV.APPLICABILITY OF PRIOR AGREEMENTS
This AGREEMENT restates and amends the provisions in prior agreements and
constitutes the entire AGREEMENT between the PERMITTEES with respect to
the subject matter. All prior agreements, representations, statements,
negotiations, and undertakings are superseded hereby.
XVI.EXECUTION OF THE AGREEMENT
This AGREEMENT may be executed in counterparts, and the signed counterparts
shall constitute a single instrument. The parties agree that this
AGREEMENT may be executed and delivered by electronic means, including via
email or electronic signature platforms (e.g., DocuSign, Adobe Sign), and
that such electronic signatures shall be deemed to have the same legal
17
effect as original signatures. Each party agrees that electronically
signed documents shall be valid, enforceable, and admissible in any legal
proceeding to the same extent as a manually signed original.
XVII. NO WAIVER OF PRIVILEGE AND/OR WORK PRODUCTION PROTECTION
Notwithstanding anything in this Agreement to the contrary, nothing in
this AGREEMENT shall require a party to release or provide information
(including any reports, communications, data, etc.) that has been deemed
by that party to be subject to the attorney-client privilege, attorney
work product doctrine, or any other relevant privilege and protection,
including, but not limited to, any reports or information generated by a
party’s consultant that was prepared in consultation with, or at the
direction of, such party’s attorney or counsel of record. Nothing in this
AGREEMENT shall prohibit the parties hereto from entering into future
agreements, including joint defense agreements, common interest
agreements, or other similar agreements to share such privileged or
protected information subject to the terms and conditions of such an
agreement.
18
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on the dates
opposite their respective signatures:
ORANGE COUNTY FLOOD CONTROL DISTRICT
A body corporate and politic
By
Chairman of the Board of Supervisors
COUNTY OF ORANGE
A body corporate and politic
Date: By
Chairman of the Board of Supervisors
SIGNED AND CERTIFIED THAT A COPY OF THIS
AGREEMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Date: By
ROBIN STIELER
Clerk of the Board of Supervisors of
Orange County, California
APPROVED AS TO FORM COUNTY COUNSEL
ORANGE COUNTY, CALIFORNIA
By Julia Woo, Senior Deputy
Date:
///
///
///
19
CITYOFALISOVIEJO
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
20
CITYOFANAHEIM
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
21
CITYOFBREA
By:
Date: _________________________
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
22
CITYOFBUENAPARK
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
23
CITYOFCOSTAMESA
By:
Date: _____
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
24
CITYOFCYPRESS
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
25
CITYOFDANAPOINT
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
26
CITYOFFOUNTAINVALLEY
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
27
CITYOFFULLERTON
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
28
CITYOFGARDENGROVE
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
29
CITYOFHUNTINGTONBEACH
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
30
CITYOFIRVINE
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
31
CITYOFLAHABRA
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
32
CITYOFLAPALMA
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
33
CITYOFLAGUNABEACH
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
34
CITYOFLAGUNAHILLS
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
35
CITYOFLAGUNANIGUEL
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
36
CITYOFLAGUNAWOODS
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
37
CITYOFLAKEFOREST
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
38
CITYOFLOSALAMITOS
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
39
CITYOFMISSIONVIEJO
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
40
CITYOFNEWPORTBEACH
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
41
CITYOFORANGE
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
42
CITYOFPLACENTIA
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
43
CITYOFRANCHOSANTAMARGARITA
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
44
CITYOFSANCLEMENTE
By:
Date: _____
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
45
CITYOFSANJUANCAPISTRANO
By:
Date: _____
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
46
CITYOFSANTAANA
Date:
By:
ALVARO NUNEZ
City Manager
ATTEST:
APPROVED AS TO FORM:
JENNIFER L. HALL KYLE NELLESEN
City Clerk
Assistant City Attorney
47
CITYOFSEALBEACH
By:
Date: ____
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
48
CITYOFSTANTON
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
49
CITYOFTUSTIN
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
50
CITYOFVILLAPARK
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
CityClerk
51
CITYOFWESTMINSTER
By:
Date: ______
Mayor
APPROVED AS TO FORM:
ATTEST:
City Attorney
City Clerk
52
CITYOFYORBA LINDA
By:
Date: ____
__
Mayor
APPROVED AS TO FORM:
ATTEST:
City Clerk
City Attorney
53
EXHIBIT A - 1
DRY LAND AREA DEDUCTED FROM JURISDICTIONS
Landfills Jurisdiction
OlindaCounty
Santiago County
Prima Deschecha County
Bee Canyon County
Coyote CanyonCounty
State Parks
Bolsa ChicaState Beach*Huntington Beach
Chino HillsState Park County
Corona Del Mar StateBeachNewport Beach
Crystal Cove StatePark**County
Doheny State Beach Dana Point
HuntingtonState Beach Huntington Beach
San Clemente StateBeachSan Clemente
Airports
Fullerton Fullerton
John Wayne County
Military facilities
Joint Forces Training Base - Los AlamitosLos Alamitos
Former MCAS Tustin*** Tustin
Seal Beach Naval Weapons Station**** Seal Beach
National Forests
Cleveland National ForestCounty
*Includes Bolsa Chica Ecological Preserve
**Includes Laguna Laurel Ecological Preserve
***Active military areas
****Includes Seal Beach National Wildlife Refuge
54
Public Works Agency
www.santa-ana.org/pw
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Automated Metering Infrastructure Implementation Support Services
AGENDA TITLE
First Amendment to the Agreement with E Source Companies, LLC for Automated
Metering Infrastructure Implementation Support Services (Project No. 16-6460) (Non-
General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a First Amendment to the agreement with E
Source Companies, LLC to continue Automated Metering Infrastructure implementation
support services, in an additional amount of $125,000, for a total revised agreement
amount not to exceed $575,000 (Agreement No. A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA) operates and maintains the City’s water and sanitary
sewer systems. The water system comprises approximately 480 miles of water main, 21
groundwater wells, seven pump stations, 10 reservoirs with a storage capacity of 49
million gallons, four pressure-regulating stations, and seven connection points to the
Metropolitan Water District. The system has an average daily demand of 30 million
gallons from its roughly 45,500 metered service connections.
In 2020, City Council approved the implementation and transition from manual meter
readings to an Automated Metering Infrastructure (AMI) system utilizing smart water
meters. The AMI system electronically transmits data to the Finance and Management
Services Agency’s Municipal Utility Services (MUS) customer information and billing
system, where water charges are generated. The introduction of the new smart meter
technology required upgrades to existing MUS systems and significant efforts to
implement and integrate those systems.
With progress on installing the new smart meters advancing on schedule, on August 20,
2024, the City Council approved an agreement with E Source Companies, LLC to
Automated Metering Infrastructure Implementation Support Services
April 7, 2026
Page 2
provide implementation and operational support services as the City transitioned to AMI
water meter data, for a total amount not to exceed $450,000. The support provided by E
Source has been essential to systems integration, maintaining data quality, identifying
system anomalies, and resolving issues across the AMI ecosystem. Their work has
been instrumental in enabling the MUS support team to maintain the same level of
customer service for Santa Ana residents and businesses while navigating the learning
curve associated with the transition to AMI.
The agreement anticipated a full handoff of AMI system responsibilities to staff by the
end of 2025. The majority of the budget was allocated for support from E Source
leading up to the handoff milestone with tapering support services and training
continuing through the end of 2027. During this period, City staff were also tasked with
advancing other customer service and technology priority-initiatives such as the Accela
Land Management, Business License software upgrades, and initiating a new
Enterprise Resource Planning system. These additional ground-up technology projects
required a significant investment of staff time and, as a result, diverted staff time from
the AMI project, necessitating the extended use of E Source in the AMI operational
support role beyond the originally anticipated timeframe.
The proposed $125,000 amendment reflects the cost of continued support such as
system monitoring, data validation, billing read support, and City staff training through
the remaining term of the agreement. This will allow for an adequate transition period
for staff to assume full operational responsibilities of the AMI project by June 2027, and
with minimal support services from E Source, as originally contracted, continuing
through December 2027.
Staff recommends approval of the First Amendment to Agreement A-2024-133 (Exhibit
1) with E Source Companies, LLC in the amount of $125,000 for a total revised
agreement amount of $575,000 (Exhibit 2). All the remaining terms of the agreement,
effective through December 2027, will remain unchanged.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for expenditure in the Fiscal Year 2025-26. Any remaining balances
not expended at the end of the fiscal year will be presented to City Council for approval
of carryovers to FY 2026-27.
Automated Metering Infrastructure Implementation Support Services
April 7, 2026
Page 3
Fiscal Accounting Unit Fund Accounting Unit, Amount
Year- Account No. DescriptionAccount Description
(Project No.)
Water
06017645-62300 Admin/Engineering,
2025-26Water$40,000
(16-6460)Contract Services -
Professional
Water
06017645-62300 Admin/Engineering,
2026-27Water$75,000
(16-6460)Contract Services -
Professional
Water
06017645-62300 Admin/Engineering,
2027-28Water$10,000
(16-6460)Contract Services -
Professional
TOTAL$125,000
EXHIBIT(S)
1.Agreement A-2024-133
2.First Amendment to the Agreement E Source Companies, LLC
Submitted By: Rodolfo Rosas, P.E., Acting Executive Director – Public Works Agency
Approved By: Alvaro Nuñez, City Manager
FIRST AMENDMENT TO AGREEMENT WITH E SOURCE COMPANIES. LLC TO PROVIDE
AMI IMPLEMENTATION SUPPORT SERVICES FOR THE CITY OF SANTA ANA
THIS FIRST AMENDMENT to the above-referenced agreement is entered into on April 7, 2026 by and
between E Source Companies, LLC, a Delaware 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”).
RECITALS
A. The parties entered into Agreement No. A-2024-133, dated August 20, 2024 (“Agreement”) by which
Consultant agreed to provide Automated Metering Infrastructure (AMI) Implementation Support Services
for the Public works Agency Water Resources Division, including but not limited to project management,
software integration, data management, and performance analysis.
B. The term of the Agreement runs through December 31, 2027, and is current and in effect.
C. The parties now wish to amend the Agreement to increase the overall compensation to Consultant under
the Agreement.
D. No other changes are contemplated by this Amendment.
The Parties therefore agree:
1. Section 2.a., COMPENSATION, is amended to increase the overall compensation by $125,000.
The total amount to be expended under the term of this Agreement, including any extensions
exercised by the parties, shall not exceed $575,000.
2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall
remain in full force and effect.
\[signature page to follow\]
SIGNATURE PAGE: FIRST AMENDMENT TO AGREEMENT WITH E SOURCE
COMPANIES, LLC TO PROVIDE AMI IMPLEMENTATION SUPPORT SERVICES FOR THE
CITY OF SANTA ANA
ATTEST CITY OF SANTA ANA
_______________________________ ______________________________
JENNIFER L. HALL ALVARO NUÑEZ
City Clerk City Manager
APPROVED AS TO FORM CONSULTANT
Sonia R. Carvalho
City Attorney
___________________________ _______________________________
KYLE NELLESEN
Assistant City Attorney
RECOMMENDED FOR APPROVAL
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______________________________
RODOLFO ROSAS, P.E.
Acting Executive Director
Public Works Agency
City Manager’s Office
www.santa-ana.org/cm
Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Rename Cesar Chavez Campesino Park to Campesino Park, Remove the Name
and Likeness of Cesar Chavez from All City-Owned Assets, and Negotiate Amendments
to Labor Agreements to Modify the Cesar Chavez Day Holiday Designation
AGENDA TITLE
Rename Cesar Chavez Campesino Park to Campesino Park, Remove the Name and
Likeness of Cesar Chavez from All City-Owned Assets, and Negotiate Amendments to
Labor Agreements to Modify the Cesar Chavez Day Holiday Designation
RECOMMENDED ACTION
1.Direct the City Manager to initiate the renaming of Cesar Chavez Campesino
Park back to its original name of Campesino Park.
2.Direct staff to remove the name and likeness of Cesar Chavez from all City-
owned public assets, including, but not limited to, murals, signage, facilities, and
commemorative displays.
3.Direct the City Manager to meet and confer with applicable bargaining units to
amend labor agreements to rename the observance of Cesar Chavez Day with
Farmworkers Day, or replace with a floating holiday for City employees, as
appropriate.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City of Santa Ana currently recognizes Cesar Chavez through the naming of Cesar
Chavez Campesino Park, as well as through various public artworks, signage, and the
observance of Cesar Chavez Day as a paid holiday for City employees.
In light of recent allegations regarding aspects of Chavez’s leadership, personal
conduct, and organizational practices, the Mayor consulted with the City Manager to
evaluate the removal of existing recognitions of Cesar Chavez on City-owned assets to
remain consistent with the City of Santa Ana’s current values and community standards.
This item is therefore presented for City Council consideration.
Renaming of City-Owned Assets Bearing the Name of Cesar Chavez
April 7, 2026
Page 2
On March 26, 2026, California Governor Gavin Newsom signed legislation renaming the
state holiday honoring Cesar Chavez to “Farmworkers Day,” effective immediately. The
change reflects a broader effort to recognize the collective contributions of farmworkers
rather than a single individual. The holiday will continue to be observed on March 31.
The Santa Ana Municipal Code (SAMC), Section 33-6, establishes a formal process for
the renaming of public streets, buildings, and parks, which includes review by the
Planning Commission.
Given the time-sensitive nature of this matter, staff recommends that the City Council
dispense with the standard renaming procedures outlined in SAMC Section 33-6 for
purposes of immediate name removal. Staff would not typically recommend deviation
from established code requirements; however, staff finds that the current circumstances
are extraordinary and warrant expedited action. The intent of this recommendation is to
allow the City to respond promptly to evolving public sentiment and to align with actions
being taken by other entities.
Staff does not anticipate significant risk in proceeding as recommended. To the
contrary, staff finds that there may be greater potential harm in allowing the name to
remain, even temporarily, given the current context and community concerns.
Additionally, while the Planning Commission serves an important advisory role in
renaming matters, its recommendations are subject to final review and approval by the
City Council. In this unique circumstance, staff recommends that the City Council
exercise its authority to make a direct determination. Should the Planning Commission
wish to provide further input, it may do so for subsequent City Council consideration.
Renaming of Cesar Chavez Campesino
Originally named Campesino Park, the park was renamed to “Cesar Chavez
Campesino Park” in 2001 through approval by the Planning Commission and Santa Ana
City Council.
The renaming of Cesar Chavez Campesino Park will require:
Removal and replacement of signage
Updates to City records, GIS systems, and public-facing materials
Removal of Name and Image from Public Assets
City-owned murals, plaques, and commemorative displays that reference Cesar Chavez
would require evaluation to determine scope and cost of removal or modification. This
may involve:
Coordination with artists and stakeholders
Compliance with any applicable public art policies or agreements
Assessment of potential legal or contractual considerations
Renaming of City-Owned Assets Bearing the Name of Cesar Chavez
April 7, 2026
Page 3
Labor Agreement Amendments/Side Letter Agreements
Cesar Chavez Day is currently observed as a paid holiday in labor agreements with the
City’s collective bargaining units. Transitioning to a floating holiday would require:
Meet-and-confer negotiations with all applicable bargaining units
Amendments to Memoranda of Understanding (MOUs)
Consideration of impacts on employee compensation and scheduling
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
The estimated fiscal impact is up to $15,000 and will depend on the final scope of
implementation. Costs may include removal and replacement of signage, modification
or removal of public art, and administrative costs associated with labor negotiations.
Sufficient funding is available and budgeted in FY 2025–26 within the Non-
Departmental Contract Services – Professional account (01105015-62300).
EXHIBIT(S)
N/A
Submitted by: Sylvia Vazquez, Deputy City Manager
Approved By: Alvaro Nuñez, City Manager
Finance and Management Services
www.santa-ana.org/finance
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
TOPIC: Early Direction for the Fiscal Year 2026-27 Budget
AGENDA TITLE
Early Direction for the Fiscal Year 2026-27 Budget
RECOMMENDED ACTION
Provide direction to staff for the preparation of the proposed FY 2026–27 budget.
GOVERNMENT CODE §84308 APPLIES: No
EXECUTIVE SUMMARY
The City’s General Fund is estimated to face a structural deficit of approximately $19
million before adjustments in FY 2026-27, driven by rising personnel costs, pension
obligations, contractual commitments, and continued expenditure growth outpacing
trends in recurring revenue. While the City remains financially stable in the current fiscal
year, corrective action will be necessary to maintain long-term fiscal sustainability.
As part of the FY 2026-27 budget development process, City Management is actively
working with department directors to evaluate operations and identify opportunities to
eliminate duplicative, outdated, or inefficient service delivery models. This review includes
an assessment of discretionary programs, ongoing General Fund subsidies, internal
service structures, and cost recovery practices to ensure that resources are aligned with
core priorities.
Staff is presenting this Early Direction report to provide the City Council with an
opportunity to review potential strategies, including expenditure reductions and revenue
enhancements, prior to development of the Proposed Budget. The objective is to ensure
recurring expenditures are supported by recurring revenues while maintaining essential
services and protecting the City’s long-term financial position.
DISCUSSION
This Early Direction agenda item marks the start of the City Council’s deliberations for the
upcoming FY 2026–27 budget. The report has two purposes: to provide information
relevant to the FY 2026–27 budget and future fiscal years, and to request direction from
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 2
the City Council. City Council is scheduled to review the proposed budget in May, followed
by a public hearing in June.
Community Engagement
City staff presented the FY 2026–27 Budget Calendar and Community Engagement Plan
to City Council on December 5, 2025. Community engagement activities began in
January 2026. These initial efforts marked the start of a broader outreach process
designed to provide residents with multiple opportunities to learn about the budget and
share input on spending priorities.
Engagement activities will continue throughout early 2026 through Listening Tour visits in
each City Council ward, where City staff will meet with residents to discuss the budget
and hear their priorities for FY 2026–27. These visits will take place at neighborhood
association meetings and community events across the City. Feedback gathered through
these discussions, along with responses from the City’s year-round budget priorities
survey available on the Budget Office website, will be summarized and shared with the
City Council during scheduled budget workshops.
Budget Process
The City Manager’s Office and Finance and Management Services Agency have
conducted internal budget meetings with departments to review budget requests and staff
priorities. After reviewing these requests alongside City Council priorities identified during
the Early Direction discussion and community input gathered through the budget outreach
process, Finance will work with the City Manager’s Office to develop a proposed budget
for City Council consideration in May.
General Fund
While the current FY 2025-26 General Fund budget is balanced, the City’s Ten-Year
Outlook projected a potential deficit of approximately $8.5 million in FY 2026-27,
indicating that expenditures were expected to outpace revenues in future years. During
the City Council Goal Setting meeting on January 23, 2026, staff provided an updated
early look at the FY 2026-27 budget reflecting new information and updated assumptions.
Since the prior outlook was presented, additional cost pressures have emerged, including
higher labor costs, updated CalPERS actuarial information, and revised revenue
estimates.
Based on updated information, the FY 2026-27 deficit could be as much as $19.0 million.
The budget is still under development and this estimate will likely change as revenue
estimates and expenditure costs are finalized.
General Fund Ten-Year Outlook Assumptions
The General Fund Ten-Year Outlook has been updated to reflect the latest available
information. The following assumptions were used:
Only recurring revenues and spending were included.
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 3
Property Tax estimates from consultant for FY 2026-27 through FY 2030-31, 3.1%
increase thereafter;
Sales Tax estimates from consultant for FY 2026–27 through FY 2027–28, with
3.1% growth thereafter; prior forecast of 2.9% revised to 1.9% for FY 2026-27 in
the updated outlook based on recent taxable sales figures;
Inflation factor for all other revenues: increase of the Consumer Price Index (CPI),
as forecasted by the California Department of Finance, at 3.1% beginning in FY
2026-27 and thereafter;
Labor cost assumptions have been updated to reflect recently approved
Memoranda of Understanding (MOUs). The prior outlook assumed increases of
2.5% for FY 2025-26 and 2.6% for FY 2026-27, which were based on projected
CPI growth at the time. The approved MOUs provide for increases of 5% in FY
2025-26 and 4% in FY 2026-27;
Employees at the top of their salary range: negotiated increases per approved
MOU; 3.1% CPI assumed in years beyond current agreements;
Employees below the top of their salary range: Negotiated increases per approved
MOU plus 5% merit-step increases; 3.1% CPI assumed in years beyond the
current agreement;
Orange County Fire Authority contract increase of 3.0% in FY26-27 based on an
early estimate from the Authority, and 4.5% annually thereafter;
Contribution to OC Streetcar operations updated to as much as $2.0 million
annually based on revised estimates from OCTA (prior outlook assumed $1.0
million);
Debt retirements (800Mhz, Appellate Court Garage, and Animal Shelter) totaling
$1.4 million in FY26-27, and a total of $1.5 million thereafter;
Employee pension unfunded liability contributions updated based on CalPERS
actuarial information received in August 2025, resulting in an additional $2.2 million
in required contributions in FY 2026-27 compared to the prior outlook;
Contributions to, and uses of, the Pension Stabilization Account have been
included to smooth the pension debt fluctuations in future years; and
Inflation Factor for all other spending.
The Outlook does not include additional tax revenue from the Related Bristol development
or the Village Santa Ana development. The following estimates were provided when the
projects were approved.
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 4
For the City to realize revenue from the Related Bristol development in 2036, construction
would have had to begin in January 2026.
The Outlook’s graphical results show that expenditures continue to outpace revenues.
Beginning in FY 2026-27, this imbalance results in an estimated deficit and, absent
structural adjustments, is expected to persist. When the Measure X rate decreases in
2029, the deficit is expected to widen further, increasing long-term fiscal pressure on the
General Fund.
Recommendations from the Measure X Oversight Committee
Normally, this report would include budget recommendations from the Measure X Citizens
Oversight Committee. Due to a lack of a quorum precipitated by three (3) vacant seats,
the Committee’s December and March meetings were canceled, and the Committee has
been unable to meet and develop recommendations.
Balancing Strategies
Staff intends to propose a balanced budget for City Council consideration. To facilitate
discussion, staff has identified potential strategies, including expenditure adjustments and
revenue enhancements, to ensure recurring expenditures align with recurring revenues.
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 5
Expenditure Considerations
Exhibit 1 provides a department-by-department breakdown of activities and programs
categorized by spending priority, as defined below:
Must-Have – Mandates required by law, Memoranda of Understanding (MOUs),
bond covenants, public safety obligations, and land use regulations. Examples
include records management, procurement compliance, and debt payments.
Should-Have – Core services that protect City resources and minimize liability
exposure. Examples include street and sidewalk maintenance and essential
software services.
Nice-to-Have – Programs and services that are not legally required but enhance
quality of life. Examples include newsletters, mentoring programs, recreation and
library programming, and City events.
These spending categories are intended to support policy discussion by helping the City
Council evaluate service levels and identify potential expenditure adjustments. If the City
Council is interested in further evaluating any of the categories or specific programs, staff
can conduct a more detailed review and provide an estimate of the fiscal impact of
potential adjustments.
As requested by City Council on March 17, 2026, during the Polling Results agenda item,
a presentation of the detailed Measure X spending plan is attached to this report (see
Exhibit 3). Staff has separated out the items in the spending plan that cannot be modified
to balance the budget (e.g. Orange County Fire Authority contract increases, structural
budget deficit that existed prior to the passage of Measure X, etc.).
Credit Card Processing Fee
Before February 2012, the City charged a flat $3.54 credit card processing fee per
transaction to offset merchant service costs. The fee was removed to simplify transactions
and encourage the use of online payment services. Since then, merchant service fees for
credit card transactions have been absorbed by the General Fund.
Over the past decade, credit card and online payments have increased significantly. As
a result, merchant processing fees now constitute an ongoing operating expense for the
City. Staff has evaluated reinstating a credit card processing fee as a cost-recovery
measure. Based on current merchant costs, a 2.50% per-transaction fee is
recommended. The proposed rate is designed to recover merchant processing costs
associated with credit card transactions and would not exceed the City’s actual cost of
service. This action is consistent with public entities outlined in Exhibit 2 and private sector
businesses.
If implemented, establishing the new processing fee is estimated to reduce General Fund
expenditures by approximately $320,000 annually, based on current transaction volumes.
The City currently maintains a $5,000 credit card transaction limit, established to manage
processing costs while the General Fund absorbs merchant fees. If a processing fee is
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 6
reinstated, staff would remove this administrative limit to provide greater flexibility for
customers.
Several neighboring cities charge a credit card convenience fee to offset merchant
processing costs. A comparison of selected jurisdictions and their fee structures is
included as Exhibit 2.
Staff seeks City Council guidance on whether to add a 2.50% credit card processing fee
to the Miscellaneous Fee Schedule. For reference, the estimated cost to a customer is
typically $3.51 for typical transactions, although it varies with transaction value.
Technology Fee Evaluation
The City anticipates launching its new permitting and licensing system, Accela, in June
2026. This system is expected to enhance service delivery by improving processing
times, increasing transparency, and providing a more user-friendly online experience for
residents and businesses.
As the system becomes operational, staff will continue to assess the full scope of ongoing
costs associated with maintaining and supporting the enhanced technology to customers.
These costs may include permitting and plan review software, online customer portals,
electronic plan review platforms, GIS integration, hardware, cybersecurity measures, and
system maintenance and support.
At a future date, once sufficient operational data is available, staff may return to Council
to discuss potential cost recovery options, which could include a technology fee. Any such
fee would be evaluated for compliance with applicable state law and would not exceed
the reasonable cost of providing the associated services. This item is provided for
informational purposes only, and no Council action is requested at this time.
One-Time General Fund Spending
As reported in the Mid-Year Update on March 3, 2026, the estimated spendable fund
balance for one-time expenditures in the General Fund is $11,617,075. The following are
potential options for utilizing this one-time funding and are presented for City Council
discussion. Staff will return with formal recommendations for Council consideration in the
Proposed Budget. The recommendations for the one-time resource is summarized in the
following table.
UseAmount
Workers Compensation Fund Balance addition$2.5 million
General Liability Fund Balance addition$1.7 million
Pension Stabilization Fund contribution$1.5 million
Street Sweeping Interim Subsidy$0.9 million
Early Direction for the Fiscal Year 2026-27 Budget
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High-Priority One-Time Projects$2.0 million
Remainder available for direction during May budget workshops$3.0 million
Total One-Time Money Recommendations$11.6 million
To address unforeseen needs and emerging priorities of aging infrastructure, staff
recommends setting aside $2.0 million for high-priority projects that may arise throughout
the fiscal year. This may include critical repairs and improvements to City-owned facilities,
such as the Bowers Museum, Eddie West Field Stadium, the Santa Ana Jail, community
centers, and fire stations.
Of this amount, staff recommends allocating $1.0 million to the Public Works Agency to
support facility-related needs and $1.0 million to the Non-Departmental budget to provide
the City Council with flexibility to address time-sensitive priorities that may arise during
the fiscal year.
Workers’ Compensation Fund
As previously reported in the August 5, 2025 staff report on the Citywide Insurance
Program, actuarial valuations show that the Workers’ Compensation Fund reserves
remain below the City’s target reserve level of 80% of actuarially determined liabilities. As
of June 30, 2026, the actuarial present value of Workers’ Compensation liabilities is
approximately $44.8 million. The City’s target reserve level is approximately $35.8 million,
while the projected ending fund balance of $19.8 million reflects a reserve shortfall of
approximately $16.0 million relative to the City’s policy target.
In addition, as discussed in the March 3, 2026, Mid-Year Budget Report, the Fund
continues to face elevated claim-related costs, including wage continuation, medical
treatment, and legal expenses. Estimated benefit payments for the current fiscal year total
approximately $9.7 million, yet only $5.9 was originally budgeted.
To help replenish fund reserves and support long-term stability, staff recommends a one-
time General Fund transfer of $2.5 million to the Workers’ Compensation Fund. This
transfer would improve the Fund’s reserve position while Human Resources continues
implementing operational improvements to manage claims activity and reduce future
costs.
Human Resources, in coordination with the City’s third-party claims administrator
AdminSure, City departments, and the City Attorney’s Office, continues to focus on claim-
reduction strategies, training initiatives, and enhanced oversight of treatment and return-
to-work practices. These efforts are expected to mitigate long-term cost escalation and
improve the Workers’ Compensation Fund’s overall financial position.
General Liability Fund
As previously reported in the August 5, 2025, staff report regarding the Citywide
Insurance Program, actuarial valuations indicate that General Liability Fund reserves
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 8
remain below the City’s target reserve level of 80% of actuarially determined liabilities. As
of June 30, 2026, the actuarial present value of General Liability claims is approximately
$18.6 million. The City’s target reserve level is approximately $14.9 million. The
estimated ending fund balance of $13.2 million reflects a reserve shortfall of
approximately $1.7 million relative to the City’s policy target.
The General Liability Fund is used to pay claims and legal settlements arising from
incidents involving the City. The City currently has various matters in different stages of
review and litigation, including recent case developments that may not yet be fully
reflected in prior actuarial projections. Maintaining adequate reserves supports the City’s
ability to respond to potential claim activity and manage financial exposure.
To strengthen the Fund’s reserve position, meet the City’s target-goal, and provide
additional capacity for potential claim obligations, staff recommends a one-time General
Fund transfer of $1.7 million to the General Liability Fund.
Future Pension Costs Set-Aside – Section 115 Trust
Since 2021, the City Council has consistently set aside funds in the Section 115 Trust as
part of its long-term pension cost management strategy. The Council has approved
deposits during each annual budget cycle when financially feasible, including a $1 million
allocation in the current fiscal year. As of December 2025, the Section 115 Trust has a
balance of approximately $49.8 million.
The purpose of the Trust is to help mitigate future volatility in CalPERS-required
contributions. CalPERS assumes an annual investment return of 6.8%. When investment
performance falls below this assumption, the City’s unfunded liability increases, leading
to higher required contributions in future years. Based on CalPERS’s latest projections,
the City is expected to require approximately $189.2 million in contributions above the
current budget level over the next 10 years.
Consistent with the City Council’s adopted “Unfunded Employee Pension Liability Cost
Reduction Policy,” staff recommends an additional one-time $1.5 million allocation to the
Section 115 Trust for FY 2026-27 and requests City Council concurrence. This proposed
deposit would continue the City’s multi-year strategy of proactively setting aside funds to
earn investment returns and help offset future pension cost increases.
Street Sweeping
The Sanitation Fund supports the City’s street-sweeping program, which is provided
under contract by Athens Services and billed on a per-curbed-mile basis at a rate of
st
$54.87 per mile (rising to $56.52 per mile on July 1). Based on current service levels,
the City sweeps approximately 45,000 curb miles annually. Residential streets account
for approximately 33,300 of those curb miles, representing the majority of total sweeping
activity and cost. At current service levels, residential sweeping is estimated to cost
approximately $1.8 million annually.
Early Direction for the Fiscal Year 2026-27 Budget
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Based on estimated revenues and contract costs, existing revenues are not sufficient to
fully support current service levels on an ongoing basis. Staff is evaluating a range of
options to address this gap, including potential adjustments to service frequency,
operational efficiencies, and the feasibility of providing some services in-house. This
includes exploring whether a portion of non-residential sweeping activities could be
brought in-house, subject to operational feasibility, equipment needs, and staffing
considerations. Staff is also reviewing whether eligible sweeping costs may, where
allowable, be offset in part by restricted transportation-related funding sources, such as
gas tax revenues.
To maintain current service levels in the near term while these options are further
evaluated, staff proposes utilizing approximately $0.9 million in one-time funding to offset
the projected shortfall for FY 2026-27. This approach provides additional time to develop
and implement a long-term strategy without impacting current service or fee rates.
Recurring General Fund Spending
As reported in the Mid-Year Update on March 3, 2026, the net recurring amount available
to the General Fund was $3,070. Based on updated information, the City now estimates
a deficit for FY 2026-27. Staff seeks City Council direction on the following recurring items.
City Events
The City Events budget for FY 2025-26 includes a recurring allocation of $983,000. This
amount excludes Public Safety support costs, which are currently absorbed within
existing department operating budgets.
As part of the FY 2026-27 budget development process, staff proposes reducing the net
General Fund cost of the City Events program. Staff is evaluating a combination of
strategies to achieve this reduction, including securing increased sponsorship revenue,
implementing or expanding participant and vendor fees where appropriate, and reviewing
event scale and cost structures. The intent is to continue hosting key community events
while increasing sponsorships and fees to reduce the amount of General Fund support
required.
A summary of the current FY 2025-26 events and associated budget allocations is
provided in the table below.
EventFY25-26 Budget
Fiestas Patrias$498,000
Chicano Heritage$127,000
Tet/Lunar Festival$80,000
July 4 Celebration$115,000
5K/10K Event$93,000
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Movies at the Park$30,000
Noche De Altares & Juneteenth$40,000
Total$983,000
Staff is seeking City Council direction and concurrence on this approach, including
guidance on which events to prioritize or reconsider during the FY 2026-27 budget
development process.
Boards, Commissions, and Committees
The City currently supports multiple Boards, Commissions, and Committees established
through voter-approved measures, state law, and the Santa Ana Municipal Code (SAMC).
These bodies provide advisory input to the City Council on a range of policy, regulatory,
and community matters.
Certain bodies are required by state law or voter-approved measures and cannot be
eliminated without changes to those legal requirements. Others are established by
ordinance in the SAMC and are discretionary in nature. Removal of a discretionary body
would require City Council approval of an Ordinance amending the Municipal Code. The
table below identifies each Board, Commission, and Committee, including whether it is
legally required, the number of members, and meeting frequency. For this report, the
estimated annual stipend cost for each body is also provided.
Staff requests City Council direction such as providing additional information for potential
consolidation, reduction, or elimination of certain boards and commissions.
Early Direction for the Fiscal Year 2026-27 Budget
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Page 11
Miscellaneous Fees
The City charges fees for services provided to individuals that do not benefit the public at
large (e.g., building permits). Per state law, the City cannot charge more than the cost to
provide these services. To keep pace with rising costs of doing business, including
compensation and service-related expenses, staff recommends adjusting miscellaneous
fees each year. Last year, the budget included a 4.76% increase, reflecting higher
compensation for employees providing these services (including salary and benefits) and
increased service-related costs.
The Consumer Price Index for Los Angeles-Long Beach-Anaheim increased by 3.59%
for the year ending December 2025. However, personnel costs, which account for a
significant share of the cost of providing fee-based services, continue to increase at a rate
above the CPI. Most employee bargaining groups have negotiated wage increases of 5%
for FY 2025-26 and 4% for FY 2026-27, with SEIU and SEIU PTNCS bargaining groups
still in negotiations. Costs for workers' compensation and general liability have risen by
10% and 9%, respectively, and employee pension unfunded liability contributions will
increase by 14% for FY 2026-27. Inflationary factors are also driving increases in other
service-related costs, such as contract services and operational expenses. Based on this
information, an increase of up to 4% is justified to ensure the City remains in compliance
with state law.
Staff seeks City Council concurrence on a recommended 4% increase in miscellaneous
fees for the FY 2026-27 budget.
Santa Ana Regional Transportation Center
The Santa Ana Regional Transportation Center (SARTC) serves as the City’s primary
multimodal transit facility, providing regional rail and bus connections and serving as a
gateway to Downtown and the Civic Center area. In addition to transit operations, the
facility includes leasable commercial and office space.
Since FY 2021-22, the General Fund has provided an annual subsidy of approximately
$1.1 million to support facility maintenance, security, utilities, and related operating costs.
In FY 2021-22, the City also provided $5.4 million in one-time funding for deferred
maintenance improvements to address facility conditions, improve code compliance, and
enhance the building’s overall marketability. These improvements were intended to better
position the facility to attract tenants and increase long-term revenue potential.
Despite these investments, the facility still has significant vacant leasable space. Staff will
continue to actively pursue leasing opportunities and explore strategies to increase
occupancy, generating additional revenue and improving cost recovery. The anticipated
2026 start of OC Streetcar operations may further enhance regional connectivity and
activity around the transportation center, thereby supporting future leasing efforts. The
City cannot continue to sustain the full $1.1 million annual General Fund subsidy without
raising revenue or reducing service levels in other areas. Accordingly, the Public Works
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 12
Agency will be expected to increase lease revenue and improve cost recovery, thereby
reducing reliance on General Fund support.
Animal Care Shelter
The City of Santa Ana contracts with OC Animal Care, a division of the County of Orange,
for animal shelter and related services. The City’s Animal Control Officers, under the
authority of the Police Department, respond to calls for service, conduct investigations,
and enforce animal-related regulations within City limits. Animals collected by City staff
and those brought in by residents are transported to the County-operated shelter.
The County’s cost allocation methodology is based on the level of animal shelter services
provided to the City during the most recently completed fiscal year, including the number
of animals received and the care provided. The total cost of services is reduced by fees
collected at the shelter, such as animal licensing fees and owner-paid fees to reclaim their
pets, resulting in the City’s annual net cost obligation. The County will use data from the
most recent fiscal year to estimate the City’s projected cost for the upcoming year.
The City’s annual animal shelter cost consists of two components: (1) operating costs
associated with providing shelter and veterinary services, and (2) the City’s allocated
share of costs associated with the construction of the County’s new animal shelter facility.
A summary of these costs is provided in the table below.
Shelter New Shelter (Debt
Fiscal YearTotal Cost
Operating CostsService)
FY 21-22$1,963,357$782,467$2,745,824
FY 22-23$2,816,711$776,649$3,593,360
FY 23-24$3,221,078$770,852$3,991,930
FY 24-25$3,577,734$764,999$4,342,733
FY 25-26 (Estimated)$4,226,507$755,549$4,982,056
Since FY 2021-22, shelter operating costs have risen 216% from $1.96 million to an
estimated $4.23 million in FY 2025-26. In comparison, General Fund revenue has
increased by 7.5% over the same four years. During this period, the City has also
contributed its allocated share of the costs to construct the County’s new shelter facility,
with FY 2025-26 marking the final year of those payments. Although these construction-
related costs will end in FY 2026-27 and are already reflected in the Ten-Year Outlook,
shelter operating costs have continued to increase significantly.
Given the continued growth in operating costs, staff believes it is appropriate to evaluate
the long-term sustainability of the current cost structure. Cities across California are
experiencing similar cost pressures related to animal shelter services and have
implemented a variety of approaches to manage these expenses, including regional
partnerships for shared shelter operations, contracting with nonprofit animal welfare
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 13
organizations for certain services, adjusting cost-sharing methodologies to better reflect
service demand, and enhancing licensing compliance to help offset shelter-related costs.
Staff will review these practices and assess whether adjustments to the City’s current
service delivery or cost structure may improve long-term fiscal sustainability while
maintaining appropriate service levels.
Internal Service Funds / Enterprise Funds
Building Maintenance Operations
The City currently accounts for Building Maintenance activities within an Internal Service
Fund. Building Maintenance, a division of the Public Works Agency, provides routine
maintenance, repairs, and facility support services to City facilities. Costs are allocated to
user departments primarily based on square footage and specific service requests. While
this structure allows costs to be charged directly to departments, it requires ongoing
internal billings between funds, including the General Fund and enterprise funds.
To simplify the administrative process and improve internal efficiencies, staff proposes to
transition Building Maintenance operations to the General Fund beginning in FY 2026-
27. It is common practice among cities to account for building maintenance within the
General Fund, with costs attributable to enterprise and other non-General Fund
operations recovered through an established cost allocation methodology. The City’s
Indirect Cost Allocation Plan, already in place and applied Citywide, would continue to be
used to recover costs from non-General Fund operations using established
methodologies, including square footage where appropriate.
This change is administrative in nature and is not expected to result in an ongoing net
fiscal impact on the General Fund, as costs will continue to be allocated to the appropriate
funds. As part of this transition, the remaining spendable fund balance of the Building
Maintenance Internal Service Fund, estimated at approximately $930,000, will be
transferred to the General Fund. This transfer represents a one-time adjustment
associated with the fund closure and is intended to support high-priority repairs to City-
owned facilities.
Developer Impact Fee Study Update
The Public Works Agency is working with a consultant to prepare an updated Developer
Impact Fee Study. The study will evaluate existing development impact fees and ensure
they appropriately reflect the cost of infrastructure and facility improvements needed to
support new development.
Developer impact fees are one-time charges on new development that help fund capital
improvements required to accommodate growth. In Santa Ana, these fees support
infrastructure such as transportation improvements, traffic signal upgrades, street and
intersection capacity enhancements, storm drainage facilities, and other public
infrastructure necessary to maintain service levels as development occurs.
Early Direction for the Fiscal Year 2026-27 Budget
April 7, 2026
Page 14
Public Works staff will return to the City Council with the study's results and any proposed
updates to the fee schedule.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no direct fiscal impact at this time. City Council is scheduled to review the
proposed budget in May, followed by a public hearing in June.
EXHIBIT(S)
1.Programs by Department and Spending Priority
2.Credit Card Processing Fee Comparison
3.Detailed FY 2025-26 Measure X Spending Plan
Submitted By: Alexander Trinidad, Executive Director, Finance and Management
Services Agency
Approved By: Alvaro Nuñez, City Manager
PLANNING AND BUILDING
Must-HaveShould-HaveNice-to-Have
Budget, accounting, and asset management Policy, contracts, and grants oversightNeighborhood support services (Com-link
support) and neighborhood initiatives
Records Management Quality of Life Team/Vacant property
programs outside of environmental justice
enforcement
Building inspections
efforts prescribed by the General Plan
GIS analytics and services
Enforcement of building codes
Major development project webpage content
Fire safety regulations
posting and maintenance
Permit services
Multilingual and translation services
Commercial enforcement
Neighborhood reviews for historically sensitive
Residential and neighborhood enforcement, rental
neighborhoods
enforcement
Human Resources-related services, such as
Agency and customer support services
onboarding/offboarding, salary step memos,
Cannabis regulatory program
recruitment tracking, payroll, leave of absence
Historic preservation program
tracking, etc.
Housing production analytics and reporting to the State
Information desk staffing that is solely funded
Compliance with the California Environmental Quality Act
by the Planning and Building Agency
(CEQA)
Records specialist
General Plan compliance
Providing paper copies of responses to public
Land use permit compliance (e.g., issuance of development
records requests, e.g. provide online/digital
permits when required by State law)
links only.
Eliminate all paper records through
implantation of new land management system
Over-the-counter plan checking services
COMMUNITY DEVELOPMENT
Must-HaveShould-Have Nice-to-Have
Arts and Culture Commission to comply with SAMC and provide Economic Development Art Funding -graffiti arts
program, artist grant program,
Homeless Outreach Services
recommendations to City Council – SAMC Chapter 2, Article IV, Division 8,
arts & culture programs, art walk,
Section 2-550 to 2-553
mural restoration, and other arts
Parking Meters, Parking Lots and Parking Structures to provide parking for older
initiatives
properties and their businesses that were not planned with sufficient parking –
Youth employment program
(SAMC: Chapter 36, Article VIII – Parking MetersArts and Culture Commission to
Downtown Santa Ana, Chamber
comply with SAMC and provide recommendations to City Council - SAMC
of Commerce, and other
Chapter 2, Article IV, Division 8, Section 2-550 to 2-553
community sponsorships
LIBRARY
Must-Have Should-Have Nice-to-Have
Student Success Cards – In California, local libraries and school Security – basic contracted security Enhanced staffing (additional staffing) –
services expanded hours, outreach, and customer
districts are legally required to establish partnerships and create
service
Collections & resources – regularly
“Student Success Cards” ensuring every third-grader has access to a
updated collections reflecting Enhanced collections – expanded multilingual
public library card by 2026 (SB 321, SB 1329).
and culturally responsive collections, and
community needs, and digital
Facility operations – basic building maintenance (HVAC, plumbing,
collections (eBooks, audiobooks, special collections
electrical), basic tree and landscape maintenance, basic janitorial
databases)
Local history room – curated collections,
services, utilities (power, water, internet)
Technology & facilities – public specialized programming, and a dedicated
Safety & compliance – provide and maintain life safety systems (fire
computers/printers/copiers, public facing space
alarms, emergency lighting), ADA accessibility, basic safety policies
equipment replacement cycle
Library of things – non-traditional lending
and procedures
(computers, printers), wi-Fi upgrades
(technology kits, tools, games, park passes,
Patron account software – Integrated Library System (ILS) and public
and sufficient bandwidth
hot spots, and computers)
catalog to maintain patron account confidentiality by law, internet
Staffing & service quality – adequate
Expanded programming – STEAM, maker,
access for staff, and core technology support (hardware, network)
staffing levels to reduce service gaps,
arts, virtual programming, cultural
ongoing staff training and
programming, live tutoring services, author
Collections – basic physical collections (books and media)
professional development
talks, book clubs, multilingual programming,
Staffing – minimum professional and support staffing to deliver basic
Programs & core engagement – basic and special events
public and administrative services
youth and early literacy
Marketing & promotion – robust promotional
Governance – required to report to advisory/governing board or
programming, digital literacy, and
content (newsletters, videos, social media),
commission, per the State Education code
basic learning support. Basic
branded materials and storytelling about
Internet & technology compliance – Federal e-rate and CIPA
recreational style programming for
library impact
compliance (internet filtering if public computers are provided)
all ages.
Community engagement – bookmobile, pop-
Outreach – basic outreach to schools
up services, and teen centers (El Salvador and
and community partners
Garfield)
Facility enhancements – improved
furnishings, study rooms, maker
spaces/media labs, library self-service kiosks,
and flexible community spaces
Technology/Digital Services – RFID/self-
checkout technology, security gates, scanning
and mobile printing
Security –integrated camera systems
HUMAN RESOURCES
Must-Have Should-HaveNice-to-Have
rd
PersonnelRecords 3 party consultant to provide Internal employees who are certified in
disability interactive process providing Ergonomic evaluations and
Workers Compensation and General Liability Programs and
professional services under the ADA recommendations
Insurance
and Fair Employment and Housing Act
Certificate of insurance (Third party
Employee Benefits
Insurance Review Programvendors) – required verification of
Labor Relations
insurance coverage
Class and Comp Program
Bargaining Group MOUs
Insurance broker that can provide short
Security badges
Equal Employment Opportunity Commission and Civil Rights
term insurance certificates for vendors at a
Applicant tracking system
Department Investigations
reasonable price.
Recruitment advertising
Provide safety supplies/PPE
Staff development and training
Ergonomic testing
Worker’s Comp Case accelerated process
Minimum HR staff levels
General Liability claim accelerated process
Safety Training
Highly functioning HR Information System
Training Tracking
Learning Management System
Personnel Board and Secretary
HR Monthly Newsletter
Salary Schedules
Internship program
Job Descriptions
Mentoring program
Bi-lingual testing
Employee appreciation and recognition
Leaves administration program
Performance Evaluations
Disaster Preparedness Training
AED machines
PUBLIC WORKS
Must-Have Should-HaveNice-to-Have
Debt payments for purchase of streetlights Quality of Life Team (QOLT) Clean-Up Contract –contracted Median Landscaping
services to clean up homeless encampments
Crossing Guard
Quality of Life Team (QOLT) Public Works Support – City
Engineering salaries for review of plan
Public Works staff supporting homeless encampment clean-
checks and permits
up operations
Protected bike lane sweeping program
Streetlight pole Improvements – lighting installation in
PWA Graffiti Abatement Service
underlit areas
Enhancement (Graffiti Removal)
Alley improvement program
Bus shelter maintenance
Sidewalk repair
Traffic calming
Pavement maintenance
Pothole repair services
Park maintenance enhancements
Armed security for parks
Park Facilities Personnel
Street Tree Maintenance (Tree Trimming)
Santa Ana Regional Transportation (SARTC) Center subsidy
and maintenance
Fleet operating supplies
FINANCE
Must-Have Should-HaveNice-to-Have
Treasury support for revenue receipts and banking Proactive revenue and tax collection support Budget public communications
to maximize receipts
Minimum level of revenue and tax collectionsAward-winning financial documents
Auditing and account analysis
Vendor invoice processing
Ability to invest idle funds in compliance
Payroll processing and reporting to comply with law and MOU’s
with state law
Purchasing requirements necessary to comply with restricted
Dedicated software systems to support
funding
functionality
General ledger accounting and financial reporting required by law
Long-term financial planning
and restricted funding
Mail and copy room services
Budget preparation to comply with City Charter
Debt management to comply with debt covenants
Support Measure X Oversight Committee to comply with ballot
measure
PARKS, RECREATION, AND COMMUNITY SERVICES
Must-Have Should-Have Nice-to-Have
Charter-required recreation funding – Santa Ana Charter Records Retention Enhanced Part-time staffing
Section 607 requires the City to budget funding for public
Congregate Meal Program for Seniors Cultura Magazine
recreation programs equal to at least six cents per $100 of
Health and Wellness Initiatives Santiago Creek ECO Center
assessed property value based on the prior fiscal year
Zoo tree trimming Butterfly Exhibit
Minimum facility operations and maintenance
Conservation program Complimentary Parking
Senior Transportation, Cooling and Heating Centers, and
Public education staffing and programs Resident Free-Days
Emergency Center Operations
Public volunteer programs Community Special Events
Permits and licenses - Required issuance of permits and
Recreation program registration and facility reservation Senior Services Programming –
enforcement of park use regulations
system excursions and activities at the
Park utility costs
Senior Center
Landscape maintenance
Animal well-being program
Summer Programming – day camps,
Staff training program
Animal food and medication
aquatics program, and other
Community engagement
Zoo veterinarian
summer activities
Staff uniforms
Pest control program
After-school youth & teen
Zoo facility maintenance programs/services
Contracted recreation classes (e.g.,
Overnight security for the Zoo
karate, art, dance
Visitor services and operations staff
Athletic facilities
Staff uniforms for the Zoo (to meet MOU requirements)
CITY MANAGER’S OFFICE
Must-Have Should-HaveNice-to-Have
City Charter Legislative affairs Council aides
City municipal code Policy research Business expositions
Administrative leadership Communications team for transparency Sister City
Budget oversight/preparation Citywide strategic planning Public engagement events
Implementation of council decisions Leadership training
Legal compliance
CITY CLERK
Must-Have Should-Have Nice-to-Have
Process Public Records Requests in compliance with the Support for City Boards and Commissions (Gov. Code Commissions
California Public Records Act (CPRA) (Government Code §§ §§ 54950–54963)
Public searchable documents
7920.000–7931.000)
Records Management and Retention as required by database
Conduct elections and related services as (CA Elections Gov. Code § 34090 (retention of city records), and
Streaming council meetings
Code) CPRA access requirements (Gov. Code §§ 7920.000 et
Automated PRA requests
seq.)
Prepare and distribute Council Meeting Agendas and
Electronic agenda management
Minutes (Government Code §§ 54950–54963) Voter Education and Engagement
system
Claims Intake and Processing as required under the Lobbyist Registration Program as mandate by Political
Government Claims Act (Government Code §§ 810 -996.6.) Reform Act’s intent (Gov. Code §§ 81000–81013)
Publication and Noticing of Ordinances and Hearings Contracts Management and Insurance Compliance:
(Government Code § 36933) Gov. Code § 23005 (general authority of local
agencies)
Police Department
Must-Have Should-Have Nice-to-Have
Office of the Chief of Police:
Interdepartmental coordination
Leadership & organizational direction
Overall oversight of department operations
Policy creation, revision & compliance
Budget approval & strategic planning
Internal Affairs Unit
Early intervention
Misconduct investigations
Use of force tracking and review
Policy compliance
SB 2 Reporting and Compliance
Crime Prevention
Police plan check
Special events permitting
Interdepartmental coordination
Public Relations
Publicrelations and engagement
Medi Media relations & crisis communications
g
Field Operations/Patrol
Patrol Vehicles
Community policing/engagement and problem solving
Citywide patrol and emergency response
Radios
Preliminary investigations
Computers
Field Operations/ Operations Division:
Patrol support and emergency
Community policing/engagement and problem solving
Directed Patrol
response
N
Community policing/engagement
QOLT
and problem solving; app response
Homeless-related cleanup
Nothing
coordination
Patrol support; homeless-related
issues
Community policing/engagement
SRO Program
and problem solving
On-campus emergency response
and crime prevention
Must-Have Should-Have Nice-to-Have
School support (school-funded,
contractually required)
Community engagement/outreach
PAAL
Crime prevention
P.E.R.T
Community policing/engagement and problem solving
Mental health support
Community policing /engagement /
Community Engagement
outreach and problem solving
Nothing
Crime prevention
Probation Task Force/AB109
Community policing/engagement
and problem solving
Crime Prevention
Interagency engagement &
cooperation
Rehabilitation and reduction of
recidivism
Homeland Security Grant/UASI
Interagency engagement and
Training & support
UASI Grant Management
cooperation
City-wide camera management
Grant-funded assets and resources
Community engagement
Emergency Operations Center:
Community engagement and
Event operations and support
Emergency/Disaster planning and response
outreach
Major operations coordination and response
Emergency services grant administration
Air Support Unit:
Citywide patrol and emergency response support
No
Area searches/officer safety
Must-Have Should-Have Nice-to-Have
K9 Unit:
Citywide patrol and alarm response Community Engagement
o
Violent Criminal Apprehension
Missing Persons Searches
Citywide emergency response and support
SWAT (ancillary assignment):
Community Engagement and
High-risk incidents and warrants
Outreach
Critical incident response and support
Animal Control: Public education
Enforcement of animal-related laws and regulations
o
Citywide vicious and injured animal response
Downtown Business Directed Unit:
Patrol support and emergency response
Community policing/engagement
No
and problem solving
Field Operations/Traffic Division:
Motors
DUI checkpoints and enforcement
Special event support
Citywide emergency response and support
Community engagement and
Traffic collision investigation and support/ Traffic
education
enforcement/public safety
Collision Investigation Unit
Case preparation for prosecution
Special event support
Major/Fatal traffic collision investigation
Community engagement and
Follow-up traffic-related criminal investigations (hit & run,
education
etc.)
Collision PSO
Minor traffic collision investigations
Special event support
Traffic collision support
Community engagement and
education
Parking Control Unit
Supplemental traffic control
Special event support
Parking enforcement
Community engagement and
O
education
Investigations/CAP (Crimes Against Persons):
Must-Have Should-Have Nice-to-Have
Homicide Unit
Follow-up hate crime investigations and DOJ reporting Evidence analysis and warrant service
Homicide investigations
Follow-up felony assault investigations
Follow-up kidnapping investigations
Case preparation for prosecution
Cold Case Unit
Support for homicide investigations
Follow-up homicide investigations (cold case)
Evidence analysis
Case preparation for prosecution
Missing Persons & Aggravated Assaults
Support for assault investigations
Follow-up missing persons investigations
Evidence analysis
Follow-up assault investigations
Case preparation for prosecution
DOJ Validations
Gang Suppression Unit
Community engagement and problem-solving
Gang-related investigations
Gang activity suppression
Case preparation for prosecution
Expert court testimony
Warrant preparation and service
Court Liaison Unit
Case follow-up for filing
Case review and submission
Coordination of court appearances/Liaison w/DA’s Office
and City Attorney’s Office
Subpoena processing
Investigations/SID (Special Investigations Division)
Career Criminal Apprehension Unit and US Marshall’s Task
Force
Interagency coordination
Surveillance and surveillance support
Complex criminal investigations targeting career criminals
Fugitive apprehension
& organized crime
Evidence analysis and warrant service
Expert court testimony
Case preparation for prosecution
Must-Have Should-Have Nice-to-Have
ABC related investigations and
Vice Unit, OCRCFL, and OCHTTF
Surveillance and surveillance support organized retail theft
Suppression and investigation of vice-related crimes
Interagency coordination Interagency Cooperation
(prostitution, gambling, and narcotics)
Expert court testimony
Case preparation for prosecution
Computer forensics
Human trafficking investigations
Interagency Cooperation
Narcotics Unit & RNSP TF
Surveillance and surveillance support
Suppression and investigation of major narcotics-related
crimes Interagency coordination
Expert court testimony Patrol support and emergency response
Investigations/CID (Criminal Investigations Division)
Robbery and Assault Unit
Interagency coordination and
Warrant preparation and service
Robbery investigation
surveillance support
Case Prep for Prosecution
Misdemeanor assault investigation
Special Crimes (Child Abuse, Sexual Assault, DV, and Sex
Community Engagement
Warrant preparation and service
Registrant Units
Interagency Cooperation
Expert court testimony
Child and elder abuse investigations
Case preparation for prosecution
Sexual assault investigations
Warrant preparation and service
Domestic violence investigations and victim support
Sex registrant registration and compliance verification
Restraining order violations
Internet crimes against children
Property Crimes (Auto Theft, Burglary, and Economic Crimes
Units)
Community outreach and
Auto theft-related investigations Sexual assault Interagency coordination and support
Engagement
investigations
Case preparation for prosecution
Burglary and theft investigations
Warrant preparation and service
Economic crimes investigations (ID theft, check fraud,
credit card fraud/theft, embezzlement, financial elder
abuse, and counterfeiting)
Vandalism, arson, animal abuse, and hate crime
investigations
Must-Have Should-Have Nice-to-Have
Crime Analysis Unit
Jeanne Clery stat submission Provides stats for community requests, monthly Assist in identifying and addressing
meetings emerging crime patterns
Provide end-user assistance in acquiring and
implementing information system solutions and
software infrastructure.
Assists Investigations Bureau with call detail record
analysis, cellphone tower dumps, social media returns,
sexual assault case linking, etc.
Suspect work-ups; social media leads
Assists with public records requests
Collect, clean and disseminate data
Tracks ghost guns, NIBIN hits; enter cold cases into
FBI’s VICAP
Forensic Services
Critical incident analysis and review Crime scene Interagency coordination and
Collection and submission of DNA evidence
processing/evidence collectionsupport
Expert court testimony
Lab processing of collected evidence - critical to
identifying suspects and prosecution efforts
Fingerprint analysis
Firearm analysis/Ballistics
Case preparation for prosecution
Technical skillset maintenance
Administration/Human Resources
Human Resources/Background Investigations/Recruitment
Section
Hiring and recruitment
Background investigations
Personnel management (workers comp, transfers,
complaints, etc.)
Promotional exam administration
Administration/Training
Training, Field Training Program, and Academy Support
Critical incident analysis and review
Administration and coordination of POST-mandated
training
Must-Have Should-Have Nice-to-Have
Administration and coordination of field training for new Tracking and analysis of uses of force, pursuits and
officers officer-related traffic collisions
Monthly firearms qualifications (Range)
Coordination of Academy-based training
Coordination and administration of in-house training
courses
Administration/Administrative Support Division
Housekeeping and cleaning services
Fiscal Unit and CDC & Facilities Unit
Budget administration
Payroll
Payments
Procurement and distribution of required supplies and
equipment
Building and property maintenance
Administration/Communications
Community Outreach and
Engagement
Telephonic reports
Dispatch and TRU
Recruitment Events
E-Reports (online reporting system)
911 and non-emergency call taking
Tactical Dispatch Team (ancillary)
Dispatching field units
Monitoring officer safety
PRR; processing of call recordings
Monitor NCIC Teletype/ CLETS entries
Administration/Records Division
Records support for patrol and investigations
Records Unit and Evidence Unit
Records support for PRA and 1421 material
Report Storage and Management
Evidence/stored property disposition
NIBRS/UCR crime reporting compliance
Secure storage of evidence
Maintaining chain of custody
Administrative/Information Services Division
CAD/RMS administration
Information systems and Computer Services
Digital evidence management
Software management
Cybersecurity
Computer and tech support
Must-Have Should-Have Nice-to-Have
Jail Administration
Booking and intake operations including identification, Ongoing correctional staff training and professional Technology modernization and
medical screening, classification, and documentation- development automation tools improving
efficiency and reporting
Transfers and transportation to county facilities, courts, Enhanced inmate management system
and other jurisdictions Educational partnerships related to
Preventative facility maintenance and operational
correctional services
Jail records management including warrants, court orders, support services-infrastructure
custody documentation, and releases Facility improvements that enhance
Adequate staffing levels to maintain safe supervision
workspace or operational efficiency
Facility operations including fire systems, emergency ratios and reduce operational risk
beyond minimum requirements
procedures, and security systems
Jail Contracts-Medical, JMS, Food Services, various vendors.
(Compliance with Title 15 regulations, PREA standards, ADA
requirements, and mandated inspections)
wĻŭźƚƓğƌ /ƚƒƦğƩźƭƚƓ
/ƩĻķźƷ /ğƩķ tƩƚĭĻƭƭźƓŭ CĻĻƭ
!ŭĻƓĭǤtĻƩĭĻƓƷğŭĻCƌğƷ CĻĻ aźƓźƒǒƒbƚƷĻƭʹ
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.ƩĻğЏ͵ЉЉіƷƚ ĬĻ źƓ ĻŅŅĻĭƷ͵
/ƚƭƷğ aĻƭğЋ͵АЉі
/ǤƦƩĻƭƭğƩźĻƭ bΉ!!ĭƷǒğƌ /ƚƭƷ
CƚǒƓƷğźƓ ğƌƌĻǤЋ͵ЉЉі
DğƩķĻƓ DƩƚǝĻЋ͵ЋЉіυ Ћ͵ЉЉ
IǒƓƷźƓŭƷƚƓ .ĻğĭŷЌ͵ЉЉі
\[ğ tğƌƒğğƩźĻƭ bΉ!!ĭƷǒğƌ /ƚƭƷ
\[ğƉĻ CƚƩĻƭƷЌ͵ЉЉі
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bĻǞƦƚƩƷ .ĻğĭŷЋ͵БЎі
hƩğƓŭĻ Ќ͵ЊЋі!ƦƦƌźĻķ ğƭ ğ ƦĻƩĭĻƓƷğŭĻ ƚŅ ĭŷğƩŭĻķ ŅĻĻ
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ǤƦĻwĻƭƦƚƓƭźĬƌĻƭƦĻƓķźƓŭ
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wĻƭƦƚƓƭĻ
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ƓƩĻƭƷƩźĭƷĻķ DĻƓĻƩğƌ wĻǝĻƓǒĻ
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ƭĻ ƚŅ DĻƓĻƩğƌ CǒƓķ wĻƭĻƩǝĻ ЊЉͲЋЉЉͲЉЉЉ
ƓƩĻƭƷƩźĭƷĻķ DĻƓĻƩğƌ wĻǝĻƓǒĻ
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tǒƩƦƚƭĻ
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Ʀ /ƚƓƷƩğĭƷ IƚƒĻƌĻƭƭ {ĻƩǝźĭĻƭt! ЎЉЉͲЉЉЉ
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ağźƓƷğźƓ 9ŅŅĻĭƷźǝĻ ВΏЊΏЊ
ğƭƭźƭƷğƓƷƭ Ʒƚ ƩĻƌźĻǝĻ ƦƚƌźĭĻ ƚŅŅźĭĻƩƭ ƭƷğƓķΏĬǤ ƦğǤͲ ĭğƭŷΏƚǒƷƭ ğƓķ ƩĻƌğƷĻķ t5
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ĬĻƓĻŅźƷƭ
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ağźƓƷğźƓ 9ŅŅĻĭƷźǝĻ ВΏЊΏЊ
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tǒĬƌźĭ {ğŅĻƷǤ {ƦĻĭźğƌźǩĻķ
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ağźƓƷğźƓ 9ŅŅĻĭƷźǝĻ ВΏЊΏЊ
ğƓķ ƭǒƦƦƩĻƭƭźƚƓͳ /ƚƒƒǒƓźĭğƷźƚƓƭͳ 9ƓŅƚƩĭĻƒĻƓƷͳ ğƓķ LƓǝĻƭƷźŭğƷźƚƓƭ ğƓķ t5
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ağźƓƷğźƓ 9ŅŅĻĭƷźǝĻ ВΏЊΏЊ
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IǒƒğƓ wĻƭƚǒƩĭĻƭ ĻĭŷƓźĭźğƓ ķĻķźĭğƷĻķ Ʒƚ tƚƌźĭĻ wĻĭƩǒźƷźƓŭ
5źƭĭƩĻƷźƚƓğƩǤ wĻƭƦƚƓƭĻ ЊЉЌͲЉЉЉ
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Planning and Building Agency
www.santa-ana.org/pb
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 7, 2026
Topic: Amendment Application No. 2026-02 (Zone Change) for 2101 and 2109 East
Santa Clara Avenue
AGENDA TITLE
Public Hearing - Amendment Application No. 2026-02 for the Santa Clara Avenue Zone
Change (2101 and 2109 East Santa Clara Avenue)
Legal notice published in the OC Reporter on March 20, 2026 and notices mailed on the
March 26, 2026.
RECOMMENDED ACTIONS
1.Adopt the environmental determination for Amendment Application (Zone Change)
No. 2026-02, finding that the Project is within the scope of the 2022 Santa Ana
General Plan Environmental Impact Report (EIR) (SCH No. 2020029087) and is
exempt from further environmental review pursuant to CEQA Guidelines Sections
15162 and 15061(b)(3); and
2.Adopt an ordinance approving Amendment Application (Zone Change) No. 2026-
02.
ORDINANCE NO. NS-XXXX entitled AN ORDINANCE OF THE CITY COUNCIL
OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO.
2026-02 AMENDING THE ZONING FOR THE PROPERTIES LOCATED AT 2101
AND 2109 EAST SANTA CLARA AVENUE (APNS: 396-261-26 AND 396-261-38)
FROM GENERAL AGRICULTURAL (A1) TO ARTERIAL COMMERCIAL (C5);
read by title only and waive further reading.
GOVERNMENT CODE §84308 APPLIES: Yes
EXECUTIVE SUMMARY
The City of Santa Ana is proposing to change the zoning district designation of two
properties located at 2101 and 2109 East Santa Clara Avenue (“Site”) from General
Agricultural (A1) to Arterial Commercial (C5) (“Project”). This zone change is to bring the
zoning of the subject properties into consistency with the City’s General Plan, in
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 2
accordance with Government Code Section 65860, which requires that zoning regulations
be consistent with the adopted General Plan.
The proposed C5 zoning designation establishes consistency with the General Plan’s
land use policies and objectives, supports commercial activation along Santa Clara
Avenue, maintains consistency with the adjacent commercial center’s C5 zoning
designation, and facilitates economic development, local-serving businesses, and
employment opportunities while maintaining compatibility with surrounding uses. The
requested action does not authorize any new development and is not tied to any
development project application. CEQA review is satisfied by the 2022 General Plan EIR
(SCH No. 2020029087) and the zone change is exempt from further environmental review
under CEQA Guidelines Sections 15162 and 15061(b)(3).
Planning Commission Action
On February 23, 2026, the Planning Commission held a public hearing for the Project and
voted 5:0:2 (Commissioners Oliva and Pham absent) to recommend that the City Council:
(1) adopt the environmental determination for Amendment Application (Zone Change)
No. 2026-02, finding that the Project is within the scope of the 2022 Santa Ana General
Plan Environmental Impact Report (EIR) (SCH No. 2020029087) and is exempt from
further environmental review pursuant to CEQA Guidelines Sections 15162 and
15061(b)(3); and (2) approve Amendment Application (AA) No. 2026-02.
DISCUSSION
Project Description
The proposed Project consists of a City-initiated Amendment Application (AA) No. 2026-
02 to amend the City of Santa Ana Zoning Map by changing the zoning district designation
of two properties located at 2101 and 2109 East Santa Clara Avenue from General
Agricultural (A1) to Arterial Commercial (C5). The requested action does not authorize
any development on the site, which would be subject to separate review by the City for
any administrative or discretionary actions.
Table 1: Project and Location Information
ItemInformation
Project Address and Council Ward2101 and 2109 East Santa Clara Avenue – Ward 3
Nearest IntersectionTustin Avenue and Santa Clara Avenue
General Plan DesignationGeneral Commercial (GC) – No change
Existing Zoning DesignationGeneral Agricultural (A1)
Proposed Zoning DesignationArterial Commercial (C5)
NorthCommercial center
EastDrive-through restaurant
Surrounding Land Uses
SouthMulti-family residential (Woodlyn North
Condominiums), preschool/kindergarten,
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 3
ItemInformation
commercial center
WestParking and vehicular access for Horizon
Apartments multi-family residential community
Property Size0.81-acres (35,400 square feet)
The subject sites contain two one-story, single-family
Existing Site Developmentresidences approximately 2,530 and 3,904 square feet
in size, with associated accessory structures.
Existing Site Uses
Single-family residences (2)
SAMC Sections 41-665 and 41-667
Zoning Code Sections Affected
Project Background
The project site encompasses approximately 0.81 acres (35,400 square feet) and is
currently developed with two legal nonconforming single-family residences. The earliest
aerial imagery from 1938 shows that the subject properties appeared to be first developed
as an orchard. No buildings or structures were present on site at this time and most of the
surrounding area was used for orchards, with some houses and agricultural buildings in
the vicinity. The single-family residence addressed as 2101 East Santa Clara Avenue
was constructed at an unknown date and moved to the site in 1967. The single-family
residence addressed as 2109 East Santa Clara Avenue was constructed circa 1957 and
included the main house and garage. The now-commercial shopping center to the north
of the Project site remained undeveloped until 1972. Today, the two subject properties
are legal non-conforming, as they do not meet most of the development standards for the
underlying zone and were constructed prior to 1960.
Based on permit and title records, both 2101 and 2109 East Santa Clara Avenue were
owned by the Newcomb family until they were sold to SRP Stater Bros, LLC in February
2021. In March 2023, the property owners submitted a voluntary lot merger application
(No. 2023-02) to consolidate 2101 and 2109 East Santa Clara Avenue into a single legal
lot. The lot merger application was executed and recorded in June 2023.
In April 2022, Development Project (DP) Review No. 2022-06 was submitted for a 3,975-
square-foot McDonald’s with drive-through operations at 2101 and 2109 East Santa Clara
Avenue. To facilitate the project, the applicant requested an amendment application (zone
change) from General Agricultural (A1) to Arterial Commercial (C5) and a Conditional Use
Permit (CUP) for the drive-through operations. On February 26, 2024, the Planning
Commission held a public hearing and recommended City Council approval of the
requested zone change and CUP. On April 2, 2024, the City Council held a public hearing
for the requested entitlements. However, the applicant verbally withdrew their application
prior to any action by the City Council. Therefore, no project was considered by the City
Council and the Site retained its current zoning designation.
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 4
Government Code Section 65860
Government Code Section 65860 was first enacted in the early 1970s as part of
California’s Planning and Zoning Law to ensure that local zoning ordinances align with
adopted General Plans. Under the original law, cities and counties were required to make
their zoning consistent with their General Plan by January 1, 1974, and to amend
inconsistent zoning within a reasonable time after a General Plan amendment. The
statute established the General Plan as the foundational policy document for land use
decisions and obligated local agencies to bring zoning into conformity with that plan.
In 2023, the Legislature passed Assembly Bill 821 (AB 821), which amended Section
65860 and became effective January 1, 2024. AB 821 strengthened and clarified the
consistency requirement by setting firm timelines and procedures for addressing
inconsistencies. For example, when a development application is consistent with the
General Plan but inconsistent with zoning, a local agency must either amend the zoning
ordinance within 180 days or process the application under applicable law and objective
General Plan standards without relying on inconsistent zoning. The amendment also
expands enforcement provisions, reaffirming that outdated zoning may not be used to
delay or block development that is otherwise allowed under the General Plan.
The purpose of the proposed zone change is to bring the Site into consistency with the
City’s General Plan, which was adopted in 2022, in compliance with Government Code
Section 65860. Government Code Section 65860 requires that zoning regulations be
consistent with the adopted General Plan, including its land use designations, goals, and
policies. As a result of the 2022 General Plan Update, the subject properties were
designated General Commercial (GC). However, the underlying zoning remained A1,
creating an inconsistency between the General Plan and the Zoning Code.
Project Analysis
In accordance with Section 41-667 of the Santa Ana Municipal Code (SAMC) and
Government Code Section 65860, staff recommends that the City Council adopt an
ordinance approving AA No. 2026-02 to change the zoning designation of the subject
properties from A1 to C5. The zone change is a corrective, policy-implementing action
intended to resolve the existing inconsistency between land use policy and zoning
regulations and does not authorize any specific development project. Moreover, no
construction, demolition, or change in use is proposed as part of this action. Lastly, the
proposed zone change implements the 2022 General Plan Land Use Element, supports
orderly and planned development along a designated commercial corridor, and ensures
ongoing compliance with State law governing General Plan and zoning consistency.
The C5 zoning designation reflects the established commercial character of the
surrounding area, including the adjacent shopping center to the north and east and the
broader commercial corridor along Tustin Avenue. The GC land use designation is
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 5
intended to accommodate highly visible, arterial-oriented commercial uses that support
employment opportunities and complementary services near established residential
neighborhoods. Accordingly, the proposed C5 zoning designation is appropriate for the
subject properties and fulfills the City’s obligation to maintain consistency between the
Zoning Code and the General Plan. This proposed zoning amendment brings the
properties into consistency with the GC land use designation adopted as part of the City’s
2022 General Plan Update and is compatible with the General Plan’s objectives, policies,
and land use framework. Lastly, any future development or redevelopment of the site
would be subject to separate discretionary review, environmental analysis, and permitting
in accordance with applicable City regulations, including the SAMC, CEQA, and adopted
design standards (if applicable).
Existing Zoning District Designation Proposed Zoning District Designation
Site
Site
General Plan Consistency
The City of Santa Ana General Plan Update (GPU) was adopted in April 2022 following
a seven-year public outreach and engagement process that included more than 60
community meetings and workshops, online surveys, direct mailers, study sessions, and
individual meetings with the Planning Commission and City Council. This inclusive
process informed the updated Land Use Element, which establishes the City’s long-term
land use vision and development policies and reflects community goals related to growth,
livability, and economic vitality (Goal LU-1; Policy LU-1.1).
Prior to adoption of the GPU, the subject properties were designated with a split land use
of Institutional (INS) and GC. The GPU updated the designation to GC in its entirety,
consistent with adjacent commercial center properties and the surrounding arterial
corridor. However, the underlying zoning designation remained A1 and necessitates a
zone change to resolve the inconsistency between the General Plan and the Zoning
Code.
The proposed C5 zoning amendment is consistent with the GC land use designation and
satisfies Government Code Section 65860, which requires zoning regulations to be
compatible with General Plan objectives, policies, and land use designations. The GC
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 6
designation is intended to accommodate highly visible, arterial-oriented commercial uses
that support employment, local-serving retail, and complementary commercial activities
near established residential neighborhoods (Goal LU-2; Policies LU-2.1 and LU-2.2). The
proposed zone change resolves the zoning inconsistency with the 2022 GPU and
supports reinvestment and business development consistent with the surrounding
commercial corridor (Policies LU-2.6 and LU-2.7).
Existing General Plan Land Use Designation
By aligning zoning with adopted land use policy, the amendment promotes compatibility
with adjacent development and preserves neighborhood integrity through the future
application of City design and development standards (Goal LU-3; Policies LU-3.4 and
LU-3.7). Any future development would be subject to applicable City review processes to
ensure compatible scale, massing, and site design, contributing to a safe, attractive, and
economically viable commercial environment.
The proposed zoning amendment is also consistent with the General Plan’s Economic
Prosperity goals related to job creation and retention (Goal EP-1; Policy EP-1.2),
economic diversification and support for high-growth and complementary businesses
(Goal EP-2; Policies EP-2.1 and EP-2.3), and the promotion of a business-friendly
environment that facilitates investment and balanced land use decisions (Goal EP-3;
Policies EP-3.7 and EP-3.8). By resolving existing zoning inconsistencies and enabling
commercial activation of underutilized land along an arterial corridor, the proposed zone
change supports long-term economic vitality, employment opportunities, and fiscally
productive land uses consistent with the adopted General Plan.
Public Notification and Community Outreach
Project notifications were posted, published, and mailed in accordance with City and State
regulations. Copies of the public notice, including a 1,000-foot notification radius map,
and the site posting are provided attached hereto as Exhibit 6. The project site is not
located within the boundaries of a neighborhood association. However, prior to the
Planning Commission public hearing, representatives of nearby neighborhood
associations were contacted to identify any potential concerns related to the proposed
request. No issues or concerns were identified during this outreach effort.
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 7
In addition, no written or verbal public comments were received prior to or during the
Planning Commission public hearing. As of the preparation of this report, no public
concerns have been raised regarding the proposed zone change.
ENVIRONMENTAL IMPACT
In accordance with the California Environmental Quality Act (CEQA) and the CEQA
Guidelines, the Project is not subject to additional environmental review pursuant to
CEQA Guidelines Section 15162, as it is within the scope of the 2022 City of Santa Ana
General Plan Environmental Impact Report (EIR) (SCH No. 2020029087), which was
certified in conjunction with adoption of the General Plan Update. Section 15162 prohibits
preparation of a subsequent or supplemental EIR unless substantial changes are
proposed to the project, substantial changes occur in the circumstances under which the
project is undertaken, or new information of substantial importance becomes available
that was not known and could not have been known at the time the prior EIR was certified.
The proposed zone change is a City-initiated corrective action that aligns zoning with the
GC land use designation adopted through the 2022 General Plan Update and does not
authorize any new development, construction, or change in intensity beyond what was
previously analyzed in the General Plan EIR. The land use designation and development
assumptions associated with the proposed zoning were fully evaluated in the certified
General Plan EIR. No substantial changes to the project, no changes in circumstances,
and no new information requiring major revisions to the EIR have been identified.
Accordingly, no subsequent or supplemental EIR is required pursuant to CEQA
Guidelines Section 15162.
In addition, the proposed zoning amendment is exempt from further environmental review
under CEQA Guidelines Section 15061(b)(3) (the “Common Sense Exemption”), as it can
be determined with certainty that the action will not result in a significant effect on the
environment. The zone change is administrative and policy-implementing in nature,
serves to maintain consistency between the Zoning Code and the General Plan pursuant
to Government Code Section 65860, and does not, by itself, enable or approve physical
development. Any future development would be subject to separate discretionary review
and project-level CEQA analysis, as applicable. Therefore, the environmental effects of
the proposed action have already been adequately analyzed in the 2022 General Plan
EIR, and no further environmental review is required. A Notice of Determination and
Notice of Exemption, Environmental Review No. 2026-05, will be filed for the project.
FISCAL IMPACT
There is no fiscal impact associated with this action.
AA No. 2026-02 for 2101 and 2109 East Santa Clara Avenue Zone Change
April 7, 2026
Page 8
EXHIBITS
1.Ordinance Approving AA No. 2026-02
2.Vicinity Zoning and Aerial View
3.Site Photos
4.Certified General Plan Update Environmental Impact Report (hyperlink)
5.February 23, 2026 Planning Commission Staff Report and Exhibits (hyperlink)
6.Copy of Public Hearing Notice
Submitted By: Ali Pezeshkpour, AICP, Executive Director of Planning and Building
Agency
Approved By: Alvaro Nuñez, City Manager
ORDINANCE NO. NS-XXXX
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA APPROVING AMENDMENT APPLICATION
NO. 2026-02 AMENDING THE ZONING FOR THE
PROPERTIES LOCATED AT 2101 AND 2109 EAST SANTA
CLARA AVENUE (APNS: 396-261-26 AND 396-261-38)
FROM GENERAL AGRICULTURAL (A1) TO ARTERIAL
COMMERCIAL (C5)
THE CITY COUNCIL OF THE CITY OF SANTA ANA HEREBY ORDAINS AS
FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds, determines
and declares as follows:
A. The Planning and Building Agency PBA
Amendment Application (AA) No. 2026-02, to change the zoning district
designation of two properties located at 2101 and 2109 East Santa Clara
Avenue (APNs 396-261-26 and 396-261-38) from General Agricultural (A1)
to Arterial Commercial (C5) .
B. Chapter 41, Article I, Division 1, Section 41-1 of the Santa Ana Municipal
Code establishes that because of the necessity of segregating the location
of residences, businesses, trades and industries; regulating the use of
buildings, structures, and land; and regulating the location, height, bulk and
size of buildings and structures, the size of yards and open spaces, the City
is divided into land-use districts of such number, shape and area as may be
considered best suited to carry out these regulations and provide for their
enforcement. The regulations are considered necessary in order to:
encourage the most appropriate use of land, conserve and stabilize property
value, provide adequate open spaces for light and air and to prevent and
fight fires, prevent undue concentration of population, lessen congestion on
streets and highways, and promote the health, safety and general welfare of
the people, all as part of the general plan of the City. The City of Santa Ana
has adopted a zoning map which has since been amended from time to time.
C. On April 19, 2022, the City adopted the General Plan Update, which went
into effect on May 26, 2022. As a result of the 2022 General Plan Update,
the subject properties were designated General Commercial (GC) under the
General Plan. However, the underlying zoning remained A1, creating an
inconsistency between the General Plan and the Zoning Code.
D. Government Code Section 65860, first enacted in the early 1970s as part of
align with adopted General Plans, establishing the General Plan as the
foundational policy document for land use decisions. Cities must amend
inconsistent zoning within a reasonable time after General Plan
Ordinance No. NS-XXXX
Page 1 of 6
amendments. In 2023, AB 821 strengthened these requirements effective
January 1, 2024, by imposing firm timelines, such as 180 days to amend
zoning for consistent development applications and clarifying that outdated
zoning cannot block General Plan-compliant projects.
E. The Project is not tied to any development project application and is being
initiated by the City to bring the zoning of the subject properties into
consistency with the City General Plan, in accordance with Government
Code Section 65860, which requires that zoning regulations be consistent
with the adopted General Plan. The zone change is a corrective, policy-
implementing action intended to resolve the existing inconsistency between
land use policy and zoning regulations and does not authorize any specific
development project. No construction, demolition, or change in use is
proposed as part of the Project.
F. Based on the entire record before the City Council and all written and oral
evidence presented, the City Council finds that the Project aligns with the
General Plan long-term land use vision and development policies and
reflects community goals related to growth, livability, and economic vitality
(Goal LU-1; Policy LU-1.1).
The proposed C5 zoning amendment is consistent with the GC land use
designation and satisfies Government Code Section 65860, which requires
zoning regulations to be compatible with General Plan objectives, policies,
and land use designations. The GC designation is intended to accommodate
highly visible, arterial-oriented commercial uses that support employment,
local-serving retail, and complementary commercial activities near
established residential neighborhoods (Goal LU-2; Policies LU-2.1 and LU-
2.2). The proposed zone change resolves the zoning inconsistency created
by the 2022 GPU and supports reinvestment and business development
consistent with the surrounding commercial corridor (Policies LU-2.6 and LU-
2.7).
By aligning zoning with adopted land use policy, the amendment promotes
compatibility with adjacent development and preserves neighborhood
integrity through the future application of City design and development
standards (Goal LU-3; Policies LU-3.4 and LU-3.7). Any future development
would be subject to applicable City review processes to ensure compatible
scale, massing, and site design, contributing to a safe, attractive, and
economically viable commercial environment.
Economic Prosperity goals related to job creation and retention (Goal EP-1;
Policy EP-1.2), economic diversification and support for high-growth and
complementary businesses (Goal EP-2; Policies EP-2.1 and EP-2.3), and
the promotion of a business-friendly environment that facilitates investment
and balanced land use decisions (Goal EP-3; Policies EP-3.7 and EP-3.8).
By resolving existing zoning inconsistencies and enabling commercial
Ordinance No. NS-XXXX
Page 2 of 6
activation of underutilized land along an arterial corridor, the proposed zone
change supports long-term economic vitality, employment opportunities, and
fiscally productive land uses consistent with the adopted General Plan.
G. On February 23, 2026, the Planning Commission held a duly noticed public
hearing and voted to recommend that the City Council adopt an ordinance
approving Amendment Application No. 2026-02.
H. For the reasons contained herein, and each of them, Amendment
Application No. 2026-02 is hereby found and determined to be consistent
with the intent and purpose of Chapter 41 of the Santa Ana Municipal Code;
thus, changing the zoning district is found to be consistent with the General
Plan of the City of Santa Ana and is otherwise justified by the public
necessity, convenience, and general welfare.
Section 2. The Amendment Application consists of amendments to the Zoning
Map, as shown in Exhibit A, attached hereto and incorporated herein by reference.
Section 3. The City Council has reviewed and considered the information
contained in the analysis performed pursuant to the California Environmental Quality Act
(CEQA) and the CEQA Guidelines. In accordance with CEQA Section 15162, the Project
is not subject to additional environmental review, as it is within the scope of the 2022
Santa Ana General Plan EIR (SCH No. 2020029087), which was certified in conjunction
with adoption of the General Plan Update. Section 15162 prohibits preparation of a
subsequent or supplemental EIR unless substantial changes are proposed to the project,
substantial changes occur in the circumstances under which the project is undertaken, or
new information of substantial importance becomes available that was not known and
could not have been known at the time the prior EIR was certified.
The proposed zone change is a City-initiated corrective action that aligns zoning with the
GC land use designation adopted through the 2022 General Plan Update and does not
authorize any new development, construction, or change in intensity beyond what was
previously analyzed in the General Plan EIR. The land use designation and development
assumptions associated with the proposed zoning were fully evaluated in the certified
General Plan EIR. In the 2022 General Plan, the parcels were re-designated General
Commercial (GC), which encompasses commercial zoning districts intended for highly
visible and accessible shopping opportunities along arterial corridors, such as C-5,
supporting a range of retail, service, recreational, cultural, business, and educational
uses. No substantial changes to the project, no changes in circumstances, and no new
information requiring major revisions to the EIR have been identified. Accordingly, no
subsequent or supplemental EIR is required pursuant to CEQA Guidelines Section
15162.
In addition, the proposed zoning amendment is exempt from further environmental review
be seen with certainty that the action will not result in a significant effect on the
environment. The zone change is administrative and policy-implementing in nature,
serves to maintain consistency between the Zoning Code and the General Plan pursuant
Ordinance No. NS-XXXX
Page 3 of 6
to Government Code Section 65860, and does not, by itself, enable or approve physical
development. Any future development would be subject to separate discretionary review
and project-level CEQA analysis, as applicable. Therefore, the environmental effects of
the proposed action have already been adequately analyzed in the 2022 General Plan
EIR, and no further environmental review is required. A Notice of Determination and
Notice of Exemption, Environmental Review No. 2026-05, will be filed for the Project
Section4.TheCityCounciloftheCityofSantaAna,afterconductingthe
public hearing, hereby approves Amendment Application No. 2026-02to changethe
zoning designation of the properties located at 2101 and 2109 EastSanta Clara Avenue
(APN: 396-261-26 and396-261-38) from A1 to C5. This decision is baseduponthe
evidencesubmittedattheabovesaidhearing,whichincludes,butisnot limited to: the
Request for Planning Commission Action dated February 23, 2026andexhibitsattached
hereto;and the public testimony, written and oral, all of which are incorporated herein by
this reference.
Section5.An amended Sectional District Map, showing the above described
changesinusedistrictdesignation,isherebyapprovedandattachedheretoasExhibitA,
andincorporatedbythisreferenceasthoughfullysetforthherein.
Section6.Ifany section,subsection,sentence,clause,phraseor portionof
this ordinance is for any reason held to be invalid or unconstitutional by the decision of
any court of competent jurisdiction, such decision shall not affect the validity of the
remaining portions of this ordinance.The City Council of the City of Santa Ana hereby
declares that it would have adopted this ordinance and each section, subsection,
sentence, clause, phrase or portion thereof irrespective of the fact that any one or more
sections, subsections, sentences, clauses, phrases, or portions be declared invalid or
unconstitutional.
Section7.This Ordinance shall become effective thirty (30) days after its adoption.
Section 8.TheClerk shall certify the adoption of this ordinance and shall
causethe same tobepublishedas required bylaw.
ADOPTED thisdayof ,2026.
Valerie Amezcua
Mayor
APPROVEDASTOFORM:
SoniaR.Carvalho
City Attorney
By:
Melissa M. Crosthwaite
Senior Assistant City Attorney
Ordinance No.NS-XXXX
Page4of6
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, Jennifer L. Hall, City Clerk, 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 , 2026 and that said ordinance was published in
accordance with the Charter of the City of Santa Ana.
Date:
City Clerk
City of Santa Ana
Ordinance No. NS-XXXX
Page 5 of 6
Exhibit A
Ordinance No. NS-XXXX
Page 6 of 6
AA No. 2026-02
Zone Change at 2101 and 2109 East Santa Clara Avenue
Exhibit 3 – Site Photo
21012109
Santa Clara Avenue, facing north
CITY OF SANTA ANA
Planning and Building Agency
-/pba
NOTICE OF PUBLIC HEARING
BEFORE THE CITY COUNCIL OF THE CITY OF SANTA ANA, CA
The City of Santa Ana encourages the public to participate in the decision-making process. This
notice is being sent to those who live or own property within 1000 feet of the project site, within
the city boundary, or who have expressed an interest in the proposed action. We encourage
you to contact us prior to the Public Hearing if you have any questions.
NOTICE IS HEREBY GIVEN -
Project Location:
Project Applicant:
Proposed Project: -
Environmental Impact:
envir-
Action Taken by the Planning Commission on February 23, 2026: that the City
-
-02:0:2
Meeting Details: Tuesday, April 7, 2026, at 5:30 p.m
Members of the public may attend this meeting in-person or join via Zoom.
-
ana--
Written Comments:
by e-- (reference
–
4:00 p.m.
Where To Get More Information:
---
Who To Contact For Questions:
- -
Note:
Si tiene preguntas en español, favor de llamar a Gema Zapien (714) 667-2732.
cho Kristie Ha (714) 667-2206.
1000’ RADIUS NOTIFICATION MAP
2101 and 2019 East Santa Clara Avenue
1000’ Ft. Buffer Map
Councilmember-Requested Item Report
DATE
April 7, 2026
TOPIC
City Council Initiated Proposal Review in Accordance with the City of Santa Ana
Affordable Housing Funds Policies and Procedures - Habitat for Humanity Affordable
Homeownership Project
COUNCILMEMBER-REQUESTED ITEM TITLE
Discuss and Consider Providing Direction to the City Manager and Community
Development Agency to Conduct a Review of a Proposed Habitat for Humanity
Affordable Homeownership Project at 502 East Pine Street, Including Evaluation of
Potential Affordable Housing Funding to Support the Project.
BACKGROUND
Habitat for Humanity of Orange County (“Habitat”) has requested that the City
Council review its proposal and approve a sole-source award of funding allowable
under the adopted Affordable Housing Funds Policies and Procedures utilizing the
City Council Initiated Proposal Review process (See Exhibit 1 on page 10).
The proposal involves the acquisition and rehabilitation of an existing 18-unit
condominium complex located at 502 East Pine Street, which currently operates as
rental housing (See Exhibit 2). Habitat proposes to rehabilitate the property and
convert the units into permanently affordable homeownership opportunities for low-
income working families in Santa Ana. Planned improvements include interior
rehabilitation of the units, upgrades to plumbing and electrical systems, and
improvements to shared amenities such as the courtyard, laundry facilities,
elevator, and parking structure.
The estimated total development cost is approximately $13.07 million, and Habitat has
requested $6 million in City affordable housing funding to support acquisition and
rehabilitation of the property.
Habitat anticipates completing acquisition, rehabilitation, and resale to qualified first-
time homebuyers within approximately 24 months after funding approval.
DISCUSSION
Santa Ana continues to face one of the most competitive housing markets in California,
where rising housing costs make homeownership increasingly out of reach for many
working families. While the City has made progress in supporting affordable rental
housing, opportunities for affordable homeownership remain limited.
This proposal represents an opportunity to:
CITY ATTORNEYCITY MANAGERCITY CLERK
Sonia R. CarvalhoAlvaro NuñezJennifer L. Hall
20 CIVIC CENTER PLAZA - P.O. BOX 1988, M31 - SANTA ANA, CALIFORNIA 92702
TELEPHONE (714) 647-6900 - FAX (714) 647-6954 - www.santa-ana.org
Expand homeownership opportunities for Santa Ana residents
Support working families building generational wealth
Preserve and improve an existing housing asset within the community
Stabilize neighborhoods and help prevent displacement
Leverage a proven nonprofit housing model that combines public investment,
volunteer labor, and homeowner partnership
Initiating a review of this project will allow staff to evaluate its feasibility and determine
whether City participation could advance Santa Ana’s goals around housing stability,
affordability, and long-term community investment.
Requested Scope of Report and Hearing
Direct the City Manager and Community Development Agency to:
1.Request a complete proposal from Habitat for Humanity.
2.Review and determine if complete proposal has met minimum threshold.
3.If minimum threshold is met, project to undergo an underwriting and subsidy layering
review analysis by a real estate advisor selected by the City, to be paid for by Habitat
for Humanity.
4.After the analysis has been completed, staff will present the real estate advisor’s
analysis and the proposal to City Council for direction without any recommendation(s)
from staff on funding or not funding the project.
SUBMITTED BY
Councilmember Benjamin Vazquez
EXHIBIT(S)
1. Affordable Housing Funds Policies and Procedures
2. Habitat for Humanity of Orange County request letter dated March 12, 2026 and
attachment
CITY ATTORNEYCITY MANAGERCITY CLERK
Sonia R. CarvalhoAlvaro NuñezJennifer L. Hall
20 CIVIC CENTER PLAZA - P.O. BOX 1988, M31 - SANTA ANA, CALIFORNIA 92702
TELEPHONE (714) 647-6900 - FAX (714) 647-6954 - www.santa-ana.org
Affordable Housing Funds
Policies and Procedures
City of Santa Ana
Housing Division
and
Housing Authority of the
City of Santa Ana
Originally Adopted March 20, 2018
st
1 Amendment: August 18, 2020
TABLE OF CONTENTS
I. INTRODUCTION 7
II. TYPES OF LOANS AND GRANTS 8
III. PROPOSAL SUBMITTAL AND REVIEW PROCEDURES 9
IV. PRE-LOAN COMMITMENT 19
V. LOAN TERMS AND CLOSING PROCEDURES 20
VI. PROJECT MONITORING AND REPORTING 22
VII. FUNDING SOURCES 23
Low and Moderate Income Housing Asset Fund 23
Inclusionary Housing Fund 26
HOME Investment Partnerships Program 28
Community Development Block Grant Program 32
Project-Based Voucher Program 34
Affordable Housing Funds Policies and Procedures Page 2
PURPOSE
On June 20, 2017, the City Council for the City of Santa Ana directed staff to develop a policy to
allocate affordable housing development funds and criteria for selection of projects. These
policies and procedures have been developed to guide how affordable housing funds and land
assets available to the City of Santa Ana are allocated, committed, loaned and monitored for
multi-family affordable housing development in the City.
INTENT
The intent of these policies and procedures is to provide a transparent, open and fair process for
developers, businesses, non-profit organizations, individuals and other entities interested in the
allocation of scarce affordable housing funds and land assets available to the City for affordable
housing development.
Affordable Housing Funds Policies and Procedures Page 3
Definitions
Available Funds: The total amount of Inclusionary Housing Funds, HOME Investment
Partnerships Program, Community Development Block Grant Program, Project-Based Voucher
Program, Low and Moderate Income Housing Asset Funds (Housing Successor Agency Funds)
and/or any other funds received by the City of Santa Ana for housing purposes as published on a
quarterly basis in the Housing Division Quarterly Report. Inclusionary Housing Fund In-Lieu
Fee pending payments and any other funds that have not yet been received by the City shall not
be considered Available Funds.
Affordability Restrictions: Covenants that shall run with the land and bind a property owner, its
successors, its assignees and every successor in interest to a property that the property owner will
make all subsidized rental units on the property available to extremely-low, very-low, low and/or
moderate-income households at rents affordable to such households for at least fifty-five (55)
years unless superseded by the regulations for an applicable program fund.
City: The City of Santa Ana when using the Inclusionary Housing Fund, HOME Investment
Partnerships Program, and/or Community Development Block Grant Program funds; or the
Housing Authority of the City of Santa Ana when using the Project-Based Voucher Program
and/or Low and Moderate Income Housing Asset Fund (Housing Successor Agency Fund).
Community Housing Development Organization (CHDO): A private nonprofit housing
development corporation which meets a series of HUD qualifications prescribed in the HOME
Program regulations, including the requirement that it is duly organized to provide decent
housing that is affordable to low- and moderate-income persons; maintains at least one-third of
-income neighborhoods, other low-income
residents, or elected representatives of low-income neighborhood organizations; and, provides a
formal process for low-income program beneficiaries to advise the organization in its decisions
regarding the design, siting, development, and management of affordable housing.
Community Based Development Organization (CBDO): A Housing Development Corporation
which meets the requirements of the CDBG Program regulations as defined in 24 CFR
570.204(a)(2)(c)(1), as amended from time to time.
Congregate Housing: A multi-family residential facility with shared kitchen facilities, deed-
restricted or restricted by an agreement approved by the City for occupancy by low or moderate
income households, designed for occupancy for periods of six months or longer, providing
services which may include meals, housekeeping and personal care assistance as well as
common areas for residents of the facility.
Deed of Trust: Legal title in the property that is transferred to the City, which holds it as security
for a loan provided by the City.
Development of Affordable Housing: The process of creating affordable housing through
acquisition and/or rehabilitation of eligible properties for rental or transitional housing;
Affordable Housing Funds Policies and Procedures Page 4
acquisition and conversion of non-residential property to multifamily rental housing units; and/or
new construction of housing units for rental housing.
Extremely Low-Income Household: Households with incomes that do not exceed 30% of the
Orange County area median income, adjusted for household size, as published by the U.S.
Department of Housing and Urban Development (HUD) from time to time.
Fair Market Rents: Maximum rents as published by HUD for the Housing Choice Voucher
Program for Orange County, adjusted for unit size.
Grant: Transfer of funds for purposes of financing the development of affordable housing, on
the condition that grantee remains in full compliance with the Regulatory Agreement. Unlike a
loan, the grant only becomes due and payable in the event that grantee is in default of the
Regulatory Agreement.
Nonprofit Housing Development Corporation (HDC): A private, nonprofit corporation with
proven capacity to develop, own and operate housing, and which has a valid 501(c)(3) or (4)
designation from the IRS.
Limited Equity Cooperative: A form of ownership whereby the residents form a cooperative
corporation which owns and manages the property, and where the return on residents' original
equity is limited to no more than 10%, as defined in the California Health and Safety Code
Section 33007.5.
Loan Agreement: A loan of program funds for purposes of developing affordable housing with a
Promissory Note secured by a Deed of Trust and Affordability Restrictions on the property.
Qualified Developer: A non-profit or for-profit affordable housing developer with proven
capacity to develop, own and operate affordable housing.
Low-Income Household: Households with incomes that do not exceed 80% of Orange County
area median income, adjusted for household size, as published by the U.S. Department of
Housing and Urban Development (HUD) from time to time.
Maximum Affordable Rent: A rent which does not exceed thirty percent (30%) of the maximum
income level of the income group being served (see "Low and Moderate Income Households"),
adjusted for unit size and utility costs.
For Low and Moderate Income Housing Asset Fund: the Maximum Affordable Rent for
households with incomes that do not exceed 120% of the area median income for Orange
County shall be 30% of 110% of such median income.
Moderate-Income Household: Households with incomes that do not exceed 120% of the Orange
County area median income, adjusted for household size, as published by the U.S. Department of
Housing and Urban Development (HUD) from time to time.
Affordable Housing Funds Policies and Procedures Page 5
New Construction: The construction of new housing, including, but not limited to, assembly of
factory-built modular housing, or conventional on-site construction.
Notice of Completion: Written notice issued by the owner of a project (or his or her agent) to
notify concerned parties that all work on the project has been completed.
Operating Reserve Account: An account established for the purpose of funding a deficit in the
Permanent Loan: A long-term (maturity period of 55 years) mortgage loan. Permanent loan
financing is obtained after completion of construction, usually to repay the short-term (non-
permanent) construction loan.
Promissory Note:
repayment of a Permanent Loan.
Rehabilitation: Correction of local code violations and removal of health and safety hazards;
upgrading of housing units to decent, safe and sanitary conditions to comply with the Housing
Quality Standards promulgated by HUD and with local standards; repair or replacement of major
building systems or components in danger of failure; and alterations, additions and
improvements to expand the number of affordable units, or needed to improve the basic
livability, energy efficiency, accessibility for the disabled, or security of the property, and to
reduce overcrowding.
Replacement Reserve Account: An account established for the purpose of funding major repairs
or replacement of capital components of a building which reach the end of their economic life
and require replacement.
Residual Receipts: The gross receipts from the property, less actual costs of operation,
administration, maintenance, taxes, insurance, utilities, management, approved replacement and
operating reserves, payments of principal and interest on loans senior to the City loan(s), and
required debt service coverage. The amount of Residual Receipts shall be calculated based on
the actual income and expenses set forth in the Annual Operating Budget required under the
Regulatory Agreement or recorded Affordability Covenants, as approved by the City.
Transitional Housing: A type of supportive housing used to facilitate the movement of homeless
individuals and families to permanent housing. Typically, transitional housing is housing in
which homeless people live for up to 24 months and receive supportive services that enable them
to live more independently. The supportive services may be provided by the organization
managing the housing or coordinated by them and provided by other public or private social
service agencies.
Very Low-Income Household: Households with incomes that do not exceed 50% of the Orange
County area median income, adjusted for household size, as published by the U.S. Department of
Housing and Urban Development (HUD) from time to time.
Affordable Housing Funds Policies and Procedures Page 6
I. INTRODUCTION
The City of Santa Ana provides financial assistance to support the acquisition, rehabilitation, and
new construction of properties to preserve and increase affordable housing opportunities for
lower income households through the following Programs:
Low and Moderate Income Housing Asset Fund (Housing Successor Agency Fund)
including land assets owned by the Housing Successor Agency
Inclusionary Housing Fund
HOME Investment Partnerships Program (HOME)
Community Development Block Grant Program (CDBG)
Project-Based Voucher Program (PBV)
Under these Funds and Programs , the City provides deferred payment loans and/or
grants to bridge the financial gap between available resources, including the borrower's/grante
equity and private financing, and the costs of developing affordable multi-family housing. The
Affordable Housing Funds Policies and Procedures (Policies and Procedures) provides an
overview of the types and terms of loans which are available, proposal requirements, review
procedures, selection criteria, loan commitment and closing procedures, and project monitoring
and reporting requirements of these varied Programs within one comprehensive source of
reference. \[Throughout this document, loans and grants may be referred to collectively as
loans except when the terms are unique to a loan or to a grant.\]
These requirements are minimum requirements for participation in City Programs and are
subject to approval by City Council. Meeting these requirements does not guarantee
participation in any Program. The City reserves the right to require additional qualifications
for individual projects. The City reserves the right to reject any and all proposals.
At a minimum these Policies and Procedur
progress to achieve the goals in the Housing Element each year. If it is determined that the
City is not making adequate progress to achieve the goals of the Housing Element, staff will
review these Policies and Procedures to determine whether they should be amended to more
effectively achieve the goals of the Housing Element.
These Programs are administered by the Housing Division of the City of Santa Ana (under the
direct supervision of the Housing Division Manager, the direction of the Executive Director of
Community Development, and the general supervision of the City Manager).
These Policies and Procedures should be interpreted in conjunction with Federal, State, and City
statutes and regulations governing the use of these funds. In the event of a conflict between
these Policies and Procedures and such statutes and regulations, the requirements of those
statutes and regulations shall prevail. All projects must comply with all applicable statutes and
regulations, which may include federal requirements contained in 24 CFR 92, 570, 982, and 983,
including, but not limited to, environmental reviews, labor and wage requirements, debarred
contractors, lead-based paint and equal opportunity. Leveraging of City dollars (to the extent
possible) with outside funding sources will continue to be a priority to preserve and increase
affordable housing opportunities for low income households.
Affordable Housing Funds Policies and Procedures Page 7
II. TYPES OF LOANS AND GRANTS
Program funds may be used for development loans for the following eligible purposes:
(1) The purchase of existing multi-family or other buildings for rent or sale to low- and
very low-income households and for the development of congregate housing for rent
to low- and very low-income persons with special needs (e.g. homeless individuals
and families, elderly, persons with a disability). Except for congregate housing,
existing buildings shall consist of four or more units, unless the Housing Division
Manager finds that a substantial public benefit will be provided by a project
consisting of less than 4 units.
(2) The purchase or lease of land and buildings for new construction or rehabilitation of
housing that may utilize available State and Federal housing assistance programs
such as Low-Income Housing Tax Credits, the Section 202 Supportive Housing for
the Elderly Program, tax-exempt bond financing, Section 811 Supportive Housing
Program, and/or other available State and Federal programs.
(3) The development of limited-equity housing cooperatives through either conversion
or new construction.
(4) The provision of interim loan funds for any of the above purposes prior to the
funding of a public or private loan. Eligible development costs for the above uses
include, but are not necessarily limited to:
a. site acquisition and preparation;
b. rehabilitation of dwelling units, common areas and related structures;
c. new construction;
d. carrying charges and financing fees;
e. architectural, legal, and organizational fees;
f. temporary or permanent tenant relocation costs; and
g. developer fees consistent with the policies described in Section IV below.
Affordable Housing Funds Policies and Procedures Page 8
III. PROPOSAL SUBMITTAL AND REVIEW PROCEDURES
Proposal Submittal
All Proposals for Program funds shall be submitted to the Housing Division and shall be
reviewed and recommended for approval to the Community Redevelopment and Housing
Commission for its review and recommendation for City Council or Housing Authority approval
through a transparent, open and competitive selection and review process as established in this
section.
The competitive selection process will begin with a determination by Housing Division staff that
the City has sufficient Available Funds to develop one or more affordable housing projects. If
the City has sufficient Available Funds to develop one or more projects, the Housing Division,
upon City Council approval, will issue a Request for Proposals (RFP), Request for Qualifications
for a certain amount of Available Funds. The RFP Process will be open
and provide sufficient time for applicants to identify an eligible site and complete and submit a
proposal in response to the RFP announcement. It will also align with annual funding cycles
through the Low-Income Housing Tax Credit Program. The RFP Process will be open for at least
one year with four (4) quarterly deadlines to submit a proposal scheduled throughout the year.
The RFP Process will be announced through notices to the following parties:
Interested Developers and Nonprofit Organizations on the Housing Divi
Process Database
o Developers and Nonprofit Organizations interested in being added to the RFP
Other affordable housing membership association resources (e.g. Southern California
Association of Nonprofit Housing, Kennedy Commission, 2-1-1 OC)
Public Notice in the local newspaper
Published on www.Planetbids.com
Proposals must meet the minimum requirements outlined in the RFP Process to ensure
compliance with available
received from qualified firms for projects consistent with the requirements of the Available
Fund(s) issued through the RFP Process. Proposals shall not e
total Available Funds as published on a quarterly basis in the Housing Division Quarterly
Report.
A Qualified Developer shall complete and submit to the Housing Division the
Proposal for Program funds and prepare all required attachments and exhibits, including, but not
limited to, the project proforma, budget, sources and uses, project management plan, tenant
selection and marketing plan, relocation plan (if applicable), signed purchase agreement and
escrow instructions, preliminary title report, and limited partnership documents (if applicable).
Affordable Housing Funds Policies and Procedures Page 9
Proposal Review
After each deadline for the Open RFP Process, the Housing Division staff shall review the
Proposal to determine that the minimum Program and RFP Process requirements are met
(minimum threshold review). Proposals that do not meet the minimum threshold review will be
considered non-responsive. If the Proposal meets the minimum threshold review, the Housing
Division will form a Review Panel. The Review Panel for the RFP Process will consist of at
Community Development Agency and one outside agency or government-entity. If an employee
is not available in one department, a second employee may be requested from one of the other
two departments so long as there are at least two of the three City Agencies represented on the
Review Panel.
Using the scoring and selection criteria provided in the RFP Process and provided below, the
Review Panel shall determine whether the proposal is recommended for a pre-loan commitment,
with or without conditions. Including the scoring and selection criteria, the Review Panel shall
review the design of the proposed project for appropriateness for the proposed target group,
compatibility with surrounding uses, cost effectiveness of construction, and appropriateness of
the design and construction for low maintenance and long term durability. Proposed projects
must receive a minimum threshold score of 75 points to move forward with the proposal review
process. If the Review Panel determines, in its discretion, that the Proposal may be
recommended for approval, the Housing Division shall request an underwriting and subsidy
layering review by a real estate advisor selected by the City. The real estate advisor shall
confirm the underwriting for the Project, the financial gap, and other programmatic requirements
related to the funding sources. If the Review Panel determines that the Proposal will not be
recommended for approval (i.e. the Proposal does not meet the minimum threshold score of 75
points), the Developer will be notified in writing of the decision and the result will be published
in the Housing Division Quarterly Report.
City Council Initiated Proposal Review
A Developer may submit a request for a sole source award of funding directly to the City
Council (the request cannot exceed the amount of the total Available Funds as published
on a quarterly basis in the Housing Division Quarterly Report). At least one Councilmember
must then submit a written request to staff to review . After a written
request has been received, staff will request a complete proposal from the Developer. After the
proposal has met a minimum threshold review by staff, the project will undergo an underwriting
and subsidy layering review analysis by a real estate advisor selected by the City, to be paid for
by the Developer. After the analysis has been completed, staff will present the real estate
analysis and the proposal to City Council for direction without any recommendation(s)
from staff on funding or not funding the project. If City Council requests a second real estate
analysis to be conducted, the City will pay for the second analysis, not the developer.
Affordable Housing Funds Policies and Procedures Page 10
By-Right Funding for Achieving City Goals and Objectives
If at any time a developer proposes a project that is located in a zoning district permitting
-such approvals do not require any discretionary
actions by the City, the developer may submit an application for by-right funding of extremely
low-income affordable housing units. Staff may then form a Review Panel to consider the
dapplication for by-right funding as quickly as possible using the scoring and
selection criteria from the Open RFP Process. This policy will expedite consideration of the
application for by-right funding. Only units serving households at 30% Area
Median Income and below may qualify for by-right funding under this application process. The
maximum per unit subsidy shall not exceed the maximum limits established by HUD for the
HOME Program at the time of submission of the application for by-right funding by the
developer. Applications for by-right funding may only request Inclusionary Housing Funds from
the City under the above-described process and the requested amount shall not exceed the
Quarterly Report. However, funding is subject to the availability of actual Inclusionary Housing
Funds. Additionally, the City reserves the right to amend these policies at any time, which could
affect the availability of such funding, or to deny funding for any project that the City determines
r this program.
Three-Year Goals for By-Right Funding Proposals:
The City of Santa Ana has established the following Goals for the next three years, to be
evaluated on an annual basis, for proposals submitted under this section. The Goals are
Element and based upon what affordable housing development projects that the City has
in the pipeline for development and estimates/goals for Year 3:
# of Extremely Low-
# of Very Low-Income # of Low-Income Units
Year Income Units at 30%
Units at 50% AMI at 80% AMI
AMI
1 54 111 9
2 54 33 38
3 115 82 34
TOTAL 223 226 81
Competitive Selection Criteria
In selecting among competing project proposals, consideration shall be given to projects that
meet the following General Principles:
Significantly increase affordable housing opportunities for large families (three- and four-
bedroom units).
Benefit a higher percentage of units for extremely low-income households with deeper
affordability.
Are cost effective with low operating costs (green building techniques).
Increase affordable housing opportunities for special needs populations, including
homeless individuals and families, persons with a disability, and seniors.
Are located in areas currently underserved by affordable housing developments.
Affordable Housing Funds Policies and Procedures Page 11
The following selection criteria, and may be modified from time to
time to address practical requirements arising from a particular solicitation
discretion:
COMPETITIVE SELECTION CRITERIA
1. LEVEL OF AFFORDABILITY AND TARGET POPULATION ELIGIBLE
(Max. 25 Points) POINTS
Project significantly increases affordable housing opportunities for large
10
families (three- and four-bedroom units)
Project provides a higher percentage of units for extremely low-income
10
households with deeper affordability
Project increases affordable housing opportunities for special needs
populations including, but not limited to, homeless individuals and families, 5
and persons with a disability
Sub-total 25
2. TIMELINESS TO BUILD NEW HOUSING (Max. 20 Points)
Project has demonstrated site control 7
Project is zoned appropriately 5
Project does not have any other site-related issues 5
/or 5-Year
3
Consolidated Plan
Sub-total 20
3. PROPERTY MANAGEMENT EXPERIENCE AND SKILLS
(Max. 15 Points)
Project is energy efficient and incorporates green-building techniques 6
Applicant's ability to manage affordable rental units to ensure ongoing
3
compliance with affordability requirements and long term financial solvency
Applicant's past experience in property management 3
Applicant's capacity and ability to quickly lease completed units 3
Sub-total 15
4. DEVELOPER EXPERIENCE AND SKILLS (Max. 15 Points)
Applicant's capacity and ability to obtain additional funding 4
Applicant's capacity and ability to obtain entitlements 4
Applicant's overall past and projected effectiveness to provide affordable
4
housing
Applicant's past and projected effectiveness to manage the construction
3
process and stay on schedule
Sub-total 15
5. LEVERAGING OF CITY FUNDS
(Max. 5 Points)
Applicant's potential or capacity to obtain additional financing 5
Sub-total 5
Affordable Housing Funds Policies and Procedures Page 12
6. ANTICIPATED CASH FLOWS (Max. 15 Points)
Project's proposed development costs are reasonable and comparable 3
Project's proposed rents are realistic 3
Project's operating costs are realistic and reasonable 3
Project has sufficient operating and replacement reserves 3
Project is projecting a positive cash flow through affordability period 3
Sub-total 15
7. PROJECT LOCATION (Max. 5 Points)
Project is located in an area currently underserved by affordable housing 5
Sub-total 5
TOTAL ELIGIBLE POINTS 100
Developer Input on In-Lieu Fee Payments to the Inclusionary Housing Fund
Under Section 41-
input regarding what project the in lieu fees should be applied towards, but such input shall not
be dispositive. The in-lieu fees collected by the City are City funds over which the City has
com
their in-lieu fees, input must be submitted in writing within no more than 90 calendar days from
the date payment of the in-lieu fees are deposited with the City. The will be
worth up to five (5) bonus points awarded to the applicant within the RFP Process through the
Competitive Selection Criteria provided above. The bonus points do not guarantee that the
project will be funded with the in-lieu fees paid by the Developer that provided the input.
Determination of Reasonable Costs and Financial Feasibility
A real estate advisor shall review the Applicant's estimates and projections of rents, expenses,
reserves and development costs in accordance with industry-standard underwriting guidelines.
The Applicant shall provide a proforma and background documentation on all costs for the
analysis, as requested by the City. The City may recommend adjustments to cost and expense
amounts as appropriate to conform to current market and industry standards. The total amount of
the Program loan and all private loans shall not exceed the total development costs approved by
the City.
The maximum allowable purchase price shall not exceed the appraised value as evidenced by an
appraisal prepared by a California State Certified General Appraiser and approved by the
Housing Division, which is dated not more than six (6) months prior to the date of the proposal.
The appraisal may not determine property value based solely on sales of properties financed by
public agencies.
The maximum affordable mortgage amount shall be calculated using the rent schedule proposed
by the Applicant as approved by the City, the proposed interest rate and terms of the primary
loan(s), and reasonable operating allowances and reserves, including a reserve to amortize a
mortgage, as needed.
Affordable Housing Funds Policies and Procedures Page 13
The requested City loan for a project shall not exceed the total amount of the gap between the
maximum affordable mortgage amount available from non-City sources plus funds available
from other sources of public subsidy, and the total development costs plus any on-going annuity
necessary to maintain affordable rent levels as defined in the Proposal.
All assisted units must maintain rents that do not exceed the Maximum Affordable Rent, as
defined in the Loan Documents, for the life of the loan in accordance with the terms of the loan
or other recorded Covenants. Syndicated projects must be structured such that ownership can
feasibly be acquired by the nonprofit General Partner at the end of the term of the limited
partnership agreement, when appropriate. When determining the maximum City loan, the real
estate advisor will review the rent schedule and annual cash flows to determine whether long-
term affordability is maintained. In cases where a rent subsidy program is used and the
mortgage is calculated on the basis of the subsidized rents, an "affordability reserve" may be
required, where the amount of the reserve shall be sufficient to cover the difference between
affordable rents and the subsidized rents.
Developer Fee
For new construction, acquisition and rehabilitation projects utilizing Low-Income Housing Tax
Credits, the developer fee shall not exceed the maximum fee allowed by the California Tax
Credit Allocation Committee. The Housing Division Manager may require the developer to
defer a portion of their developer fee, based upon an analysis by the real estate advisor, to make
the project feasible, reduce the amount of Program funds being requested for the project, or both.
Developer Capacity
Applicants must demonstrate the capacity to successfully develop the proposed project. The City
affordable housing, or inclusion of development team members with a successful record in
developing such housing. In addition, Applicants must demonstrate the financial and legal
capacity to undertake the proposed project.
Clear Title
The Applicant shall have the responsibility to obtain clear title to the property. As soon as
feasible, the Applicant will submit a preliminary title report for City review and written approval.
Staff shall review the state of title, including the conditions, covenants, restrictions, and legal
description of the property. In the case of title issues, the Applicant shall correct the state of title
and remove all exceptions to the title not consented to by the City before the City closes the loan.
Senior Financing
The Applicant shall secure other resources such as equity from syndication proceeds, tax exempt
financing, federal and state housing rental and development subsidies and available private
financing to minimize the amount of the City loan. The Applicant will submit to the City the
terms and conditions of all non-City financing as well as equity contributions for review. The
Affordable Housing Funds Policies and Procedures Page 14
Applicant must submit projected cash flows for the term of the loan, showing the maximum
possible increases (i.e. worst case scenario) in debt service per year, the projected rent and
expense increases, the means of making up any deficits, and projected payments of Residual
Receipts. The real estate advisor shall analyze the feasibility of the project to carry the loan(s),
and if feasible will review the terms of the non-City financing.
The City may, at its sole discretion, calculate the mortgage amount at the terms and rates of
available financing programs other than that proposed by the Borrower, if alternative terms and
rates are available that would reduce the amount of City subsidy required, and would otherwise
conform to the City/Agency requirements.
Management and Affirmative Marketing Plan
The Applicant shall prepare a Project Management Plan for City review and approval. The Plan
shall describe the Applicant's policies and procedures concerning:
(1) Affirmative marketing and tenant selection procedures, including proposal
procedures, prioritization of Santa Ana residents and workers (see Local Preference
section below) where possible; waiting lists, and lease agreements; and marketing
efforts and tenant selection procedures that will be used to attract eligible persons
from all racial, ethnic and gender groups, as well as persons living with disabilities,
in the housing market area to the available housing opportunities. The Plan should
describe the protocols for keeping records of affirmative marketing activities and
for keeping records of requests (from applicants and existing tenants) for all units
assisted with affordable housing funds;
(2) Procedures for determining tenant eligibility and certifying incomes. The Plan
should demonstrate sufficient outreach to disability-related service providers to
ensure that accessible units are occupied to the extent possible by those households
who need the accessibility features due to disability. The Plan should demonstrate
that the Developer conducted sufficient outreach to persons that meet the
qualifications identified in the Local Preference section below. An outreach plan
and results from outreach efforts should be maintained by the developer and
available to submit to the City upon request;
(3) Management/tenant relations and assistance to tenant organizations, including the
training and use of tenants to perform maintenance and management functions as
appropriate;
(4) Maintenance and repair services;
(5) On-site management facilities;
(6) Rent collection;
(7) Records and reporting requirements;
(8) Personnel and staffing;
(9) Compliance with all tenant protection laws, including Building and Health and
Safety Codes;
(10) Fee schedule; and
(11) Any other relevant issues requested by the City to be addressed.
Affordable Housing Funds Policies and Procedures Page 15
No person shall on the grounds of race, marital status, sex, color, age, religion, national origin,
ancestry, immigration status, physical disability, AIDS, sexual orientation, or any other protected
class, be excluded from participating in, be denied the benefits of, or be subjected to
discrimination under any program or activity funded in whole or in part with these funds.
Local Preference
Local preference for Santa Ana residents and workers in tenant selection shall be a requirement
of the and Programs. Local preference shall be a requirement
of the HOME, CDBG, and PBV Programs only if permitted by the federal government.
In evaluating a loan request, staff shall
cal preference goals and give priority to those loan applicants who administer their wait
lists using sorting protocols which result in outcomes where households who live or work in
Santa Ana are beneficiaries of City-funded affordable housing.
Subject to applicable tenant income limits and any preferences required by the laws of the United
States or the State of California (including, but not limited to, laws and regulations governing
nondiscrimination and preferences in housing occupancy), the Borrower shall give preference in
leasing units in the following order of priority:
1. First priority shall be given to persons who have been permanently displaced or who face
permanent displacement from housing in Santa Ana as a result of any of the following:
a.
Redevelopment Law (Health & Safety Code Sections 33000, et seq.) -- applicable
only to projects funded by the Low-Moderate Income Housing Asset Fund.
b. Ellis Act, owner-occupancy, or removal permit eviction;
c. Earthquake, fire, flood, or other natural disaster;
d. Cancellation of a Housing Choice Voucher HAP Contract by property owner; or
e. Governmental Action, such as Code Enforcement.
2. Second priority shall be given to persons who are either:
a. Residents of Santa Ana and/or
b. Working in Santa Ana at least 32 hours per week for at least the last 6 months.
c. Persons who seek to reside in Santa Ana as an accommodation to a mental or
physical disability.
ed as part of a multifamily development, such
accessible units should be first offered to existing occupants of the building (if applicable) who
are not occupying an accessible unit and who have indicated a need for the features of an
accessible unit. If no existing occupants of the building have indicated the need for the features
of an accessible unit, or if the building is being leased for the initial occupancy, then such
accessible units should first be offered to applicants who have indicated the need for the features
of an accessible unit, inclusive of the preferences above. The application of preferences may not
conflict with Section 504 of the Rehabilitation Act of 1973, 24 C.F.R. §100.202, and any other
preemptive laws that may be enacted regarding fair housing for persons living with disabilities.
Affordable Housing Funds Policies and Procedures Page 16
specifically as accessible units and which provide specific features to address the needs
of persons living with mobility impairments or persons living with sensory impairments.
Environmental Review
Project sites must be free from adverse environmental impacts or the proposed project must
successfully mitigate these impacts. The City shall assess the environmental effects of each
activity proposed to be carried out with City funding in accordance with the provisions of the
National Environmental Policy Act of 1969 (NEPA) and the California Environmental Quality
Act (CEQA), as applicable. For projects subject to NEPA review, no loan funds (except for
activities normally exempted from the environmental clearance requirements in 24 CFR Part
58.34) shall be released until the environmental review is completed, the notice of finding and
environmental assessment results are published, and the 15-day public comment period expires.
Prevailing Wages
Any contract for construction (rehabilitation or new construction) of affordable housing with 12
or more units assisted with HOME Program funds, 8 or more units if the project is assisted
with CDBG Program funds, or 9 or more units if the project is assisted with PBV Program
funds, must contain a provision requiring that not less than the prevailing wages paid in the
locality, as determined by the Secretary of Labor pursuant to the Davis-Bacon Act, will be paid
to all laborers and mechanics employed in the development of the project. Contractors and
subcontractors must comply with regulations issued under this Act and pertaining to labor
standards and HUD Handbook 1344.1.
Relocation
If necessary, the Applicant shall develop a plan for temporary relocation or permanent voluntary
relocation, where necessary, for review by the City. The Relocation Plan shall be in accord with
the requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970, and the implementing regulations at 24 CFR Part 42, and the California Relocation
Assistance Act, where applicable. There shall be no permanent involuntary tenant displacement.
In cases where tenants will be voluntarily displaced, the Applicant must submit a copy of a letter
to each tenant which details the tenants rights to relocation assistance.
waiver of relocation payments, the Applicant must submit a letter signed by the tenant indicating
assistance. In the absence of these
federal law will be responsible for paying the tenant the appropriate level of relocation
assistance.
Contracting Requirements
All Applicants will be required to submit an affirmative action/equal employment opportunity
plan indicating the methods that they will use to encourage the participation of certified Minority
Affordable Housing Funds Policies and Procedures Page 17
Business Enterprise/Women Owned Business Enterprise (MBE/WBEs) in their development
project. City staff will review the plan and competitive bid and selection process to ensure that
required procedures have been followed. City staff will also monitor construction to ensure that
MBE/WBEs are participating in the project as indicated in the construction contract.
All work shall be completed by State-licensed contractors which shall have Santa Ana business
licenses. All contracts must comply with competitive bidding requirements. All efforts shall be
made by the private owner or the Borrower to provide equal opportunity for employment without
discrimination as to race, marital status, sex, color, age, religion, national origin, ancestry,
physical disability, AIDS, sexual orientation, or any other protected class, in seeking contractors
and subcontractors.
Affordable Housing Funds Policies and Procedures Page 18
IV. PRE-LOAN COMMITMENT
Pre-Loan Commitment
Following the RFP Process, Proposal Review, Determination of Reasonable Costs and Financial
Feasibility, and conditional on meeting the other requirements and conditions outlined above, a
pre-loan commitment letter may be drafted by the Housing Division, reviewed and approved by
the Housing Division Manager the Executive Director of
Community Development, before being recommended for approval. The letter shall state the
maximum amount of program funds reserved for the project and list all of the additional
conditions, documents and steps that must be taken by the Borrower prior to loan closing.
After the pre-loan commitment letter has been drafted, staff will prepare a written staff report
recommending a commitment of funds for a proposal and explaining the reasons for the
commitment. The recommendation will be made first by the Housing Division to the
Community Redevelopment and Housing Commission (CRHC) to issue the commitment of
program funds to the project in the form of an award of program funds. If recommended by the
CRHC to City Council, a recommendation will then be made by the Housing Division to the City
Council and/or Housing Authority for final approval of the commitment of program funds by
motion adopted by the affirmative votes of at least two-thirds (2/3) of the members.
If approved by City Council and/or the Housing Authority, a notice of the issuance of the pre-
loan commitment shall be posted publicly, and a copy of such notice shall be published in a
newspaper of general circulation, no later than 21 days after the commitment is issued.
Upon issuance of a pre-loan commitment letter, the Housing Division shall work with the
Developer to secure all of their remaining financing. If the conditions and projections for the
project rent schedule or non-City loans changes or is modified after the pre-loan commitment
letter is issued, a second underwriting and subsidy layering analysis will be conducted by a real
estate advisor.
Conflict of Interest
No person who is an employee, agent, consultant, officer, or elected official or appointed official
of the City who exercises or has exercised any function or responsibility regarding activities
assisted with Program funds or who is in a position to participate in a decision making process or
gain inside information concerning these activities, may obtain a financial interest or benefit
from an activity, or have an interest in any contract, subcontract or agreement with respect
thereto, or the proceeds thereunder, either for themselves or those with whom they have family
or business ties, during their tenure or for one year thereafter.
Affordable Housing Funds Policies and Procedures Page 19
V. LOAN TERMS AND CLOSING PROCEDURES
Loan Terms
Permanent loans that are not grants shall be due and payable in no more than fifty-five (55) years
subject to the terms of the applicable Loan Agreement and recorded Affordability Restrictions.
If a developer requests a shorter term loan, the City would be willing to negotiate. However,
except for certain HOME funded projects, the Affordability Restrictions shall remain in effect
for at least 55 years.
Purchase Option
At the end of the permanent loan term, the City may have the option to take title to the property
in accordance with the terms of an option agreement if the owner of the property decides to sell
Interest Rates for Loans
The interest rate shall be set at either:
(1) The rate established by the Federal Home Loan Mortgage Corporation for the average
conventional commitment of a fixed rate, thirty-year (30) mortgage, and shall be
compounded annually; or
(2) When necessary to secure investor equity, interest rates of affordable housing projects
that include tax credits or conventional lenders, at 3% simple interest; or
(3) When the City loan is in a subordinate position to a first trust deed capital advance/loan
made under the U.S. Department of Housing and Urban Development (HUD) Section
202 or Section 811 Programs, the interest rate shall not exceed the highest permissible
rate on the applicable HUD Section 202 or Section 811 Program mortgages, under
authority of Chapter 24 of the Code of Federal Regulations (CFR), Subpart 885.410(g);
or
(4) When required to meet federal subsidy layering guidelines, at the Applicable Federal
Rate (that rate established by the Internal Revenue Service pursuant to Section 1274(d)(1)
of the Internal Revenue Code).
Loan Payments
Payments on permanent loans shall be made as follows:
(1) Payments of principal and interest shall be made annually to the City in an amount equal
to 50% of project Residual Receipts, if any. Payments shall be applied first to accrued
interest, and then to principal.
(2) The Borrower may elect to prepay the loan prior to the end of the term. However, the
Regulatory Agreement or recorded Affordability Covenants shall remain in full force and
effect for its term regardless of any prepayment.
Affordable Housing Funds Policies and Procedures Page 20
(3) If the Borrower violates the terms of the Regulatory Agreement or recorded Affordability
Covenants such that the City declares the loan in default, the entire amount of unpaid
principal plus accrued interest at the rate established at the time of closing shall be due
based on the terms of the agreement.
(4) Unless paid in full earlier, the remaining principal balance of the loan and accrued
interest shall be due and payable at the end of the term of the Promissory Note. Where
necessary to meet requirements of third party investors and with approval of the Housing
Division Manager, the City may allow the remaining principal and accrued but unpaid
interest to be payable only to the extent that the fair market value of the Project exceeds
the principal balance of the existing indebtedness secured by the property.
Security
The loan shall be secured as follows:
(1) The loan shall be secured by a Deed of Trust and Promissory Note which may be
subordinated to Deeds of Trust securing other Federal, State, City loans, or loans from
conventional financing institutions used in conjunction with the loan on the same
property. The City must approve all requests for subordination.
(2) The loan shall be further secured by a Regulatory Agreement or recorded Affordability
Covenants to assure that Program funds are used to provide long-term affordable rental
housing opportunities for low-, very low-, and extremely low-income households, as
applicable. The Borrower and the City shall execute the Regulatory Agreement or
recorded Affordability Covenants regulating project rents, tenant selection procedures,
use of project income, management and maintenance, transfer of property, and permitted
forms of ownership and use. The Regulatory Agreement or recorded Affordability
Covenants shall be recorded with the Deed of Trust.
Loan Closing Procedures
After the developer has secured all of their remaining non-City financing (e.g. Low-Income
Housing Tax Credits), the Housing Division will prepare draft loan documents following the
Loan Terms above, including a draft Loan Agreement, Promissory Note, Deed of Trust (or other
appropriate security as determined by the Housing Division Manager), and Regulatory
Agreement or recorded Office for review and
approval as to form. Requirements for a Regulatory Agreement or recorded Covenants may be
waived in the case of a project which is funded under the HUD Section 202 or Section 811
Program.
After the loan documents have been finalized, a recommendation will be made by the Housing
Division to the CRHC to approve the loan documents. If recommended by the CRHC to City
Council, a recommendation will then be made by the Housing Division to the City Council
and/or Housing Authority for final approval of the loan documents by motion adopted by the
affirmative votes of at least two-thirds (2/3) of the members. Funds may be disbursed following
execution and recording of the Loan Documents by the Borrower and the City Manager, and
compliance with all commitment conditions. Staff shall submit a request for release of funds
required for loan closing to the Executive Director of Finance. The Executive Director of
Finance may then authorize release of loan funds into an escrow account established for the loan
closing with instructions for disbursement.
Affordable Housing Funds Policies and Procedures Page 21
VI. PROJECT MONITORING AND REPORTING
The Housing Division shall monitor the project during rehabilitation or construction as needed
for compliance with any loan documents and applicable City, State and/or Federal regulations.
The Housing Division shall request notification of the final inspection and final construction
release from the primary lender, and shall review management practices and reporting
procedures with the borrower and project management agent at that time for full compliance with
Program requirements. A copy of the Notice of Completion for the project shall be submitted to
the Housing Division at the time the Notice is recorded.
Borrowers shall be required to certify annually that they have complied with affirmative
marketing and tenant selection procedures, and shall submit an annual report to the Housing
Division in the form specified by the Division. The Housing Division shall monitor compliance
with any Regulatory Agreement or recorded Affordability Covenants, the loan documents, and
applicable City, State and/or Federal regulations on an annual basis. Additional details regarding
the monitoring process will be included as part of the final Loan Documents.
Fair Housing and Equal Opportunity
Borrower shall post notices stating that a housing project is subject to Fair Housing and Equal
Employment Opportunity requirements of 24 CFR 92.350 and 351 at each project site.
Establishment and Use of Reserve Funds
Upon completion of project construction, the borrower will be required to capitalize a reserve
fund in an amount determined by the City and make annual contributions to the fund. The
reserve fund can be used for expenditures related to necessary structural and equipment
replacements and improvements of a capital nature, and is not intended to be used for ordinary
maintenance items.
Annual Reporting by the Housing Division
On a quarterly basis, the Housing Division shall prepare a report to the CRHC for its review and
recommendation for City Council approval. The quarterly report shall include details on at least
the following items:
(1) Loan Activity;
(2) Loan Portfolio Management and Monitoring;
(3) Proposals that were submitted during the previous quarter under the RFP Process but
were not recommended for approval by a Review Panel;
(4) Affordable Housing Projects under Development; and
(5) Available Funds for Affordable Housing Development Projects.
Affordable Housing Funds Policies and Procedures Page 22
VII. FUNDING SOURCES
Low and Moderate Income Housing Asset Fund
(Housing Successor Agency Fund)
Source of Funds
Funding sources for this program are generated from proceeds from the sale of former
Redevelopment Agency housing assets, residual receipts from former Redevelopment Agency
assets (i.e. loans), as well as a portion of the loan repayments from the former Redevelopment
Agency to the City. Sources are set aside for the purpose of increasing, improving and preserving
the communitys supply of low and moderate income housing as stipulated by California Health
and Safety Code Section 34176. (Further information on grant terms provided in Section III).
This fund includes land assets owned by the Housing Authority acting as the Housing Successor
Agency that must be developed for affordable housing or sold at or above fair market value to
increase the Low and Moderate Income Housing Asset Fund.
Eligible Borrowers/Grantees
Eligible borrowers are nonprofit Housing Development Corporations (HDCs) duly organized to
promote and undertake community development activities on a not-for-profit basis, or for-profit
housing developers or development corporations, with proven capacities to develop, own, and
operate affordable housing. Limited partnerships whose general partners are otherwise eligible
under the above are also eligible to borrow Program funds.
Eligible Projects
All new construction projects shall be affordable to households whose income, as adjusted for
household size, does not exceed 80% of area median income.
Eligible acquisition and/or rehabilitation projects will:
(1) have four or more apartments or be congregate housing or mobile home units, except
where the Housing Division Manager finds that the project will provide a substantial
public benefit;
(2) be in need of rehabilitation as defined herein;
(3) be located in the City of Santa Ana;
(4) be free from significant adverse environmental conditions, except those that can be
mitigated at a reasonable cost through rehabilitation; and,
(5) minimize tenant displacement.
Eligible Uses and Activities
Program funds can be used to make loans or grants to eligible borrowers who will provide
affordable housing, principally for low- and moderate-income households. Eligible uses of
deferred payment loan funds or grants include, but are not limited to, the following:
(1) acquisition and/or rehabilitation of eligible properties for rental or transitional
housing;
Affordable Housing Funds Policies and Procedures Page 23
(2) acquisition and conversion of non-residential property to multifamily rental housing
units; and
(3) new construction of housing units for rental or transitional housing.
Affordability Requirements
As required by State law, all projects shall be targeted to households earning 80% or less of the
area median income, based on the State of California Housing and Community Development
income and rent limits. State law also requires that at least thirty percent (30%) shall be
-
exceed thirty percent (30%) of the area median income and no more than twenty percent (20%)
affordable to and occupied by households between 60% of the area median income and 80% of
the area median income.
Units are considered affordable when the rent, less a deduction for a utility allowance, for a
very low-income household does not exceed thirty percent (30%) of 50% of the area median
income; for a low-income household does not exceed thirty percent (30%) of 60% of the area
median income.
Very low-income households are households whose incomes do not exceed 50% of the area
median income. Low-income households are households whose income does not exceed 80% of
the area median income. The area median income as referenced above is the Orange County
area median income figure, adjusted for household size, as published by the California
Department of Housing and Community Development (HCD) from time to time.
Security
The loan or grant shall be secured by a Deed of Trust and Promissory Note which may be
subordinated to deeds of trust securing other Federal, State, or City loans, or loans from
conventional financing institutions used in conjunction with the Low and Moderate Income
Housing Asset Fund loan on the same property. The City must obtain written commitments to
protect the investment in the event of a default. The City must approve all requests for
subordination.
The loan or grant shall be further secured by recorded Affordability Covenants and Restrictions,
running with the land, to assure that Program funds are used to provide long-term affordable
rental housing opportunities for low- and moderate-income households. The Borrower and the
City shall execute and record Affordability Covenants and Restrictions regulating project rents,
tenant selection procedures, use of project income, management and maintenance, transfer of
property, and permitted forms of ownership and use, including a prohibition on conversion of the
project to condominium or stock cooperative ownership for the term of the recorded
Affordability Covenants and Restrictions. The recorded Affordability Covenants and
Restrictions shall provide for the longest feasible time. Notwithstanding the above, the
Affordability Covenants and Restrictions would in no event, be shorter than any other term of a
Regulatory Agreement or Covenant recorded concurrently with the Citys Covenants and
Restrictions. The Affordability Covenants and Restrictions shall be recorded with the Deed of
Trust.
Affordable Housing Funds Policies and Procedures Page 24
In some circumstances, these Affordability Covenants and Restrictions may be subordinated by
the City, pursuant to Section 33334.14 of California Health and Safety Code, to liens,
encumbrances, or regulatory agreements of other federal or state agencies or lenders providing
financing for the project
protected.
Affordable Housing Funds Policies and Procedures Page 25
Inclusionary Housing Fund
Source of Funds
Funding for this program is provided using revenues generated through in-lieu fees from the City
of Santa Ana Housing Opportunity Ordinance (revised and adopted by City Council in October
2015).
Eligible Borrowers/Grantees
Eligible borrowers ar
promote and undertake community development activities on a not-for-profit basis, and which
have a valid 501(c)(3) or (4) designation from the IRS, or for-profit housing developers or
development corporations, with proven capacities to develop, own, and operate affordable
housing. Limited partnerships whose general partners are otherwise eligible under the above are
also eligible to borrow Program funds.
Eligible Projects
Funds can be used to increase and improve the supply of housing affordable to moderate (120%
AMI), low (80% AMI), very-low (50% AMI) and extremely-low income (30% AMI)
households in the City.
Eligible rehabilitation projects will:
(1) be in need of rehabilitation as defined herein;
(2) be located in the City of Santa Ana;
(3) be free from significant adverse environmental impacts, except those that can be
mitigated through rehabilitation; and
(4) avoid permanent involuntary tenant displacement to the greatest degree feasible in
order to carry out the program.
Eligible projects which involve new construction or conversion of an existing non-residential use
will conform to items (2), (3), and (4) above.
Eligible Uses and Activities
Funds can be used to make loans to eligible borrowers to provide affordable housing, for
moderate (120% AMI), low (80% AMI), very-low (50% AMI) and extremely-low income (30%
AMI) households, including, but not limited to, the following:
1. Acquisition and rehabilitation of eligible rental properties. Existing rental units may
be acquired, substantially rehabilitated and then income and affordability covenants
can be recorded on the units for rental or ownership.
a. Defined as rehabilitation of a dwelling unit that has substantial building and
supply as decent, safe and sanitary affordable housing. The housing must
comply with all local building and zoning codes and standards, including
energy efficiency and water conservation standards, and meet housing quality
standards in Section 882 of Title 24.
Affordable Housing Funds Policies and Procedures Page 26
2. Purchase and rehabilitation of homes with code-related issues for sale to low- and
moderate-income buyers;
3. New construction of rental housing units;
4. To pay for one-time programs and activities for code enforcement, quality of life and
general health and safety issues that directly relate, enhance, and promote affordable
housing projects and activities.
5. Acquisition and conversion of non-residential (e.g. commercial) property to
multifamily rental housing units;
6. Homeless services programs;
7. Security deposit assistance programs;
8. Immigrant-focused housing programs, services and activities for non-U.S. citizens;
9. Foreclosure and eviction prevention programs, services and activities.
Affordable Housing Funds Policies and Procedures Page 27
HOME Investment Partnerships Program
Source of Funds
Funding for this Program is provided through the U.S. Department of Housing and Urban
Development (HUD) HOME Program (including program income and residual receipts), and
therefore is subject to the federal rules and regulations found in 24 CFR Part 92, as amended
from time to time.
Eligible Borrowers/Grantees
promote and undertake community development activities on a not-for-profit basis, and which
have a valid 501(c)(3) or (4) designation from the IRS, or for-profit housing developers or
development corporations, with proven capacities to develop, own, and operate affordable
housing. Limited partnerships whose general partners are otherwise eligible under the above are
also eligible to borrow Program funds.
Eligible Projects
Projects eligible for HOME funding shall:
(1) be rental projects located in the City of Santa Ana;
(2) contribute to the achievement of the City's Strategic Plan and fair housing goals;
(3) involve 4 or more apartments which will be rented to eligible lower income
households at rents that do not exceed rents as defined by 24 CFR 92.252, as
amended from time to time. Projects serving persons with special needs, or where the
City Manager finds that the project will provide a substantial public benefit, may have
fewer than four units. Transitional or permanent supportive housing may be provided
(but not temporary shelters).
(4) have at least 20% of the HOME-assisted units rented to very low-income families
(50% of median income) under the terms and conditions set forth in 24 CFR 92.252
(2)(b);
(5) demonstrate financial feasibility -- including the ability to maintain rents for the
subsidized units at affordable levels for the periods specified in 24 CFR 92.252;
(6) be free of significant adverse environmental impacts, except those that can be
mitigated through the project itself;
(7) minimize tenant displacement;
(8) comply with all local building and zoning codes and standards, including energy
efficiency and water conservation standards, and meet housing quality standards in
Section 882.109 of Title 24. Newly constructed housing must meet the current
edition Model Energy Code of the Council of American Building Officials;
(9) make efficient use of public funds and avoid "layering" of subsidies beyond those
necessary to achieve a financially feasible project; and,
(10) have at least 51% of the project space be residential, if in a mixed use project.
Eligible Uses and Activities
HOME funds may only be used to finance new construction or acquisition and/or rehabilitation
of rental housing which is affordable to very low and low-income households as defined by 24
Affordable Housing Funds Policies and Procedures Page 28
CFR 92.2. Fifteen percent (15%) of the annual HOME fund allocation shall be set aside for
certified Community Housing Development Organizations
New construction costs eligible for HOME funding shall be as specified in 24 CFR Part 92,
including:
1. site acquisition;
2. site preparation costs (grading, filling, etc.);
3. financing costs as described in 24 CFR 92.206;
4. architectural, engineering, and other related soft costs;
5. the cost of extending or upgrading utilities to the site to support the proposed project;
6. construction costs;
7. relocation costs; and,
8. affirmative marketing and audit costs related to HOME program requirements.
Rehabilitation costs eligible for HOME funding include:
9. project acquisition with or without rehabilitation;
10. financing costs, as described in 24 CFR 92.206;
11. architectural, engineering, or other design costs;
12. utility upgrade or extension costs;
13. costs associated with demolition (where necessary) only if rehabilitation is
commenced within 12 months of demolition;
14. construction costs;
15. project audit costs; and,
16. affirmative marketing costs.
Ineligible Uses and Activities
The following costs are not eligible for HOME funding:
1. project reserve accounts for replacement or operating reserves, and operating
subsidies;
2. payment of impact fees;
3. land banking;
4. emergency repair or weatherization programs;
5. commercial properties;
6. temporary shelters; or
7. project-based rental assistance.
Affordability Requirements
HUD provides the following maximum HOME rent limits. The maximum HOME rents are the
lesser of:
1. The fair market rent for existing housing for comparable units in the area as established
by HUD; or
2. A rent that does not exceed 30 percent of the adjusted income of a family whose annual
income equals 65 percent of the median income for the area, as determined by HUD, with
adjustments for number of bedrooms in the unit. The HOME rent limits provided by
HUD will include average occupancy per unit and adjusted income assumptions.
Affordable Housing Funds Policies and Procedures Page 29
In rental projects with five or more HOME-assisted rental units, twenty (20) percent of the
HOME-assisted units must be occupied by very low-income families and meet one of following
rent requirements:
1. The rent does not exceed 30 percent of the annual income of a family whose income
equals 50 percent of the median income for the area, as determined by HUD, with
adjustments for smaller and larger families. HUD provides the HOME rent limits which
include average occupancy per unit and adjusted income assumptions. However, if the
rent determined under this paragraph is higher than the applicable rent under 24 CFR
92.252(a), then the maximum rent for units under this paragraph is that calculated under
24 CFR 92.252(a).
2. The rent does not exceed 30 percent of the family's adjusted income. If the unit receives
Federal or State project-based rental subsidy and the very low-income family pays as a
contribution toward rent not more than 30 percent of the family's adjusted income, then
the maximum rent (i.e., tenant contribution plus project-based rental subsidy) is the rent
allowable under the Federal or State project-based rental subsidy program.
To ensure that HOME investments yield affordable housing over the long term, HOME imposes
rent and occupancy requirements over the length of an affordability period. For homebuyer and
rental projects, the length of the affordability period depends on the amount of HOME assistance
to the project or buyer, and the nature of the activity funded.
Table 1-1: Determining the HOME Period of Affordability:
HOME Assistance per Unit or Buyer Length of the Affordability Period
Less than $15,000 5 years
$15,000 - $40,000 10 years
More than $40,000 15 years
New construction of rental housing 20 years
Refinancing of rental housing 15 years
Throughout the affordability period, income-eligible households must occupy the HOME-
assisted housing. When units become vacant during the affordability period, subsequent tenants
must be income eligible and must be charged the applicable HOME rent.
Other Requirements
Minimum Loan: All HOME investments must total not less than $1,000 multiplied by the
number of HOME-assisted units in the project.
Maximum Loan: The maximum amount of subsidy per unit shall not exceed the maximum
allowed by HUD under the HOME program (24 CFR 92.250), or that provided for under Section
IV, Loan Terms, of these Policies and Procedures, whichever is less. The City will avoid
unnecessary layering of subsidies from different federal, state and local programs and seek to
maximize the benefit to target households from the investment of HOME funds in a project. The
ximum subsidy per
unit for each project.
Affordable Housing Funds Policies and Procedures Page 30
Property Standards: Housing that is assisted with HOME funds must meet, at a minimum, the
, including all applicable local, State and Federal codes and
regulations. Newly constructed housing must also meet the current edition of the Model Energy
Code published by the Council of American Building Officials. Substantially rehabilitated
housing must meet the cost-effective energy conservation and effectiveness standards in 24 CFR
39.
Labor Standards/Construction Contracts: Any contract for construction (whether it is for
rehabilitation or for new construction) of affordable housing with 12 or more units assisted with
HOME funds must contain a provision requiring that not less than the prevailing wages paid in
the locality, as determined by the Secretary of Labor pursuant to the Davis-Bacon Act, will be
paid to all laborers and mechanics employed in the development of the project. Contractors and
subcontractors must comply with regulations issued under this Act and pertaining to labor
standards and HUD Handbook 1344.1. These provisions apply whether HOME funds are used
for construction or non-construction costs.
Lead-based Paint: Housing assisted with HOME funds constitutes HUD-associated housing for
the purpose of the Lead-Based Paint Poisoning Prevention Act and the Lead Safe Housing Rule,
and is therefore subject to 24 CFR Part 35. Unless otherwise provided, borrowers are
responsible for testing and abatement.
Affordable Housing Funds Policies and Procedures Page 31
Community Development Block Grant Program
Source of Funds
Funding for this program is provided through the U.S. Department of Housing and Urban
Development (HUD) Community Development Block Grant (CDBG) program (including
program income and residual receipts), and therefore is subject to the federal rules and
regulations found in 24 CFR Part 570, as amended from time to time.
Eligible Borrowers/Grantees
Eligible borrowers are community-based nonprofit housing developm
duly organized or with capacity to promote and undertake community development activities on
a not-for-profit basis, with proven capacity to develop, own and operate affordable housing,
within a neighborhood identified in the Community Development plan (Annual Action Plan).
Such organizations are defined in CDBG regulations (24 CFR 570.204(a)(2)(c)(1)). Nonprofit
develop, own, and operate affordable housing, and limited partnerships whose general partner(s)
is otherwise eligible under the above provisions, are also eligible to borrow Program funds if the
nonprofit partner is the managing general partner throughout the term of the loan and will
receive at least 51% of the developer fee. Nonprofit corporations must have a valid 501(c)(3) or
(4) designation from the Internal Revenue Service.
Eligible Projects
Eligible projects will: (1) have four or more apartment units or fewer than four units in the case
of congregate housing, mobile home units or where the Housing Division Manager finds that the
project will provide a substantial public benefit; (2) if new construction, have 51% of the units
occupied by low income tenants; (3) be free from significant adverse environmental impacts,
except those that can be mitigated; and, (4) avoid permanent involuntary tenant displacement to
the greatest degree feasible in order to carry out the program. Transitional or permanent
supportive housing may be provided. Rents of assisted units shall be affordable to households
whose incomes do not exceed 80% of the area median income.
Eligible Uses and Activities
Funds can be used to make loans to eligible borrowers to provide affordable housing, principally
for low and moderate income households, including, but not limited to:
(1) acquisition and/or rehabilitation of eligible rental properties;
(2) new construction of rental or limited equity cooperative housing by a CBDO is
eligible, provided the construction activity is carried out as part of a neighborhood
revitalization, community economic development or energy conservation project.
New housing construction carried out by an eligible CBDO must be part of a larger
effort to revitalize the nei
efforts based on a comprehensive plan, not just for the sake of the CDBG project);
Affordable Housing Funds Policies and Procedures Page 32
Ineligible Uses and Activities
Funds may not be used for the following activities:
1. the construction of new rental housing or for any program to subsidize or assist such
housing, except when carried out by a CBDO, provided the construction activity is
carried out as part of a neighborhood revitalization, community economic development or
energy conservation project;
2. to provide income payments for rent or utilities, except in emergency situations for a
period not longer than three months; or,
3. to assist rental housing properties if less than 51% of the units will be occupied by low
and moderate income households.
Compliance with Federal and Local Regulations
All projects must comply with all applicable federal requirements contained in 24 CFR Part 570
Subpart K, including, but not limited to, standards of financial management, environmental
review, labor and wage requirements, debarred contractors, lead-based paint and equal
opportunity. Borrowers should note:
Contract Requirements: All work shall be completed by licensed contractors. All contracts must
comply with competitive bidding requirements.
Labor Standards: A project with eight or more residential units must comply with the Federal
Labor Standards, including the Davis-Bacon Act requirements, as promulgated by HUD, and set
forth in 24 CFR Part 570, Subpart K in the performance of the rehabilitation or construction
work financed by the loan. Contracts over $10,000 must comply with Equal Opportunity
Affirmative Action requirements of Section 3 of the Housing Urban Development Act of 1968.
All efforts shall be made to provide equal opportunity for employment without discrimination as
to race, marital status, sex, color, age, religion, national origin or ancestry, and to seek out
qualified local tradespeople for contracting and subcontracting bids.
Lead-based Paint: Housing assisted with CDBG funds constitutes HUD-associated housing for
the purpose of the Lead-Based Paint Poisoning Prevention Act and the Lead Safe Housing Rule,
and is therefore subject to 24 CFR Part 35. Unless otherwise provided, borrowers are
responsible for testing and abatement.
Accessibility: All projects must comply with the federal Section 504 Disabled Accessibility
regulations contained in Sections 8.22 and 8.23 of Subpart C, 24 CFR Part 8.
Affordable Housing Funds Policies and Procedures Page 33
Project-Based Voucher Program
Source of Funds
Project-
Voucher Program. Funding for project-based vouchers comes from funds already obligated by
the U.S. Department of Housing and Urban Development to a PHA under its Annual
Contributions Contract. A PHA can attach up to 20 percent of its Annual Contributions Contract
to specific housing units if the owner agrees to either rehabilitate or construct the units, or the
owner agrees to set-aside a portion of the units in an existing development. The PHA can use up
to 20 percent of its housing choice vouchers for project-based vouchers.
Eligible Borrowers
promote and undertake community development activities on a not-for-profit basis, or for-profit
housing developers or development corporations, with proven capacities to develop, own, and
operate affordable housing. Limited partnerships whose general partners are otherwise eligible
under the above are also eligible to borrow Program funds.
Eligible Projects
Eligible projects include acquisition, rehabilitation, or new construction of rental housing
projects which:
1. The PHA may attach PBV assistance for units in existing housing or for newly
constructed or rehabilitated housing developed under and in accordance with an
Agreement.
a. Existing housingA housing unit is considered an existing unit for purposes of
the PBV program, if at the time of notice of PHA selection the units substantially
comply with HQS.
i. Units for which rehabilitation or new construction began after owner's
proposal submission but prior to execution of the Agreement to Enter into
a Housing Assistance Payments Contract do not subsequently qualify as
existing housing.
ii. Units that were newly constructed or rehabilitated in violation of program
requirements also do not qualify as existing housing.
Eligible Uses and Activities
Program funds can be used to enter into an Agreement with eligible borrowers who will provide
affordable housing, principally for low and moderate income households. Eligible uses of
Project-Based Voucher funds include, but are not limited to, the following:
(1) acquisition and/or rehabilitation of eligible rental properties;
(2) acquisition and conversion of nonresidential property to multifamily rental housing
units; and
(3) new construction of rental housing units.
Affordability Requirements
All units assisted under this program shall be affordable to households with incomes that do not
exceed 30% of median income.
Affordable Housing Funds Policies and Procedures Page 34
Compliance with Federal and Local Regulations
All projects must comply with all applicable federal requirements contained in 24 CFR 982,
including, but not limited to, environmental review, labor and wage requirements, debarred
contractors, lead-based paint and equal opportunity. Borrowers should note:
Contract Requirements: All work shall be completed by licensed contractors. All contracts must
comply with competitive bidding requirements.
Labor Standards: A project with nine or more residential units must comply with the Federal
Labor Standards, including the Davis-Bacon Act requirements, as promulgated by HUD, and set
forth in 24 CFR Part 570, Subpart K in the performance of the rehabilitation or construction
work financed by the loan. Contracts over $10,000 must comply with Equal Opportunity
Affirmative Action requirements of Section 3 of the Housing Urban Development Act of 1968.
All efforts shall be made to provide equal opportunity for employment without discrimination as
to race, marital status, sex, color, age, religion, national origin or ancestry, and to seek out
qualified local tradespeople for contracting and subcontracting bids.
Lead-based Paint: Housing assisted with PBV funds constitutes HUD-associated housing for
the purpose of the Lead-Based Paint Poisoning Prevention Act and the Lead Safe Housing Rule,
and is therefore subject to 24 CFR Part 35. Unless otherwise provided, borrowers are
responsible for testing and abatement.
Accessibility: All projects must comply with the federal Section 504 Disabled Accessibility
regulations contained in Sections 8.22 and 8.23 of Subpart C, 24 CFR Part 8.
Affordable Housing Funds Policies and Procedures Page 35
Affordable Housing Funds
Policies and Procedures
City of Santa Ana
Housing Division
and
Housing Authority of the
City of Santa Ana
Originally Adopted March 20, 2018
st
1Amendment:August 18, 2020
502 East Pine Street
Santa Ana, CA 92701
Overview: Habitat for Humanity of Orange County is evaluating the acquisition and rehabilitation of an existing
multifamily condominium complex located at 520 East Pine Street. The project will convert the property into
-income working families in Santa Ana.
Project Cost: $13,071,680
Condo Complex
Description: Multifamily complex originally developed as a condo complex and currently has inactive HOA. Desirable unit
mix consisting of 3, 2 bed/1.5 bath units, 10, 2 bed/1.5 bath townhomes, and 5, 3 bed/2 bath units. Three
units are two-stories. Amenities include controlled access, private patios
-bedroom
-
or balconies, elevator service, a gated subterranean parking garage, and on-site laundry. The complex has
been operating as a rental property with no individual condo owners.
Project Goal: Complete a major rehabilitation of unit interiors and common areas to improve safety, durability, and quality
of life for residents, while reducing future maintenance risk and ensuring long-
homeowners.
• Create for low-income working families
• Provide -time homeownership opportunities in Santa Ana’s competitive housing market
• Preserve and improve an existing housing asset in the community
• Stabilize housing for families and strengthen neighborhood vitality
• Support long-
Rehab Scope
(Preliminary): Habitat OC plans to complete substantial interior upgrades, including:
Interior painting
Plumbing and electrical systems will be assessed and, if necessary, upgraded to support long-term
performance and reliability.
The building currently has heating only and no air conditioning. Habitat will evaluate the feasibility and
cost of adding mini-split HVAC systems as part of the rehabilitation strategy, taking into account
electrical capacity, and long-term operating impacts.
To enhance safety and building function, Habitat OC will rehabilitate the common areas, including:
- Courtyard improvements, including and protective treatments as needed
- Laundry room upgrades
- Elevator improvements/renovation
Due Diligence
Plan:
and identify requirements, compliance obligations, and cost drivers. Planned assessments include:
Phase I Environmental Site Assessment
Lead-based paint testing
Asbestos testing, including testing of popcorn ceilings as applicable
Structural engineering review
HOA and Reserve
Considerations Habitat OC recognizes that HOA dues and reserves play a direct role in long-term homeowner stability. The
rehabilitation plan will prioritize improvements that:
Reduce future emergency repairs and unplanned assessments
Support appropriate reserve planning and long-term replacement cycles
Help mitigate upward pressure on HOA costs by addressing key building and common area needs
proactively
Timeline: -time
homebuyers within 24 months of a funding award. Habitat OC is requesting that the City Council Initiated
Proposal Review process be initiated now in anticipation of a potential funding consideration in September–
October 2026.