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HomeMy WebLinkAboutItem 32 - Redistricting Process for Ward BoundariesClerk of the Council Office www.santa-ana.org/cc Item # 32 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 7, 2021 TOPIC: Redistricting Process for Ward Boundaries AGENDA TITLE: Agreement with Bear Demographics and Research for Demographic Services and Public Participation Services Related to the 2021 Redistricting Process (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Bear Demographics and Research for consulting services, demographics analysis of census data, drawing of draft maps of proposed ward boundaries, public outreach, and interactive web tools related to the City's 2021 Redistricting Process for a one-year term expiring September 6, 2022 in an amount not to exceed $100,000, which includes the base amount of $71,500 and a contingency amount of $28,500 for additional unforeseen services at the City's sole discretion, subject to non -substantive changes approved by the City Manager and the City Attorney. DISCUSSION Each city with ward -based elections is required to update (redistrict) the ward boundaries every ten years, following the receipt of updated population data from each federal decennial census. It is anticipated that the 2020 federal census will be published and available to the City on September 20, 2021. Since the City of Santa Ana has ward -based elections for six Councilmembers and Citywide Mayor seat, the City is required to redistrict the ward boundaries prior to the next election of Councilmembers in 2022. Councilmember Wards 1, 3, and 5 were on the ballot on November 3, 2020, and Councilmember Wards 2, 4, and 6 will be on the ballot on November 8, 2022. Although the City recently established the ward boundaries on December 4, 2018 for the November 2020 election, the boundaries are based on the 2010 federal census, which means the City must now update the boundaries through the redistricting process based on the 2020 federal census. The United States Constitution requires a census count every ten (10) years of everyone residing in the United States. Census data is used for geographically defining legislative districts in the year following a census. Redistricting Process for Ward Boundaries September 7, 2021 Page 2 At the conclusion of each U.S. Census process, the City must conduct a process to analyze population data in order to redraw district boundaries to ensure that districts are substantially equal in population as required by the United States Constitution and in compliance with the federal Voting Rights Act of 1965. The California Voting Rights Act and the California FAIR MAPS Act have additional provisions with the purpose of ensuring equal access to voting and representation. Analysis The City of Santa Ana released a Request for Proposal (RFP) on February 8, 2021 and received 5 proposals. Staff conducted evaluations based on the vendor's qualifications including, but not limited to: knowledge and experience, key personnel, resources, and familiarity with the project scope of work. Ultimately, Bear Demographics and Research was selected. Bear Demographics and Research has redistricting experience, and has worked with many recognizable cities including the 2002 and City of Los Angeles City Council and Los Angeles Unified School District Education maps, and the 2012 Central Basin Municipal Water District Board of Directors map, and more recent 2020 Census -related litigation. They have also worked on a statewide level in the 2001 California State Assembly map. Bear Demographics' previous work indicates that they are very nimble, responsive, and flexible. They have also displayed a capability of meeting tight deadlines and remaining under budget over the course of decades. Given that the 2020 Census PL 94-171 data will not be released until the end of September 2021 as announced by the U.S. Census Bureau on February 19th, Bear Demographics' consistently excellent work combined with the ability to complete this task with plenty of time for the Orange County Registrar of Voters to finalize the redrawing of voter precinct boundaries makes them a strong choice for this project. This will be paramount to meeting the needs of the City of Santa Ana. Overview of Minimum Procedural Requirements for Redistricting Before adopting a final map of ward boundaries for the redistricting process, the City Council must hold at least four public hearings for the public to provide input regarding the composition of the Council wards (see California Elections Code Sections 21620- 21629). These hearings shall include: • At least one public hearing before maps are drawn. This hearing may be conducted by City staff, a consultant, or an advisory redistricting commission. • At least two public hearings after maps are drawn. • At least one public hearing or public workshop shall be held on a Saturday, on a Sunday, or after 6 p.m. on a weekday Monday through Friday. The City Council must take steps to encourage residents, including those in underrepresented communities and non-English speaking communities, to participate in Redistricting Process for Ward Boundaries September 7, 2021 Page 3 the redistricting public review process. A good faith effort satisfies the requirement and includes: • Providing information to media organizations that provide City news coverage, including media organizations that serve language minority communities. • Providing information through local community groups and organizations (including those active in language minority communities, those that are based on good government, civil rights, or civic engagement, and those that have requested to be notified concerning City redistricting). • Additionally, the City is required, upon request, to conduct the public hearings with live translation in "an applicable language" (which for Santa Ana are Spanish and Vietnamese languages). The City is required to publish information regarding draft maps and the redistricting process on the City's website. These publications are required to notify the public of upcoming hearings and explain the process, and to be maintained for at least ten years after the redistricting process is completed. The redistricting process must be completed, and a new ward boundary map must be adopted no later than April 17, 2022. Overview of Substantive Requirements for Redistricting Boundary Lines The substantive requirements of the Fair and Inclusive Redistricting for Municipalities and Political Subdivisions ("FAIR MAPS") Act for drawing ward boundaries are set forth in California Elections Code Section 21621, as summarized below. These legal requirements are identical to the requirements the City used when drawing the existing ward boundaries of Councilmember Wards 1 through 6: • Substantially equal population of residents (+/- 10%) in each ward based on census data. • Compliance with the Constitutions of the United States and California, and with the Federal Voting Rights Act ("FVRA"). These criteria are satisfied by developing wards that have substantially equal populations, are not designed with discriminatory intent, and are not designed with race as the predominant consideration. • Geographically contiguous, to the extent practicable. A ward is not contiguous if it includes areas that: a) meet only at the point of adjoining corners; or b) are separated by water and not connected by a bridge. • Geographic integrity of any local neighborhood or local community of interest shall be respected in a manner that minimizes its division, to the extent practicable. A "community of interest" is a population that shares common social or economic interests that should be included within a single ward for purposes of its effective and fair representation. • Boundaries should be easily identifiable and understandable by residents. To the extent practicable, wards shall be bounded by natural and artificial barriers, by streets, or by the boundaries of the City. Redistricting Process for Ward Boundaries September 7, 2021 Page 4 • Wards shall be geographically compact in a manner that nearby areas of population are not bypassed in favor of more distant populations, to the extent practicable. • Wards must not be adopted for the purpose of favoring or discriminating against a political party. Ward boundary alterations shall be made only by ordinance adopted by affirmative vote of at least two-thirds (2/3) of the full membership of the City Council in accordance with charter section 101.4. City Staff -Led Community Outreach Plan Staff will implement a community outreach plan, utilizing an increased number of community workshops along with various other mechanisms to encourage a substantial amount of public participation. One benefit of conducting community workshops without a commission is that the meetings will be less formal and will be more conducive to encouraging direct interactions between the public and technical experts (such as the City's consulting demographer). Staff would build on the successes of the 2018 process to which all members of the public were encouraged to participate, particularly including the outreach and translation services provided to Spanish and Vietnamese -speaking residents. The City Clerk's Office will commit to the following community outreach plan: Public Messaging • Social media engagement on Facebook, Instagram, Twitter, YouTube and NextDoor • New dedicated webpage on City's website for redistricting updates and information • Information provided via the City's electronic newsletter articles • Send notifications to various community outlets and neighborhood groups • Public notices posted at various City facilities • Display advertisements on local public access network by using Channel CTV3, available on Spectrum channel 3 and AT&T U-verse channel 99 • Mailers, infographics, and videos created by the City's outreach consultant Online Interactive Tools: • A new online interactive mapping tool will be established to allow residents to draw their own lines. The City's consulting demographer will provide training for the public on how to use the new online mapping tool • A designated email address will be established for members of the public to provide input and comments • An online form will be developed to encourage electronic submissions for "Communities of Interest Public Comment" in English, Spanish, and Vietnamese City staff will lead (with assistance from expert consultants, including a demographer) at least one public hearing before ward boundary maps are drawn, four community workshops, and at least two public hearings with draft boundary maps. Spanish and Vietnamese, and any other needed interpretation services will be offered at all public Redistricting Process for Ward Boundaries September 7, 2021 Page 5 hearings and community meetings. The outline provided below is based on the assumption that the City will receive the 2020 census data from the State of California on September 20, 2021. • September 2021: The U.S. Census Bureau sends federal census data to the State. The State then releases the census data to the public for use by the City in the redistricting process. • September 21, 2021: The City will hold its first public hearing before maps are drawn. • Public Input Workshops: Thursday, September 23, 2021, 6:00 p.m. — Pentecostal Church of God, 1025 W. Memory Lane Saturday, September 25, 2021, 10 a.m. — Delhi Center, 505 E. Central Ave. ➢ Monday, September 27, 2021, 6:00 p.m. — Southwest Senior Center, 2201 W. McFadden Ave. ➢ Tuesday, September 28, 2021, 6:00 p.m. — Salgado Recreation Center, 706 N. Newhope St. • October 5, 2021: The City will hold its second public hearing to present 2020 Census findings to the Mayor and City Council during a regular meeting, including redistricting process updates. • October 19, 2021: The City will hold its third public hearing to present staff recommended initial draft map (or maps) and accompanying technical report to Mayor and City Council during a regular meeting, along with public comment and submitted proposed maps analysis, and conduct the first public hearing on the draft map. • November 2, 2021: The City will hold the fourth public hearing on the draft map. • November 16, 2021: Present staff recommended final map for approval. Adoption of final map and first reading of ordinance by the City Council. • December 7, 2021: Adoption of final map and second reading of ordinance by the City Council. • April 17, 2022: Deadline to complete its redistricting process of adopting a final map of ward boundaries. Estimated Costs Redistricting Process for Ward Boundaries September 7, 2021 Page 6 Consultant - Demographer and Consulting Services $30,000 (project setup, coordination efforts, plan development, and implementation) Additional Charges: Outreach $20,000 Maptitude for Redistricting $4,000 User Friendly Mapping Digital -Interface $10,000 Website Maintenance $7,500 Contingency Funds $28,500 Total not to exceed $100,000 The above cost estimates are based on holding four public hearings and four community meetings. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the COTC-Service Enhancement Account. Fiscal Year Accounting Unit — Account No. Amount 2021-22 01107017-62300 $100,000 EXHIBIT(S) 1. RFP No. 21-018 2. Professional Services Agreement Submitted By: Daisy Gomez, Clerk of the Council Approved By: Kristine Ridge, City Manager EXHIBIT 1 REQUEST FOR PROPOSALS FOR DEMOGRAPHIC ANALYSIS AND CENSUS MAPPING SERVICES FOR CITY COUNCIL WARD REDISTRICTING RFP NO.: 21-018 THE OOEDEN CITY FOUNDED 1869 _,I CITY OF SANTA ANA CLERK OF THE COUNCIL 20 Civic Center Plaza Santa Ana, CA 92701 Daisy Gomez Clerk of the Council Office (714) 647-5235 di!omezAsanta-ana.orj! Approved for Release: Daisy Gomez Clerk of the Council Office of the Clerk of the Council KEY RFP DATES (Subiect to chance at the discretion of the City): Issue Date: Monday, February 8, 2021 Proposal Due Date: Monday, February 22, 2021 at 2:00 p.m. via email to cityclerk(csanta-ana.org 1 of 9 NOTICE INVITING PROPOSALS NOTICE IS HEREBY GIVEN that proposals will be received from qualified companies for demographic analysis and census -mapping services for city council ward redistricting. Responses to this Request for Proposals (RFP) will be accepted until Monday, February 22, 2021 at 2:00 p.m., Proposals received after this date and time will not be considered. It is the responsibility of the proposer to ensure that any sent proposal has sufficient time to be received by the City of Santa Ana prior to this proposal due date and time. RFP submittals will only be accepted electronically in PDF format. Proposals shall emailed to city. c�ksanta- anasorm and marked clearly with the following information, formatted as follows: "PROPOSAL FOR DEMOGRAPHIC ANALYSIS AND CENSUS MAPPING SERVICES FOR CITY COUNCIL WARD REDISTRICTING RFP NO.21-018" Attn.: Daisy Gomez Clerk of the Council 20 Civic Center Plaza; 8th Floor Reception Santa Ana, CA 92701 Only emailed proposals will be accepted. Late proposals will not be considered. All notifications, updates, and addenda will be posted on the City's RFP Bid page at https://pbsystem.planetbids.com/portal/20137/portal-home . Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal. 2of9 TABLE OF CONTENTS IPurpose....................................................................................................... 4 IIBackground.................................................................................................. 4 III Proposal Submittal Process.............................................................................. 5 IVProject Description........................................................................................ 5 V Scope of Services and Deliverables..................................................................... 6 VI City of Santa Ana Responsibilities..................................................................... 7 VIIProposal Requirements................................................................................... 7 VIIICommunications........................................................................................... 8 IX RFP Terms and Conditions.............................................................................. 8 X Cost of Response Preparation........................................................................... 9 XI Consultant Selection Process............................................................................ 9 XII Public Records Act........................................................................................ 9 3of9 I. PURPOSE The City of Santa Ana is soliciting proposals from demographic analysis and census mapping consultants to provide mapping, demographer expertise, public input facilitation, and support of the 2020 Census City Council District Redistricting for City of Santa Ana elected districts. The City is interested in a consultant with expertise and experience in the technical aspects of redistricting, community engagement and the Federal and California Voting Rights Act requirements. The City of Santa Ana seeks a consultant it can work effectively with to achieve project success. II. BACKGROUND The City of Santa Ana ("Santa Ana" or "City") is the county seat and second most populous city in Orange County, California. The United States Census Bureau estimated its 2011 population at 329,427, making Santa Ana the 57th most -populous city in the United States. Santa Ana is located in Southern California, adjacent to the Santa Ana River, about 10 miles away from the California coast. Founded in 1869, the city is part of the Greater Los Angeles Area, the second largest metropolitan area in the United States with almost 18 million residents in 2010. Santa Ana is a very densely populated city, ranking fourth nationally in that regard among cities of over 300,000 residents (trailing only New York City, San Francisco, and Boston). In 2011 Forbes ranked Santa Ana the fourth safest city of over 250,000 residents in the United States. In establishing the ward election boundaries adopted by the voters in 2018, the City undertook a comprehensive process of engaging the services of a demographer, providing community member's opportunities and tools to draft their own maps for Council consideration, holding community meetings and Council public hearings. The first Council election under the Ward map was held on November 3, 2020, and Council Wards 1, 3, and 5 along with the Mayor seat were on the ballot. In 2022, the City will have Wards 2, 4, and 6 along with the Mayor seat up for election using the 2018 adopted map. In the November 2022 election, voters will be asked to adopt a newly redistricted Ward map based on the new census data. 4of9 III. PROPOSAL SUBMITTAL PROCESS Proposals must be received by the City of Santa Ana no later than 2:00 p.m., Monday, February 22, 2021. Please submit proposals via email to city c�(csanta-ana.org . Late proposals will not be considered. City of Santa Ana Council lards Adopted December 4th, 2018 Ward 1 = Election on November 3, 2020 Ward 2 = Election on November 8, 2022 Ward 3 = Election an November 3, 2020 Ward 4= Election an November 8, 2022 Ward 5 = Election on November 3, 2020 Ward 6= Election on November 8, 2022 IV. PROJECT DESCRIPTION Miles Provide mapping, demographic analysis and community engagement support for the City of Santa Ana's 2020 Census City Council District Redistricting process that meets Federal and California Voting Rights Act requirements. 5of9 V. SCOPE OF SERVICES AND DELIVERABLES The City of Santa Ana seeks qualified firms, individuals or contractors that have expertise in: • Local jurisdiction electoral redistricting, primarily involving cities; • The Federal Voting Rights Act; • The California Voting Rights Act; • Mapping and balancing electoral districts; • Explaining complex topics to others who may be unfamiliar in the subject matter; • Presenting information in a public setting such as a City Council or community meeting; • Analyzing statistical, demographic, and census data, to support city staff, • Assisting City Council draw City Council district boundaries. Tasks and responsibilities of the selected consultant include: • Train the City Council in a public setting on the redistricting process, Federal Voting Rights Act, California Voting Rights Act, and other applicable election laws. • Assist and guide the process for the City Council selection of a preferred redistricting process led by either the City Council, a Committee, or a Commission. • Create a user-friendly digital interface that allows the City Council members and members of the public to draw their own district boundaries. The program should also guide the user in complying with all federal, state and local laws and requirements. • Lead a Multi-lingual (Spanish and Mandarin) Public Community Engagement Mapping Process • Evaluate the draft maps prepared by the City Council members and the public to determine whether they are population balanced and satisfy the requirements of the Voting Rights Acts. • Provide the training and digital interface in an objective, non -partisan informational manner, and not attempt to persuade the participants in any way. • Actively participate and present in all meetings, including community meetings and public hearings scheduled by the City that address the redistricting process. Meetings may be scheduled both virtually and in -person, as permitted by public health officials. • Assist with the preparation of staff reports and presentation materials for public hearings. • Upon receipt of the 2020 United States Census data, provide data summary files to the City Council and public, updating any digital interface previously used for demonstration and informational purposes. • Analyze whether the 2020 Census data requires modifications to the City of Santa Ana City Council districts. • If so, propose new district boundaries to the City Council based on feedback provided by the community and criteria set by the City Council that are population balanced and satisfy the requirements of the Voting Rights Acts. • Make modifications to the draft district boundary maps based on input from the City Council and community. • Be receptive to feedback and work effectively with the City Council, City Attorney's Office, and City staff. • Assist the City Council, City Attorney's Office, and City staff as may be required in all facets of developing and implementing the final district boundary map, including submission of maps to the Registrar of Voters. 6of9 • Other tasks requested by the City Council or City staff that relate to the redistricting process, such as facilitating requests for additional demographic data or advising on the Voting Rights Acts. Consultant will have a clear obligation for the City's redistricting process to meet full compliance with all applicable laws: • Review and advise on the City's redistricting process and final map to ensure compliance with the federal, state and local laws including: o Federal Voting Rights Act; o California Voting Rights Act; and o All other applicable federal, state and local laws. Consultant will also work closely with the City Attorney's Office to ensure the review and satisfaction of all legal requirements related to redistricting. VI. CITY OF SANTA ANA RESPONSIBILITIES The City of Santa Ana will provide support and input from staff, City Council, and the Executive Management Team. In their proposal, the Consultant shall define additional information, services and expertise needs from the City for the implementation of this project. VII. PROPOSAL REQUIREMENTS 1. Work product format: Draft and final deliverable work products shall be provided to the City via electronic files containing all text, exhibits, data, calculations and referenced documents supporting conclusions. Deadline: Late submittals will not be accepted. 2. Other format requirements: All text, exhibits and supporting data shall be submitted in a form that is editable by the City. Microsoft Word format shall be included with all text submittals. Proposal shall include consultant's proposed graphic and other software to be used to complete the project. 3. Cost summary: Please include an outlined cost summary in the scope of services. Any known or anticipated adjustments to billing rates shall be disclosed to the City in the proposal. The cost summary should include all staffing, technology, and related expenses. The cost structure should be structured as three alternatives: A. The consultant will work with City staff and a Council -appointed Committee to review criteria for changes, suggest redistricting criteria, and provide base maps. This alternative includes meeting with the Committee, providing a method for members of the public to develop boundary maps, community engagement, presenting at the Council public hearings, revising plans/maps after the Council public hearings, providing documentation of the Council -adopted plan and boundaries, and creating maps for the Registrar of Voters and City's website. B. The consultant will work with City staff and a Council -selected Commission to review criteria for changes, suggest redistricting criteria, and provide base maps. This alternative includes meeting 7of9 with the Commission, providing a method for members of the public to develop boundary maps, community engagement, presenting at the Commission public hearings, revising plans/maps after the Commission public hearings, providing documentation of the Commission -adopted plan and boundaries, and creating maps for the Registrar of Voters and City's website. C. Same as Alternative A with exception that there is no Committee and the consultant will work directly with City staff and the City Council. 4. Schedule: A preliminary project schedule/timeline shall be included in Consultant's proposal. The purpose of the schedule is to describe the anticipated duration of the tasks identified in the proposed scope of work once given a notice to proceed. 5. Qualifications: Proposals shall include a brief summary of up to four recent reference projects that best demonstrate the consultant team's relevant experience. Project summary shall provide sufficient information for the City to evaluate the specific contributions individual project team members had in completing deliverable items associated with a referenced project. A sample of a deliverable item shall be provided to the City upon request. 6.Ownership of work: All work products prepared by Consultant shall become the property of the City. There shall be no restrictions on the City's use, distribution or modification of work products. 7. Conflict of Interest: Throughout the term of any agreement resulting from the RFP, Consultant will not accept any employment or engage in any work, which creates a conflict of interest with the City of Santa Ana or in any way compromises the work to be performed under this RFP or any agreement resulting from this RFP. VIII. COMMUNICATIONS Questions regarding this RFP shall be submitted in writing to Daisy Gomez before the proposal submission date via email at dgomez(csanta-ana.org. We request that consultants notify the City (via email) of their interest in submitting a proposal for this project. The City responses to substantive questions will be shared with all consultants that notify the City. To ensure fair competition, all proposers will receive the same information and materials. IX. RFP TERMS AND CONDITIONS The selection of a consultant for this project and any agreements for services resulting from this Request for Proposals is dependent upon the recommendation of the City Council Governance Sub Committee with final approval by the City Council of the City of Santa Ana. The City reserves the right to waive any minor irregularities, informalities, or oversights at its sole discretion. The term "minor" as used herein means any Consultant or City irregularities or oversights that does not materially affect or alter the intent and purpose of this RFP, and is not in violation of any State of California rules, laws, and regulations that may apply to this procurement. 8of9 The City reserves the right to cancel in part or in whole or amend this RFP, to extend the date responses are due, and/or to re -solicit this Request for Proposals. Additional conditions: • Late Proposals are not acceptable and will not be reviewed. • The City reserves the right to request, receive, and evaluate supplemental information and clarifications during its evaluation of Proposals and the City will conduct this process in a fair and impartial manner. • Incomplete Proposals or inaccurate information may be cause for disqualification. • All materials submitted to the City will become the property of the City and will not be returned. X. COST OF RESPONSE PREPARATION Issuance of this RFP does not commit the City to award an agreement or to pay any costs incurred in preparation of a Proposal or any response to this RFP. The City will make no reimbursement for any cost incurred by a prospective Consultant for the preparation of a response to this Request for Proposals. XI. CONSULTANT SELECTION PROCESS All proposals submitted by the required deadline will be reviewed for adequacy, completeness, content, project approach, qualifications and other criteria developed during the review process. The City Council Governance Sub Committee may invite consultants who have submitted proposals, which pass the initial review, for interviews approximately two weeks after submittal. The City reserves the right to conduct interviews of those consultants who pass the initial review or select a consultant without conducting interviews. The contract will be awarded to the Consultant deemed by the City to be the best qualified for the scope of work. Consultants are encouraged to elaborate on their qualifications, performance data, and staff expertise relevant to the proposed project. XII. PUBLIC RECORDS ACT All proposals submitted in response to this RFP become the property of the City and are subject to the requirements of the California Public Records Act (California Government Code Section 6250 et seq.) Once a successful proposal is identified or all proposals are rejected, all proposals shall be deemed public records. The proposer must identify in writing all copyrighted material, trade secrets, or other proprietary information the proposer claims are exempt from disclosure under the Public Records Act. Proposers claiming exemption must include the following statement in their proposal: The proposer agrees to indemnify and hold harmless the City, its officers, employees, and agents from any claims, liability, or damages against the City, and to defend any action brought against the City for proposer's refusal to disclose such material, trade secrets, or other proprietary information to any party. Failure of a proposer to include this statement and/or identify in writing the claimed exempt material shall be deemed a waiver of any exemption from disclosure under the Public Records Act. Requests to review proposal submissions will not be allowed until after a Staff Recommendation is made. 9of9 EXHIBIT 2 AGREEMENT WITH BEAR DEMOGRAPHICS & RESEARCH LLC TO PROVIDE DEMOGRAPHIC ANALYSIS AND CENSUS MAPPING SERVICES THIS AGREEMENT is made and entered into on this 71h day of September, 2021 by and between Bear Demographics & Research LLC, a California limited liability company ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On February 8, 2021, City issued a Request for Proposals No. 21-018 ("RFP") to obtain professional consultant services for demographic analysis, census mapping, drawing draft maps, public outreach and interactive web tools for City Council ward redistricting. The RFP shall be fully incorporated by reference as though attached hereto. B. Consultant provided a timely proposal that was selected by City staff. Consultant represents that it is able and willing to provide such services to the City. The Consultant's proposal dated February 21, 2021 shall be fully incorporated by reference as though fully attached hereto. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount authorized during the term of this Agreement shall not exceed one hundred thousand dollars and zero cents ($100,000.00). This amount is comprised of (1) the base amount of seventy-one thousand five hundred dollars and zero cents ($71,500.00) and (2) a contingency amount of twenty-eight thousand five hundred dollars and zero cents ($28,500.00) for additional services at the City's sole discretion. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment Page 1 of 9 need not be made for work, which fails to meet the standards of performance set forth in the Recitals, which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above for a one (1) year term ending September 6, 2022, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data, which were provided, to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance including, but not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: Page 2 of 9 single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. Professional liability (errors and omissions) insurance with a limit no less than $1,000,000 per occurrence or claim. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity. V. Consultant shall supply City with a fully executed additional insured endorsement. g. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. h. Other Insurance Provisions- The insurance policies are to contain, or be endorsed to contain, the following provisions: 1) Additional Insured Status -The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished Page 3 of 9 in connectionwith such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least as broad as ISO Form CG 2010 1185 or bothCG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used). 2) Primary Coverage -For any claims related to this contract, the Consultant's insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant's insuranceand shall not contribute with it. 3) Notice of Cancellation- Each insurance policy required above shall state that coverage shall not be canceled, except withnotice to the City. 4) Waiver of Subrogation- Consultant hereby grants to City a waiver of any right to subrogation, which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver (fsubrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. 5) 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. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or City. 6) Acceptability of Insurers- Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the Entity. 7) Claims Made Policies- If any of the required policies provide coverage on a claims -made basis: a. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. c. If coverage is canceled or non -renewed, and not replaced with another claims -made policyform with a Retroactive Date prior to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract work. 8) Verification of Coverage- Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage requiredby this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing allpolicy endorsements to City before work begins. Page 4 of 9 However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them.The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 9) Subcontractors- Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. 10) 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. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. Page 5 of 9 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. 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. Page 6 of 9 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services, which are the subject to this Agreement performed by City personnel or by other Consultants retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Clerk of Council may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work, which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. Page 7 of 9 17. 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. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To Consultant: Bear Demographics & Research LLC 4928 Sancola Avenue Los Angeles, CA 91601 Tel: (323) 708-2478 ajwestall@gmail.com 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 Page 8 of 9 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement. This shall not apply where the Parties are currently engaged and Consultant is providing services not contemplated by this Agreement 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: Daisy Gomez, MMC Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: c�c- A. Rau Laura A. Rossini Chief Assistant City Attorney CITY OF SANTA ANA Kristine Ridge City Manager CONSULTANT: Andrew Westall Principal and Owner Page 9 of 9 Exhibit A Section 4 -- Preliminary Project Approach and Timeline Having served several different Commissions and City Councils in a similar capacity, the team is poised to approach this project with a determined structure and timeline that fully develops all of the City's abilities and opportunities to maximize public input, while delivering the expert guidance, technical reports, and tasks necessary to complete the City Council and/or Commission's work in a non -partisan and transparent manner. Depending on how the City structures the process, this timeline is subject to modification between the start of the contract and the deadline of April 17, 2022 (AB 849) for the Mayor and Council to finalize a plan. General objectives include: • Collaborating, working with, and taking direction from the Mayor and City Council develop a plan of action that is structured and meets the objectives, criteria, and timeline developed and adopted by the City, in coordination with the Clerk of the Council Office and City staff. • Providing the entire spectrum of technical and geographic possibilities and options to the City within the legal parameters of redistricting. • Maintaining flexibility, efficiency and nimbleness to ensure all deadlines are met consistently and within budget. • Continuous and open lines of communication with the Clerk of the Council Office, City staff, the Mayor and City Council, and members of the public (at the direction of the City). This can be achieved by email, phone, virtual online meeting, or in -person (as needed or allowable under state and local health guidance). Below is a standard methodology for the City process that serves as a baseline of the many steps necessary to complete the City's work. Given that the 2020 Census PL 94-171 data was released on August 12, 2021, our consistently excellent work product and ability to complete this task (April 17, 2022 as required by AB 849) with plenty of time for the Orange County Registrar of Voters to begin the redrawing of voter precinct boundaries prior to the November 2022 Municipal Election will be essential for the City to satisfy its legal requirements. The official Census data set for use by the City of Santa Ana from the State of California is anticipated to be released no later than 30 days after the release of the 2020 Census PL 94-171 data, allowing the City to begin looking at draft maps in October 2021. This data will include the reallocated prison population data to the inmate's point of origin as of April 1, 2020 as required by state law (AB 420 and AB 849) to be included in the redistricting process. 1. Work with the Clerk of the Council Office and City staff to finalize and gain staff approval of consultant -developed training materials and presentation on redistricting. 2. Work with the Clerk of the Council, and City staff to identify all scope of work written tasks that shall be translated into Spanish, Chinese, and any other languages (e.g. Vietnamese, etc.) as needed. All written translation will be conducted by the City. All materials that require translation shall be submitted to City staff or the requisite vendor at least seven working days in advance of publication. 21 Section 4 - Preliminary Project Approach and Timeline (cont.) 3. Create a user-friendly digital interface that allows the Mayor, City Council, and members of the public to draw their own district boundaries. The program will also guide the user in complying with all applicable laws and requirements to the extent practicable. 4. Work with the Clerk of the Council Office and City staff to finalize and gain staff approval of the digital interface for public distribution and made available as a link on the City's website. S. Work with the Clerk of the Council Office and City staff to finalize and gain approval of public training workshop materials and presentation of the digital interface. First Council Meeting (September 21") — Train the Mayor and City Council during a regular meeting on the redistricting process, federal Voting Rights Act, California Voting Rights Act, California Fair Maps Act, and all other applicable state and federal election laws. Present digital interface and public workshop presentation to the Mayor and City Council. 7. Conduct outreach for four public input workshops to the public on redistricting and the digital interface in an objective, non -partisan informational manner. Verbal translation for outreach materials will be provided by the City as required by state law. (continued until the final workshop). Upon receipt of the 2020 Census and PL 94-171 data, work with the Clerk of the Council Office and City staff to finalize and provide data summary and geographic files in standard map and data formats (e.g. Maptitude, Mapinfo, ArcGIS, .DBF, etc.) for public distribution with downloadable files available on the City's website. 9. Analyze whether the 2020 Census data requires modifications to the Council Ward districts and report the findings to the Clerk of the Council Office and City staff. 10. Work with the Clerk of the Council Office and City staff to finalize and gain staff approval of consultant -developed 2020 Census materials and presentation. 11. Conduct outreach for one public input hearing to the public on redistricting in an objective, non -partisan informational manner. Verbal translation for outreach materials will be provided by the City as required by state law. October 2021 12. Second Council Meeting (October 5th) - Present 2020 Census findings to the Mayor and City Council during a regular meeting, including redistricting process updates. 13. Evaluate draft maps prepared by the public to determine whether they are population balanced and satisfy the requirements of the Voting Rights Acts and share findings with the Clerk of the Council Office and City staff. 14. Work with the Cleric of the Council Office and City staff to finalize and gain staff approval of a written summary of all public input submitted at the training workshops, 22 Section 4 M Preliminary Project Approach and Timeline (cant.) in writing, as a proposed map, or during the public hearing comment periods prior to the release of a draft map. 15. Propose new district boundaries to the Clerk of the Council Office and City staff based on feedback provided by the community and criteria set by the Mayor and City Council that are population balanced and satisfy the requirements of federal, state, and local laws. 16. Work with the Clerk of the Council Office and City staff to finalize and gain staff approval of the proposed initial draft map (or maps) and accompanying technical report for public release and presentation to the Mayor and City Council. 17. Third Council Meeting (October 19'') - Present staff recommended initial draft map (or maps) and accompanying technical report to the Mayor and City Council during a regular meeting, along with public comment and submitted proposed maps analysis. Proposed draft map (or maps) and technical report will be published seven days in advance in accordance with the California Fair Maps Act. 18. Make modifications to the initial draft map (or maps) based on input from the Mayor and City Council and community in coordination with the Clerk of the Council Office and City staff. 19. Work with the Clerk of the Council Office and City staff to finalize and gain staff approval of revised final draft map and accompanying technical and written reports summarizing all public input on the proposed initial draft map (or reaps). 20. Fourth Council Meeting (November 16'h)- Present staff recommended revised final draft map and accompanying technical report to the Mayor and City Council along with public comment and analysis of all available public input. Proposed revised final draft map and technical report will be published seven days in advance in accordance with the California Fair Maps Act. Adoption of final map and ordinance by the Mayor and City Council. 21. Assist the Mayor and City Council, Clerk of the Council Office, and City staff in all facets of implementing the final district boundary map, including all deliverables needed for the Cleric of the Council and the Orange County Registrar of Voters to implement new voter precinct boundaries. Other Tasks Provided During Duration of Contract 22. Actively participate in all meetings and public hearings scheduled by the Mayor and City Council that address the redistricting process in accordance with local public health rules and orders. The team is located locally and is available to participate or meet in person as required by the City. 23. Provide additional Census, PL 94-171, Statewide Database, and American Community Survey demographic data upon request as practicable during the term of the contract. 23 Exhibit B Section 5 — Hourly Rates and Cost Summary The cost summaries Iisted below is all-inclusive of the work and costs that the team will undertake. The only exception to this proposal is the translation of documents into Spanish, Mandarin, and other possible languages, and the team would be happy to work with City staff to ensure such translation occurs in a timely manner as previously outlined in Section 4 of the proposal. Typically, this can be accomplished quickly by dovetailing on an existing City of Santa Ana or Orange County contract. All travel expenses will be incurred by the team if allowable by county and state health orders and guidance. We look forward to discussing this proposal further with you. Once again, thank you for your time and consideration. Alternatives A and C — Mayor and City Council Proposed Flat Rate $30,000 Demographer, Technical, and Mapping Consulting (120 estimated hours) $20,000 Outreach Services Consulting (100 estimated hours) $ 4,000 Maptitude for Redistricting (Caliper Corporation) Royalty Fee $10,000 User Friendly Mapping Digital -Interface $ 7,500 Website Development and Maintenance $71,500 Total Cost of Bid Proposal Alternative B - Commission Proposed Flat Rate $36,000 Demographer, Technical, and Mapping Consulting (140 estimated hours) $25,000 Outreach Services Consulting (125 estimated hours) $ 4,000 Maptitude for Redistricting (Caliper Corporation) Royalty Fee $10,000 User Friendly Mapping Digital -Interface $ 7,500 Website Development and Maintenance $82,500 Total Cost of Bid Proposal Additional Rates $275 per hour for additional demographichnapping/tecbnical services not within the scope of the contract. $200 per hour for additional outreach services not within the scope of the contract. $150 per hour for legal expert witness analysis/testimony after the expiration of the contract. M1 SAAr� ti U City of Santa AnaL4 Re districting Timeline ` SEPTEMBER 7, 2021 ,y1 PREPARED BY BEAR DEMOGRAHPICS & RESEARCH LLC Overview Each city with ward -based elections is required to update (redistrict) the ward boundaries every ten years, following the receipt of updated population data from each federal decennial census. 202o Census Public Law (PL) 94-171 data was released on August 12, 2021, and a deadline of adopting a map is April 17, 2022 Required by AB 849, the City is required to redistrict the ward boundaries prior to the next election of Councilmembers in 2022 The official Census data set for use for redistricting will be released within 3odays after the release of the 2020 Census PL 94-171 data and will include the reallocated prison population data to the inmate's point of origin as of April 1, 202o required by state law (AB42o and AB 849) zozi Council Meetings First Public Hearing —Tuesday, September zest , 5:45 pm Training session for the City Council and members of the public on the redistricting process. Second Public Hearing —Tuesday, October 5t", 5:45 pm Presenting the 2020 Census findings and providing redistricting process updates, Third Public Hearing —Tuesday, October i9t" , 5:45 pm Presenting staff the recommended initial draft map. Pre — Final Map Public Hearing —Tuesday, November 2nd , 5:45 pm Approving the revised final draft map and accompanying technical and writing reports. Final District Boundaries Map —Tuesday, November i6t", 5:45 pm Adoption of final map and first reading of ordinance by the City Council. Presentation & Adoption of Final District Boundaries Map —Tuesday, December 7t", 5:45 pm Adoption of final map and second reading of ordinance by the City Council. Community Workshops Pentecostal Church of God, 1025 W. Memory Lane — Thursday, September z3, 2021, 6:oo PM Delhi Center, 505 E. Central Ave —Saturday, September z5, 2021,1o:oo AM Southwest Senior Center, 2201 W. McFadden Ave — Monday, September z7, z021, 6:oo PM Salgado Recreation Center, 7o6 N. Newhope St. —Tuesday, September 28, 2021, 6:oo PM u Questions and Discussion