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HomeMy WebLinkAboutAgenda Packet_2023-12-05City Council Meeting Packet December 5, 2023 CLOSED SESSION MEETING – 5:00 PM REGULAR OPEN MEETING – 5:30 PM  (Immediately following the Closed Session Meeting) CITY COUNCIL CHAMBER 22 Civic Center Plaza Santa Ana, CA 92701 Valerie Amezcua Mayor Thai Viet Phan Councilmember – Ward 1 Benjamin Vazquez Councilmember ­ Ward 2 Jessie Lopez Mayor Pro Tem ­ Ward 3 Phil Bacerra Councilmember ­ Ward 4 Johnathan Ryan Hernandez Councilmember ­ Ward 5 David Penaloza Councilmember ­ Ward 6 Mayor and Council telephone: 714­647­6900 Agenda item inquiries: 714­647­6520 Sonia R. Carvalho City Attorney Tom Hatch Interim City Manager Jennifer L. Hall City Clerk In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings. CITY VISION AND CODE OF ETHICS The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows: Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture • Quality government services Mission ­ To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents. Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation • Transparency Code of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting in­person or join via Zoom. As a courtesy to the public, the City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet, or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3. PUBLIC COMMENTS – Members of the public who wish to address the City Council on closed session items, items on the regular agenda, or on matters which are not on the agenda but are within the subject matter jurisdiction of the City Council, may do so by one of the following ways: MAILING OPTION written communications – Public comments may be mailed to: Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santa­ana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received two (2) hours before the scheduled start of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­ 9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: i) closed session item, ii) general agenda item, iii) public hearing item, iv) special agenda item, or v) for Housing Authority item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak. IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in­person. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair. The following designated public comment periods are: 1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand  BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by 5:00 p.m. will not be permitted to speak.   2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not in the speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak. 3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.  4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.    TRANSLATION SERVICES ­ Spanish interpreting services are provided at City Council meetings. Simultaneous Spanish interpretation is provided through the use of headsets and consecutive interpretation (Spanish­to­English) in addition to those wishing to address the City Council at the podium.  La ciudad provee servicios de interpretación al español en las juntas del Consejo.  La interpretación simultánea al español se ofrece por medio del uso de audífonos y la interpretación consecutiva (español a inglés) también está disponible para cualquiera que desee dirigirse al consejo municipal en el podio. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CLOSED SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO CLOSED SESSION PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position 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: Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County Superior Court, Case No. 30­2022­01284596 2.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive Director Employe Organization: Santa Ana Police Officers Association (POA) RECONVENE – City Council will reconvene to continue regular City business. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL PLEDGE OF ALLEGIANCE Mayor Amezcua WORDS OF INSPIRATION Police Chaplain ADDITIONS\DELETIONS TO THE AGENDA CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 1 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity Clerk In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting, contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supporting documentation can be found on the City’s website – www.santa­ana.org/city­meetings. CITY VISION AND CODE OF ETHICS The City of Santa Ana is committed to achieving a shared vision for the organization and its community. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtful and inclusive process designed to set the City and organization on a course that meets the challenges of today and tomorrow, as follows: Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment in youth • Safe and healthy community • Neighborhood pride • Thriving economic climate • Enriched and diverse culture • Quality government services Mission ­ To deliver efficient public services in partnership with our community which ensures public safety, a prosperous economic environment, opportunities for our youth, and a high quality of life for residents. Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility • Innovation • Transparency Code of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008, voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting in­person or join via Zoom. As a courtesy to the public, the City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet, or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3. PUBLIC COMMENTS – Members of the public who wish to address the City Council on closed session items, items on the regular agenda, or on matters which are not on the agenda but are within the subject matter jurisdiction of the City Council, may do so by one of the following ways: MAILING OPTION written communications – Public comments may be mailed to: Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santa­ana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received two (2) hours before the scheduled start of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­ 9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: i) closed session item, ii) general agenda item, iii) public hearing item, iv) special agenda item, or v) for Housing Authority item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak. IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in­person. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair. The following designated public comment periods are: 1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand  BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by 5:00 p.m. will not be permitted to speak.   2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not in the speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak. 3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.  4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.    TRANSLATION SERVICES ­ Spanish interpreting services are provided at City Council meetings. Simultaneous Spanish interpretation is provided through the use of headsets and consecutive interpretation (Spanish­to­English) in addition to those wishing to address the City Council at the podium.  La ciudad provee servicios de interpretación al español en las juntas del Consejo.  La interpretación simultánea al español se ofrece por medio del uso de audífonos y la interpretación consecutiva (español a inglés) también está disponible para cualquiera que desee dirigirse al consejo municipal en el podio. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CLOSED SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO CLOSED SESSION PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position 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: Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County Superior Court, Case No. 30­2022­01284596 2.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive Director Employe Organization: Santa Ana Police Officers Association (POA) RECONVENE – City Council will reconvene to continue regular City business. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL PLEDGE OF ALLEGIANCE Mayor Amezcua WORDS OF INSPIRATION Police Chaplain ADDITIONS\DELETIONS TO THE AGENDA CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 2 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics and Conduct for elected officials and members of appointed boards, commissions, and committees to assure public confidence. The following are the core values expressed: • Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • Efficiency Members of the public may attend the City Council meeting in­person or join via Zoom. As a courtesy to the public, the City Council meeting will occur live via teleconference Zoom webinar. You may view the meeting from your computer, tablet, or smart phone via YouTube LiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrum channel 3. PUBLIC COMMENTS – Members of the public who wish to address the City Council on closed session items, items on the regular agenda, or on matters which are not on the agenda but are within the subject matter jurisdiction of the City Council, may do so by one of the following ways: MAILING OPTION written communications – Public comments may be mailed to: Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All written communications received via mail by 4:00 p.m. on the day of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. SENDING E­MAIL OPTION – Public comments may be sent via email to the City Clerk’s office at eComment@santa­ana.org. Please note the agenda item you are commenting on in the subject line of the email. All emails received two (2) hours before the scheduled start of the meeting will be distributed to the City Council and imaged into the City’s document archive system which is available for public review. LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide live comments during the meeting by Zoom or Conference Call. To join by Zoom click on or type the following address into your web browser https://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­ 9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerk when it is time for a: i) closed session item, ii) general agenda item, iii) public hearing item, iv) special agenda item, or v) for Housing Authority item. You may request to speak by dialing *9 from your phone or you may virtually raise your hand from Zoom. After the Clerk confirms the last three digits of the caller’s phone number or Zoom ID and unmutes them, the caller must press *6 or microphone icon to speak. Callers are encouraged, but not required, to identify themselves by name. Each caller will be provided three (3) minutes to speak, unless due to the number of speakers wanting to speak a decision is made to provide a different amount of time to speak. IN­PERSON OPTION ­ Members of the public can provide in­person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in­person. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council must do so by submitting a “Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m. for all other designated public comment periods as listed below. Cards will not be accepted after the Public Comment Session begins without the permission of the presiding chair. The following designated public comment periods are: 1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand  BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by 5:00 p.m. will not be permitted to speak.   2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not in the speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak. 3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.  4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.    TRANSLATION SERVICES ­ Spanish interpreting services are provided at City Council meetings. Simultaneous Spanish interpretation is provided through the use of headsets and consecutive interpretation (Spanish­to­English) in addition to those wishing to address the City Council at the podium.  La ciudad provee servicios de interpretación al español en las juntas del Consejo.  La interpretación simultánea al español se ofrece por medio del uso de audífonos y la interpretación consecutiva (español a inglés) también está disponible para cualquiera que desee dirigirse al consejo municipal en el podio. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CLOSED SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO CLOSED SESSION PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position 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: Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County Superior Court, Case No. 30­2022­01284596 2.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive Director Employe Organization: Santa Ana Police Officers Association (POA) RECONVENE – City Council will reconvene to continue regular City business. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL PLEDGE OF ALLEGIANCE Mayor Amezcua WORDS OF INSPIRATION Police Chaplain ADDITIONS\DELETIONS TO THE AGENDA CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 3 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair. The following designated public comment periods are: 1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide live comments on closed session items by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand  BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by 5:00 p.m. will not be permitted to speak.   2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDA ITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not in the speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak. 3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.  4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can provide comments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not be permitted to speak.    TRANSLATION SERVICES ­ Spanish interpreting services are provided at City Council meetings. Simultaneous Spanish interpretation is provided through the use of headsets and consecutive interpretation (Spanish­to­English) in addition to those wishing to address the City Council at the podium.  La ciudad provee servicios de interpretación al español en las juntas del Consejo.  La interpretación simultánea al español se ofrece por medio del uso de audífonos y la interpretación consecutiva (español a inglés) también está disponible para cualquiera que desee dirigirse al consejo municipal en el podio. About the Agenda To download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CLOSED SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO CLOSED SESSION PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position 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: Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County Superior Court, Case No. 30­2022­01284596 2.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive Director Employe Organization: Santa Ana Police Officers Association (POA) RECONVENE – City Council will reconvene to continue regular City business. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL PLEDGE OF ALLEGIANCE Mayor Amezcua WORDS OF INSPIRATION Police Chaplain ADDITIONS\DELETIONS TO THE AGENDA CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 4 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) for each agenda item, you must select the agenda item to see the attachments to either open in a new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ). CLOSED SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO CLOSED SESSION PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position 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: Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County Superior Court, Case No. 30­2022­01284596 2.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive Director Employe Organization: Santa Ana Police Officers Association (POA) RECONVENE – City Council will reconvene to continue regular City business. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL PLEDGE OF ALLEGIANCE Mayor Amezcua WORDS OF INSPIRATION Police Chaplain ADDITIONS\DELETIONS TO THE AGENDA CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 5 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA) RECONVENE – City Council will reconvene to continue regular City business. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor  Pro Tem Jessie Lopez Mayor Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL PLEDGE OF ALLEGIANCE Mayor Amezcua WORDS OF INSPIRATION Police Chaplain ADDITIONS\DELETIONS TO THE AGENDA CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei High School Varsity Cheerleading Team for Exceptional Athletic Accomplishments CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 6 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession. PUBLIC COMMENTS – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items. CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 2 through 17 and waive reading of all resolutions and ordinances. 2.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11, 2023, and the Special Closed Session and Regular Meeting of May 16, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. 5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom­Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 7 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non­substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19­7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER­2021­77 was filed for the project. 6.Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20­068) (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3­In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22­1415) (Non­General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 8 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one­year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023­XXX). 8.Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund) Department(s): Community Development Agency Recommended Action: 1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality­of­life services from January 1, 2024 through December 31, 2024, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 2. Authorize the City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. 9.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency Department(s): Community Development Agency Recommended Action: Authorize the Interim City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX). 10.Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Department(s): Human Resources Recommended Action: Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 9 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­XXX). 11.A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program Department(s): Planning and Building Agency Recommended Action: Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM 12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409 and 509 East Fourth Street Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution approving a one­year extension of Site Plan Review No. 2020­03 and Variance No. 2020­06 to December 15, 2024. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­ YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO. 2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET  2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. 13.Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non­General Fund) Department(s): Public Works Agency Recommended Action: Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 10 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOUsubject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2023­XXX).11.A Resolution Authorizing Application to the California State Department of Housingand Community Development for the Prohousing Designation ProgramDepartment(s): Planning and Building AgencyRecommended Action: Adopt a Resolution authorizing the application to theCalifornia State Department of Housing and Community Development ProhousingDesignation Program.RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO ANDPARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No.2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409and 509 East Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action:1. Adopt a resolution approving a one­year extension of Site Plan Review No.2020­03 and Variance No. 2020­06 to December 15, 2024.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO.2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TOBE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act(CEQA) and the CEQA Guidelines, the extension for this project is exemptpursuant to Section 15061(b)(3). This determination has been made as it hasbeen determined that the proposed action to extend the existing, approvedentitlement does not have the potential to cause a significant effect on theenvironment, as the existing, approved entitlement has already been evaluatedpursuant to CEQA.13.Resolution Authorizing a Grant Application Submission for the Bureau of ReclamationWaterSMART Drought Response Program for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Adopt a Resolution authorizing the Executive Director of thePublic Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT 14.Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects Department(s): Public Works Agency Recommended Action: 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2.  Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT 15.Resolution Declaring the Results of the November 14, 2023 Special Municipal Recall Election Department(s): City Clerk’s Office Recommended Action: Adopt a Resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 11 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOUsubject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2023­XXX).11.A Resolution Authorizing Application to the California State Department of Housingand Community Development for the Prohousing Designation ProgramDepartment(s): Planning and Building AgencyRecommended Action: Adopt a Resolution authorizing the application to theCalifornia State Department of Housing and Community Development ProhousingDesignation Program.RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO ANDPARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No.2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409and 509 East Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action:1. Adopt a resolution approving a one­year extension of Site Plan Review No.2020­03 and Variance No. 2020­06 to December 15, 2024.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO.2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TOBE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act(CEQA) and the CEQA Guidelines, the extension for this project is exemptpursuant to Section 15061(b)(3). This determination has been made as it hasbeen determined that the proposed action to extend the existing, approvedentitlement does not have the potential to cause a significant effect on theenvironment, as the existing, approved entitlement has already been evaluatedpursuant to CEQA.13.Resolution Authorizing a Grant Application Submission for the Bureau of ReclamationWaterSMART Drought Response Program for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Adopt a Resolution authorizing the Executive Director of thePublic Works Agency to submit a grant application to the U.S. Department of theInterior, Bureau of Reclamation’s Sustain and Manage America’s Resources forTomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project, in an amount not to exceed$1,801,250.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANTFUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHTRESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCINGSTATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT14.Resolutions Authorizing the Executive Director of the Public Works Agency to ExecuteGrant Agreements with the California Department of Transportation for the Santa AnaRegional Transportation Center Beautification ProjectsDepartment(s): Public Works AgencyRecommended Action: 1. Adopt a resolution authorizing the Executive Director ofthe Public Works Agency to execute a grant agreement with the CaliforniaDepartment of Transportation for the Santa Ana Regional Transportation CenterPainting and Wrought Iron Fencing Project.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCINGPROJECT2.  Adopt a resolution authorizing the Executive Director of the Public Works Agencyto execute a grant agreement with the California Department of Transportation for theSanta Ana Regional Transportation Center Outdoor Water Fountain RenovationProject.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATIONPROJECT15.Resolution Declaring the Results of the November 14, 2023 Special Municipal RecallElectionDepartment(s): City Clerk’s OfficeRecommended Action: Adopt a Resolution declaring the results of the SpecialRecall Election held in Ward 3 of the City of Santa Ana on November 14, 2023.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW (staff report and related documents uploaded, 11/29/23, 6:00P.M.) 16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019­034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): City Manager’s Office Recommended Action: 1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019­034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS 17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. Department(s): Planning and Building Agency Recommended Action: 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 12 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOUsubject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2023­XXX).11.A Resolution Authorizing Application to the California State Department of Housingand Community Development for the Prohousing Designation ProgramDepartment(s): Planning and Building AgencyRecommended Action: Adopt a Resolution authorizing the application to theCalifornia State Department of Housing and Community Development ProhousingDesignation Program.RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO ANDPARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No.2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409and 509 East Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action:1. Adopt a resolution approving a one­year extension of Site Plan Review No.2020­03 and Variance No. 2020­06 to December 15, 2024.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO.2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TOBE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act(CEQA) and the CEQA Guidelines, the extension for this project is exemptpursuant to Section 15061(b)(3). This determination has been made as it hasbeen determined that the proposed action to extend the existing, approvedentitlement does not have the potential to cause a significant effect on theenvironment, as the existing, approved entitlement has already been evaluatedpursuant to CEQA.13.Resolution Authorizing a Grant Application Submission for the Bureau of ReclamationWaterSMART Drought Response Program for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Adopt a Resolution authorizing the Executive Director of thePublic Works Agency to submit a grant application to the U.S. Department of theInterior, Bureau of Reclamation’s Sustain and Manage America’s Resources forTomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project, in an amount not to exceed$1,801,250.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANTFUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHTRESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCINGSTATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT14.Resolutions Authorizing the Executive Director of the Public Works Agency to ExecuteGrant Agreements with the California Department of Transportation for the Santa AnaRegional Transportation Center Beautification ProjectsDepartment(s): Public Works AgencyRecommended Action: 1. Adopt a resolution authorizing the Executive Director ofthe Public Works Agency to execute a grant agreement with the CaliforniaDepartment of Transportation for the Santa Ana Regional Transportation CenterPainting and Wrought Iron Fencing Project.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCINGPROJECT2.  Adopt a resolution authorizing the Executive Director of the Public Works Agencyto execute a grant agreement with the California Department of Transportation for theSanta Ana Regional Transportation Center Outdoor Water Fountain RenovationProject.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATIONPROJECT15.Resolution Declaring the Results of the November 14, 2023 Special Municipal RecallElectionDepartment(s): City Clerk’s OfficeRecommended Action: Adopt a Resolution declaring the results of the SpecialRecall Election held in Ward 3 of the City of Santa Ana on November 14, 2023.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPALRECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARINGTHE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW(staff report and related documents uploaded, 11/29/23, 6:00P.M.)16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana MunicipalCode to Provide That Compensation for City Boards and Commissions Shall be Setby Resolution of the City Council; Resolution Amending Resolution No. 2019­034 andSetting Compensation for all City Boards and CommissionsFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): City Manager’s OfficeRecommended Action:1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Codeto provide that compensation for City boards and commissions shall be set byresolution of the City Council.ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCILOF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTAANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITYBOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THECITY COUNCIL2. Adopt a resolution amending Resolution No. 2019­034 and setting thecompensation for all City boards and commissions.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO.2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS ANDCOMMISSIONS17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 toChange the Zoning District Designation of the Public Park Located at 1117 S.Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) forConsistency with the General Plan Land Use Designation of Open SpaceFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): Planning and Building AgencyRecommended Action: 1. Conduct a second reading and adopt an ordinanceapproving Amendment Application No. 2023­01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39 (from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020­78, will be filed for this project. **END OF CONSENT CALENDAR** BUSINESS CALENDAR 18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at 1801 E. Fourth Street Department(s): Planning and Building Agency Recommended Action: Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street,  OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed­use development located at 1801 E. Fourth Street (Agreement No. 2023­XXX). **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 13 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOUsubject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2023­XXX).11.A Resolution Authorizing Application to the California State Department of Housingand Community Development for the Prohousing Designation ProgramDepartment(s): Planning and Building AgencyRecommended Action: Adopt a Resolution authorizing the application to theCalifornia State Department of Housing and Community Development ProhousingDesignation Program.RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO ANDPARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No.2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409and 509 East Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action:1. Adopt a resolution approving a one­year extension of Site Plan Review No.2020­03 and Variance No. 2020­06 to December 15, 2024.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO.2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TOBE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act(CEQA) and the CEQA Guidelines, the extension for this project is exemptpursuant to Section 15061(b)(3). This determination has been made as it hasbeen determined that the proposed action to extend the existing, approvedentitlement does not have the potential to cause a significant effect on theenvironment, as the existing, approved entitlement has already been evaluatedpursuant to CEQA.13.Resolution Authorizing a Grant Application Submission for the Bureau of ReclamationWaterSMART Drought Response Program for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Adopt a Resolution authorizing the Executive Director of thePublic Works Agency to submit a grant application to the U.S. Department of theInterior, Bureau of Reclamation’s Sustain and Manage America’s Resources forTomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project, in an amount not to exceed$1,801,250.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANTFUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHTRESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCINGSTATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT14.Resolutions Authorizing the Executive Director of the Public Works Agency to ExecuteGrant Agreements with the California Department of Transportation for the Santa AnaRegional Transportation Center Beautification ProjectsDepartment(s): Public Works AgencyRecommended Action: 1. Adopt a resolution authorizing the Executive Director ofthe Public Works Agency to execute a grant agreement with the CaliforniaDepartment of Transportation for the Santa Ana Regional Transportation CenterPainting and Wrought Iron Fencing Project.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCINGPROJECT2.  Adopt a resolution authorizing the Executive Director of the Public Works Agencyto execute a grant agreement with the California Department of Transportation for theSanta Ana Regional Transportation Center Outdoor Water Fountain RenovationProject.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATIONPROJECT15.Resolution Declaring the Results of the November 14, 2023 Special Municipal RecallElectionDepartment(s): City Clerk’s OfficeRecommended Action: Adopt a Resolution declaring the results of the SpecialRecall Election held in Ward 3 of the City of Santa Ana on November 14, 2023.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPALRECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARINGTHE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW(staff report and related documents uploaded, 11/29/23, 6:00P.M.)16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana MunicipalCode to Provide That Compensation for City Boards and Commissions Shall be Setby Resolution of the City Council; Resolution Amending Resolution No. 2019­034 andSetting Compensation for all City Boards and CommissionsFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): City Manager’s OfficeRecommended Action:1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Codeto provide that compensation for City boards and commissions shall be set byresolution of the City Council.ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCILOF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTAANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITYBOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THECITY COUNCIL2. Adopt a resolution amending Resolution No. 2019­034 and setting thecompensation for all City boards and commissions.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO.2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS ANDCOMMISSIONS17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 toChange the Zoning District Designation of the Public Park Located at 1117 S.Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) forConsistency with the General Plan Land Use Designation of Open SpaceFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): Planning and Building AgencyRecommended Action: 1. Conduct a second reading and adopt an ordinanceapproving Amendment Application No. 2023­01 for Standard and McFadden PublicPark located at 1117 S. Standard Avenue;ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTHSTANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39(from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only andwaive further reading.2. Determine that in accordance with the California Environmental Quality Act (CEQA)and Section 15162 of the CEQA Guidelines, the project is within the scope of the2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No.2020029087). Furthermore, these actions are categorically exempt from furtherreview per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQAGuidelines. Class 4 consists of minor public or private alterations in the condition ofland, water, and/or vegetation which do not involve removal of healthy, mature, scenictrees except for forestry and agricultural purposes. As such, a Notice ofDetermination, Environmental Review No. 2020­78, will be filed for this project.**END OF CONSENT CALENDAR**BUSINESS CALENDAR18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at1801 E. Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action: Based on the discussion in this staff report, it isrecommended that the City Council take one of the following two actions:1. Deny a request by the applicant to execute a fee deferral agreement for theCentral Pointe mixed­use development located at 1801 E. Fourth Street, OR2. Authorize the City Manager to execute a fee deferral agreement for the CentralPointe mixed­use development located at 1801 E. Fourth Street (AgreementNo. 2023­XXX).**END OF BUSINESS CALENDAR**COUNCILMEMBER REQUESTED ITEMS19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution forCity Council’s Consideration to Call in Support of a Ceasefire in Gaza –  Councilmembers Vazquez and Hernandez CITY MANAGER COMMENTS COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. Future Items 1. FY2024­25 Budget Calendar 2. Enterprise Vehicle Lease Agreement 3. Selection of Mayor Pro Tem for 2024 POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 14 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOUsubject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2023­XXX).11.A Resolution Authorizing Application to the California State Department of Housingand Community Development for the Prohousing Designation ProgramDepartment(s): Planning and Building AgencyRecommended Action: Adopt a Resolution authorizing the application to theCalifornia State Department of Housing and Community Development ProhousingDesignation Program.RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO ANDPARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No.2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409and 509 East Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action:1. Adopt a resolution approving a one­year extension of Site Plan Review No.2020­03 and Variance No. 2020­06 to December 15, 2024.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO.2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TOBE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act(CEQA) and the CEQA Guidelines, the extension for this project is exemptpursuant to Section 15061(b)(3). This determination has been made as it hasbeen determined that the proposed action to extend the existing, approvedentitlement does not have the potential to cause a significant effect on theenvironment, as the existing, approved entitlement has already been evaluatedpursuant to CEQA.13.Resolution Authorizing a Grant Application Submission for the Bureau of ReclamationWaterSMART Drought Response Program for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Adopt a Resolution authorizing the Executive Director of thePublic Works Agency to submit a grant application to the U.S. Department of theInterior, Bureau of Reclamation’s Sustain and Manage America’s Resources forTomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project, in an amount not to exceed$1,801,250.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANTFUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHTRESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCINGSTATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT14.Resolutions Authorizing the Executive Director of the Public Works Agency to ExecuteGrant Agreements with the California Department of Transportation for the Santa AnaRegional Transportation Center Beautification ProjectsDepartment(s): Public Works AgencyRecommended Action: 1. Adopt a resolution authorizing the Executive Director ofthe Public Works Agency to execute a grant agreement with the CaliforniaDepartment of Transportation for the Santa Ana Regional Transportation CenterPainting and Wrought Iron Fencing Project.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCINGPROJECT2.  Adopt a resolution authorizing the Executive Director of the Public Works Agencyto execute a grant agreement with the California Department of Transportation for theSanta Ana Regional Transportation Center Outdoor Water Fountain RenovationProject.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATIONPROJECT15.Resolution Declaring the Results of the November 14, 2023 Special Municipal RecallElectionDepartment(s): City Clerk’s OfficeRecommended Action: Adopt a Resolution declaring the results of the SpecialRecall Election held in Ward 3 of the City of Santa Ana on November 14, 2023.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPALRECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARINGTHE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW(staff report and related documents uploaded, 11/29/23, 6:00P.M.)16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana MunicipalCode to Provide That Compensation for City Boards and Commissions Shall be Setby Resolution of the City Council; Resolution Amending Resolution No. 2019­034 andSetting Compensation for all City Boards and CommissionsFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): City Manager’s OfficeRecommended Action:1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Codeto provide that compensation for City boards and commissions shall be set byresolution of the City Council.ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCILOF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTAANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITYBOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THECITY COUNCIL2. Adopt a resolution amending Resolution No. 2019­034 and setting thecompensation for all City boards and commissions.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO.2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS ANDCOMMISSIONS17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 toChange the Zoning District Designation of the Public Park Located at 1117 S.Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) forConsistency with the General Plan Land Use Designation of Open SpaceFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): Planning and Building AgencyRecommended Action: 1. Conduct a second reading and adopt an ordinanceapproving Amendment Application No. 2023­01 for Standard and McFadden PublicPark located at 1117 S. Standard Avenue;ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTHSTANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39(from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only andwaive further reading.2. Determine that in accordance with the California Environmental Quality Act (CEQA)and Section 15162 of the CEQA Guidelines, the project is within the scope of the2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No.2020029087). Furthermore, these actions are categorically exempt from furtherreview per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQAGuidelines. Class 4 consists of minor public or private alterations in the condition ofland, water, and/or vegetation which do not involve removal of healthy, mature, scenictrees except for forestry and agricultural purposes. As such, a Notice ofDetermination, Environmental Review No. 2020­78, will be filed for this project.**END OF CONSENT CALENDAR**BUSINESS CALENDAR18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at1801 E. Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action: Based on the discussion in this staff report, it isrecommended that the City Council take one of the following two actions:1. Deny a request by the applicant to execute a fee deferral agreement for theCentral Pointe mixed­use development located at 1801 E. Fourth Street, OR2. Authorize the City Manager to execute a fee deferral agreement for the CentralPointe mixed­use development located at 1801 E. Fourth Street (AgreementNo. 2023­XXX).**END OF BUSINESS CALENDAR**COUNCILMEMBER REQUESTED ITEMS19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution forCity Council’s Consideration to Call in Support of a Ceasefire in Gaza – Councilmembers Vazquez and HernandezCITY MANAGER COMMENTSCOUNCIL COMMENTSAB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time formembers of the Council to provide a brief oral report on attendance of any regional board orcommission meeting or any conference, meeting or event attended.ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authoritymeeting.Future Items1. FY2024­25 Budget Calendar2. Enterprise Vehicle Lease Agreement3. Selection of Mayor Pro Tem for 2024POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/agendas­and­minutes HOUSING AUTHORITY CALL TO ORDER ATTENDANCE Authority Members Phil Bacerra  Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua Interim City Manager Tom Hatch City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda.  CONSENT CALENDAR RECOMMENDED ACTION:  Approve staff recommendations on the following Consent Calendar Items: 1 and 3 and waive readings for resolutions and ordinances. 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November 7, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 15 12/5/2023   City Council Meeting PacketDecember 5, 2023CLOSED SESSION MEETING – 5:00 PMREGULAR OPEN MEETING – 5:30 PM (Immediately following the Closed Session Meeting)CITY COUNCIL CHAMBER22 Civic Center Plaza Santa Ana, CA 92701Valerie AmezcuaMayorThai Viet PhanCouncilmember – Ward 1 Benjamin VazquezCouncilmember ­ Ward 2Jessie LopezMayor Pro Tem ­ Ward 3 Phil BacerraCouncilmember ­ Ward 4Johnathan Ryan HernandezCouncilmember ­ Ward 5 David PenalozaCouncilmember ­ Ward 6Mayor and Council telephone: 714­647­6900Agenda item inquiries: 714­647­6520Sonia R. CarvalhoCity Attorney Tom HatchInterim City Manager Jennifer L. HallCity ClerkIn compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this Meeting,contact Michael Ortiz, City ADA Program Coordinator, at (714) 647­5624. Notification 48 hours prior to the Meeting will enablethe City to make reasonable arrangements to assure accessibility to this meeting. The City Council agenda and supportingdocumentation can be found on the City’s website – www.santa­ana.org/city­meetings.CITY VISION AND CODE OF ETHICSThe City of Santa Ana is committed to achieving a shared vision for the organization and itscommunity. The Vision, Mission and Guiding Principles (Values) are the result of a thoughtfuland inclusive process designed to set the City and organization on a course that meets thechallenges of today and tomorrow, as follows:Vision ­ The dynamic center of Orange County which is acclaimed for our: Investment inyouth • Safe and healthy community • Neighborhood pride • Thriving economic climate •Enriched and diverse culture • Quality government servicesMission ­ To deliver efficient public services in partnership with our community which ensurespublic safety, a prosperous economic environment, opportunities for our youth, and a highquality of life for residents.Guiding Principles ­ Collaboration • Efficiency • Equity • Excellence • Fiscal Responsibility •Innovation • TransparencyCode of Ethics and Conduct ­ At the Special Municipal Election held on February 5, 2008,voters approved an amendment to the City Charter which established the Code of Ethics andConduct for elected officials and members of appointed boards, commissions, andcommittees to assure public confidence. The following are the core values expressed: •Integrity • Honesty • Responsibility • Fairness • Accountability • Respect • EfficiencyMembers of the public may attend the City Council meeting in­person or join via Zoom. As acourtesy to the public, the City Council meeting will occur live via teleconference Zoomwebinar. You may view the meeting from your computer, tablet, or smart phone via YouTubeLiveStream at www.youtube.com/user/SantaAnaLibrary or on CTV3, available on Spectrumchannel 3.PUBLIC COMMENTS – Members of the public who wish to address the City Council onclosed session items, items on the regular agenda, or on matters which are not on theagenda but are within the subject matter jurisdiction of the City Council, may do so by one ofthe following ways:MAILING OPTION written communications – Public comments may be mailed to:Office of the City Clerk, 20 Civic Center Plaza M­30, Santa Ana, CA 92701. All writtencommunications received via mail by 4:00 p.m. on the day of the meeting will bedistributed to the City Council and imaged into the City’s document archive systemwhich is available for public review.SENDING E­MAIL OPTION – Public comments may be sent via email to the CityClerk’s office at eComment@santa­ana.org. Please note the agenda item you arecommenting on in the subject line of the email. All emails received two (2) hours beforethe scheduled start of the meeting will be distributed to the City Council and imagedinto the City’s document archive system which is available for public review.LIVE VIRTUAL OPTION – As a courtesy, members of the public may provide livecomments during the meeting by Zoom or Conference Call. To join by Zoom click on ortype the following address into your web browserhttps://us02web.zoom.us/j/315965149. To join the Conference Call: Dial (669) 900­9128 and enter MEETING ID: 315 965 149#. You will be prompted by the City Clerkwhen it is time for a: i) closed session item, ii) general agenda item, iii) public hearingitem, iv) special agenda item, or v) for Housing Authority item. You may request tospeak by dialing *9 from your phone or you may virtually raise your hand from Zoom.After the Clerk confirms the last three digits of the caller’s phone number or Zoom IDand unmutes them, the caller must press *6 or microphone icon to speak. Callers areencouraged, but not required, to identify themselves by name. Each caller will beprovided three (3) minutes to speak, unless due to the number of speakers wanting tospeak a decision is made to provide a different amount of time to speak.IN­PERSON OPTION ­ Members of the public can provide in­person comments at thepodium in the Council Chamber. The Council Chamber will have seating available formembers of the public to attend the meeting in­person. Public comments are limited tothree (3) minutes per speaker, unless a different time is announced by the presidingchair. Speakers who wish to address the Council must do so by submitting a“Request to Speak” card by 5:00 p.m. for Closed Session items and by 5:45 p.m.for all other designated public comment periods as listed below. Cards will not beaccepted after the Public Comment Session begins without the permission of thepresiding chair.The following designated public comment periods are:1. LIVE PUBLIC COMMENTS ON CLOSED SESSION ITEMS – You can provide livecomments on closed session items by joining Zoom or the Conference Call as described inthe LIVE or IN­PERSON PUBLIC COMMENTS OPTION above. Speaker queue will openat 4:30 p.m. YOU MUST JOIN ZOOM OR THE CONFERENCE CALL and raise yourhand BY 5:00 p.m. Speakers who are not in the speaker queue with their hand raised by5:00 p.m. will not be permitted to speak.  2. LIVE PUBLIC COMMENTS ON REGULAR AGENDA ITEMS AND NON­AGENDAITEMS (GENERAL PUBLIC COMMENT) – You can provide comments by joining Zoom orthe Conference Call as described in the LIVE or IN­PERSON PUBLIC COMMENTSOPTION above. Speaker queue will open at 4:30 p.m. YOU MUST JOIN ZOOM OR THECONFERENCE CALL and raise your hand PRIOR TO 5:45 p.m. Speakers who are not inthe speaker queue with their hand raised by 5:45 p.m. will not be permitted to speak.3. LIVE PUBLIC COMMENTS ON PUBLIC HEARING ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak. 4. LIVE PUBLIC COMMENTS ON HOUSING AUTHORITY ITEMS – You can providecomments by joining Zoom or the Conference Call as described in the LIVE or IN­PERSONPUBLIC COMMENTS OPTION above. Speakers not in the queue by 5:45 p.m. will not bepermitted to speak.   TRANSLATION SERVICES ­ Spanish interpreting services are provided at CityCouncil meetings. Simultaneous Spanish interpretation is provided through the useof headsets and consecutive interpretation (Spanish­to­English) in addition to thosewishing to address the City Council at the podium. La ciudad provee servicios de interpretación al español en las juntas del Consejo. La interpretación simultánea al español se ofrece por medio del uso de audífonos yla interpretación consecutiva (español a inglés) también está disponible paracualquiera que desee dirigirse al consejo municipal en el podio.About the AgendaTo download or view the attachments (staff report and other supporting documentation) foreach agenda item, you must select the agenda item to see the attachments to either open ina new link (the eyeball ) or download a pdf (the cloud symbol with the down arrow ).CLOSED SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO CLOSED SESSIONPUBLIC COMMENTS – Members of the public may address the City Council on ClosedSession items.RECESS – City Council will recess to Closed Session for the purpose of conducting regularCity business.CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certainmatters without members of the public present. The City Council finds, based on advice fromthe City Attorney, that discussion in open session of the following matters will prejudice theposition of the City in existing and anticipated litigation:1.CONFERENCE WITH LEGAL COUNSEL­ EXISTING LITIGATION pursuant toParagraph (1) of subdivision (d) of Section 54956.9 of the Government Code:Anthony Gonzalez, et al. v. City of Santa Ana, et al., Orange County SuperiorCourt, Case No. 30­2022­012845962.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section54957.6(a):Agency Negotiator: Ramon Figueroa, Acting Human Resources Executive DirectorEmploye Organization:Santa Ana Police Officers Association (POA)RECONVENE – City Council will reconvene to continue regular City business.CITY COUNCIL REGULAR OPEN SESSIONCALL TO ORDERATTENDANCE Council Members Phil BacerraJohnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezMayor  Pro Tem Jessie LopezMayorValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoCity Clerk Jennifer L. HallROLL CALLPLEDGE OF ALLEGIANCE Mayor AmezcuaWORDS OF INSPIRATION Police ChaplainADDITIONS\DELETIONS TO THE AGENDACEREMONIAL PRESENTATIONS1.Certificates of Recognition presented by Mayor Amezcua to The Mater Dei HighSchool Varsity Cheerleading Team for Exceptional Athletic AccomplishmentsCLOSED SESSION REPORT – The City Attorney will report on any action(s) from ClosedSession.PUBLIC COMMENTS – Public comments will be held during the beginning of the meetingfor ALL comments on agenda and non­agenda items.CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 2 through 17 and waive reading of all resolutions andordinances.2.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.3.Minutes from the Regular Meeting of May 2, 2023, the Special Meeting of May 11,2023, and the Special Closed Session and Regular Meeting of May 16, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes.4.Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment inCompliance with Proposition 218 Requirements (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Authorize and direct staff to initiate the process for adjustingthe Sanitation Fee, as per the Proposition 218 requirements, including, but not limitedto, all of the following:a. Prepare and mail proposed rate adjustment notices to all Santa Ana propertyowners in compliance with Proposition 218 requirements at a cost not to exceed$100,000;b. Schedule a public hearing at a future City Council meeting on or after February 6,2024; andc. Prepare all other documents to proceed with proposed sanitation fee adjustment.5.Approve Additional Contingency Funds in the Amount of $3,520,000 for an ExistingConstruction Contract with Byrom­Davey, Inc. for the Santa Anita Park ImprovementsIncluding New Synthetic Soccer Field and Community Center Renovations with anEstimated Project Delivery Cost of $18,033,011 (Project No. 19­7527) (Non­GeneralFund) (Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an amendment to the Project Cost Analysis in theamount of $3,520,000 in additional contingency funds for a total estimated constructiondelivery cost of $18,033,011, which includes $7,317,701 for the construction contract;$731,770 for contract administration, inspection, and testing; and a $9,983,540 projectcontingency for unanticipated or unforeseen work, subject to non­substantive changesapproved by the City Manager and City Attorney.2. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $3,520,000 in construction funds for Santa Anita Park Improvements and NewSynthetic Soccer Field (Project No. 19­7527).3. Determine that, in accordance with the California Environmental Quality Act (CEQA),the recommended action is exempt from further review. Categorical ExemptionEnvironmental Review No. ER­2021­77 was filed for the project.6.Amend the Agreement with Amtech Elevator Services by Increasing the Total ContractAmount Not to Exceed to $1,674,168 for the Remainder of the Contract Term(Specification No. 20­068) (General Fund and Non­General Fund)Department(s): Public Works AgencyRecommended Action: Amend the agreement with Amtech Elevator Services toprovide elevator maintenance and repair services at various City facilities and increasethe total not to exceed amount available under the Agreement by an additional$717,168, for a total not to exceed amount of $1,674,168 over the remaining term ofthe Agreement, including all extension periods, subject to non­substantive changesapproved by the City Manager and City Attorney (Agreement No. 2023­XXX).7.Amendment to the Fiscal Year 2023­24 CIP, and Amendment to the Agreement withELS Architecture and Urban Design to Increase the Contract Amount for the MemorialPark and Aquatics Facility Renovation. (Project No. 22­1415) (Non­General Fund)(Revive Santa Ana Program)Department(s): Public Works AgencyRecommended Action: 1. Approve an appropriation adjustment to recognize$8,398,266 in revenue received in the current year and from prior years into theResidential Development District 3, Park Acquisition & Development Fees revenueaccount and appropriate the same amount into the Residential Development District 3,Improvements Other Than Building expenditure account. (Requires five affirmativevotes)2. Approve an appropriation adjustment to recognize $41,829 in revenue received fromprior years, the Residential Development District 3, Park Acquisition & DevelopmentFees revenue account and appropriate the same amount into the ResidentialDevelopment District 3­In Lieu, Improvements Other Than Building expenditureaccount. (Requires five affirmative votes)3. Approve an amendment to the Fiscal Year 2023­24 Capital Improvement Program toinclude $11,298,265 for the Memorial Park and Aquatic Facility Renovation (ProjectNo. 22­1415) (Non­General Fund)4. Authorize the City Manager to execute the first amendment to the agreement withELS Architecture and Urban Design to increase the Contract Amount by $1,079,000for a total amount not to exceed $2,858,170 for the architectural design services for anew Memorial Park and Aquatics Facility Renovation for the remaining term of theagreement, beginning December 5, 2023 through August 14, 2026, including up to twoone­year periods upon a writing executed by the City Manager and City Attorney(Agreement No. 2023­XXX).8.Approve an Agreement with City Net to Provide Street Outreach and EngagementServices for Quality­of­Life Services, in an Amount Not to Exceed $3,841,845.51,Beginning January 1, 2024 Through December 31, 2024 (Non­General Fund)Department(s): Community Development AgencyRecommended Action:1. Authorize the City Manager to execute an agreement with Kingdom Causes, Inc.DBA City Net in an amount not to exceed $3,841,845.51 for the Santa AnaMultidisciplinary Street Outreach and Engagement (SMART) Program thatresponds to reports for quality­of­life services from January 1, 2024 throughDecember 31, 2024, subject to non­substantive changes approved by the CityManager and City Attorney (Agreement No. 2023­XXX).2. Authorize the City Manager to execute agreements required by state or federalagencies for the use of Homeless Housing, Assistance and Prevention (HHAP)funding, or for any additional funding that may become available.9.Approve an Agreement with Iron Mountain Information Management, LLC for DocumentStorage for the Housing Authority, Community Development Agency and Finance &Management Services AgencyDepartment(s): Community Development AgencyRecommended Action: Authorize the Interim City Manager to execute an agreementwith Iron Mountain Information Management, LLC to provide offsite document storageof Community Development Agency and Finance & Management Services records inan amount not to exceed $142,700, for a three­year term beginning January 1, 2024and expiring December 31, 2026 with an option of two one­year extensions, subject tonon­substantive changes approved by the City Manager and City Attorney (Contingentupon approval of Housing Authority Item # 3) (Agreement No. 2023­XXX).10.Approve a First Amendment to the Memorandum of Understanding between the Cityof Santa Ana and the Confidential Association of Santa AnaDepartment(s): Human ResourcesRecommended Action: Authorize the Interim City Manager to execute a FirstAmendment to the Memorandum of Understanding (MOU) between the City of SantaAna and the Confidential Association of Santa Ana (CASA) for the period of July 1,2022 through June 30, 2025, modifying and delineating specific articles of the MOUsubject to non­substantive changes approved by the City Manager and City Attorney(Agreement No. 2023­XXX).11.A Resolution Authorizing Application to the California State Department of Housingand Community Development for the Prohousing Designation ProgramDepartment(s): Planning and Building AgencyRecommended Action: Adopt a Resolution authorizing the application to theCalifornia State Department of Housing and Community Development ProhousingDesignation Program.RESOLUTION NO. 2023­XXXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO ANDPARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM12.Second One­Year Extension of Site Plan Review No. 2020­03 and Variance No.2020­06 for the 4th and Mortimer Mixed­Use Development Project Located at 409and 509 East Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action:1. Adopt a resolution approving a one­year extension of Site Plan Review No.2020­03 and Variance No. 2020­06 to December 15, 2024.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE­YEAR EXTENSION OF SITE PLAN REVIEW 2020­03 AND VARIANCE NO.2020­06 FOR THE 4TH AND MORTIMER MIXED­USE DEVELOPMENT TOBE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act(CEQA) and the CEQA Guidelines, the extension for this project is exemptpursuant to Section 15061(b)(3). This determination has been made as it hasbeen determined that the proposed action to extend the existing, approvedentitlement does not have the potential to cause a significant effect on theenvironment, as the existing, approved entitlement has already been evaluatedpursuant to CEQA.13.Resolution Authorizing a Grant Application Submission for the Bureau of ReclamationWaterSMART Drought Response Program for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project (Non­General Fund)Department(s): Public Works AgencyRecommended Action: Adopt a Resolution authorizing the Executive Director of thePublic Works Agency to submit a grant application to the U.S. Department of theInterior, Bureau of Reclamation’s Sustain and Manage America’s Resources forTomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2Relocation and Emergency Booster Pump Station Project, in an amount not to exceed$1,801,250.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANTFUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHTRESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCINGSTATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT14.Resolutions Authorizing the Executive Director of the Public Works Agency to ExecuteGrant Agreements with the California Department of Transportation for the Santa AnaRegional Transportation Center Beautification ProjectsDepartment(s): Public Works AgencyRecommended Action: 1. Adopt a resolution authorizing the Executive Director ofthe Public Works Agency to execute a grant agreement with the CaliforniaDepartment of Transportation for the Santa Ana Regional Transportation CenterPainting and Wrought Iron Fencing Project.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCINGPROJECT2.  Adopt a resolution authorizing the Executive Director of the Public Works Agencyto execute a grant agreement with the California Department of Transportation for theSanta Ana Regional Transportation Center Outdoor Water Fountain RenovationProject.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THEPUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIADEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONALTRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATIONPROJECT15.Resolution Declaring the Results of the November 14, 2023 Special Municipal RecallElectionDepartment(s): City Clerk’s OfficeRecommended Action: Adopt a Resolution declaring the results of the SpecialRecall Election held in Ward 3 of the City of Santa Ana on November 14, 2023.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPALRECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARINGTHE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW(staff report and related documents uploaded, 11/29/23, 6:00P.M.)16.Second Reading of Ordinance Amending Section 2­325 of the Santa Ana MunicipalCode to Provide That Compensation for City Boards and Commissions Shall be Setby Resolution of the City Council; Resolution Amending Resolution No. 2019­034 andSetting Compensation for all City Boards and CommissionsFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): City Manager’s OfficeRecommended Action:1. Adopt an ordinance amending Section 2­325 of the Santa Ana Municipal Codeto provide that compensation for City boards and commissions shall be set byresolution of the City Council.ORDINANCE NO. NS­3053 entitled  AN ORDINANCE OF THE CITY COUNCILOF THE CITY OF SANTA ANA AMENDING SECTION 2­325 OF THE SANTAANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITYBOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THECITY COUNCIL2. Adopt a resolution amending Resolution No. 2019­034 and setting thecompensation for all City boards and commissions.RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITYCOUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO.2019­034 AND SETTING COMPENSATION FOR ALL CITY BOARDS ANDCOMMISSIONS17.Second Reading of Ordinance Approving Amendment Application No. 2023­01 toChange the Zoning District Designation of the Public Park Located at 1117 S.Standard Avenue from Multiple­Family Residence (R­3) to Open Space Land (O) forConsistency with the General Plan Land Use Designation of Open SpaceFirst reading at the November 21, 2023 City Council meeting and approved by aunanimous vote.Published in the Orange County Reporter on November 27, 2023.Department(s): Planning and Building AgencyRecommended Action: 1. Conduct a second reading and adopt an ordinanceapproving Amendment Application No. 2023­01 for Standard and McFadden PublicPark located at 1117 S. Standard Avenue;ORDINANCE NO. NS­3054 entitled AN ORDINANCE OF THE CITY COUNCIL OFTHE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023­01REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTHSTANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS011­251­17, 011­251­18, 011­251­19, 011­251­20, 011­251­38 AND 011­251­39(from Multi­Family Residence (R­3) to Open Space Land (O)); read by title only andwaive further reading.2. Determine that in accordance with the California Environmental Quality Act (CEQA)and Section 15162 of the CEQA Guidelines, the project is within the scope of the2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No.2020029087). Furthermore, these actions are categorically exempt from furtherreview per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQAGuidelines. Class 4 consists of minor public or private alterations in the condition ofland, water, and/or vegetation which do not involve removal of healthy, mature, scenictrees except for forestry and agricultural purposes. As such, a Notice ofDetermination, Environmental Review No. 2020­78, will be filed for this project.**END OF CONSENT CALENDAR**BUSINESS CALENDAR18.Fee Deferral Agreement for the Central Pointe Mixed­Use Development Located at1801 E. Fourth StreetDepartment(s): Planning and Building AgencyRecommended Action: Based on the discussion in this staff report, it isrecommended that the City Council take one of the following two actions:1. Deny a request by the applicant to execute a fee deferral agreement for theCentral Pointe mixed­use development located at 1801 E. Fourth Street, OR2. Authorize the City Manager to execute a fee deferral agreement for the CentralPointe mixed­use development located at 1801 E. Fourth Street (AgreementNo. 2023­XXX).**END OF BUSINESS CALENDAR**COUNCILMEMBER REQUESTED ITEMS19.Discuss and Consider Directing the Interim City Manager to Prepare a Resolution forCity Council’s Consideration to Call in Support of a Ceasefire in Gaza – Councilmembers Vazquez and HernandezCITY MANAGER COMMENTSCOUNCIL COMMENTSAB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time formembers of the Council to provide a brief oral report on attendance of any regional board orcommission meeting or any conference, meeting or event attended.ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authoritymeeting.Future Items1. FY2024­25 Budget Calendar2. Enterprise Vehicle Lease Agreement3. Selection of Mayor Pro Tem for 2024POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda wasposted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. InternetAccess to City Council, Agency, and Authority agendas and related material is available priorto meetings at santa­ana.org/agendas­and­minutesHOUSING AUTHORITYCALL TO ORDERATTENDANCE Authority Members Phil Bacerra Johnathan Ryan HernandezDavid PenalozaThai Viet PhanBenjamin VazquezVice Chair Jessie LopezChairValerie AmezcuaInterim City Manager Tom HatchCity Attorney Sonia R. CarvalhoRecording Secretary Jennifer L. HallROLL CALLADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDAPUBLIC COMMENTS – Members of the public may address Housing Authority on items onthe Housing Authority agenda. CONSENT CALENDARRECOMMENDED ACTION:  Approve staff recommendations on the followingConsent Calendar Items: 1 and 3 and waive readings for resolutions andordinances.1.Excused AbsencesDepartment(s): City Clerk’s OfficeRecommended Action: Excuse the absent members.2.Minutes of the Special Meeting of May 16, 2023 and the Regular Meeting of November7, 2023Department(s): City Clerk’s OfficeRecommended Action: Approve minutes. 3.Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency(General Fund and Non­General Fund) Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three­year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one­year extensions, subject to non­substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023­XXX). **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS ADJOURNMENT – Adjourn the Housing Authority meeting. POSTING STATEMENT: On November 28, 2023, a true and correct copy of this agenda was posted at the entrance to City Hall, 20 Civic Center Plaza, Santa Ana, CA 92701. Internet Access to City Council, Agency, and Authority agendas and related material is available prior to meetings at santa­ana.org/city­meetings.   City Council 16 12/5/2023   CITY COUNCIL 1 05/02/2023 DRAFT Minutes of the Closed Session and Regular Meeting of the City Council City of Santa Ana, California May 2, 2023 CLOSED SESSION MEETING – 5:00 P.M. REGULAR OPEN MEETING – 5:45 P.M. (Immediately following the Closed Session Meeting) CITY COUNCIL CHAMBER 22 Civic Center Plaza Santa Ana, CA 92701 CLOSED SESSION CALL TO ORDER MINUTES: Mayor Amezcua called the Closed Session Meeting to order at 5:07 P.M. ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor Pro Tem Jessie Lopez Mayor Valerie Amezcua City Manager Kristine Ridge City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall ROLL CALL    City Council 3 – 1 12/5/2023 CITY COUNCIL 2 05/02/2023 MINUTES: City Clerk Jennifer L. Hall conducted roll call. Councilmembers Bacerra, Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez, and Mayor Amezcua were present. Councilmember Hernandez joined the meeting during Closed Session. ADDITIONS\DELETIONS TO CLOSED SESSION MINUTES: City Attorney Sonia Carvalho announced the need to take immediate action on a potential Closed Session Agenda Item that became known following the posting of the agenda on April 25, 2023. Councilmember Phan recused herself from the proposed Closed Session Agenda Item, as the listed entities are clients of her employers. MOTION: Councilmember Bacerra moved to add the following Closed Session Item to the Agenda, seconded by Councilmember Penaloza. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code: City of Santa Ana v. Dyer 18 LLC, Orange County Superior Court, Case No. 30-2022- 01248172. The motion carried, 5-0-1-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE COUNCILMEMBER PHAN (recusal) COUNCILMEMBER HERNANDEZ Status: 5 – 0 – 1 – 1 - Pass PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. MINUTES: No public comments were received regarding Closed Session agenda items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. MINUTES: Mayor Amezcua recessed to consider the Closed Session items at 5:09 P.M.     City Council 3 – 2 12/5/2023 CITY COUNCIL 3 05/02/2023 CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position of the City in existing and anticipated litigation: 1. CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiators: Human Resources Executive Director, Jason Motsick Employee Organizations: •Santa Ana Police Officers Association (POA) •Service Employees’ International Union (SEIU) Full-Time Employees 2.CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION pursuant to Paragraph (1) of subdivision (d) of Section 54956.9 of the Government Code: City of Santa Ana v. Dyer 18 LLC, Orange County Superior Court, Case No. 30- 2022-01248172. CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. RECONVENE – City Council will reconvene to continue regular City business.     City Council 3 – 3 12/5/2023 City Council 15 5/2/2023 CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER MINUTES: Mayor Amezcua reconvened the Regular City Council Meeting at 6:45 P.M. ATTENDANCE Council Members Mayor Pro Tem Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Jessie Lopez Mayor Valerie Amezcua City Manager City Attorney City Clerk Kristine Ridge Sonia R. Carvalho Jennifer Hall ROLL CALL MINUTES: City Clerk Jennifer L. Hall conducted roll call. Councilmembers Bacerra, Hernandez (arrived at 6:49 P.M.), Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez, and Mayor Amezcua were present. PLEDGE OF ALLEGIANCE Carl Benninger WORDS OF INSPIRATION Cherry Lai, Tzu Chi Foundation Orange County Service Center ADDITIONS\DELETIONS TO CLOSED SESSION MINUTES: City Clerk Jennifer L. Hall announced a clarification to the second proclamation declaring May 2023 as Asian American and Pacific Islander Heritage Month and the removal of the AB1234 Disclosure as the City did not pay for Mayor Pro Tem Lopez’s attendance at the NALEO Policy Institute. CEREMONIAL PRESENTATIONS 1.Certificates of Recognition presented by Mayor Amezcua, Mayor Pro Tem Lopez, and Councilmember Bacerra to Santa Ana’s Boys Youth Basketball Teams: the Miners, the Wildcats, and the Bruins for their Exceptional Athletic Performance. MINUTES: Mayor Amezcua, Mayor Pro Tem Lopez, and Councilmember Bacerra     City Council 3 – 4 12/5/2023 City Council 15 5/2/2023 presented certificates of recognition to Santa Ana’s Boys Youth Basketball Teams: the Miners, the Wildcats, and the Bruins for their Exceptional Athletic Performance. 2.Proclamation presented by Councilmember Phan to Asian Americans Advancing Justice Southern California declaring May 2023 as Asian Americans and Pacific Islander Heritage Month. (revised 4/26/2023) MINUTES: Councilmember Phan proclaimed May 2023 as Asian American and Pacific Islander Heritage Month and presented a proclamation to Asian American Advancing Justice Southern California. CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. MINUTES: City Attorney Sonia Carvalho reported the City Council voted to add a second Closed Agenda Item related to existing litigation and there was no reportable action. PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non-agenda items, except for public hearings. Comments for public hearings will take place after the hearing is opened. MINUTES: The following speakers addressed Council via teleconference: 1. Sonia Young Ruiz spoke regarding the non-renewal of the non-commitment agreement with Riverview Golf Course and expressed concern regarding park maintenance in her area. 2. Paul Sasiege spoke regarding a regional Park at the Riverview Golf Course. 3. Irma Jauregui spoke in support of Agenda Item No. 30 and requested there be additional public input on the item. 4. Mitra M. requested a resolution be placed on the agenda regarding condemning the regime of Iran at the next City Council meeting. The following speakers addressed Council in-person: 5. John Hanna spoke in support of Agenda Item No. 26. 6. Farhad Marfie requested a resolution be placed on the agenda regarding condemning the regime of Iran.     City Council 3 – 5 12/5/2023 City Council 15 5/2/2023 7. Tannaz spoke in support of the certificates of recognition and requested a resolution be placed on the agenda regarding condemning the regime of Iran. 8. Martha Molina thanked the City Council for their attendance at Riverview Neighborhood meetings and spoke regarding the Riverview Golf Course. 9. Leonel Flores spoke regarding Agenda Item No. 30 and requested there be a public hearing for the item. 10.Fatima Karami requested a resolution be placed on the agenda regarding condemning the regime of Iran. 11.Jose Rea spoke in opposition to Agenda Item No. 30. 12.Soheyla Torabi requested a resolution be placed on the agenda regarding condemning the regime of Iran. City Clerk Jennifer L. Hall reported out the summary of email comments received: four (4) comments regarding Agenda Item No. 30 and Eighteen (18) non-agenda comments. RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 3 through 26 and waive reading of all resolutions and ordinances MINUTES: At 7:38 P.M., Councilmember Bacerra pulled Agenda Item No. 7, and Mayor Pro Tem Lopez pulled Agenda Item Nos. 9 and 24 for separate discussion and consideration. Councilmember Penaloza requested a brief comment on Agenda Item Nos. 14 and 17. Councilmember Hernandez requested a brief comment on Agenda Item Nos. 17, 18, and 24. Councilmember Phan requested a brief comment on Agenda Item No. 26. Mayor Amezcua requested a brief comment on Agenda Item No. 12. MOTION: Councilmember Penaloza moved to approve staff recommendations on the following Consent Calendar Items: 3 through 26 with the exception of Agenda Item Nos. 7, 9 and 24, seconded by Councilmember Bacerra. The motion carried, 7-0, by the following roll call vote: CONSENT CALENDAR     City Council 3 – 6 12/5/2023 City Council 15 5/2/2023 AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 – Pass 3.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 4.Appoint Nadin Said Nominated by Councilmember Bacerra as the Ward 4 Representative to the Police Oversight Commission for a Full­Term Expiring December 8, 2026 (Continued from the City Council meeting of April 18, 2023, Item No. 9) Department(s): City Clerk’s Office Recommended Action: Appoint Nadin Said to the Police Oversight Commission as the Ward 4 representative and administer Oath of Office. MINUTES: City Clerk Jennifer L. Hall administered the Oath of Office to Nadin Said. 5.Appoint Carl Benninger Nominated by Councilmember Bacerra as the Ward 4 Representative to the Planning Commission for a Full­Term Expiring December 8, 2026 Department(s): City Clerk’s Office Recommended Action: Appoint Carl Benninger to the Planning Commission as the Ward 4 representative and administer Oath of Office. MINUTES: City Clerk Jennifer L. Hall administered the Oath of Office to Carl Benninger. 6.Receive and File Single Audit Report for the Fiscal Year Ended June 30, 2022 Department(s): Finance and Management Services Recommended Action: Receive and file Single Audit Report for the Fiscal Year Ended June 30, 2022.     City Council 3 – 7 12/5/2023 City Council 15 5/2/2023 7.Quarterly Report for Housing Division Projects and Activities for the Period of January 1, 2023 to March 31, 2023 Department(s): Community Development Agency Recommended Action: Receive and file the Quarterly Report for Housing Division Projects and Activities for the period of January 1, 2023 to March 31, 2023. MINUTES: Councilmember Bacerra spoke regarding the housing project and homeownership, and thanked the Housing Division for their hard work and efforts. Discussion ensued regarding inclusionary housing funds received and qualifications, acceptance of applications for homeownership assistance, additional workshops and marketing related to the program, and loan forgiveness program for Santa Ana students/graduates. Mayor Pro Tem Lopez thanked staff for all their hard work and efforts and spoke regarding the housing report and homeownership funds. Councilmember Penaloza thanked staff for all their hard work and efforts. Councilmember Phan spoke regarding upcoming workshops and expansion of the program. MOTION: Councilmember Bacerra moved to approved the recommended action for Item No. 7, seconded by Councilmember Hernandez. The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 – Pass 8.Approve Appropriation Adjustment Recognizing the Remaining Balance of Emergency Housing Voucher Service Fees Department(s): Community Development Agency Recommended Action: Approve an appropriation adjustment for Emergency Housing Voucher Service Fees in the amount of $155,750. (requires five affirmative votes)     City Council 3 – 8 12/5/2023 City Council 15 5/2/2023 9.Biennial Modification to the Program Year (PY) 2021­24 Regional and Local Workforce Plan for Grant Funds Received from the Federal Title I Workforce Innovation and Opportunity Act Department(s): Community Development Agency Recommended Action: 1.Approve the modification to the Regional and Unified Local Plan for PY 2021-24 and direct staff to submit to the California Workforce Development Board and State of California Employment Development Department. 2.Authorize the Mayor to execute all documents necessary for the submission of the PY 2021-24 modified Regional and Unified Local Plan. 3.Authorize staff to submit revisions to the PY 2021-24 Regional and Unified Local Plan should they be necessary as requested by the California Workforce Development Board or California Employment Development Department. MINUTES: Mayor Pro Tem Lopez spoke regarding the report and expressed concern regarding low income laborers and receiving federal monies and commented on the Inflation Reduction Act. She requested to meet with the Federal lobbyist. City Manager Kristine Ridge stated staff would look to identify resources in receiving funding. MOTION: Mayor Pro Tem Lopez moved to approve the recommended action for Agenda Item No. 9, seconded by Councilmember Hernandez. The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 – Pass 10.Master Agreement with Qualified Schools to Provide Vocational Training with Federal Workforce Innovation and Opportunity Act (WIOA) and Orange County Social Services Grant Funds for Fiscal Year 2023­24 through Fiscal Year 2026­27(Non­General Fund) Department(s): Community Development Agency Recommended Action:     City Council 3 – 9 12/5/2023 City Council 15 5/2/2023 1.Authorize the City Manager to execute a master agreement, for a total aggregate amount not to exceed $2,765,820 payable from federal Workforce Innovation and Opportunity Act and Orange County Social Services grant funds, for a four- year period expiring June 30, 2027, with a school or training provider listed on the State Employment Training Provider List (ETPL), to deliver occupational skills training on an as needed basis to unemployed and low-income individuals, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­069). 2.Approve schools and training programs listed on the State of California’s Eligible Training Provider List to be used on an as needed basis to provide occupational training under the guidelines of the Workforce Innovation and Opportunity Act. 11.Grant an Easement to Southern California Edison to Allow Underground Power to Serve a Traffic Signal (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute an Easement Deed granting Southern California Edison the right to own, place, and maintain power conduits and conductors underground to serve APN 016-035-14. 12.Award a Purchase Order to Landscape Structures, Inc. to Provide and Install a Universally Accessible Playground at Thornton Park in the Amount of $2,042,277 (Specification No. 23­059) (Project No. 23­2602) (General and Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize a one-time purchase and payment to Landscape Structures, Inc. to furnish and install a universally accessible playground at Thornton Park in the amount of $2,042,277, plus a contingency of $306,342 for a total amount not to exceed $2,348,619, subject to non-substantive changes approved by the City Manager and City Attorney. MINUTES: Mayor Amezcua thanked the City Manager and City staff for all their hard work and efforts and commented on the importance of universally accessible playgrounds. 13.Award a Purchase Order to Amtech Elevator Services to Replace the Elevator Cylinder at the Santa Ana Regional Transportation Center in the Amount of $141,945 (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize a one-time Purchase Order and payment to Amtech Elevator Services for the replacement of the elevator cylinder at the Santa Ana Regional Transportation Center in the amount of $141,945, plus a contingency of $30,900 for a total amount not to exceed $172,845, subject to non-substantive     City Council 3 – 10 12/5/2023 City Council 15 5/2/2023 changes approved by the City Manager and City Attorney. 14.Award a Construction Contract to Vido Samarzich, Inc. in the Amount of $978,455 for the Glenwood Place Water Improvements Project, with an Estimated Project Delivery Cost of $1,300,000 (Project No. 23­6476) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1.Award a construction contract to Vido Samarzich, Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $978,455 for the construction of the Glenwood Place Water Improvements Project, for the term beginning April 18, 2023 and ending upon project completion, and authorize the City Manager to execute the contract subject to non-substantive changes approved by the City Manager and the City Attorney. 2.Approve the Project Cost Analysis for a total estimated construction delivery cost of $1,300,000, which includes $978,455 for the construction contract, $146,768 for contract administration, inspection, and testing, and a $174,777 project contingency for unanticipated or unforeseen work. 3.Determine these actions are exempt from further review in accordance with the California Environmental Quality Act as Categorical Exemption Environmental Review No. ER-2023-26 was filed for the project. MINUTES: Councilmember Penaloza requested there be proper outreach to impacted businesses due to the construction and spoke in support of the item. 15.Award a Construction Contract to Pacific Hydrotech Corp. in the Amount of $12,795,865 for the Well 32 Rehabilitation Project, with an Estimated Project Delivery Cost of $16,634,625 (Project No. 13­6433) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1.Award a construction contract to Pacific Hydrotech Corp., the lowest responsible bidder, in accordance with the base bid in the amount of $12,795,865 for construction of the Well 32 Rehabilitation Project, for a term beginning May 2, 2023, and ending upon project completion, and authorize the City Manager to execute the contract subject to non-substantive changes approved by the City Manager and the City Attorney. 2.Approve the Project Cost Analysis for a total estimated construction delivery cost of $16,634,625, which includes $12,795,865 for the construction contract, $1,224,820 for contract management, $694,560 for contract administration, inspection, and testing, and a $1,919,380 project contingency for unanticipated or unforeseen work.    City Council 3 – 11 12/5/2023 City Council 15 5/2/2023 16.Approve Agreements with Johnson­Frank & Associates, Inc., Stantec Consulting Services, Inc., and Towill, Inc. for On­Call Professional Land Surveying Services, with an Aggregate Amount Not to Exceed $2,450,000 for Three­Year Terms (RFP No. 19­090) (Non­General Fund) Department(s): Public Works Agency Recommended Action: 1. Authorize the City Manager to execute federal Caltrans agreements with Johnson-Frank & Associates, Inc., Stantec Consulting Services, Inc., and Towill, Inc. to provide on-call land surveying services on an as-needed basis, in an aggregate amount not to exceed $950,000 for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with an option for two, one-year extensions, subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­071). 2. Authorize the City Manager to execute non-federal agreements with Johnson-Frank & Associates, Inc., Stantec Consulting Services, Inc., and Towill, Inc. to provide On-Call Land Surveying Services on an as-needed basis, in an aggregate amount not to exceed $1,500,000 for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with an option for two, one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­072). 17.Approve an Agreement with David Evans and Associates, Inc. in an Amount Not to Exceed $410,000 for the Landscape Architectural Design Services for a New Park at 10th St. and Flower St. for a Three­Year Term (Project No. 22­1342) (Revive Santa Ana Program) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute an agreement with David Evans and Associates, Inc. to provide design, development of contract documents, and construction support for the proposed 10th and Flower Park project in the amount of $369,455, with a contingency of $40,545 for a total amount not to exceed $410,000, for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with an option for two, one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­073). MINUTES: Councilmember Hernandez commented on the forthcoming Park at 10th St and Flower. Councilmember Penaloza spoke in support of the item.     City Council 3 – 12 12/5/2023 City Council 15 5/2/2023 18.Amend Agreement with David Evans and Associates, Inc. for Design and Construction Support Services for the Standard – McFadden Park Project by an Additional $50,000 for the Remainder of the Agreement Term (Project No. 20­2729) (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute a first amendment to the agreement with David Evans and Associates, Inc. to provide design, development, and contract documents for the proposed Standard-McFadden Park project, to increase the contract by $43,505, with an approximate 15 percent contingency, for a total not to exceed amount of $50,000, for the remainder of the agreement term through August 16, 2024, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­074). MINUTES: Councilmember Hernandez expressed excitement for the new park services. 19.Approve Agreements with AESCO, Inc., Alta Planning + Design, Inc., CWE, IDS Group, Inc., J. Smith & T. Muli, Inc., KPFF Consulting Engineers, Psomas, Shannon & Wilson, Tait & Associates, Inc., and Willdan Engineering for On­Call Engineering Services in an Aggregate Amount Not to Exceed $5,000,000 for up to a Five­Year Term (General and Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute agreements with AESCO, Inc., Alta Planning + Design, Inc., CWE; IDS Group, Inc., J. Smith & T. Muli, Inc., KPFF Consulting Engineers, Psomas, Shannon & Wilson, Tait & Associates, Inc., and Willdan Engineering, to provide on-call engineering services for a shared aggregate amount not to exceed $5,000,000, for a three-year term beginning May 2, 2023 and expiring May 1, 2026, with provisions for two, one-year extensions, subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­075). 20.Approve Agreements with Bruce Anderson Enterprises, Inc. dba A’s Construction, EBS General Engineering, Inc., Palp, Inc. dba Excel Paving Co., Hardy & Harper, Inc., Vido Samarzich, Inc., and We R Builders, Inc. for Emergency Asphalt and Portland Cement Concrete (PCC) Services for a Total Amount Not to Exceed $3,000,000 for up to a Five­ Year Term (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute agreements with Bruce Anderson Enterprises, Inc. dba A’s Construction, EBS General Engineering, Inc., Palp, Inc. dba Excel Paving Co., Hardy & Harper, Inc., Vido Samarzich, Inc., and We R Builders, Inc. to provide on-call asphalt and concrete placement services for a shared aggregate amount not to exceed $3,000,000, for a three-year term beginning     City Council 3 – 13 12/5/2023 City Council 15 5/2/2023 May 2, 2023 and expiring May 1, 2026 with provisions for two, one-year extensions, subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­076). 21.Approve Amendment to Agreement with TSYS Merchant Solutions, LLC DBA Global Payments, Inc. for Online Debit and Credit Card and Electronic Fund Transfer Automated Clearing House (ACH) Merchant Payment Processing Services, Support and Maintenance, and Purchase of Point­of­Sale Payment Terminals for a New Agreement Amount Not to Exceed $2,022,400 Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a second amendment to the agreement with TSYS Merchant Solutions, LLC, doing business as Global Payments, Inc., for online debit and credit card payment processing, electronic fund transfer Automated Clearing House (“ACH”) payment processing, support and maintenance, and purchase of payment terminals. The amendment includes a base contract increase in the amount of $4,000 and general contingency increase in the amount of $120,000, for a new agreement amount not to exceed $2,022,400. The not to exceed amount includes a general contingency of $362,400 over the maximum life of the agreement. The amendment adds a base term commencing May 2, 2023 and expiring December 31, 2025, with provision for two renewal options (a three-year and a one-year), subject to non- substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­077). 22.Agreement with HCI Systems, Inc. for Fire Alarm System Devices Upgrade, Testing, Inspection, and Repair Services (General Fund) Department(s): Police Department Recommended Action: 1.Authorize the City Manager to execute an agreement with HCI Systems, Inc. for upgrades to the fire alarm system devices at the Police Administration and Jail Buildings and testing and inspection services for a three-year period from May 2, 2023 to June 30, 2026 in the amount of $837,792, plus a contingency of $40,000, for a total amount not to exceed $877,792, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­078). 2.Approve an amendment to the Fiscal Year 2022-2023 Capital Improvement Program to include the Fire Alarm System Devices Upgrade project. 23.Adopt a Resolution for Fiscal Year 2023 Homeland Security Grant Program Funding in the Amount of $5,113,750 Department(s): Police Department Recommended Action: Adopt Resolution No. 2023-021 entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE CITY     City Council 3 – 14 12/5/2023 City Council 15 5/2/2023 MANAGER AND THE CHIEF OF POLICE OR THEIR DESIGNEE(S) TO ENTER INTO AN AGREEMENT WITH THE STATE OF CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES FOR THE FY2023 URBAN AREA SECURITY INITIATIVE FUNDING PROGRAM (authorizing the City Manager and/or the Chief of Police or their designee(s), to apply for the FY 2023 Urban Area Security Initiative grant and upon award, enter into an agreement with the State of California, California Governor’s Office of Emergency Services for the period September 1, 2023 through August 31, 2026, in the amount of $5,113,750, of which $835,000 is obligated to the Orange County Intelligence Assessment Center (Agreement No. 2023­079)). 24.Resolution Accepting the Donation of Science, Technology, Engineering, and Mathematics (STEM) Focused Amenities at Madison Park and Angels Community Park from the University of California Irvine School of Education, and a Donation Agreement with the University of California Irvine School of Education for the Installation of these Amenities at Madison Park and Angels Community Park Department(s): Parks, Recreation, and Community Services Recommended Action: 1. Adopt Resolution No. 2023-022 entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA ACCEPTING THE DONATION OF SCIENCE, TECHNOLOGY, ENGINEERING, AND MATHEMATICS (STEM) FOCUSED AMENITIES FROM THE UNIVERSITY OF CALIFORNIA, IRVINE SCHOOL OF EDUCATION TO PROMOTE STEM LEARNING OPPORTUNITIES AT MADISON PARK AND ANGELS COMMUNITY PARK 2. Authorize the City Manager to execute a donation agreement with The Regents of the University of California, Irvine School of Education for the installation of the STEM-focused amenities at Madison Park and Angels Community Park. The amenities are valued at approximately $249,000 and will come at no cost to the City. The agreement is valid from April 18, 2023, through December 31, 2023, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­080). MINUTES: Councilmember Hernandez spoke in support of the item and regarding the new opportunities. Mayor Pro Tem Lopez thanked all in partnership with the City regarding the project and spoke in support of the item. Mayor Amezcua questioned the cost to the City. City Manager Kristine Ridge clarified the City has no obligations to the project. MOTION: Mayor Pro Tem Lopez moved to approve the recommended action for Item No. 24, seconded by Councilmember Penaloza.     City Council 3 – 15 12/5/2023 City Council 15 5/2/2023 The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 – Pass 25.Adopt Resolution for State of California Grant and Approve Appropriation Adjustment Recognizing $9,000,000 of State Grant Funds for the Modernization of the Santa Ana Civic Center Department(s): Community Development Agency Recommended Action: 1. Adopt Resolution No. 2023-023 entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING APPLICATION FOR SPECIFIED GRANT FUNDS FROM BUDGET ACT 2022/23 (BUDGET ACT OF 2022, AB179, CHAPTER 249, CONTROL SECTION 19.56, ITEM 3790-101-0001(K) OTHER COMMUNITY SERVICES, (24) $9,000,000 TO THE CITY OF SANTA ANA FOR THE MODERNIZATION OF THE SANTA ANA CIVIC CENTER (SACC)) (Grant Contract No. 25, Agreement No. 2023-081) 2. Approve an Appropriation Adjustment recognizing State of California Grant Funds in the amount of $9,000,000. (requires five affirmative votes) 26.Adopt Ordinance No. NS­3039 – AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SANTA ANA MUNICIPAL CODE SECTION 8­6 RELATING TO LICENSE REQUIREMENTS OF CONTRACTORS AND SUBCONTRACTORS (includes determination that this Ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment, and it is not a “project,” as defined in Section 15378 of the CEQA Guidelines) First reading at the April 18, 2023 City Council meeting, approved by a vote of 7-0. Published in the Orange County Reporter on April 21, 2023. Department(s): Planning and Building Agency Recommended Action: Place ordinance for second reading and adopt. **END OF CONSENT CALENDAR**     City Council 3 – 16 12/5/2023 City Council 15 5/2/2023 AT 8:16 P.M. AGENDA ITEM NO. 30 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO PUBLIC HEARINGS. 30.Discuss Request to “Call Up” Planning Commission Item Conditional Use Permit No. 2023­09, Request to Upgrade the Existing Type 41 On­Sale Alcoholic Beverage Control (ABC) License to a Type 47 On­Sale Alcoholic Beverage Control (ABC) License to Allow the On­Premises Sale of Beer, Wine, and Distilled Spirits at an Existing Eating Establishment Located at 1208 East McFadden Avenue located within the Planned Shopping Center (C4) Zoning District (Mariscos Hector Sports Grill) and Consider Scheduling a Public Hearing – Councilmember Penaloza MINUTES: Councilmember Penaloza requested an additional public hearing for the item. Councilmember Bacerra expressed support for a public hearing. Councilmember Hernandez expressed support for a public hearing. MOTION: Councilmember Penaloza moved to schedule a public hearing for the Planning Commission Item Conditional Use Permit No. 2023­09, Request to Upgrade the Existing Type 41 On­Sale Alcoholic Beverage Control (ABC) License to a Type 47 On­Sale Alcoholic Beverage Control (ABC) License to Allow the On­Premises Sale of Beer, Wine, and Distilled Spirits at an Existing Eating Establishment Located at 1208 East McFadden Avenue located within the Planned Shopping Center (C4) Zoning District (Mariscos Hector Sports Grill), seconded by Councilmember Bacerra. The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 - Pass PUBLIC HEARINGS PUBLIC COMMENTS – Members of the public may address the City Council on each of the Public Hearing items. 27.Public Hearing – Approve the Fiscal Year 2023­24 Annual Action Plan and Budgets for the Community Development Block Grant, HOME Investment Partnerships Grant, and Emergency Solutions Grant, and Authorize Submission to the U.S. Department of Housing and Urban Development    City Council 3 – 17 12/5/2023 City Council 15 5/2/2023 Legal Notice published in the Orange County Register, La Opinion, and Nguoi Viet on March 20, 2023. Department(s): Community Development Agency Recommended Action: 1.Approve the Fiscal Year 2023-24 Annual Action Plan and authorize submission to the U.S. Department of Housing and Urban Development. 2.Approve the Fiscal Year 2023-24 budgets for the Community Development Block Grant program in the total amount of $4,808,057; HOME Investment Partnerships grant in the amount of $1,605,667 from Grant Year 2023 allocation and a re-allocation of $6,180,123 in prior year program funds; and Emergency Solutions Grant in the amount of $447,249 from Grant Year 2023 allocation. All proposed activities’ budgets will be proportionally increased or decreased from the estimated funding levels to match actual allocation amounts. 3.Direct the City Attorney to finalize and authorize the City Manager to execute memorandums of understandings with various city departments awarded funds as part of the approved Community Development Block Grant program budget for a term beginning July 1, 2023 through June 30, 2026, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­082). 4.Direct the City Attorney to finalize and authorize the City Manager to execute a memorandum of understanding with the Santa Ana Police Department and agreements with non-profit homeless service providers awarded funds as part of the approved Emergency Solutions Grant program budget for a term beginning July 1, 2023 through June 30, 2024, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­083). 5.Direct the City Attorney to finalize and authorize the City Manager to execute amendments to the current Community Development Block Grant subrecipient agreements for America on Track, The Delhi Center, and the Orange County Children’s Therapeutic Arts Center (Agreement No. 2023­084). MINUTES: Mayor Amezcua reported a recusal on a portion of the Public Hearing related to Neutral Ground and left the dais at 8:19 P.M.. MOTION: Councilmember Phan moved to bifurcate the Agenda Item to consider the Public Hearing via two separate actions, seconded by Councilmember Vazquez. The motion carried, 6-0-1, by the following roll call vote:     City Council 3 – 18 12/5/2023 City Council 15 5/2/2023 AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ NONE MAYOR AMEZCUA (recusal) NONE Status: 6 – 0 – 1 – Pass MINUTES: Mayor Pro Tem Lopez opened the public hearing at 8:21 P.M. There being no speakers, Mayor Pro Tem Lopez closed the public hearing at 8:21 P.M. Councilmember Hernandez spoke in support of the item and thanked City staff for their hard work and efforts. Councilmember Bacerra thanked all for their hard work. MOTION: Councilmember Phan moved to approve the allocation to Neutral Ground, seconded by Councilmember Vazquez. The motion carried, 6-0-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ NONE MAYOR AMEZCUA (recusal) NONE Status: 6 – 0 – 1 – Pass MINUTES: Mayor Amezcua returned to the dais at 8:26 P.M. MOTION: Councilmember Hernandez moved to approve the remainder of the recommended action for Public Hearing Item No. 27, seconded by Councilmember Bacerra. MINUTES: Discussion ensued regarding Community Development Block Grant allocation of funds, marketing available programs to residents, and County-wide organization programs. City Clerk Jennifer Hall stated there was one (1) e-comment received for the item. The motion carried, 7-0, by the following roll call vote:     City Council 3 – 19 12/5/2023 City Council 15 5/2/2023 AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 – Pass MINUTES: At 8:35 P.M., the Work Study Session was considered. 28.Fiscal Year 2023­24 Budget Work Study Session Department(s): Finance and Management Services Recommended Action: Discuss and provide direction to staff. MINUTES: Finance Director Kathryn Downs gave a presentation regarding the budget workshop. The following speakers addressed Council in-person: 1. Carl Benninger spoke regarding the CERT program and requested funds for the program. 2. Dale Helvig requested funding for additional expansion of the Discovery Science Center Councilmember Vazquez spoke regarding crime reduction and building character of the community. Councilmember Hernandez thanked staff for the presentation, commented on community concerns, and spoke in support of additional park space, teen center, investing on crime reduction programs, addressing homelessness, local excursions, boxing, afterschool programs, and the proposed City event budget. He spoke regarding allocation of funding. Councilmember Phan spoke regarding the need for additional park space, teen excursions, Discovery Cube, and the proposed City event budget. She requested the Boards and Commission budget be doubled and increased in range, and spoke in opposition to additional funds for animal control services. She expressed concern regarding the crossing guard expenditure. WORK STUDY SESSION     City Council 3 – 20 12/5/2023 City Council 15 5/2/2023 Mayor Pro Tem Lopez spoke in support of the Waste Hauler donations, Discovery Science Center, teen excursion program, Fiestas Patrias at Downtown Santa Ana, and maintaining Juneteenth. She spoke regarding implementing a Measure X sunset plan and workforce development budget, requested a designated fund for traffic roundabouts, promotion of public transportation, additions of cameras in prominent intersections, fitness programs, funding for Santiago Park restrooms, shading area in play areas, and environmental commitments, and asked for clarifications on fees. Finance Director Downs spoke regarding increased fees. Councilmember Bacerra spoke in support of the budget, regarding funding of eight additional police officers to fill vacancies, and requested two Patrol Officers be allocated for the Downtown Area and two additional Patrol Officers be allocated to the South Bristol Corridor. He spoke regarding traffic signals, installation of cameras at Alton Bike Trail, maintaining a portion of Griset Park for a Dog Park, and generating fund revenue items. Councilmember Penaloza spoke in support of the budget and spoke in opposition to crossing guard funds, future park expansion of park at Bristol and Warner, Winter Village, and Indigenous People’s Day, spoke in support of the community events and requested non-residents participating in 5K Run be charged a nominal fee. He spoke regarding selling alcohol at the Zoo, requested an update on splash pads, and asked for clarification regarding costs involved with animal control services. City Manager Kristine Ridge spoke regarding costs with animal control services. Councilmember Vazquez spoke regarding community event expenses and funds and crossing guards, and spoke in support of the budget. Councilmember Hernandez spoke in support of the Cannabis Festival and spoke regarding expenses related to the festival and generating additional revenue. Mayor Amezcua spoke regarding community participation in the City budget workshop, top two and two lowest budget priorities, fee increases, free rental of Parks, Discovery Science Center expansion, Fiesta Patrias, and expressed concern regarding the Cannabis Festival and crossing guards. She requested the City hire additional Code Enforcement Personnel and spoke regarding Measure X, prevention programs for crimes, quality of life, and fiscal responsibility. City Manager Ridge spoke regarding the Cannabis Festival. General consensus provided to generate additional revenue.     City Council 3 – 21 12/5/2023 City Council 15 5/2/2023 COUNCILMEMBER REQUESTED ITEMS 29.Discuss and Consider Directing the City Attorney and City Manager to Make a Public Report on the Homeless Federal Agreement and the City’s Plans to Address Enforcement and Impacts Related to the Upcoming Expiration of the Agreement as it Relates to Funding, Clean­Ups, and Shelter Services – Mayor Amezcua MINUTES: Mayor Amezcua spoke regarding the Item, requested the item be postponed due to litigation, and requested an informational report be sent to the Council within 30-days. Councilmember Penaloza expressed support for the item. 30.AGENDA ITEM NO. 30 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO PUBLIC HEARINGS. MINUTES: At 10:34 P.M., Mayor Amezcua recessed the City Council meeting to address the Housing Authority agenda and reconvened at 10:36 p.m. CITY MANAGER COMMENTS MINUTES: City Manager Kristine Ridge announced the Public Works Department as award recipients and spoke regarding the Orange County Marathon. COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended. 1. April 26 – 28, 2023 Mayor Pro Tem Lopez – NALEO Policy Institute on Economic Mobility Conference in New York, NY MINUTES: Councilmember Vazquez spoke regarding International Workers Day. Councilmember Hernandez thanked residents for their participation. Councilmember Phan thanked non-profit partners and volunteers for their assistance in Ward 1, spoke regarding April 30 as Black April Month, and wished everyone a Happy Mothers Day! Councilmember Bacerra spoke regarding the Orange County Marathon and announced his office hours on Saturday, May 6, 2023 at 10:00 A.M. at George Upton Park. Councilmember Penaloza commented on the Orange County Marathon costs and wished everyone a Happy Mothers Day!     City Council 3 – 22 12/5/2023 City Council 15 5/2/2023 Mayor Amezcua spoke regarding a community walk at Wilshire Square area, Victims Memorial, Fire Department ride along, and congratulated and thanked staff for all their help and hard work. She wished everyone a Happy Mothers Day! ADJOURNMENT – Adjourn the City Council meeting and convene to the Housing Authority meeting. MINUTES: Mayor Amezcua adjourned the City Council meeting at 10:45 P.M. Respectfully submitted: ___________________________ Jennifer L. Hall, CMC City Clerk     City Council 3 – 23 12/5/2023 City Council 1 5/11/2023 DRAFT Minutes of the Special Meeting of the City Council City of Santa Ana, California May 11, 2023 SPECIAL OPEN MEETING – 4:00 P.M. CITY COUNCIL CHAMBER 22 Civic Center Plaza Santa Ana, CA 92701 CITY COUNCIL SPECIAL OPEN SESSION CALL TO ORDER MINUTES: Mayor Amezcua called the Special City Council meeting to order at 4:16 P.M. ATTENDANCE Council Members Mayor Pro Tem Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Jessie Lopez Mayor Valerie Amezcua City Manager City Attorney City Clerk Kristine Ridge Sonia R. Carvalho Jennifer Hall ROLL CALL MINUTES: City Clerk Jennifer L. Hall conducted roll call.     City Council 3 – 24 12/5/2023 City Council 1 5/11/2023 Councilmembers Bacerra, Hernandez, Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez (arrived at 4:21 P.M.), and Mayor Amezcua were present. PLEDGE OF ALLEGIANCE Lorena Vidaurre ADDITIONS/DELETIONS MINUTES: None. PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items, except for public hearings. Comments for public hearings will take place after the hearing is opened. MINUTES: The following speakers addressed Council via teleconference: 1. Karen Malley requested a spay and neuter program and spoke regarding the impacts to the community. 2. Kevin Marlin, OC Animal Allies, spoke regarding the costs, resources and staffing for spay and neuter programs, and requested funding for the program. 3. Ladan Davia requested a spay neuter program in the City. 4. Romina Yamashiro requested a spay and neuter program and spoke regarding the impacts to the community. 5. Tim Johnson expressed concern regarding the sunset of Measure X. 6. John Ramirez requested funds for security/patrol at City Parks and additional PAAL centers and spoke regarding the OC Animal Shelter’s pandemic measures. 7. Erika Rasmussen requested a spay and neuter program in the City. The following speakers addressed Council in-person: 8. Azucena Soria requested funds for a PAAL program at French Park. 9. Tina Davidson thanked the City Council for the security fence at Howe-Waffle House and requested funds for a painter. 10.Dale Helvig spoke regarding allocating funds to acquiring additional land and PAAL programs. 11.Jeff Katz spoke regarding the Santa Ana Triangle and requested allocation of     City Council 3 – 25 12/5/2023 City Council 1 5/11/2023 funds for PAAL. 12.Mia Verdin requested funding for a youth center and additional libraries. 13.Carl Benninger requested funds for a CERT program and spoke regarding converting the Flood Control Channel in Ward 4 in to a park. 14.Lorena Vidaurre requested a traffic light signal in her neighborhood. City Clerk Jennifer L. Hall reported out the summary of email comments received: Eleven (11) comments regarding Agenda Item No. 1. MINUTES: At 4:54 P.M. the Work Study Session was considered. 1. Fiscal Year 2023­24 Budget Workshop Department(s): Finance and Management Services Recommended Action: Provide direction to staff in preparation for the budget public hearing scheduled for June 6, 2023. MINUTES: Finance Director Kathryn Downs gave a presentation regarding the proposed budget, background, and best practices. Chief Assistant City Attorney Laura Rossini spoke regarding rules of decorum during City Council meetings. Discussion ensued regarding additional and allocation of funds, grants, staffing, resources, and programs. City Council inquired regarding the 10-year outlook, fee increases, OC Street Car cost estimates, crossing guards, Police Department calls for services cost for the Santa Ana Unified School District, and Stadium reservation costs . Finance Director Downs answered questions and provided clarification. Discussion ensued regarding capital improvement projects, grant funds, housing, Lobbyist, Police staffing, pedestrian and traffic safety, partnerships and sponsorships, Winter Village, and restricted funds. City Manager Kristine Ridge answered questions and provided clarification. Public Works Director Nabil Saba spoke regarding capital improvement projects. Discussion followed regarding the state of emergency order related to COVID, one-time spending, fee schedule, and capital improvement projects. WORK STUDY SESSION     City Council 3 – 26 12/5/2023 City Council 1 5/11/2023 Finance Director Downs answered questions and provided clarification. City Manager Ridge spoke regarding increased rates of materials and labor and funding. She spoke regarding the process of the proposed budget direction. ADJOURNMENT – Adjourn the Special City Council meeting. MINUTES: Mayor Amezcua adjourned the Special City Council meeting at 6:28 P.M. Respectfully submitted: ___________________________ Jennifer L. Hall, CMC City Clerk     City Council 3 – 27 12/5/2023 City Council 1 05/16/2023 RAFT Minutes of the Special Closed Session and Regular Meeting of the City Council City of Santa Ana, California May 16, 2023 SPECIAL CLOSED SESSION MEETING – 4:30 P.M. REGULAR OPEN MEETING – 5:45 P.M. (Immediately following the Closed Session Meeting) CITY COUNCIL CHAMBER 22 Civic Center Plaza Santa Ana, CA 92701 SPECIAL CLOSED SESSION CALL TO ORDER MINUTES: Mayor Amezcua called the Special Closed Session Meeting to order at 4:46 P.M. ATTENDANCE Council Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Mayor Pro Tem Jessie Lopez Mayor Valerie Amezcua City Manager Kristine Ridge City Attorney Sonia R. Carvalho City Clerk Jennifer L. Hall     City Council 3 – 28 12/5/2023 City Council 2 05/16/2023 ROLL CALL MINUTES: City Clerk Jennifer L. Hall conducted roll call. Councilmembers Bacerra, Penaloza, Phan and Vazquez, and Mayor Amezcua were present. Councilmember Hernandez and Mayor Pro Tem Lopez joined the meeting during Closed Session. PUBLIC COMMENTS – Members of the public may address the City Council on Closed Session items. MINUTES: No public comments were received regarding Closed Session agenda items. RECESS – City Council will recess to Closed Session for the purpose of conducting regular City business. MINUTES: Mayor Amezcua recessed to consider the Closed Session items at 4:41 P.M. CLOSED SESSION ITEMS – The Brown Act permits legislative bodies to discuss certain matters without members of the public present. The City Council finds, based on advice from the City Attorney, that discussion in open session of the following matters will prejudice the position 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.City of Santa Ana v. United California Bank Realty Corporation, Orange County Superior Court Case No. 30­2021­01184614 2.CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54957.6(a): Agency Negotiators: Jason Motsick, Human Resources Executive Director Employee Organizations: Santa Ana Police Officers Association (POA) Service Employees’ International Union (SEIU) Confidential Association of Santa Ana (CASA) Santa Ana Management Association (SAMA) RECONVENE – City Council will reconvene to continue regular City business. MINUTES: Mayor Amezcua reconvened the Special Closed Session meeting at 6:51 P.M. CLOSED SESSION REPORT – The City Attorney will report on any action(s) from Closed Session. MINUTES: City Attorney Sonia Carvalho stated there was no reportable action.     City Council 3 – 29 12/5/2023 City Council 3 05/16/2023 ADJOURNMENT – Adjourn the Special Closed Session meeting. MINUTES: Mayor Amezcua adjourned the Special Closed Session meeting at 6:52 P.M. CITY COUNCIL REGULAR OPEN SESSION CALL TO ORDER MINUTES: Mayor Amezcua called the Regular City Council meeting to order at 6:52 P.M. ATTENDANCE Council Members Mayor Pro Tem Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Jessie Lopez Mayor Valerie Amezcua City Manager City Attorney City Clerk Kristine Ridge Sonia R. Carvalho Jennifer Hall ROLL CALL MINUTES: City Clerk Jennifer L. Hall conducted roll call. Councilmembers Bacerra, Hernandez, Penaloza, Phan, and Vazquez, Mayor Pro Tem Lopez, and Mayor Amezcua were present. PLEDGE OF ALLEGIANCE Community Development Director Mike Garcia WORDS OF INSPIRATION Pastor Danny De Leon Jr., Templo Calvario ADDITIONS\DELETIONS TO THE AGENDA MINUTES: City Clerk Jennifer L. Hall stated there were no revisions to the agenda. City Attorney Sonia Carvalho requested that Agenda Item No. 28 be pulled and continued due to new correspondence arising after the posting of the agenda. Mayor Amezcua stated Agenda Item No. 28 would be rescheduled to a later date. Councilmember Bacerra requested Agenda Item No. 28 be brought back to Council at the June 6, 2023 City Council meeting.     City Council 3 – 30 12/5/2023 City Council 4 05/16/2023 MOTION: Councilmember Bacerra moved to continue Agenda Item No. 28 to the June 6, 2023 City Council meeting, seconded by Councilmember Penaloza. SUBSTITUTE MOTION: Mayor Amezcua moved to continue Agenda Item No. 28 to the June 20, 2023 City Council meeting, seconded by Councilmember Vazquez. The substitute motion carried, 5-2, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA NONE NONE Status: 5 – 2 – Pass; Agenda Item No. 28 Continued CEREMONIAL PRESENTATIONS 1. Proclamation presented by Mayor Pro Tem Lopez and Councilmember Phan to Santa Ana’s Public Works Agency declaring May 21­27, 2023, as National Public Works Week. 2. City Tile presented by Councilmember Bacerra to Mark McLoughlin for Outstanding Contributions to the Community. 3. Proclamation presented by Councilmember Penaloza declaring May 14­20, 2023, as National Police Week. 4. Proclamation presented by Councilmember Vazquez to Santa Ana Active Streets declaring May 2023, as National Bike Month. MINUTES: Mayor Pro Tem Lopez and Councilmember Phan presented a Proclamation declaring May 21-27, 2023, as National Public Works Week to Santa Ana’s Public Works Agency. Mayor Pro Tem Lopez and Councilmember Phan spoke regarding the Public Works Agency. Councilmember Bacerra presented a City Tile to Mark McLoughlin and thanked him for his years of service to the community. Ceremonial Presentation No. 4 was considered prior to Ceremonial Presentation No. 3. Councilmember Vazquez presented a Proclamation declaring May 2023 as National Bike Month to Santa Ana Active Streets. Councilmember Penaloza presented a Proclamation declaring May 14-20, 2023 as     City Council 3 – 31 12/5/2023 City Council 5 05/16/2023 National Police Week to the Santa Ana Police Department. STAFF PRESENTATIONS 5.Homelessness Update MINUTES: City Manager Kristine Ridge stated the Homelessness Update presentation would be continued to a June City Council meeting. PUBLIC COMMENT – Public comments will be held during the beginning of the meeting for ALL comments on agenda and non­agenda items, except for public hearings. Comments for public hearings will take place after the hearing is opened. MINUTES: City Clerk Jennifer L. Hall announced public comment time is limited to two minutes per speaker. The following speakers addressed Council via teleconference: 1. Carl Benninger requested a CERT program be added to the budget, announced a COM Link meeting, and invited all to attend the June 22, 2023 Annual Awards Night. 2. Henny Abraham requested Council pass a Resolution condemning the Republic of Iran. The following speakers addressed Council in-person: 3. Nico Armenta spoke regarding preserving the Tianguis Farmers Market. 4. Evelyn Armenta spoke regarding preserving the Tianguis Farmers Market. 5. Norma Morales spoke regarding preserving the Tianguis Farmers Market. 6. Melissa Ramirez spoke regarding preserving the Tianguis Farmers Market. 7. Eric Hernandez spoke regarding preserving the Tianguis Farmers Market. 8. Trisha Hernandez spoke regarding preserving the Tianguis Farmers Market. 9. Maria Martinez (Spanish translation) spoke regarding preserving the Tianguis Farmers Market. 10.Gesselle Villamil spoke regarding preserving the Tianguis Farmers Market. 11.Farhad Mafie requested Council pass a Resolution condemning the Republic     City Council 3 – 32 12/5/2023 City Council 6 05/16/2023 of Iran. 12.Lupe Lopez spoke regarding indigenous women rising and expressed concern regarding commissioner allegations towards her. 13.Mona Sedaghat requested Council pass a Resolution condemning the Republic of Iran. 14.Fernando Delgado spoke regarding the recall of Mayor Pro Tem Lopez. 15.Tannaz requested Council pass a Resolution condemning the Republic of Iran. 16.Yousef Badiei spoke regarding condemning the Republic of Iran. 17.Mitra Mosallaie requested Council pass a Resolution condemning the Republic of Iran. 18.Elizabeth Hansburg spoke in opposition to Agenda Item No. 28. 19.Maryam Mosallaie requested Council pass a Resolution condemning the Republic of Iran. 20.Soheyla Torabi requested Council pass a Resolution condemning the Republic of Iran. 21.Alfredo Hernandez (Spanish translation) spoke regarding access to free dental care. 22.Nellie LeGaspe spoke regarding Indigenous Peoples Day. 23.Danny Vega thanked the Mayor for the Mayor’s Prayer Breakfast and spoke regarding the budget. 24.Ralph Salazar spoke regarding Native Americans. 25.Nanabah expressed concern regarding Commissioner Le Gaspe’s violation of the City’s code of ethics. City Clerk Jennifer L. Hall reported out the summary of email comments received: One (1) comment regarding Agenda Item No. 9, One (1) comment regarding Agenda Item No. 27, Seven (7) comments regarding Agenda Item No. 28, One (1) comment regarding Item No. 32, and Twenty-three (23) non-agenda comments. CONSENT CALENDAR AGENDA ITEM NO. 7 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO THE CONSENT CALENDAR 7.Appoint Keith Carpenter Nominated by Councilmember Phan as the Ward 1     City Council 3 – 33 12/5/2023 City Council 7 05/16/2023 Representative to the Police Oversight Commission for a Full­Term Expiring on December 10, 2024 Department(s): City Clerk’s Office Recommended Action: Appoint Keith Carpenter to the Police Oversight Commission as the Ward 1 representative and administer the Oath of Office. MOTION: Councilmember Penaloza moved to approve the recommended action for Item No. 7, seconded by Councilmember Bacerra. SUBSTITUTE MOTION: Councilmember Hernandez moved to continue Item No. 7 to the next City Council meeting. The substitute motion died due to lack of a second. The original motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 - Pass MINUTES: City Clerk Jennifer L. Hall administered the Oath of Office to Keith Carpenter. RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 6 through 28 and waive reading of all resolutions and ordinances MINUTES: At 8:31 P.M., Councilmember Bacerra pulled Agenda Item Nos. 9, 16, and 25 for separate discussion and consideration. Councilmember Phan recused herself from Agenda Item No. 12 and 27 as the listed entities are clients of her employer, Rutan and Tucker. MOTION: Councilmember Bacerra moved to approve staff recommendations on the following Consent Calendar Items: 6 through 28 with the exception of Agenda Item Nos. 7, 9, 16 and 25, seconded by Mayor Amezcua. The motion carried, 7-0, by the following roll call vote: CONSENT CALENDAR     City Council 3 – 34 12/5/2023 City Council 8 05/16/2023 AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7 – 0 - Pass 6.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 7. AGENDA ITEM NO. 7 WAS CONSIDERED OUT OF ORDER AND HEARD PRIOR TO THE CONSENT CALENDAR. 8.Minutes from the Special Closed Session and Regular Meetings of October 4, 2022 and October 18, 2022. Department(s): City Clerk’s Office Recommended Action: Approve minutes. 9.Receive and File the Rental Registry Fee Study Department(s): Community Development Agency Recommended Action: Receive and file the Rental Registry Fee Study identifying the appropriate Rental Registry Fee to recover all costs associated with the Rent Stabilization and Just Cause Eviction Ordinance. MINUTES: Councilmember Bacerra spoke regarding the Rental Registry Fee study and spoke in opposition to the Item. MOTION: Councilmember Bacerra moved to not approve Item No. 9, seconded by Councilmember Penaloza. SUBSTITUTE MOTION: Councilmember Hernandez moved to approve the recommended action for Item No. 9, as presented, seconded by Mayor Pro Tem Lopez. MINUTES: Mayor Amezcua spoke regarding the process time and comparisons for business licenses and the rental registry. Housing Division Manager Judson Brown spoke regarding the process time and automation for the rental registry. Mayor Pro Tem Lopez spoke in support of the item.    City Council 3 – 35 12/5/2023 City Council 9 05/16/2023 Councilmember Penaloza spoke regarding renter and landlord costs and spoke in opposition to the item. Discussion ensued regarding costs and fees, capital improvement petitions analysis, and compliance. Mayor Amezcua spoke in opposition to the item. The substitute motion carried, 4-3, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA, MAYOR AMEZCUA NONE NONE Status: 4 – 3 - Pass 10.Periodic Quarterly Report of Investments as of March 31, 2023 Department(s): Finance and Management Services Recommended Action: Receive and file. 11.Fiscal Year 2022­2023: Third Quarter Budget Update and Appropriation Requests Department(s): Finance and Management Services Recommended Action: 1. Receive and file the fiscal year 2022­2023: Third Quarter Budget Update. 2. Approve the recommended appropriation adjustments with a net General Fund impact of $1,784,000 ($1,500,000 for Business Interruption Grant, $3,900,000 for Main Library Transformation and Newhope Library Tenant Improvement, and reduction of $3,616,000 transfer from General Fund to the Cannabis Public Benefit Fund) (requires five affirmative votes). 12.Receive and File the Certification of Approval by City Engineer of the Final Tract Map 2022­1, County Tract Map No. 19142 (830 South Harbor Blvd.) (Applicant: City Ventures and MAS Investments LP) Department(s): Public Works Agency Recommended Action: Receive and file the certification of approval by City Engineer of the Final Tract Map 2022­1. MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 12 as part of the Consent Calendar, seconded by Mayor Amezcua.     City Council 3 – 36 12/5/2023 City Council 10 05/16/2023 The motion carried, 6-0-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE COUNCILMEMBER PHAN (recusal) NONE Status: 6 – 0 – 1 - Pass 13.Award a Purchase Order to Galls, LLC for Body Armor Protective Vests for the Santa Ana Police Department in the Amount of $135,474 (Specification No. 23­086) (Non­ General Fund) Department(s): Police Department Recommended Action: Authorize a one­time award and payment to Galls, LLC for the procurement of 35 body armor protective vests in the amount of $135,474, subject to non­substantive changes approved by the City Manager and City Attorney. 14.Award a Blanket Order Contract to BorderLAN, Inc. for Computer Endpoint Protection Software, in an amount not to exceed $200,000 (Specification No. 22­060) (Non­ General Fund) Department(s): Information Technology Recommended Action: Award Blanket Order Contract to BorderLAN, Inc. for Endpoint Protection Software Subscription Services for a three­year period expiring May 31, 2026, in an amount not to exceed $200,000, subject to non­substantive changes approved by the City Manager and City Attorney. 15.Approve and Amend an Agreement with Infor (US) LLC For Lawson Financial System Maintenance, Services, and Software Licenses in an Amount not to Exceed $1,216,709.87 (Non­General Fund) Department(s): Information Technology Recommended Action: Authorize the City Manager to amend an agreement with Infor (US) LLC for Lawson financial system maintenance, services, and software licenses in an amount not to exceed $1,216,709.87 over a two­year period beginning June 1, 2023 through June 30, 2025, with a one­year optional renewal, subject to non­ substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­085). 16.Approve a First Amendment to Agreements with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. for On­Call Affordable Housing Financial, Analytical, and Advisory Services on an As–Needed Basis in a Shared Amount not to exceed $500,000 (related to Housing Authority Agenda Item No. 2)     City Council 3 – 37 12/5/2023 City Council 11 05/16/2023 Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a First Amendment to three joint on­call consultant agreements for affordable housing financial, analytical, and advisory services with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. to add an additional $250,000 and to extend the term for two years until November 1, 2026, for a total shared amount not to exceed $500,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement Nos. 2023-086). MINUTES: Councilmember Bacerra expressed concern regarding Keyser Marston Associates, Inc. MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 16, except consultant agreement with Keyser Marston Associates, Inc., seconded by Mayor Amezcua. The motion carried, 5-2, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, MAYOR AMEZCUA COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ NONE NONE Status: 5 - 2 - Pass MINUTES: Councilmember Hernandez noted for the record a “Yes” vote for Item No. 16. See page 20 for subsequent reconsideration of Item No. 16. 17.Amend Agreement with Mekong Printing dba MK Printing, Inc. to Increase the Agreement by $60,000 for a New Total Agreement Amount not to Exceed $675,000 and to Extend the Term to June 30, 2024 (General Fund) Department(s): Finance and Management Services Recommended Action: Authorize the City Manager to execute a second amendment to the agreement with Mekong Printing dba MK Printing Inc. to provide citywide offset printing services, increasing the agreement amount by $60,000 ($30,000 annually for the remaining term) for a new total agreement amount of $675,000 and extending the term from June 3, 2024 to June 30, 2024, subject to non­ substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­087). 18.Approve an Amendment to the FY 2022­23 Capital Improvement Program for $483,584 and Award a Construction Contract to California Professional Engineering, Inc. in the Amount of $358,210 for the Riverview Neighborhood Street     City Council 3 – 38 12/5/2023 City Council 12 05/16/2023 Lighting Project, with an Estimated Project Delivery Cost of $483,584 (Project No. 23­6030) (General Fund) Department(s): Public Works Agency Recommended Action: 1.Approve an amendment to the FY 2022­23 Capital Improvement Program to include $483,584 in construction funds for the Riverview Neighborhood Street Lighting Project (Project No. 23­6030). 2.Award a construction contract to California Professional Engineering, Inc, the lowest responsible bidder in accordance with the base bid in the amount of $358,210, for the construction of the Riverview Neighborhood Street Lighting Project for a term beginning May 16, 2023 and ending upon project completion, and authorize the City Manager to execute the contract subject to non­substantive changes approved by the City Manager and the City Attorney. 3.Approve the Project Cost Analysis for a total estimated construction delivery cost of $483,584, which includes $258,210 for the construction contract, $53,732 for contract administration, inspection and testing, and a $71,642 contingency for unanticipated or unforeseen work. 4.Determine these actions are exempt from further review pursuant to the California Environmental Quality Act as Categorical Exemption Environmental Review No. ER­ 2023­181475 was filed for the project. 19.Approve an Appropriation Adjustment and Award a Construction Contract to Onyx Paving Company, Inc. in the Amount of $2,954,000 for the Local Street Preventative Maintenance FY 22­23 Project with an Estimated Project Delivery Cost of $3,840,200 (Project No. 23­6907) (Non­General & General Fund) Department(s): Public Works Agency Recommended Action: 1.Approve an appropriation adjustment recognizing prior­ year fund balance of $248,391 in the Public Works­Storm Drain Construction Area III, Prior Year Carry Forward revenue account, and appropriating the same amount into the Public Works­Storm Drain Construction, Improvements Other Than Buildings expenditure account (requires five affirmative votes). 2.Authorize the reallocation of unspent Drainage Area Fee funds from various projects: $38,609 from D­03 Channel Repair at Alton Avenue, $248,391 from Local Drainage Area III, $171,343 from Local Street Preventative Maintenance FY 19­20, $98,516 from Local Street Preventative Maintenance FY 20­21, and $505,341 from Local Street Preventative Maintenance FY 21­22 for a total of $1,062,200 to the Local Street Preventative Maintenance FY 22­23 Project, completing the project’s funding requirement. 3.Award a construction contract to Onyx Paving Company, Inc., the lowest responsible     City Council 3 – 39 12/5/2023 City Council 13 05/16/2023 bidder, in accordance with the base bid and add alternate in the amount of $2,954,000 for construction of the Local Street Preventative Maintenance FY 22­23 Project, for a term beginning May 16, 2023, and ending upon project completion, and authorize the City Manager to execute the contract subject to non­substantive changes approved by the City Manager and the City Attorney. 4.Approve the Project Cost Analysis for a total estimated construction delivery cost of $3,840,200, which includes $2,954,000 for the construction contract; $443,100 for contract administration, inspection, and testing; and a $443,100 project contingency for unanticipated or unforeseen work. 5.Determine these actions are exempt from further review pursuant to the California Environmental Quality Act as Categorical Exemption Environmental Review No. ER­ 2023­03 was filed for project 23­6907. 20.Approve Agreements with Kimley­Horn, Tetra Tech, Huitt­Zollars, Inc., RICK Engineering Company, Mark Thomas & Company, Inc., Psomas, Ardurra Group, Inc., CWE, Willdan Engineering, X Engineering & Consulting, Inc., Kleinfelder, Inc., IDS Group, Inc., TAIT & Associates, Inc., Alta Planning + Design, Inc., and KPFF Consulting Engineers for On­Call Engineering Services in an Aggregate Amount Not to Exceed $5,000,000, for up to a Five­Year Term (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute agreements with Kimley­Horn, Tetra Tech, Huitt­Zollars, Inc., RICK Engineering Company, Mark Thomas & Company, Inc., Psomas, Ardurra Group, Inc., CWE, Willdan Engineering, X Engineering & Consulting, Inc., Kleinfelder, Inc., IDS Group, Inc., TAIT & Associates, Inc., Alta Planning + Design, Inc., and KPFF Consulting Engineers to provide on­call engineering services for a shared aggregate amount not to exceed $5,000,000, for a three­year term beginning May 16, 2023 and expiring on May 16, 2026, with the provision for one, two­year extension, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement Nos. 2023­088). 21.Approve Agreements with David Evans and Associates, Inc., David Volz Design, Kimley­Horn and Associates, Inc., MIG, Inc., NUVIS, PlaceWorks, RJM Design Group, Inc., RRM Design Group, Studio One Eleven, and Verde Design, Inc. for On­Call Landscape Architectural Services in an Aggregate Amount Not to Exceed $5,000,000 for up to a Five­Year Term (General Fund and Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute agreements with David Evans and Associates, Inc., David Volz Design, Kimley­Horn and Associates, Inc., MIG, Inc., NUVIS, PlaceWorks, RJM Design Group, Inc., RRM Design Group, Studio One Eleven, and Verde Design, Inc. to provide on­call landscape architectural services, for a shared aggregate amount not to exceed $5,000,000, for a three­year term beginning May 16, 2023 and expiring May 15, 2026, with provisions for two, one­ year extensions, subject to non­substantive changes approved by the City Manager and City Attorney     City Council 3 – 40 12/5/2023 City Council 14 05/16/2023 (Agreement Nos. 2023­089). 22.Approve License Agreement with Greyhound Lines, Inc. Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute a site license agreement with Greyhound Lines, Inc. for the rental of one bus bay, for a one­year period beginning June 1, 2023 and expiring May 31, 2024, with four, one­year optional renewals, at a monthly rate of $4,500, for a total amount of $54,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­090). 23.Approve an Amendment to the Agreement with EcoNomics, Inc. to Modify the Scope of Work for Solid Waste Consultant Services, Increase the Agreement Capacity in an Amount Not to Exceed $634,345, and Exercise the One­Year Extension (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute the fourth amendment to the agreement with EcoNomics Inc. to expand the solid waste consulting services scope of work, increase the total compensation by $574,345, with a contingency of $60,000, for a total additional amount not to exceed $634,345, and exercise the one­year extension expiring June 30, 2024, with option to extend the term for one additional year, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­091). 24.Approve an Amendment to the Agreement with HF&H Consultants, LLC to Expand the Solid Waste Consultant Services Scope of Work, Increase the Agreement Amount by $234,000, and Exercise the One­Year Term Extension (Non­General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute the fourth amendment to the agreement with HF&H Consultants, LLC to expand the solid waste consulting services scope of work, increase the total compensation by $195,000, plus a contingency of $39,000, for a total additional amount not to exceed $234,000, and exercise the one­year term extension expiring June 30, 2024, with an option to extend the term for one additional year, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­092). 25.Approve an Appropriation Adjustment and Approve an Agreement with Butier Engineering, Inc. for a Total Amount Not to Exceed $500,000 for Construction Engineering Services for San Lorenzo Sewage Lift Station (Non­General Fund) Department(s): Public Works Agency     City Council 3 – 41 12/5/2023 City Council 15 05/16/2023 Recommended Action: 1.Approve an appropriation adjustment recognizing prior­ year fund balance of $500,000 in the Sewer Connection Fee Fund, Sewer Connection Projects, Prior Year Carry Forward revenue account, and appropriating the same amount into the Sewer Connection Projects, Improvements Other Than Building expenditure account. (requires five affirmative votes) 2.Authorize the City Manager to execute an agreement with Butier Engineering, Inc. for construction engineering services, for a total agreement amount of $500,000 subject to non­substantive changes approved by the City Manager and the City Attorney (Agreement No. 2023­093). 3.Approve an amendment to the Fiscal Year 2022­23 Capital Improvement Program for $500,000 in construction funds for the San Lorenzo Sewer Lift Station Project (06­3510). MINUTES: Councilmember Bacerra inquired when the project would be completed and if additional appropriation of monies would be necessary. Public Works Director Nabil Saba stated additional appropriations would not be necessary, spoke regarding the status of the project, and stated the entire project should be complete by the end of July 2024. MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 25, seconded by Councilmember Penaloza. The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE NONE Status: 7-0 - Pass MINUTES: Councilmember Hernandez noted for the record a “Yes” vote for Item No. 25. 26.Approve Appropriation Adjustment Accepting Drinking Water State Revolving Fund Loan Funds for the Automated Metering Infrastructure Project in the Amount of $10,117,365 (Non­General Fund) Department(s): Public Works Agency Recommended Action: Approve an appropriation adjustment accepting California State Water Resources Control Board’s Drinking Water State Revolving Fund loan funds in the     City Council 3 – 42 12/5/2023 City Council 16 05/16/2023 amount of $10,117,365 into the Acquisition & Construction, Water Utility Water Division Capital Expense, Financing Proceeds/Reserve Appropriation revenue accounts and appropriate the same amount to the Acquisition & Construction, Water Utility Capital Projects, Water Capital Project/Reserve Appropriation expenditure accounts for current and future year expenditures. (requires five affirmative votes) 27.Adopt a Resolution Approving the Water Supply Assessment for the Cabrillo Town Center Project Located at 1901 East Fourth Street Department(s): Public Works Agency Recommended Action: Adopt a resolution approving the Water Supply Assessment for the Cabrillo Town Center project located at 1901 East Fourth Street. RESOLUTION NO. 2023­024 entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING THE WATER SUPPLY ASSESSMENT FOR THE PROPOSED CABRILLO TOWN CENTER PROJECT MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 27 as part of the Consent Calendar, seconded by Mayor Amezcua. The motion carried, 6-0-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE COUNCILMEMBER PHAN(recusal) NONE Status: 6 – 0 – 1 - Pass 28.Resolutions of the City of Santa Ana City Council Exempting all Eligible Properties in the City of Santa Ana from the Requirements of Assembly Bill 2011 and Senate Bill 6 Pursuant to California Government Code Sections 65912.114, 65912.124, and 65852.24 Department(s): Planning and Building Agency Recommended Action: 1. Adopt a resolution exempting all eligible properties in the City of Santa Ana from the requirements of Assembly Bill 2011 and Senate Bill 6 pursuant to California Government Code sections 65912.114 and 65912.124. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY OF SANTA ANA EXERCISING ITS RETENTION OF LOCAL LAND USE CONTROL PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTIONS 65912.114(i) and 65912.124(i) AND EXEMPTING CERTAIN PARCELS FROM CALIFORNIA GOVERNMENT CODE SECTIONS 65912.114 AND 65912.124 BASED UPON WRITTEN FINDINGS     City Council 3 – 43 12/5/2023 City Council 17 05/16/2023 (includes determination that this Resolution is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment). 2. Adopt a resolution exempting all eligible properties in the City of Santa Ana from the requirements of Assembly Bill 2011 and Senate Bill 6 pursuant to California Government Code Section 65852.24. RESOLUTION NO. 2023­XXX entitled A RESOLUTION OF THE CITY OF SANTA ANA EXERCISING ITS RETENTION OF LOCAL LAND USE CONTROL PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 65852.24(e) AND EXEMPTING CERTAIN PARCELS FROM CALIFORNIA GOVERNMENT CODE SECTION 65852.24 BASED UPON WRITTEN FINDINGS (includes determination that this Resolution is not subject to the California Environmental Quality Act (CEQA) pursuant to sections 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment). MINUTES: Item No. 28 continued to the June 20, 2023 City Council meeting. **END OF CONSENT CALENDAR** MINUTES: At 9:18 P.M., the Business Calendar was considered. 29.Approve Agreement with All City Management Services, Inc. for the School Crossing Guard Program in an Amount not to Exceed $7,706,655 for up to a Five­Year Term (General Fund) Department(s): Public Works Agency Recommended Action: Authorize the City Manager to execute an agreement with All City Management Services, Inc. to provide a School Crossing Guard Program, in the total amount not to exceed $7,706,655 for a three­year term beginning July 1, 2023 and expiring June 30, 2026, with an option for up to two, one­year extensions, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­093). MINUTES: Public Works Director Nabil Saba gave a presentation regarding the Crossing Guard Program. Mayor Amezcua spoke regarding the importance of crossing guards and Santa Ana BUSINESS CALENDAR     City Council 3 – 44 12/5/2023 City Council 18 05/16/2023 Unified School District’s priorities and spoke in opposition to the Item. Councilmember Penaloza spoke in opposition to the item and stated crossing guard expenses should be shared with the Santa Ana Unified School District. MOTION: Mayor Amezcua moved to not approve Item No. 29, seconded by Councilmember Penaloza. MINUTES: Councilmember Bacerra spoke in opposition of the Item. Councilmember Hernandez spoke regarding the duties of the City Council and spoke in support of the item. SUBSTITUTE MOTION: Councilmember Hernandez moved to approve the recommended action for Item No. 29, as presented, seconded by Councilmember Vazquez. MINUTES: Mayor Pro Tem Lopez and Councilmember Vazquez spoke in support to the item. Councilmember Phan inquired regarding partnerships with the Santa Ana Unified School District and joint-use agreements. City Manager Kristine Ridge answered questions and provided clarification. SECOND SUBSTITUTE MOTION: Councilmember Phan moved to continue Item No. 29 to the June 20, 2023 City Council meeting and have staff return with options for offsetting costs, seconded by Councilmember Penaloza. MINUTES: Discussion followed regarding fiscal responsibility, partnerships, and safety. The second substitute motion carried, 5-2, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA COUNCILMEMBER HERNANDEZ, COUNCILMEMBER VAZQUEZ NONE NONE Status: 5 – 2 – Pass; Item No. 29 continued to June 20, 2023 30.Ordinance Amendment No. 2023­01 Amending Article II.II of Chapter 2 (Sunshine Ordinance) of the Santa Ana Municipal Code Related to Noticing, Meeting Format, and Transparency Measures for Community Meetings for Certain Development Projects Department(s): Planning and Building Agency     City Council 3 – 45 12/5/2023 City Council 19 05/16/2023 Recommended Action: Conduct a first reading and adopt Ordinance Amendment No. 2023­01 amending Section 2­153 in Article II.II of Chapter 2 of the Santa Ana Municipal Code. ORDINANCE NO. NS­3040 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA, CALIFORNIA, AMENDING ARTICLES II.II OF CHAPTER 2 OF THE SANTA ANA MUNICIPAL CODE (includes determination that this ordinance is exempt from review under the California Environmental Quality Act (CEQA) pursuant to section 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment). MINUTES: Planning and Building Director Minh Thai gave a presentation regarding the Sunshine Ordinance Amendment. Councilmember Bacerra inquired regarding section 2-153(c)(3) development project website and requested three revisions to the ordinance amendments - section 2- 153(c)(3) to reflect city’s project web page instead of development project website, add to the end of the last sentence of section 2-153(b) ‘and the information per subsection f is provided to the City’, and remove the words ‘at minimum’ from the sentence in section 2-153(g)(1). Planning and Building Director Minh Thai clarified the development project website is the city website. Councilmember Phan inquired regarding the applicability of the 2000 ft. radius and the 25 units and spoke regarding translation of materials. Mayor Pro Tem Lopez inquired regarding required number of forums. Director Thai answered questions and provided clarification. MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 30 as amended, seconded by Councilmember Phan. The motion carried, 6-0-0-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE COUNCILMEMBER HERNANDEZ Status: 6 – 0 – 0- 1 - Pass     City Council 3 – 46 12/5/2023 City Council 20 05/16/2023 MINUTES: Councilmember Phan requested Consent Calendar Agenda Item No. 16 be reconsidered to approve the agreement but not allow Keyser Marston Associates, Inc. to provide analysis to policies. MOTION: Councilmember Phan moved to reconsider Consent Calendar Item No. 16, seconded by Mayor Pro Tem Lopez. The motion carried, 6-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA COUNCILMEMBER PENALOZA NONE NONE Status: 6 – 1 - Pass CONSENT CALENDAR AGENDA ITEM NO. 16 WAS RECONSIDERED AND MOVED OUT OF ORDER 16.Approve a First Amendment to Agreements with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. for On­Call Affordable Housing Financial, Analytical, and Advisory Services on an As–Needed Basis in a Shared Amount not to exceed $500,000 (related to Housing Authority Agenda Item No. 2) Department(s): Community Development Agency Recommended Action: Authorize the City Manager to execute a First Amendment to three joint on­call consultant agreements for affordable housing financial, analytical, and advisory services with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. to add an additional $250,000 and to extend the term for two years until November 1, 2026, for a total shared amount not to exceed $500,000, subject to non­substantive changes approved by the City Manager and City Attorney (Agreement No. 2023­086). MINUTES: Councilmember Phan spoke in support of Keyser Marston Agreement but to not allow Keyser Marston Associates, Inc. to provide analysis to policies. MOTION: Councilmember Phan moved to approve the recommended action for Item No. 16, amending the scope of services for consultant agreement with Keyser Marston Associates, Inc., seconded by Mayor Pro Tem Lopez. The motion carried, 7-0, by the following roll call vote:     City Council 3 – 47 12/5/2023 City Council 21 05/16/2023 AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ, MAYOR AMEZCUA NONE NONE Status: 7-0 - Pass 31.Ordinance Amending City Manager’s Contracting Authority for Public Works and Non­ Public Works Contracts Under Chapter 2, Article VII and Article VII.II and Public Works Construction Rules and Regulations Under Chapter 33, Article VIII of the Santa Ana Municipal Code Department(s): Public Works Agency Recommended Action: Approve the first reading of an ordinance amending Articles VII and VII.II of Chapter 2 regarding the City Manager’s contracting authority and City purchasing rules and regulations, and Article VIII of Chapter 33 regarding Public Works construction rules and regulations of the Santa Ana Municipal Code as follows: Amend Section 2­748 of Chapter 2, Article VII concerning the City Manager’s Contracting Authority: (1) Public Works contracts to increase from $250,000 to $750,000; (2) emergency public works construction contracts to increase from $100,000 to $750,000; and (3) Non­Public Works and Public Works contract change orders authority increase from 10 percent or $25,000, whichever is greater, to 20 percent. Amend Section 2­803 to 2­807 of Chapter 2, Articles VII.II concerning Purchasing Rules and Regulations: (1) Clarifying language administrative in nature; (2) Extending local vendor preference to increase from procurement between $5,000 and $100,000 to procurement between $15,000 and $100,000; (3) For administrative contracts to increase from $5,000 to $15,000; (4) For informal contracts to increase from $5,000 and $25,000 to $15,000 and $50,000; (5) For formal contracts to increase from $25,000 to $50,000; (6) For no­bid purchases to increase from $25,000 to $50,000; and (7) Add language to coincide with current practices for awarding service contracts. Amend Section 33­203 of Chapter 33, Article VIII concerning the Public Works Construction Rules and Regulations: (1) Housekeeping language administrative in nature. ORDINANCE NO. NS­3041 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLES VII AND VII.II OF CHAPTER 2 OF THE SANTA ANA MUNICIPAL CODE REGARDING CITY MANAGER’S CONTRACTING AUTHORITY AND CITY PURCHASING RULES AND REGULATIONS, AND ARTICLE VII OF CHAPTER 33 OF THE SANTA ANA MUNICIPAL CODE REGARDING PUBLIC WORKS CONSTRUCTION RULES AND REGULATIONS (includes determination that this ordinance is not subject to the California Environmental Quality Act (CEQA) as it is exempt from CEQA review pursuant to sections 15061(b)(3) and 15061(b)(5) of the CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change in the environment, as there is no possibility it will have a significant effect on the environment).     City Council 3 – 48 12/5/2023 City Council 22 05/16/2023 MINUTES: Public Works Director Nabil Saba gave a presentation regarding the Ordinance Amending Contract Authority. Discussion ensued regarding accessibility of all City contracts, threshold for City Manager contract authority, and transparency. MOTION: Councilmember Phan moved to approve the recommended action for Item No. 31, as presented, seconded by Councilmember Hernandez. SUBSTITUTE MOTION: Councilmember Bacerra moved to approve the recommended action for Item No. 31, as amended to decrease Public Works contracts to $500,000 and add section 2-748(c) to require all contracts signed by the City Manager be posted on the City website with searching capabilities, seconded by Mayor Amezcua. The substitute motion carried, 4-3, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, MAYOR AMEZCUA COUNCILMEMBER HERNADEZ, COUNCILMEMBER VAZQUEZ MAYOR PRO TEM LOPEZ NONE NONE Status: 4 – 3 - Pass 32.Ordinance Amending Article XI of Chapter 33 of the Santa Ana Municipal Code (Streets Sidewalks and Public Works) Related to Ceremonial Street Naming (continued from City Council meeting of March 7, 2023, Item No. 17) Department(s): Public Works Agency Recommended Action: Approve first reading of an ordinance amending Article XI of Chapter 33 of the Municipal Code relating to ceremonial street naming. ORDINANCE NO. NS­3042 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING ARTICLE XI OF CHAPTER 33 OF THE SANTA ANA MUNICIPAL CODE (STREETS, SIDEWALKS AND PUBLIC WORKS) RELATING TO CEREMONIAL STREET NAMING (includes determination that this ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the State CEQA Guidelines because it will not result in a direct or reasonably foreseeable indirect physical change to the environment, as there is no possibility it will have a significant effect on the environment and it is not a “project,” as defined in Section 15378 of the CEQA Guidelines). MINUTES: Public Works Director Nabil Saba gave a presentation regarding Ceremonial Street Naming. Councilmember Hernandez spoke in support of the item.    City Council 3 – 49 12/5/2023 City Council 23 05/16/2023 MOTION: Councilmember Hernandez moved to approve the recommended action for Item No. 32, as presented, seconded by Councilmember Bacerra. The motion carried, 6-0-0-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: COUNCILMEMBER BACERRA, COUNCILMEMBER HERNANDEZ, COUNCILMEMBER PENALOZA, COUNCILMEMBER PHAN, COUNCILMEMBER VAZQUEZ, MAYOR PRO TEM LOPEZ NONE NONE MAYOR AMEZCUA Status: 6 – 0 – 0 - 1 - Pass **END OF BUSINESS CALENDAR** COUNCILMEMBER REQUESTED ITEMS 33.Discuss and Consider Directing the City Manager to Develop and Implement an Employee Anniversary Pin and Recognition Policy – Mayor Amezcua and Councilmember Phan MINUTES: Councilmember Phan spoke regarding developing and implementing an Employee Anniversary Pin and Recognition Policy. Councilmembers Hernandez, Bacerra, Penaloza, and Vazquez spoke in support of the item. RECESS MINUTES Mayor Amezcua recessed the City Council meeting to address the Housing Authority agenda at 10:46 P.M. RECONVENE MINUTES Mayor Amezcua reconvened the City Council meeting at 10:48 P.M. CITY MANAGER COMMENTS MINUTES: City Manager Kristine Ridge announced the Public Works Family Festival Event on Saturday, May 20, 2023 at 11:00 A.M. – 3:00 P.M. at the Walnut Water Station. COUNCIL COMMENTS AB1234 DISCLOSURE – If the City paid for travel or other expenses this is the time for members of the Council to provide a brief oral report on attendance of any regional board or commission meeting or any conference, meeting or event attended.     City Council 3 – 50 12/5/2023 City Council 24 05/16/2023 MINUTES: Councilmember Hernandez thanked all those who participated in the meeting. Councilmember Vazquez congratulated all graduates for 2023 and spoke regarding Little Saigon toppers. Councilmember Phan wished everyone a Happy Mothers Day and congratulated her sister-in-law and all 2023 graduates. Councilmember Bacerra announced his monthly community office hours on June 10, 2023 at 10:00 A.M. at George Upton Park, spoke regarding attendance at the California Peace Officer’s Memorial Ceremony, and wished everyone a Happy Memorial Day. Mayor Amezcua congratulated all 2023 graduates. Mayor Pro Tem Lopez announced a Bike Rally by OCTA on Thursday, May 18, 2023 at the Metrolink Station in Orange and invited all to attend, wished everyone a Happy Memorial Day Weekend, and announced an opening on ETAC. Mayor Amezcua thanked all sponsors for the Prayer Breakfast and the Chamber of Commerce, spoke regarding trash complaints and requested complaints be addressed, provided an update on hiring of Police Officers, announced her attendance at Ceremony for a Collaborative Hub – Girls Inc. Families First, Big Brothers and Big Sisters and Orange County Human Relations, and spoke regarding safety and addressing areas of concern. ADJOURNMENT – Adjourn the City Council meeting and convene to the Special Housing Authority meeting. MINUTES: Mayor Amezcua adjourned the City Council meeting at 11:01 P.M. Respectfully submitted: ___________________________ Jennifer L. Hall, CMC City Clerk     City Council 3 – 51 12/5/2023 Public Works Agency www.santa-ana.org/public-works Item # 4 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Sanitation Services Users Charge (Sanitation Fee) Adjustment in Compliance with Proposition 218 Requirements AGENDA TITLE Authorization to Prepare Documents for Proposed Sanitation Fee Adjustment in Compliance with Proposition 218 Requirements (Non-General Fund) RECOMMENDED ACTION Authorize and direct staff to initiate the process for adjusting the Sanitation Fee, as per the Proposition 218 requirements, including, but not limited to, all of the following: a. Prepare and mail proposed rate adjustment notices to all Santa Ana property owners in compliance with Proposition 218 requirements at a cost not to exceed $100,000; b. Schedule a public hearing at a future City Council meeting on or after February 6, 2024; and c. Prepare all other documents to proceed with proposed sanitation fee adjustment. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION On August 1, 2023, the City Council authorized and awarded a contract to Stearns, Conrad & Schmidt Consulting Engineers, Inc. (SCS) to conduct a comprehensive Cost of Service Study for the sanitation enterprise (Exhibit 1). The study examined City assets, capital needs, and financial conditions related to sanitation services, addressing the requirements of Proposition 218. Background The Sanitation Fee, established on June 17, 1991, by Ordinance (NS-2129), has remained fixed and without an increase since 1996. It was reduced in 2017 and 2019 when certain expenses were transferred to the General Fund. The current monthly rate is $5.35 per dwelling unit. The Sanitation Fee, constituting 1% of the total City budget, funds essential services, including:     City Council 4 – 1 12/5/2023 Sanitation Users Charge Adjustment December 5, 2023 Page 2 3 8 9 7 •Illegal Dumping/Rubbish Removal: Removal of illegally dumped waste and rubbish, ensuring that our community remains free of unsightly and hazardous debris. •Roadway Cleaning (streets, sidewalks, and alleys): Regular cleaning and maintenance of our city's streets, sidewalks, and alleys, contributing to overall cleanliness and safety. •Street Sweeping: Street sweeping services, which help prevent the accumulation of debris and pollutants on our roadways, contributing to improved air and water quality. •Sanitation and Right-of-Way Inspection and Enforcement: Inspection and enforcement activities related to sanitation and right-of-way regulations, ensuring that all properties adhere to municipal codes for the benefit of public health and safety. •Weed Abatement: Weed abatement efforts, reducing fire hazards and maintaining the aesthetic quality of our city. The study examined the existing service level and program sustainability. This comprehensive analysis highlighted the necessity of a fee adjustment. This need is driven by inflation, an escalation in service levels, and a substantial rise in the cost of street sweeping services, primarily attributed to prevailing wage requirements, resulting in a significant price increase. The proposed fee adjustment delineated below is imperative to ensure the ongoing and necessary delivery of on-demand sanitation services. Proposed Changes 1. Increase the monthly Sanitation Fee from $5.35 to $11.72 per unit, effective July 1, 2024. 2. Establish a 90-day reserve, maintaining approximately 20% of operating and maintenance expenses in alignment with the City reserve policy. 3. Implement an annual adjustment of 3.5% to keep pace with inflation and operational costs. Year 1 FY 2024-25 Year 2 FY 2025-26 Year 3 FY 2026-27 Year 4 FY 2027-28 Year 5 FY 2028-29 Implementation Date July 1, 2024 July 1, 2025 July 1, 2026 July 1, 2027 July 1, 2028 Monthly User Charge per Unit $11.72 $12.13 $12.56 $13.00 $13.45 Maintaining the high-quality sanitation services in our community is essential, and the proposed fee adjustment is crucial for this purpose. The increasing costs associated with street sweeping, specifically the prevailing wage requirements, make it necessary and strategic to implement this fee adjustment. The primary objective is to ensure the     City Council 4 – 2 12/5/2023 Sanitation Users Charge Adjustment December 5, 2023 Page 3 3 8 9 7 ongoing provision of essential services, improve and expand services as noted below, and maintain financial reserves to meet future operational demands. The fee adjustment will allow for significant improvements in various service areas, resulting in a cleaner and more vibrant community. The City plans to enhance its services in the following ways: •Increase Street Sweeping Frequency: Commercial streets will benefit from heightened frequency, with sweeping scheduled twice weekly to ensure a consistently cleaner environment. Industrial streets will also see an improvement, with sweeping occurring twice monthly to address the unique needs of these areas effectively. •Combat Illegal Dumping: The City aims to significantly elevate its efforts in addressing the pressing issue of illegal dumping. This involves augmenting the removal process and intensifying roadway-cleaning services. Additional contractual services and staffing will be introduced, bolstering the City's capacity to respond to illegal dumping promptly and ensuring the swift restoration of affected areas to their pristine state. These planned enhancements highlight the City's commitment to maintaining and elevating our neighborhood cleanliness and hygiene standards. By investing in these improvements, we are fulfilling our immediate responsibilities and nurturing a more sustainable and pleasant environment for all residents and businesses. Next Steps Upon receiving authorization from the City Council, the following steps will be taken: 1. Staff will work closely with legal counsel to draft the necessary documents for the Sanitation Fee adjustment. 2. Public outreach and notification efforts will be initiated to inform residents and stakeholders of the proposed adjustment. 3. A public hearing will be scheduled to allow community input and gather feedback on the proposed fee adjustment. 4. Following the public hearing, the City Council will adopt a resolution adjusting the City’s Sanitation Fee. The proposed Sanitation Fee adjustment, as indicated by the Cost-of-Service Study, is essential to ensure the continued provision of vital sanitation services and programs to the residents of Santa Ana. We request the City Council's authorization to proceed with the preparation of the required documents for this adjustment in compliance with Proposition 218 requirements (Exhibit 2). Receiving the support of the Council for this initiative will contribute to maintaining the high standards of cleanliness and environmental care that our community values.     City Council 4 – 3 12/5/2023 Sanitation Users Charge Adjustment December 5, 2023 Page 4 3 8 9 7 FISCAL IMPACT Funding is available in the FY 2023-24 budget in the following account: Fiscal Year Accounting Unit - Account # Fund Description Accounting Unit, Account Description Amount 2023-24 06817641- 62300 Sanitation Fund Public Works-Roadway Cleaning, Contract Services-Professional $100,000 Total:$100,000 EXHIBIT(S) 1. Sanitation Enterprise Cost of Service Study 2. Proposition 218 Compliant Notice of Proposed Rate Adoption Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager     City Council 4 – 4 12/5/2023 EXHIBIT 1 Sanitation Services Users Charge Cost of Service Study Report City of Santa Ana Management Services20 Civic Center Plaza 09223101.00 | November 14, 2023Santa Ana, CA 92701 SCS Engineers Management Services 5850 South Semoran Blvd Orlando, FL 32822 386-546-7719 i    City Council 4 – 5 12/5/2023 November 14, 2023 Ms. Elizabeth Rubio Project Manager City of Santa Ana – Public Works Agency 220 S. Daisy Avenue Santa Ana, CA 92703 Subject:Sanitation Services Users Charge Cost of Service Study Dear Ms. Rubio: SCS Engineers Management Services has completed a Sanitation Services User Charge Cost of Service Study for the City of Santa Ana. The goal of this study was to update the City’s user charge to reflect the cost to serve your customers and ensure financial sustainability over the projection period of FY 2024 – FY 2034. The objectives of the Study presented herein were to: •Review the sufficiency of revenues derived from the current charges for sanitation and ongoing operations of the City to meet your financial requirements and fund your projected expenditures throughout the projection period; • • Allocate your costs to provide sanitation service to your various customer classes; Update your sanitation user charge to reflect the cost to serve your customers; The analysis described in this report was based on information and kind assistance provided by you and your staff. If you have any questions or would like to discuss, please do not hesitate to call me at 386- 546-7719 or email me at vquinn@scsengineers.com. Vita Quinn, MBA Kira Bieber Director of Management Services SCS Engineers Financial Analyst SCS Engineers     City Council 4 – 6 12/5/2023 Table of Contents Section Page Executive Summary .....................................................................................................................................3 Background ........................................................................................................................................3 Objectives ...........................................................................................................................................3 Revenue Sufficiency Analysis (RSA)..................................................................................................4 Cost of Service Analysis (COSA) ........................................................................................................4 User Charge Structure Analysis.........................................................................................................5 Introduction ........................................................................................................................................6 Background...............................................................................................................................6 Scope & Objectives ..................................................................................................................7 Revenue Sufficiency Analysis (RSA)..................................................................................................7 Source Data ..............................................................................................................................7 Beginning Fund Balances ...........................................................................................7 Revenues .....................................................................................................................7 Operating Expenditures...............................................................................................7 Capital Spending .........................................................................................................8 Future Hiring ................................................................................................................8 Property & Billing Information.....................................................................................8 Assumptions .............................................................................................................................8 Revenue/Cost Escalation ...........................................................................................8 Interest Earnings on Invested Funds .........................................................................8 Customer & Billed Parcel Growth ...............................................................................8 Minimum Reserve Policies..........................................................................................9 Future Borrowing & Vehicle/Equipment Funding......................................................9 Analysis .....................................................................................................................................9 Description...................................................................................................................9 Results ...................................................................................................................... 10 Cost of Service Analysis.................................................................................................................. 11 Description............................................................................................................................. 11 Source Data ........................................................................................................................... 11 1    City Council 4 – 7 12/5/2023 Table of Contents Section Page Allocation of Costs................................................................................................................. 12 COSA Results ......................................................................................................................... 12 User Charge Calculation ................................................................................................................. 13 Parcel & Billing Data Reconciliation..................................................................................... 13 User Charge Development.................................................................................................... 14 Recommendations & Next Steps ................................................................................................... 14 2    City Council 4 – 8 12/5/2023 EXECUTIVE SUMMARY This Executive Summary represents a summary of the results of the 2025 Sanitation Services Users Charge Cost of Service Study (Study) that was conducted for the City of Santa Ana (City) by SCS Engineers’ Management Services team (SCS). BACKGROUND Santa Ana, with a population of about 310,000, is a City in and the county seat of Orange County, California. It is located in the Greater Los Angeles region, and is the second most populous city in Orange County. The Sanitation Services Users Charge is paid by approximately 92,800 customers on a bi-monthly billing basis. Among the services provided are Roadway Cleaning and Environmental Sanitation Programs and they include street sweeping, alley and sidewalk cleaning, abandoned item collection and power washing, weed abatement and sanitation code compliance inspections. These programs also coordinate with neighborhood associations to assist in beautifying their neighborhoods. In fiscal year 2025, the City is projected to incur total expenses of $13.8 million. This budget encompasses several critical allocations, including $775,000 earmarked for one-time capital improvements, $1.1 million for contract maintenance staff to boost sanitation services, and $831,000 for hiring four maintenance workers and three program support employees. Furthermore, a significant ongoing expenditure of $3.0 million is earmarked for the introduction of a new street sweeping contract. This contract is geared towards enhancing service frequency, especially in key arterial and commercial corridors, thereby upholding elevated standards of cleanliness and maintenance. These strategic allocations in FY 2025 are vital in addressing the evolving needs of the City and its residents, fostering a cleaner and more efficient urban environment. The City last updated its rates when it reduced the monthly charge of $6.47 to $5.35 in 2019. City user charges generate approximately $6.0 million in revenues. Realizing that current revenue is insufficient to fund ongoing costs, the City has chosen SCS to develop a financial management plan and an updated user charge to generate the required revenue while minimizing the impact on City residents. OBJECTIVES The objectives of this Study were as follows: 1. Revenue Sufficiency Analysis – Project the sufficiency of the City’s sanitation user charge revenues to fund its annual sanitation expenditures over a 10-year projection period. Develop a long-term financial management plan that will satisfy the City’s operating expenses, capital program, and debt service payments, while maintaining adequate debt service coverage and working capital reserve requirements 3    City Council 4 – 9 12/5/2023 2. Cost of Service Analysis – Using the results of the Revenue Sufficiency Analysis, allocate all of the City’s projected sanitation costs between service types to determine the revenue requirement for sanitation for the residential and commercial customers served by the City. 3. User Charge Structure Analysis – Examine the City’s current sanitation user charge and develop modifications, as appropriate, to generate a new user charge that is fair, equitable, easy to understand, conform to accepted industry practice, and reflects the cost to serve City customers. REVENUE SUFFICIENCY ANALYSIS (RSA) This analysis evaluated the sufficiency of the City’s user charge revenues to meet all of its current and projected financial requirements over a ten-year projection period, and determined the level of any user charge revenue adjustments necessary in each year of the projection period to provide sufficient revenues to fund the City’s cost requirements. The analysis determined that the City’s current user charge revenues are no longer sufficient to meet the current projected financial needs of the City to fund its ongoing operations, capital program, debt service and coverage requirements, and working capital reserves. Therefore, a long-term financial management plan and series of revenue adjustments was developed, as shown in the table below. COST OF SERVICE ANALYSIS (COSA) In order to calculate the cost to provide sanitation services for The City, the City’s operating and capital budgets must be allocated accordingly. The City’s costs were allocated to 5 cost center pools: • • • Right-of-Way (ROW) Cleaning – Cleaning of sidewalks and alleys of debris, trash and weed removal and abatement Illegal Dumping – Clearing rubbish and bulky items from streets and sidewalks disposed of in unauthorized locations Sanitation Code Compliance – Enforcing compliance with all of the Sanitation related municipal codes and regulations adopted by the Council • • Street Sweeping – Roadway cleaning to remove trash and other debris from the streets Emergency Services – Provide sanitation services in an emergency situation The results of the COSA reflect the costs to provide each of these services. The results from this analysis are used as the revenue requirement for calculating the updated user charge. The table below reflects the relative expenses incurred in providing each service. 4    City Council 4 – 10 12/5/2023 Cost of Service Summary Expenses by Service % ROW Cleaning Illegal Dumping Sanitation Code Compliance Street Sweeping Emergency Services $ $ $ $ $ 1,944,197 14.7% 1,625,973 12.3% 1,443,705 10.9% 7,641,424 57.9% 540,224 4.1% Total Service Expense $ 13,195,523 100.0% USER CHARGE STRUCTURE ANALYSIS SCS examined the City’s current user charge and calculated a new user charge that would fairly and equitably recover the City’s current cost of service and revenue requirements from each unit. The calculated user charge is shown below. User Charge Calculation Revenue Requirement Less: Offsetting Revenues $13,195,523 $74,984 Net Revenue Requirement $13,120,539 Projected FY 2025 Units 93,265 Annual Revenue Requirement/Unit $140.68 Monthly Users Charge Annual Revenue Requirement/Unit Monthly Users Charge $140.68 $11.72 Bi-monthly Billed Amount $23.44 5    City Council 4 – 11 12/5/2023 INTRODUCTION The background, scope, and objectives of the Study are described below. BACKGROUND The Sanitation Services Users Charge of $5.35 per month is paid by approximately 92,800 customers on a bi-monthly basis. The City’s current sanitation user charge includes 2 major components: The Roadway Cleaning and Environmental Sanitation Programs play a vital role in maintaining the City's cleanliness and hygiene standards. These programs encompass a wide array of services, including street sweeping, alley and sidewalk cleaning, abandoned item collection, and power washing. Additionally, they ensure compliance with sanitation codes through right-of-way inspections and enforcement activities, as well as the removal of weeds from streets and sidewalks. In fiscal year 2025, the City is projected to incur total expenses of $13.8 million. This budget encompasses several critical allocations, including $775,000 earmarked for one-time capital improvements, $1.1 million for contract maintenance staff to boost sanitation services, and $831,000 for hiring four maintenance workers and three program support employees. Furthermore, a significant ongoing expenditure of $3.0 million is earmarked for the introduction of a new street sweeping contract. This contract is geared towards enhancing service frequency, especially in key arterial and commercial corridors, thereby upholding elevated standards of cleanliness and maintenance. These strategic allocations in FY 2025 are vital in addressing the evolving needs of the City and its residents, fostering a cleaner and more efficient urban environment. Acknowledging the City's challenges is crucial; inflation, economic pressures, and supply chain issues have escalated costs. Remarkably, user charges have remained stagnant since 1996, and in 2019, they were lowered, intensifying the strain on the City's finances. However, despite these hurdles, the additional funds allocated for contractual services and expanding the City's workforce represent investments to elevate current service standards. Increasing the frequency of essential roadway cleaning services will result in quicker response times, benefiting the entire community. In adapting to shifting economic landscapes, these strategic allocations are pivotal, ensuring the City's ability to maintain and enhance its residents' overall quality of life. The City reduced its monthly user charge of $6.47 to $5.35 in 2019 and there have not been any fee increases since 1996. City user charges generate approximately $6.0 million in revenues. Realizing that current revenue is insufficient to fund ongoing costs, the City has chosen SCS to develop a financial management plan and an updated user charge to generate the required revenue while minimizing the impact on City residents. 6    City Council 4 – 12 12/5/2023 SCOPE & OBJECTIVES The components and objectives of this Study were as follows: 1. Revenue Sufficiency Analysis (RSA) – Project the sufficiency of user charge revenues to fund operating expenses, capital investment, and debt service while maintaining adequate debt service coverage and working capital reserve requirements over a long-term projection period. 2. Cost of Service Analysis (COSA) – Apportion sanitation costs from the RSA among service types to determine the true cost of sanitation services provided by the City. 3. Assessment/User Charge Structure Analysis – Examine the City’s current sanitation user charge and test modifications based off of the results from the COSA and revenue requirement from the RSA. The following sections describe the source data and assumptions used in the analyses, the work that was performed, and the recommended Sanitation Services Users Charge. REVENUE SUFFICIENCY ANALYSIS (RSA) SOURCE DATA The following presents the source data provided to SCS by City staff, which was relied upon to conduct the Study: BEGINNING FUND BALANCES Unaudited trial balance schedules for the fiscal year ended 6/30/2023 provided by City staff were used to establish fund balances for the Environmental Sanitation Program. REVENUES The revenues utilized in the RSA reflect an evaluation of multiple years of historical results and user charge revenues collected, the FY 2024 Budget, and conversations with City staff. Beginning in FY 2025, user charge revenue is based upon the FY 2024 projection, adjusted annually to reflect assumed revenue adjustments and change in billed units. Projections of all other revenues are based upon the FY 2024 projection, excluding interest income (which was calculated annually based upon projected average fund balances and assumed interest rates). OPERATING EXPENDITURES The City’s operating expenditures include all personal services, operations and maintenance (O&M) expenses, transfers, debt service requirements, and minor capital outlay. The expenses reflected in the RSA reflect an evaluation of multiple years of historical results, the FY 2024 Budget, and 7    City Council 4 – 13 12/5/2023 conversations with the City. In each year thereafter, expenses were based upon the FY 2024 projection and assumed cost escalation factors that were reviewed with City staff. CAPITAL SPENDING City staff provided project-level capital improvement projects and the most current vehicle and equipment replacement program budgets. The total projected spending from FY 2024 – FY 2034 is projected to be approximately $775,000 for capital improvement projects and $4.3 million for the vehicle replacement program. The vehicle replacement program will cost the City approximately $398,000 per year. FUTURE HIRING The City has outlined its future plans for contracting and staff recruitment. Specifically, the City aims to enhance its services by bringing in contract maintenance staff to bolster sanitation services for the community, allocating $1.1 million for this purpose. In addition, there is a plan to hire 7.0 full- time equivalents (FTEs) in FY 2025, which includes the recruitment of four City maintenance workers and three program administrative support and management employees, collectively representing an investment of approximately $831,000. These strategic initiatives reflect the City's dedication to elevating service quality and operational efficiency for the benefit of its residents. PROPERTY & BILLING INFORMATION Account and billing information for all residential and commercial units served by the City from 2019 through 2023 was provided by City Staff. ASSUMPTIONS The following assumptions and policies were agreed upon by City staff and are reflected in the RSA and included in the schedules in the Appendix. REVENUE/COST ESCALATION The escalation factors used for various types of operating assessments, revenues and expenses were based upon historical trends, our industry experience, and discussions with City staff. INTEREST EARNINGS ON INVESTED FUNDS The Study assumes interest rate earnings of 0.80% in each year of the projection period, based upon staff input and recent actual earnings for the City’s funds. CUSTOMER & BILLED PARCEL GROWTH Projected growth in billed accounts of 0.25% in each year of the projection period was based upon an analysis of billed units and City input. 8    City Council 4 – 14 12/5/2023 MINIMUM RESERVE POLICIES Local government revenues are often cyclical in nature. Reserves are the portion of fund balances for utility systems that are required to satisfy the utility’s projected cash flow needs during the budget year, future capital outlays, debt payments, and debt service coverage requirements without impacting continued operations of the utility. These funds are intended for foreseen financial needs as well as to minimize risk associated with emergencies, economic downturns, and unforeseen events that could create fiscal hardship. Many utilities, rating agencies, and the Government Finance Officers Association (GFOA) best practice recommendations emphasize the importance of having risk-based policies or strategies to respond to significant, unplanned, unavoidable costs or revenue losses from unusual or adverse periods, unanticipated system failures, or natural disasters. Reserves also support a strong bond rating by signaling to investors that the utility has resources to repay debt, even with potential disruptions. The financial management plan reflected herein assumes that the minimum operating fund reserve will equal 20% of annual O&M expenses for the City. This reserve level is according to City policy, and is generally consistent with our industry experience and a healthy level of reserves for a municipal utility system per the evaluation criteria published by the municipal bond ratings agencies. Maintaining this level of reserves retains the City’s ability to access the municipal bond market for future capital bond funding. FUTURE BORROWING & VEHICLE/EQUIPMENT FUNDING The City intends to cash fund all of its capital and vehicles throughout the projection period, so no debt assumptions were used in this analysis. However, an assumption was made that the City will establish a fleet/equipment program with an equal level of investment into a capital reserve or funding program in each year of the projection period and all required vehicle/equipment replacements will be funded from this reserve. ANALYSIS DESCRIPTION In order to initialize the RSA, we obtained the City’s historical and budgeted financial information, historical billed accounts, multi-year capital improvement program, and the City’s current financial and debt policies. We also spoke with City staff regarding other assumptions and policies that would affect the financial performance of the City, anticipated customer growth, reserve policies, capital funding sources, earnings on invested funds, escalation rates for operating costs, impacts of potential regulatory and legislative initiatives, etc. SCS then input this information into our Revenue Sufficiency Model. The Revenue Sufficiency Model creates a multi-year projection of the City’s current user charge revenues to determine whether the level of existing revenues can meet the projected financial requirements during each year of the 9    City Council 4 – 15 12/5/2023 projection period from FY 2024 – FY 2034. The model then calculates the level of revenue adjustments required for the fund to meet its revenue requirements. It replicates the cash flows in each year of the projection period, based upon City policies and available fund balances. In each year, the model utilizes unrestricted fund balances, revenues, and capital funds to pay for any operating or capital expenditures in that year. To the extent necessary to fund all of the projects and vehicle/equipment replacements in the capital program, the model can identify the level of borrowing and the resulting debt service payments that would be required. RESULTS Based on the source data and input provided by City staff, and the assumptions and policies described herein, the City’s current revenues are not sufficient to fund its ongoing operating, capital, debt service and coverage requirements, and working capital reserve targets throughout the projection period. Additionally, a new street sweeping contract of $4.1 million will begin in FY 2025 and is a major driver for the user charge increase required. This represents an increase of $3.0 million in ongoing expenses that will be used to expand street sweeping services, including increasing annual sweeping by 20,000 curb miles and commercial sweeping to twice per week, increase required staffing, and provide better service to customers and $1.1 million for contract maintenance staff to boost sanitation services. In order for the City to be sustainable, their fund balance must meet the minimum reserve target in each year of the projection period. The graph below shows the City’s fund balance (in yellow) without any increase in the users charge and the fund balance (in blue) with the necessary increases. As can be seen, the fund balance without user charge increases falls significantly below the reserve target beginning in FY 2025 and the fund is exhausted by FY 2026. 10    City Council 4 – 16 12/5/2023 The analysis concluded that a one-time larger increase of 120.50% in FY 2025 and inflationary-like increases of 3.50% each year thereafter will be sufficient for the City to meet its financial requirements throughout the projection period. The recommended 5-year plan of revenue adjustments is shown in the table below: This financial management plan will provide sufficient revenues for the City to maintain adequate working capital in each year of the projection period, while retaining the ability to fund planned and anticipated future capital spending with no borrowing. COST OF SERVICE ANALYSIS DESCRIPTION In order to calculate the cost to provide various sanitation services, the City’s operating and capital budgets must be allocated accordingly. The City’s costs were allocated to 5 cost center pools: • • • Right-of-Way (ROW) Clearing – Cleaning of sidewalks and alleys of debris, trash and weed removal and abatement Illegal Dumping – Clearing rubbish and bulky items from streets and sidewalks disposed of in unauthorized locations Sanitation Code Compliance – Enforcing compliance with all of the Sanitation rules and regulations adopted by the Council • • Street Sweeping – Roadway cleaning to remove trash and other debris from the streets Emergency Services – Provide sanitation services in an emergency situation SOURCE DATA The following presents the key financial data relied upon in conducting the COSA: FY 2025 Projected Operating Expenses The COSA uses the FY 2025 projected expenses from the RSA as the basis for the costs to be apportioned between the cost center pools. The operating expenditures include all O&M expenses (including personal services, fixed and variable O&M costs, transfers, and minor capital outlay) related to the provision of sanitation service to the City’s served residents and businesses. Capital Improvement Program The COSA includes the City’s cash funded capital costs from its capital improvement program (CIP) for FY 2024 – FY 2034 as provided by City staff and used in the RSA. Notably, the CIP encompasses 11    City Council 4 – 17 12/5/2023 two primary projects: a Sanitation Case Management System, aimed at improving code compliance through enhanced case management, and the deferral of facility improvements. These initiatives are projected to cost approximately $775,000 in FY 2025. ALLOCATION OF COSTS Described below are the methods used to allocate expenses to cost center pools. Direct Allocation Where possible, costs were directly assigned to these cost center pools. For example, Contract Services – Professional was allocated to “Street Sweeping Only.” Indirect Allocation In the case that items supported more than one cost pool, we attempted to identify proper allocation criteria to apportion the line item cost to each cost pool. For example, personal services costs are often allocated based upon the number of employees or based upon a workflow analysis of where each employee spends their time. Staff Estimate If certain cost items supported more than one cost pool but a specific allocation criterion could not be identified, we discussed with City staff the appropriate allocation percentages and used staff estimates or data provided by City staff to apportion the costs. Weighted Average For cost items that supported more than one cost pool, a specific allocation criterion could not be identified, and staff did not have an estimate as to the allocation percentage, the weighted average of the allocation of all other costs was used to allocate those costs. This weighted allocation is primarily used for administrative and overhead costs, as it is appropriate to allocate such costs based upon the weighted average of the allocation of all other costs for which they are responsible. The allocations to each cost center pool were then used to calculate the new sanitation user charge for residential and commercial customers. COSA RESULTS In total, the City’s FY 2025 projected revenue requirement totals approximately $13.2 million. The apportionment of expenses incurred by the City to each cost center pool are shown in the table below: 12    City Council 4 – 18 12/5/2023 Cost of Service Summary Expenses by Service % ROW Cleaning Illegal Dumping Sanitation Code Compliance Street Sweeping Emergency Services $ $ $ $ $ 1,944,197 14.7% 1,625,973 12.3% 1,443,705 10.9% 7,641,424 57.9% 540,224 4.1% Total Service Expense $ 13,195,523 100.0% As discussed in Section 1.1, these costs are grouped into two main sanitation functions. The amounts allocated to each of these functions are shown in the chart below. The revenue requirement for the Environmental Sanitation portion of the user charge is approximately $1.95 million. The revenue requirement for the Sanitation Roadway Cleaning portion of the user charge is approximately $11.25 million. These apportioned costs were used to calculate the updated user charge described herein and presented in the next subsection. USER CHARGE CALCULATION The results of the COSA were then used to develop an updated sanitation user charge using the overall revenue requirement. PARCEL & BILLING DATA RECONCILIATION In order to develop the new user charge, it is necessary to conduct a detailed billing analysis to determine the number of bills/units and types of charges billed in the most recent fiscal year/s, ensuring that each unit serviced is billed appropriately. 13    City Council 4 – 19 12/5/2023 Some units were not charged for the full twelve months. After reviewing historical data and discussing with City staff, we were able to identify new occupancies that have not been there for a full year yet. We recommend the City tracks new units added to the system to improve the accuracy of its billing and revenue projections. After we understood the way each account was currently being billed, we worked closely with City staff to account for or adjust any discrepancies (e.g., units that were not billed for an entire year) and provided these anomalies to the City for review and/or billing system updates. The adjusted billing data could now be used to develop the new user charge. USER CHARGE DEVELOPMENT The results of the billing data analysis and the apportioned costs from the COSA represent the Net Revenue Requirement (NRR) for the updated user charge. Sanitation Services User Charge Calculation The user charge was calculated by dividing the net revenue requirement (NRR) by the projected number of City units in FY 2025. The calculation is shown below: User Charge Calculation Revenue Requirement Less: Offsetting Revenues $13,195,523 $74,984 Net Revenue Requirement $13,120,539 Projected FY 2025 Units 93,265 Annual Revenue Requirement/Unit $140.68 Monthly Users Charge Annual Revenue Requirement/Unit Monthly Users Charge $140.68 $11.72 Bi-monthly Billed Amount $23.44 RECOMMENDATIONS & NEXT STEPS Based upon the results of the study described herein, we recommend the following: •The City’s current Sanitation Services Users Charge revenues are not sufficient to fund all of its ongoing operations, capital, and reserve requirements throughout the projection period. Therefore, a long-term financial management plan was developed for the City. The five-year plan of recommended revenue adjustments is shown in the table below. 14    City Council 4 – 20 12/5/2023 •We recommend that the City align its Sanitation Services Users Charge with the costs to provide service to City residents, as shown in the table below. • • The City should update the revenue sufficiency analysis portion of this Study every 1-2 years to be sure that the recommended user charge plan continues to be sufficient to fund the City’s operations while meeting all of its financial policies and goals. The City should update the structure of its Sanitation Services Users Charge every 3-5 years, or as services or functions provided change over time, expenses increase/decrease significantly, and/or customer demographics change 15    City Council 4 – 21 12/5/2023 Santa Ana, CA Revenue Sufficiency Analysis Results as of November 14, 2023 Appendix A Schedule 1 - Model Results Schedule 2 - Model Assumptions & Inputs Schedule 3 - Trial Balances as of Jun 30, 2023 Schedule 4 - Cash In Schedule 5 - Cash Out Schedule 6 - Pro Forma Schedule 7 - Capital Improvement Plan Schedule 8 - Borrowing Schedule 9 - Summary of Funds Schedule 10 - Additional Employees Schedule 11 - Vehicle Replacement Program Management Services     City Council 4 – 22 12/5/2023 Schedule 1 - Model Results     City Council 4 – 23 12/5/2023 Schedule 2 - Model Assumptions & Inputs FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Growth Unit Growth 0.25%0.25%0.25%0.25%0.25%0.25%0.25%0.25%0.25%0.25%0.25% Cost Escalation Factors Salaries O&M Contract Services CO N/A N/A N/A N/A N/A N/A 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% 4.00% 3.00% 4.00% 3.00% 0.00% 0.00% TO No Escalation Interest Assumptions Interest Earnings on Fund Balances Working Capital Reserve Target Working Capital Reserve Target (% of O&M) CIP 0.80%0.80%0.80%0.80%0.80%0.80%0.80%0.80%0.80%0.80%0.80% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% 20.00% CIP Escalation 0.00%3.40%3.40%3.40%3.40%3.40%3.40%3.40%3.40%3.40%3.40% Note: The unit count for FY 2023 of 92,800 and historical unit counts are used to project revenues.     City Council 4 – 24 12/5/2023 Schedule 3 - Trial Balances as of Jun 30, 2023 Sanitation Fund Assets Cash & Cash Equivalents Accounts Receivable $5,287,985 1,121,340 Total Assets Liabilities $6,409,324 Accounts Payable Compensated Absences Other Current Payables $(334,513) (87,230) (116,224) Total Liabilities $(537,967) Net Assets $ $ 5,871,357 5,871,357Total Available Fund Balance     City Council 4 – 25 12/5/2023 Schedule 4 - Cash In FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 User Charge Revenue Assumptions User Charge Increase Unit Growth 0.00% 0.25% 120.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% 3.50% 0.25% User Charge Revenues Sanitation Sanitation Revenue $ $ 5,935,520 13,120,540 13,613,708 14,125,414 14,656,353 15,207,248 15,778,851 16,371,938 16,987,319 17,625,829 18,288,340 Other Operating Revenues Restitution Court Abatement Control Charge Miscellaneous Recoveries 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 4,820 2,433 8,179 Total Other Operating Revenues Non-Operating Revenues $15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 15,432 Penalties & Service Charge Expense Reimbursement $30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 30,000 17 Total Non-Operating Revenues $30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 30,017 Interest Earnings Interest Earnings - Sanitation Fund Total Interest Earnings $39,443 29,536 27,295 27,576 27,437 27,111 27,293 27,841 28,522 29,117 29,532 $39,443 29,536 27,295 27,576 27,437 27,111 27,293 27,841 28,522 29,117 29,532 Transfers In Transfer From Fund 057 $200,000 ---------- Total Transfers In $200,000 ---------- Total Cash In $6,220,411 13,195,524 13,686,452 14,198,438 14,729,238 15,279,807 15,851,592 16,445,228 17,061,289 17,700,394 18,363,320     City Council 4 – 26 12/5/2023 Schedule 5 - Cash Out Personal Services FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Account Code Salaries Regular Salaries Cash Out/Separation Salaries Overtime Retirement-Employer Normal Cost Retirement - Employer Unfunded - Misc Medicare Insurance 06817640 - 61000 06817640 - 61010 06817640 - 61040 06817640 - 61100 06817640 - 61102 06817640 - 61120 06817640 - 61130 06817640 - 61170 06817640 - 61180 06817641 - 61000 06817641 - 61010 06817641 - 61020 06817641 - 61040 06817641 - 61100 06817641 - 61102 06817641 - 61110 06817641 - 61120 06817641 - 61130 06817641 - 61170 06817641 - 61180 06817641 - 65105 4 $594,350 618,124 642,849 668,563 695,305 723,118 752,042 782,124 813,409 845,945 879,783 15,300 38,530 56,630 72,750 8,590 15,912 40,071 58,895 75,660 8,934 16,548 41,674 61,251 78,686 9,291 17,210 43,341 63,701 81,834 9,663 17,899 45,075 66,249 85,107 10,049 143,705 1,895 29,551 1,590,434 48,959 161,944 116,986 154,492 154,105 6,072 18,615 46,878 68,899 88,511 10,451 149,454 1,971 30,733 1,654,052 50,917 168,421 121,665 160,671 160,270 6,314 19,359 48,753 71,655 92,052 10,869 155,432 2,050 31,962 1,720,214 52,954 175,158 126,532 167,098 166,680 6,567 20,134 50,703 74,521 95,734 11,304 161,649 2,132 33,240 1,789,022 55,072 182,164 131,593 173,782 173,348 6,830 20,939 52,731 77,502 99,563 11,756 168,115 2,217 34,570 1,860,583 57,275 189,451 136,857 180,733 180,282 7,103 21,777 54,840 80,602 103,546 12,226 174,840 2,306 35,953 1,935,007 59,566 197,029 142,331 187,963 187,493 7,387 22,648 57,034 83,826 107,688 12,715 181,833 2,398 37,391 2,012,407 61,948 204,910 148,024 195,481 194,993 7,682 Health Insurance 122,840 1,620 127,754 1,685 132,864 1,752 138,178 1,822Retiree Health Benefits Worker Compensation Insurance Salaries Regular Salaries Cash Out/Separation Salaries Part-Time 25,260 1,359,510 41,850 138,430 100,000 132,060 131,730 5,190 21,690 327,120 1,630 45,920 8,280 26,270 1,413,890 43,524 143,967 104,000 137,342 136,999 5,398 22,558 340,205 1,695 47,757 8,528 27,321 1,470,446 45,265 149,726 108,160 142,836 142,479 5,614 23,460 353,813 1,763 49,667 8,784 28,414 1,529,264 47,076 155,715 112,486 148,550 148,178 5,838 24,398 367,966 1,834 51,654 9,048 Salaries Overtime Retirement-Employer Normal Cost Retirement - Employer Unfunded - Misc Part-Time Retirement Medicare Insurance Health Insurance Retiree Health Benefits Worker Compensation Insurance Benefits Overhead 25,374 382,684 1,907 53,720 9,319 26,389 397,991 1,983 55,869 9,599 27,445 413,911 2,062 58,103 9,887 28,543 430,468 2,145 60,428 10,183 1,051,459 29,684 447,686 2,231 62,845 10,489 1,093,517 30,872 465,594 2,320 65,358 10,804 1,137,258 32,106 484,218 2,413 67,973 11,128 1,182,749Additional Personal Services from Hiring -830,983 864,223 898,792 934,743 972,133 1,011,018 Subtotal Personal Services Personal Services Execution $ $ 3,249,280 4,210,152 4,378,473 4,553,524 4,735,574 4,924,904 5,121,804 5,326,577 5,539,539 5,761,015 5,991,348 100%100%100%100%100%100%100%100%100%100%100% Total Executed Personal Services 3,249,280 4,210,152 4,378,473 4,553,524 4,735,574 4,924,904 5,121,804 5,326,577 5,539,539 5,761,015 5,991,348 Fixed Operations & Maintenance Communications Training, Transportation, Meeting Tuition Reimbursement Membership, Subscription & Dues Contract Services-Professional Maintenance & Repair Machinery & Equipment Miscellaneous Operating Expenses Gas & Diesel Rental City Equipment Accident Repair & Replacement IT Maintenance Charge Insurance Charges Benefits Overhead Public Works Administrative Charges Indirect Costs Computer Software Subscriptions Principal- Leases Communications Training, Transportation, Meeting Tuition Reimbursement Membership, Subscription & Dues Contract Services-Professional Miscellaneous Operating Expenses Gas & Diesel 06817640 - 62010 06817640 - 62120 06817640 - 62130 06817640 - 62140 06817640 - 62300 06817640 - 62322 06817640 - 63001 06817640 - 63300 06817640 - 65010 06817640 - 65012 06817640 - 65040 06817640 - 65100 06817640 - 65105 06817640 - 65240 06817640 - 65400 06817640 - 66511 06817640 - 67200 06817641 - 62010 06817641 - 62120 06817641 - 62130 06817641 - 62140 06817641 - 62300 06817641 - 63001 06817641 - 63300 $7,520 5,500 4,000 2,300 605,700 500 211,000 49,300 175,010 1,600 35,550 72,730 4,550 173,300 195,390 3,150 550 15,940 4,500 1,000 2,100 1,521,500 166,650 20,000 7,746 5,665 4,120 2,369 629,928 515 67,330 50,779 180,260 1,648 36,617 74,912 4,687 178,499 203,206 3,245 567 16,418 4,635 1,030 2,163 4,521,500 171,650 20,600 7,978 5,835 4,244 2,440 655,125 530 69,350 52,302 185,668 1,697 37,715 77,159 4,827 183,854 211,334 3,342 583 16,911 4,774 1,061 2,228 4,702,360 176,799 21,218 8,217 6,010 4,371 2,513 681,330 546 71,430 53,871 191,238 1,748 38,846 79,474 4,972 189,370 219,787 3,442 601 17,418 4,917 1,093 2,295 4,890,454 182,103 21,855 8,464 6,190 4,502 2,589 708,583 563 73,573 55,488 196,975 1,801 40,012 81,858 5,121 195,051 228,579 3,545 619 17,941 5,065 1,126 2,364 5,086,073 187,566 22,510 8,718 6,376 4,637 2,666 736,927 580 75,781 57,152 202,885 1,855 41,212 84,314 5,275 200,902 237,722 3,652 638 18,479 5,217 1,159 2,434 5,289,515 193,193 23,185 8,979 6,567 4,776 2,746 766,404 597 78,054 58,867 208,971 1,910 42,449 86,843 5,433 206,929 247,231 3,761 657 19,033 5,373 1,194 2,508 5,501,096 198,989 23,881 9,249 6,764 4,919 2,829 797,060 615 80,396 60,633 215,240 1,968 43,722 89,449 5,596 213,137 257,120 3,874 676 19,604 5,534 1,230 2,583 5,721,140 204,958 24,597 9,526 6,967 5,067 2,914 828,942 633 82,807 62,452 221,697 2,027 45,034 92,132 5,764 219,531 267,405 3,990 697 20,192 5,700 1,267 2,660 5,949,986 211,107 25,335 9,812 7,176 5,219 3,001 862,100 652 85,292 64,325 228,348 2,088 46,385 94,896 5,937 226,117 278,101 4,110 718 20,798 5,871 1,305 2,740 6,187,985 217,440 26,095 10,106 7,392 5,376 3,091 896,584 672 87,850 66,255 235,199 2,150 47,776 97,743 6,115 232,901 289,225 4,233 739 21,422 6,048 1,344 2,822 6,435,504 223,964 26,878    City Council 4 – 27 12/5/2023 Schedule 5 - Cash Out FY 2024 41,110 820 129,670 77,360 132,220 205,330 506,710 FY 2025 42,343 FY 2026 43,614 FY 2027 44,922 FY 2028 46,270 FY 2029 47,658 FY 2030 49,087 FY 2031 50,560 FY 2032 52,077 FY 2033 53,639 FY 2034 55,248Rental City Equipment Accident Repair & Replacement City Yard Rental Computer Services Charge Insurance Charges Public Works Administrative Charges Indirect Costs Computer Software Subscriptions Principal-Capital Lease Sanitation (Debris/Liter Removal Crews) Street Sweeping Signage Annual Training Cost Annual Maint. Sanitation Case Mgmnt System Other Expenses (Technology/Infrastructure) 06817641 - 65010 06817641 - 65012 06817641 - 65020 06817641 - 65040 06817641 - 65100 06817641 - 65240 06817641 - 65400 06817641 - 66511 06817641 - 67200 06817641 - 62300 06817641 - 62300 06817641 - 62120 06817640 - 62300 06817640 - 62300 820 133,560 79,681 136,187 211,490 521,911 773 1,627 900,000 50,000 50,000 - 820 137,567 82,071 140,272 217,835 537,569 796 820 141,694 84,533 144,480 224,370 553,696 820 820 145,945 87,069 148,815 231,101 570,307 844 820 150,323 89,681 153,279 238,034 587,416 869 820 154,833 92,372 157,878 245,175 605,038 896 820 159,478 95,143 162,614 252,530 623,189 922 820 164,262 97,997 167,492 260,106 641,885 950 820 169,190 100,937 172,517 267,909 661,142 979 820 174,266 103,965 177,693 275,946 680,976 1,008750 1,580 1,676 1,727 1,778 1,832 1,887 1,943 2,001 2,062 2,123 - - - - - - 927,000 51,500 51,500 50,000 100,000 - 954,810 53,045 53,045 51,500 103,000 - 983,454 54,636 54,636 53,045 106,090 100,000 1,012,958 56,275 56,275 54,636 109,273 - 1,043,347 57,964 57,964 56,275 112,551 - 1,074,647 59,703 59,703 57,964 115,927 - 1,106,886 61,494 61,494 59,703 119,405 - 1,140,093 63,339 63,339 61,494 122,987 - 1,174,296 65,239 65,239 63,339 126,677 - - -Mail Out/Printing Cost for Protest Vote (fee increase) 06817640 - 62300 Subtotal Fixed Operations & Maintenance Fixed Operations & Maintenance Execution $ $ 4,374,890 8,318,478 8,771,554 9,090,364 9,520,966 9,763,803 10,119,334 10,488,037 10,870,407 11,266,958 11,678,224 100%100%100%100%100%100%100%100%100%100%100% Total Executed Fixed Operations & Maintenance Capital Outlay 4,374,890 8,318,478 8,771,554 9,090,364 9,520,966 9,763,803 10,119,334 10,488,037 10,870,407 11,266,958 11,678,224 Vehicle Replacement Program $398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 Subtotal Capital Outlay $398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 Capital Outlay Execution 100%100%100%100%100%100%100%100%100%100%100% Total Executed Capital Outlay $398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 Debt Service Senior Lien Debt Existing Senior Lien Debt Service $80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Subtotal Senior Lien Debt $80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Total Debt Service $80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Cash Funded Capital Cash Funded Capital Total Cash Funded Capital Total Cash Out $ $ $ - - 775,518 775,518 - - - - - - - - - - - - - - - - - - 8,102,455 13,790,211 13,651,982 14,162,685 14,799,648 15,291,059 15,794,782 16,364,854 16,971,413 17,641,745 18,318,142     City Council 4 – 28 12/5/2023 Schedule 7 - Capital Improvement Plan FY 2024 FY 2025 500,000 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Capital Expense (Office/Shops i.e. HVAC system) Sanitation Case Mgmnt System $- - - - - - - - - - - - - - - - - - - -250,000 Total Projects $-750,000 --------- Execution % Escalation % 100.00% 100.00% 100.00% 103.40% 100.00% 106.92% 100.00% 110.56% 100.00% 114.32% 100.00% 118.21% 100.00% 122.23% 100.00% 126.39% 100.00% 130.69% 100.00% 135.14% 100.00% 139.74% Total Executed Projects $-775,518 ---------     City Council 4 – 29 12/5/2023 Schedule 6 - Pro Forma FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Sanitation Sanitation User Charge Revenue Revenue from Growth $ 5,935,520 - 5,935,520 14,839 13,120,540 32,801 13,613,708 34,034 14,125,414 35,314 14,656,353 36,641 15,207,248 38,018 15,778,851 39,447 16,371,938 40,930 16,987,319 42,468 17,625,829 44,065 Revenue Before Charge Increase User Charge Increase Revenue from Charge Increase $ 5,935,520 5,950,358 120.5% 7,170,182 13,153,341 3.5% 13,647,743 3.5% 14,160,727 3.5% 14,692,994 3.5% 15,245,266 3.5% 15,818,298 3.5% 16,412,868 3.5% 17,029,787 3.5% 17,669,894 3.5%0.0% -460,367 477,671 495,625 514,255 533,584 553,640 574,450 596,043 618,446 Total Sanitation User Charge Revenue $ 5,935,520 13,120,540 15,432 13,613,708 15,432 14,125,414 15,432 14,656,353 15,432 15,207,248 15,432 15,778,851 15,432 16,371,938 15,432 16,987,319 15,432 17,625,829 15,432 18,288,340 15,432Plus: Other Operating Revenues Operating Income $15,432 $ 5,950,951 13,135,973 13,629,140 14,140,845 14,671,784 15,222,680 15,794,282 16,387,370 17,002,750 17,641,261 18,303,772 Less: Operating Expenses Personal Services Fixed Operations & Maintenance $ (3,249,280) (4,374,890) (4,210,152) (8,318,478) (4,378,473) (8,771,554) (4,553,524) (9,090,364) (4,735,574) (9,520,966) (4,924,904)(5,121,804)(5,326,577)(5,539,539)(5,761,015)(5,991,348) (9,763,803) (10,119,334) (10,488,037) (10,870,407) (11,266,958) (11,678,224) Total Operating Expenses Net Operating Income $ (7,624,170) (12,528,630) (13,150,027) (13,643,888) (14,256,540) (14,688,707) (15,241,138) (15,814,614) (16,409,945) (17,027,973) (17,669,571) $ (1,673,219)607,343 479,113 496,957 415,244 533,973 553,144 572,756 592,805 613,288 634,201 Plus (Less): Non-Operating Income in Debt Service Coverage Test Non-Operating Revenue Interest Earnings Capital Outlay $30,017 39,443 (398,030) 30,017 29,536 (398,030) 30,017 27,295 (398,030) 30,017 27,576 (398,030) 30,017 27,437 (398,030) 30,017 27,111 (398,030) 30,017 27,293 (398,030) 30,017 27,841 (398,030) 30,017 28,522 (398,030) 30,017 29,117 (398,030) 30,017 29,532 (398,030) Total Non-Operating $(128,571)(338,478) 268,865 (340,719) 138,395 (340,438) 156,520 (340,576) 74,667 (340,903) 193,070 (340,721) 212,423 (340,172) 232,584 (339,491) 253,314 (338,897) 274,391 (338,482) 295,719Net Income Before Debt Service $ (1,801,790) Debt Service & Coverage Existing Senior Lien Debt Service $80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Total Senior Lien Debt Service $80,254 88,032 103,925 120,767 145,077 204,322 155,613 152,210 163,438 215,741 250,541 Senior Lien Debt Service Coverage -22.45 3.05 1.33 1.30 0.51 0.94 1.37 1.53 1.55 1.27 1.18 Total Debt Service Net Cash Flow $80,254 88,032 103,925 34,470 120,767 35,753 145,077 (70,410) 204,322 (11,252) 155,613 56,810 152,210 80,374 163,438 89,876 215,741 58,650 250,541 45,178$ (1,882,044)180,833 Fund Balance Balance at Beginning of Fiscal Year Net Cash Flow $ 5,871,357 (1,882,044) 3,989,313 180,832 3,394,627 34,470 3,429,096 35,753 3,464,849 (70,410) 3,394,439 (11,252) 3,383,187 56,810 3,439,997 80,374 3,520,371 89,876 3,610,247 58,650 3,668,897 45,178 Total Funds Available $ 3,989,313 4,170,145 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 Less: Planned Cash Funded Capital -(775,518)--------- Balance of Working Capital $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 Less: Working Capital Reserve Target (1,524,834)(2,505,726)(2,630,005)(2,728,778)(2,851,308)(2,937,741)(3,048,228)(3,162,923)(3,281,989)(3,405,595)(3,533,914) Surplus/Deficit of Working Capital $ 2,464,479 888,901 799,091 736,071 543,131 445,445 391,769 357,448 328,258 263,302 180,161 Add Back: Working Capital Reserve 1,524,834 2,505,726 2,630,005 2,728,778 2,851,308 2,937,741 3,048,228 3,162,923 3,281,989 3,405,595 3,533,914 Balance at End of Fiscal Year $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075    City Council 4 – 30 12/5/2023 Schedule 8 - Borrowing Senior Lien Borrowing FY 2024 FY 2024 FY 2024 FY 2025 FY 2025 FY 2025 FY 2026 FY 2026 FY 2026 FY 2027 FY 2027 FY 2027 FY 2028 FY 2028 FY 2028 FY 2029 FY 2029 FY 2029 FY 2030 FY 2030 FY 2030 FY 2031 FY 2031 FY 2031 FY 2032 FY 2032 FY 2032 FY 2033 FY 2033 FY 2033 FY 2034 FY 2034 FY 2034 Cumulative Annual Payment $ $ $ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Subordinate Borrowing Cumulative Annual Payment Short-Term Borrowing Cumulative Annual Payment     City Council 4 – 31 12/5/2023 Schedule 10 - Additional Employees Position FY 2024 FY 2025 1.0 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Assistant Public Works Maintenance Manager (AM) Maintenance Worker II Management Aide (UC) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 4.0 1.0 1.0Public Works Projects Manager Annual Salary Totals Assistant Public Works Maintenance Manager (AM) Maintenance Worker II Management Aide (UC) $- - - - 200,962 401,482 83,439 209,000 417,541 86,777 217,360 434,242 90,248 226,055 451,612 93,858 235,097 469,677 97,612 244,501 488,464 101,517 176,537 254,281 508,002 105,577 183,599 264,452 528,322 109,800 190,943 275,030 549,455 114,192 198,580 286,031 571,434 118,760 206,524Public Works Projects Manager 145,101 150,905 156,941 163,219 169,747 Total Salary $-830,983 864,223 898,792 934,743 972,133 1,011,018 1,051,459 1,093,517 1,137,258 1,182,749     City Council 4 – 32 12/5/2023 Schedule 9 - Summary of Funds Sanitation Fund FY 2024 $ 5,871,357 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 Balance at Start of FY Cash In Interest 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 6,180,968 13,165,988 13,659,157 14,170,862 14,701,801 15,252,697 15,824,299 16,417,387 17,032,767 17,671,278 18,333,789 39,443 29,536 27,295 27,576 27,437 27,111 27,293 27,841 28,522 29,117 29,532 (8,102,455) (13,014,693) (13,651,982) (14,162,685) (14,799,648) (15,291,059) (15,794,782) (16,364,854) (16,971,413) (17,641,745) (18,318,142)Cash Out Subtotal Less: Working Capital Reserve $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075 (1,524,834) (2,505,726) (2,630,005) (2,728,778) (2,851,308) (2,937,741) (3,048,228) (3,162,923) (3,281,989) (3,405,595) (3,533,914) Amount Available for Projects $ 2,464,479 888,901 799,091 736,071 543,131 445,445 391,769 357,448 328,258 263,302 180,161 Amount Available After Projects $ 2,464,479 888,901 799,091 736,071 543,131 445,445 391,769 357,448 328,258 263,302 180,161 Plus: Restricted Funds 1,524,834 2,505,726 2,630,005 2,728,778 2,851,308 2,937,741 3,048,228 3,162,923 3,281,989 3,405,595 3,533,914 Available at End of FY $ 3,989,313 3,394,627 3,429,096 3,464,849 3,394,439 3,383,187 3,439,997 3,520,371 3,610,247 3,668,897 3,714,075     City Council 4 – 33 12/5/2023 Schedule 11 - Vehicle Replacement Program Vehicle Type FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 JEEP - WRANGLER FREIGHTLINER - 114SD FREIGHTLINER - 114SD CHEVY - COLORADO CHEVY - COLORADO FORD - F-250 FORD - F-250 JOHN DEERE - 410L FORD - F-250 FORD - F-250 FORD - F-250 FORD - F-250 FORD - F-550 FORD - F-550 FORD - F-550 CHEVY - 3500 UTILITY TRK CHEVY - SILVERADO FORD - F-550 FORD - F-550 FORD - F-250 CATERPILLAR - 926M CHEVY - SILVERADO FORD - F-550 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00 1.00 1.00 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 0.00 0.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.00 0.00 0.00 0.00 1.00 1.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 FORD - F-250 FORD - F-550 FORD - F-250 FORD - F-550 FORD - F-550 CHEVY - TRAVERSE Total Addl Vehicle Expense JEEP - WRANGLER FREIGHTLINER - 114SD FREIGHTLINER - 114SD CHEVY - COLORADO CHEVY - COLORADO FORD - F-250 $- - - - - - - - - - - - - - - - - - - - - - - - - - - - -88,385 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 354,511 354,314 46,377 46,377 43,495 43,495 - - - - - -FORD - F-250    City Council 4 – 34 12/5/2023 Schedule 11 - Vehicle Replacement Program Vehicle Type FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 JOHN DEERE - 410L FORD - F-250 FORD - F-250 FORD - F-250 FORD - F-250 FORD - F-550 FORD - F-550 FORD - F-550 CHEVY - 3500 UTILITY TRK CHEVY - SILVERADO FORD - F-550 FORD - F-550 FORD - F-250 CATERPILLAR - 926M CHEVY - SILVERADO FORD - F-550 FORD - F-250 FORD - F-550 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 279,569 - - - - - - - - - - - - - - - - - - - - - - - 49,793 50,602 50,197 49,928 121,715 121,446 121,580 107,277 - - - - - - - - - - - - - - - - - - - - - 107,277 113,838 113,838 - - - - 140,007 140,007 - - - - - - - - - - 43,495 - - - - - - - - - - - - - 393,297 107,277 121,580 - - - - - - - - 43,495 - - - - - - 121,715 FORD - F-250 FORD - F-550 FORD - F-550 CHEVY - TRAVERSE 75,000 150,000 150,000 75,000 - - - - 92,241 184,481 184,481 92,241 Total Vehicle Cost $450,000 --227,676 975,560 1,218,774 -553,443 279,569 393,297 280,013 Cash Funded Average Spending $398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030 398,030     City Council 4 – 35 12/5/2023 NOTICE OF PUBLIC HEARING Concerning proposed changes to the City of Santa Ana Sanitation Services Users Charge Pursuant to State law, the Santa Ana City Council will hold a public hearing at the time, date, and location specified below to consider increasing the Sanitation Services User Charges for the City’s sanitation services. DATE: MMM DD, YYYY TIME: 5:45 p.m. LOCATION: City Council Chambers 22 Civic Center Plaza Santa Ana, CA 92701 If adopted, the increased user charges will become effective on July 1, 202 4 and subject to annual user charge adjustments through July 1, 2028. The public hearing will be conducted in accordance with California Constitution Article XIII D, Section 6 (also known as “Proposition 218”). This notice is being sent to all property owners and customers of record whose parcels receive sanitation services in the City of Santa Ana, who would be subject to the proposed user charge adjustments. All members of the public are invited to attend the public hearing. Additionally, under Proposition 218, property owners and customers of record may submit a written protest to the proposed user charge changes. Only one protest per parcel is permitted. Please refer to the “How Can I Participate?” section of this document for instructions on submitting a formal written protest against the proposed action. You may also appear at the public hearing at the date and time specified above. More information is available online at https://www.santa- ana.org/. HOW CAN I PARTICIPATE? The City of Santa Ana welcomes your participation and input throughout the process as the City Council considers increasing the user charges and estimated future user charge adjustments explained in this Notice. If you have questions or comments about the increase and estimated future user charges, here is what you can do: CALL OR VISIT: Information on the increase user charges and estimated future user charge adjustments are available for review at the City’s Public Works Agency and on our website: https://www.santa- ana.org or call 714-647-3380 with questions. WRITE OR E-MAIL: Written protests may be mailed to The City of Santa Ana , Attention: City Clerk, P.O. Box 1988, M30, Santa Ana, CA 92702; delivered in-person to City Hall, 20 Civic Center Plaza, Santa Ana; or e-mailed to ecomment@santa-ana.org. All protests shall include the name, property address, and signature of the person submitting the protest. Oral protests do not count as formal written protests. Only one written protest per parcel is permitted. EXHIBIT 2     City Council 4 – 36 12/5/2023 ATTEND THE PUBLIC HEARING: Written protests may also be submitted at the Public Hearing on MMM DD, YYYY, at 5:45 p.m., in the City Council Chambers at 22 Civic Center Plaza, Santa Ana, CA 92701. All members of the public will have an opportunity to speak and give testimony regarding the proposed sanitation user charges at the Public Hearing; however, only written protests will count toward a majority protest. Written protests must be received before the conclusion of the Public Hearing to be counted. The Public Hearing is subject to being held electronically or by teleconference if required or permitted by national, state and/or local orders as a result of a public health emergency crisis. In this event, information will be provided on the City's website and posted in City Council Chambers. WHY HAVE I RECEIVED THIS NOTICE? The City of Santa Ana is presenting the increased user charges for its roadway cleaning and environmental sanitation program services. Property owners and customers of record who would be impacted by these changes are receiving this notice. The City of Santa Ana is dedicated to providing reliable and cost-effective sanitation services to its residents/property owners, and businesses. WHY ARE USER CHARGES INCREASING? BACKGROUND: The City’s roadway cleaning and environmental sanitation programs play a vital role in maintaining the City's cleanliness and hygiene stan dards. These programs encompass a wide array of services, including street sweeping, abandoned item collection, sidewalk cleaning, and power washing, addressing illegal dumping, and cleaning alleys. Additionally, they ensure compliance with sanitation code s through right- of-way inspections and enforcement activities, as well as the removal of weeds from streets and sidewalks. Beginning in fiscal year 2025, the City budget reflects several critical changes, including costs for contract maintenance staff to boost sanitation services, and for additional maintenance workers and program support employees. Furthermore, a significant ongoing expenditure of $3.0 million is earmarked for the introduction of a new street sweeping contract. This contract will enhance service frequency, especially in key arterial and commercial corridors, resulting in quicker response times, benefiting the entire community. It's imperative to acknowledge the challenges faced by the City. Inflation, economic pressures, and supply chain disruptions have substantially increased costs. Notably, user charge has remained stagnant since 1996, and in 2019, it was reduced, placing additional strain on the City's finances. Despite these hurdles, the City remains dedicated to maintaining high cleanliness standards through strategic investments and efficient utilization of resources. BASIS UPON WHICH THE CHARGES WERE CALCULATED: The City retained SCS Engineers (SCS) to perform a Sanitation Services Users Charge Study. This study included a five-year financial projection of anticipated growth, fund balances and reserve targets, revenues, operations and maintenance expenses, vehicle/equipment replacement expenses, and capital spending. The analysis determined that the City’s current user charge revenues will no longer be sufficient to meet the projected financial needs of the     City Council 4 – 37 12/5/2023 City to fund its sanitation services operations. Therefore, a five-year financial management plan was calculated. SCS determined that sanitation services user charge per unit should increase to a monthly charge of $11.72 per month in July 2024, billed bi-monthly as $23.44 per unit per bill. An inflationary-like increase of approximately 3.50% is anticipated to be necessary each July from 2025 to 2028. The public hearing will include consideration of adopting a resolution that will authorize sanitation user charges and future user charge adjustments for a five -year period commencing July 1, 2024, through June 30, 2029. If approved by the City Council, the proposed user charges included in Exhibit A will go into effect on July 1, 2024, including annual user charge adjustments in user charge years two through five, based on the methodology contained in the tables below. Any additional increase that exceeds this methodology and the additional user charge increase percentages below, in any year, would be subject to another Proposition 218 noticed public hearing and approval by the City Council. SANITATION SERVICES USER CHARGES Current FY 2023-24 Proposed FY 2024-25 Year 2 FY 2025-26 Year 3 FY 2026-27 Year 4 FY 2027-28 Year 5 FY 2028-29 Implementation Date July 1, 2024 July 1, 2025 July 1, 2026 July 1, 2027 July 1, 2028 Monthly User Charge per Unit $5.35 $11.72 $12.13 $12.56 $13.00 $13.45 PUBLIC HEARING PROCESS At the time of the Public Hearing, the City Council will hear and consider all protests and objections to the proposed increases. Oral comments DO NOT qualify as a formal protest unless accompanied by a written protest. Upon conclusion of the hearing, the City Council will evaluate the written protests and consider the adoption of the proposed increases. If written protests are not submitted by at least a majority of identified parcels subject to the proposed adjustments (a “majority protest”), the City Council will be authorized to adopt the proposed user charge. If adopted, the increased user charges will become effective on July 1, 2024, and annual user charge adjustments effective July 1, 2025, through July 1, 2028. FOR MORE INFORMATION Please visit us at https://www.santa-ana.org/, to learn more about the proposed user charge changes.     City Council 4 – 38 12/5/2023 Public Works Agency www.santa-ana.org/public-works Item # 5 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Santa Anita Park Improvements and New Synthetic Soccer Field AGENDA TITLE Approve Additional Contingency Funds in the Amount of $3,520,000 for an Existing Construction Contract with Byrom-Davey, Inc. for the Santa Anita Park Improvements Including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $18,033,011 (Project No. 19-7527) (Non-General Fund) (Revive Santa Ana Program) RECOMMENDED ACTION 1. Approve an amendment to the Project Cost Analysis in the amount of $3,520,000 in additional contingency funds for a total estimated construction delivery cost of $18,033,011, which includes $7,317,701 for the construction contract; $731,770 for contract administration, inspection, and testing; and a $9,983,540 project contingency for unanticipated or unforeseen work, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2023-24 Capital Improvement Program to include $3,520,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19-7527). 3. Determine that, in accordance with the California Environmental Quality Act (CEQA), the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER-2021-77 was filed for the project. GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION On July 19, 2022, the City Council authorized the award of a construction contract to Byrom-Davey, Inc. for the total park renovation of Santa Anita Park, which includes a new synthetic turf soccer field, new sports lighting, built-in concrete bleachers incorporated into the grass slopes, upper terraces to allow for group or event canopies, a new basketball court, new play equipment, a parking lot expansion, new concrete walkways, new site lighting, and new landscaping and irrigation (Exhibit 1 & Exhibit 2). On September 20, 2022, City Council authorized the increase of project contingency by $5,000,000 to capitalize on the favorable pricing of the existing contract with Byrom- Davey, Inc. (Exhibit 3) to demolish and reconstruct the park’s community center.     City Council 5 – 1 12/5/2023 Santa Anita Park Improvements and New Synthetic Soccer Field December 5, 2023 Page 2 3 8 3 5 Plans and specifications for the new community center were developed during Q1 and Q2 2023, with costs estimated by a team that included Byrom-Davey and an architectural firm. Square footage was minimized and a value engineering exercise was conducted to ensure the project was achievable per the current industry cost/square foot. The plans were advertised for bids in August 2023. However, due to cost escalation, labor, and market pricing of material steadily rising, bids for the community center surpassed the $5,000,000 contingency identified for this portion of the work. The recommended action will increase the project contingency by an additional $3,520,000, increasing the total estimated construction delivery cost to $18,033,011.30, as indicated in the Cost Analysis (Exhibit 4) and as summarized in the table below: EXPENDITURE CATEGORY ORIGINAL AMOUNT ADDITIONAL FUNDING NEW TOTAL Construction Contract $7,317,701 $7,317,701 Construction Administration, Inspection, Testing $731,770 $731,770 Contingencies $6,463,540 $3,520,000 $9,983,540 Total $14,513,011 $3,520,000 $18,033,011 ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended action is exempt from further review. Categorical Exemption Environmental Review No. ER- 2021-77 was filed for the project. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $18,033,011, which includes construction, contract administration, inspection, testing, and an authorized contingency. Project No. 19-7527 is assigned to the Project Plans and Specifications and the Notice Inviting Bids. Project No. 22-7536 and 21-2745 are assigned to other funding sources for tracking of all expenditures to deliver the construction of this project. On July 19, 2022, the City Council approved Appropriation Adjustments totaling $1,617,593 as part of the funding for these projects. The funds are budgeted and available for expenditure in the current Fiscal Year 2022-23 Capital Improvement Program (CIP) budget.     City Council 5 – 2 12/5/2023 Santa Anita Park Improvements and New Synthetic Soccer Field December 5, 2023 Page 3 3 8 3 5 On August 2, 2022, the City Council approved the updated $128,360,000 Revive Santa Ana Spending Plan and an appropriation adjustment to authorize spending from the federal American Rescue Plan Act (ARPA). On September 20, 2022, $5,000,000 from this amount was allocated for Santa Anita Park community center renovations. An additional $3,520,000 will be allocated to cover the cost of labor and material cost escalation for the remainder of the improvements on the project. Funding for these projects in the amount of $2,942,540 was approved for expenditure in the Fiscal Year 2022-23 Council approved capital budget. The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project (Exhibit 5). Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit - Account No. Description Amount Existing Project Budget 2023-24 31113260-66220 (19-7527) Residential Development District 1 Residential Development District 1, Improvements Other Than Buildings $385,250 2023-24 31413260-66220 (19-7527) Residential Development District 4 Residential Development District 4, Improvements Other Than Buildings $42,378 2023-24 31513260-66220 (19-7527) Residential Development -Harbor Specific Plan Residential Development District, Improvements Other Than Buildings $2,912,013 2023-24 16113269-66220 (19-7527) Parks Capital Grants 2018 Park Bonds Act-Per Capita, Improvements Other Than Buildings $177,952 2023-24 16113268-66220 (19-7527) Parks Capital Grants 2002 Resources Bond Act, Improvements Other Than Buildings $1,000,000 2023-24 13518783-66220 (19-7527) Community Development Block Grant Community Development Block Grant Programs, Improvements Other Than Buildings $511,839     City Council 5 – 3 12/5/2023 Santa Anita Park Improvements and New Synthetic Soccer Field December 5, 2023 Page 4 3 8 3 5 Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit - Account No. Description Amount 2023-24 13518783-66220 (22-7536) Community Development Block Grant Community Development Block Grant Programs, Improvements Other Than Buildings $600,000 2023-24 13518783-66220 (23-7533) Community Development Block Grant Community Development Block Grant Programs, Improvements Other Than Buildings $800,000 2023-24 01213020-66220 (21-2745) Cannabis Public Benefit Fund PRCSA Youth Services, Improvements Other Than Buildings $3,083,579 2023-24 18117013-66200 (22-1378) American Rescue Plan Act (ARPA) ARPA-PWA, Improvements Other Than Buildings $5,000,000 Total $14,513,011 Additional Funding 2023-24 18117013-66200 (22-1378) American Rescue Plan Act (ARPA) ARPA-PWA, Improvements Other Than Buildings $3,520,000 Grand Total $18,033,011 EXHIBIT(S) 1. Location Map 2. July 19, 2022 Staff Report 3. September 20, 2022 Staff Report 4. Cost Analysis 5. FY 2023-24 Capital Improvement Program Sheet Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager     City Council 5 – 4 12/5/2023 PWA SANTA ANA PUBLIC WORKS AGENCY Project No. 19-7527 Santa Anita Park New Synthetic Soccer Field & Park Improvements Project Location     City Council 5 – 5 12/5/2023 Public Works Agency www.santa-ana.org/pw Item # 19 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 19, 2022 TOPIC: Santa Anita Park Field and Park Improvements AGENDA TITLE Approve Appropriation Adjustments and Award a Construction Contract to Byrom-Davey Inc. in the Amount of $7,317,701 for the Santa Anita Park New Synthetic Soccer Field and Park Improvements FY 2022-23 Project with an Estimated Project Delivery Cost of $9,513,011.30 (Project Nos. 19-7527, 20-2745) (Non-General Fund) RECOMMENDED ACTION 1. Approve an Appropriation Adjustment recognizing revenue received in prior years in the amount of $1,439,641 in the Residential Development District 1 and District 4 ($869,224 and $570,417, respectively), District Park Acquisition & Development Fees revenue account and appropriating the same amount into the Residential Development District 1 and District 4, Improvements Other Than Building expenditure account for FY 2022-23 capital operating expenses. (Requires five affirmative votes) 2. Approve an Appropriation Adjustment recognizing the grant revenue from the 2018 Parks Bond Act Per Capita Grant Program in the amount of $177,952 in the PRCSA Capital Grants revenue account and appropriating the same amount into the 2018 Parks Bond Act-Per Capital Improvements Other Than Building expenditure account for FY 2022-23 capital operating expenses. (Requires five affirmative votes) 3. Award a construction contract to Byrom-Davey Inc., the lowest responsible bidder, in accordance with the base bid in the amount of $7,317,701 for construction of the Santa Anita Park New Synthetic Soccer Field and Park Improvements FY 2022-23, for the term beginning July 19, 2022 and ending upon project completion, and authorize the City Manager to execute the contract subject to non-substantive changes approved by the City Manager and the City Attorney. 4. Approve the Project Cost Analysis for a total estimated construction delivery cost of $9,513,011.30, which includes $7,317,701.00 for the construction contract, $731,770.10 for contract administration, inspection and testing, and a $1,463,540.20 project contingency for unanticipated or unforeseen work. 5. Approve an amendment to the Fiscal Year 2022-23 Capital Improvement Program to modify and combine all Santa Anita Park Improvement Projects. EXHIBIT 2     City Council 5 – 6 12/5/2023 Award Construction Contract to Byrom-Davey Inc. July 19, 2022 Page 2 2 8 3 2 DISCUSSION Santa Anita Park was developed and added to the park system in 1970. Since then it has remained largely unchanged. This very comprehensive project will enable a total park renovation that includes a new synthetic turf soccer field, new sports lighting, regrading of the adjacent grass slopes to incorporate built-in concrete bleacher seating, upper terraces to allow for group or event canopies, a new basketball court, new play equipment, a parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation (Exhibit 1). In addition, staff is currently awaiting an anticipated $5 million of American Rescue Plan Act of 2021 (ARPA) federal funds for these park improvements, pending Council approval. The additional funds will permit the hiring of a Design-Build architecture firm to assist with the demolition and reconstruction of the deteriorating Santa Anita Community Center facility. Public Outreach and Contractor Participation To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was advertised in the Orange County Register newspaper on March 14 and March 21, of 2022. The project was also advertised on PlanetBids from March 14, 2022, through April 18, 2022, and bids were received electronically via PlanetBids on April 18, 2022. The City notified a total of 1,351 regional vendors via PlanetBids, 79 of which are Santa Ana-based. Ninety-five vendors requested bidding documents. A total of four bids were received, including one from a Santa Ana contractor. Bid Results Summary RANK BIDDER’S NAME LOCATION BASE BID 1 Byrom-Davey Inc.San Diego $7,317,701.00 2 Ohno Construction Company Fontana $7,790,000.00 3 MMC, Inc.La Palma $7,988,301.00 4 Archico Design Build Inc.Santa Ana $8,427,886.89 A total of four bids were received, and all were deemed responsive. Byrom-Davey Inc. submitted the lowest responsive base bid in the amount of $7,317,701.00 (Exhibit 2). In the past five years, Byrom-Davey, Inc. has not performed work for the City of Santa Ana Public Works Agency. Byrom-Davey Inc. did complete work satisfactorily in 2004. Based on the bid analysis and a contractor’s reference check, staff recommends awarding the construction contract to Byrom-Davey Inc., in the amount of the base bid totaling $7,317,701.00 (Exhibit 3).     City Council 5 – 7 12/5/2023 Award Construction Contract to Byrom-Davey Inc. July 19, 2022 Page 3 2 8 3 2 Project Delivery To deliver a complete project, in addition to the construction contract, the estimated total project delivery cost includes construction administration, inspection, and testing, along with an allowance for contingencies to account for unexpected or unforeseen conditions. Construction administration and inspection includes construction management; implementation of the City’s Community Workforce Agreement requirements; inspection of the Contractor’s work to ensure contract compliance, workmanship, and quality; and materials testing. As indicated in the Cost Analysis (Exhibit 4) and as summarized in the table below, the estimated total construction delivery cost of the project is $9,513,011.30. Project Item Total Construction Contract $7,317,701.00 Construction Administration, Inspection, Testing $731,770.10 Contingencies $1,463,540.20 Total $9,513,011.30 Approval of the amendment to the FY 2022-23 Capital Improvement Program (Exhibit 5) will officially incorporate this project into the program. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER- 2021-77 was filed for the project. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $9,513,011.30, which includes construction, contract administration, inspection, testing, and an authorized contingency. Project No. 19-7527 is assigned to the Project Plans and Specifications, and the Notice Inviting Bids. Project Nos. 22-7536 and 21-2745 are assigned to other funding sources for tracking of all expenditures to deliver the construction of this project. Funds associated with the project (except those included in Recommended Actions 1 and 2) were originally appropriated in Fiscal Year 2021-22, but due to the fact that the award of the contract has crossed into a new fiscal year, a request to carryover funds in the accounts below will be submitted as part of the citywide carryover process. The citywide carryover request is normally presented to the City Council in September or October, after year-end balances of the prior year are available. In order to avoid delaying the project until September/October, staff are moving forward with the project and will expend funds in the accounts identified below with the understanding that approval of the carryover request will occur at a future date. Lastly, Cannabis Public Benefit Funds were reallocated from Splash Pad Projects in order to cover the funding gap.     City Council 5 – 8 12/5/2023 Award Construction Contract to Byrom-Davey Inc. July 19, 2022 Page 4 2 8 3 2 With the approval of the following appropriation adjustments, the funds recognized will be available for delivery of this project. 1. Recognize revenue received in prior years in the amount of $1,439,641 in the Residential Development District 1 and District 4 ($869,224 and $570,417, respectively), District Park Acquisition & Development Fees revenue accounts (Nos. 31113002-53300 & 31413002-53300) and appropriating the same amount into the Residential Development District 1 and District 4, Improvements Other Than Building expenditure account (Nos. 31113260-66220 & 31413260-66220) for FY 2022-23 capital operating expenses. 2. Recognize the grant revenue from the 2018 Parks Bond Act Per Capita Grant Program in the amount of $177,952 in the PRCSA Capital Grants, State Grant- Direct revenue account (No. 16113002-52025) and appropriate the same amount into the 2018 Parks Bond Act-Per Capita, Improvements Other Than Building expenditure account (No. 16113269-66220) for FY 2022-23 capital operating expenses After the appropriation adjustments, the following table summarizes the funds budgeted and available for expenditure to deliver construction of this project. Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit - Account No. Description Amount Appropriation Adjustments 2022-23 31113260-66220 (19-7527) Acquisition and Development- District 1 Residential Development District 1, Improvements Other Than Building $869,224.00 2022-23 31413260-66220 (19-7527) Acquisition and Development- District 4 Residential Development District 4, Improvements Other Than Building $570,417.00 2022-23 16113269-66220 (19-7527) PRCSA- Capital Grants 2018 Park Bonds Act-Improvements Other Than Building $177,952.00 Total $1,617,593.00 Existing Project Budget 2022-23 31113260-66220 (19-7527) Acquisition and Development- District 1 Residential Development District 1, Improvements Other Than Building $1,900,000.00     City Council 5 – 9 12/5/2023 Award Construction Contract to Byrom-Davey Inc. July 19, 2022 Page 5 2 8 3 2 Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit - Account No. Description Amount 2022-23 16113268-66220 (19-7527) PRCSA- Capital Grants 2002 Resources Bond Act, Improvements Other Than Building $1,000,000.00 2022-23 13518783-66220 (19-7527) Community Development Block Grant Community Development Block Grant Programs, Improvements Other Than Building $511,839.49 2022-23 13518783-66220 (22-7536) Community Development Block Grant Community Development Block Grant programs- Improvements Other Than Building $600,000.00 2022-23 13518783-66220 (TBD) Community Development Block Grant Community Development Block Grant programs- Improvements Other Than Building $800,000.00 2022-23 01213020-66220 (21-2745) Cannabis Public Benefit Fund PRCSA Youth Services- Improvements Other Than Building $941,038.81 2022-23 01213020-66220 (21-2745) Cannabis Public Benefit Fund PRCSA Youth Services- Improvements Other Than Building $2,142,540.00 Total $7,895,418.30 Grand Total $9,513,011.30 Anticipated Additional Funding (August 16, 2022 Council Meeting) 2022-23 XXXXXXXX- XXXXX (XX-XXXX) American Rescue Plan Act of 2021 (ARPA) XXXXXXXXX $5,000,000.00 EXHIBIT(S) 1. Location Map 2. Bid Proposal 3. Construction Contract 4. Cost Analysis 5. Capital Improvement Program Worksheet    City Council 5 – 10 12/5/2023 Award Construction Contract to Byrom-Davey Inc. July 19, 2022 Page 6 2 8 3 2 Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager     City Council 5 – 11 12/5/2023 Public Works Agency www.santa-ana.org/pw Item # 10 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report September 20, 2022 TOPIC: Santa Anita Park Improvements and New Synthetic Soccer Field AGENDA TITLE Approve Additional Contingency Funds in the Amount of $5,000,000 for an Existing Construction Contract with Byrom-Davey Inc. for the Santa Anita Park Improvements including New Synthetic Soccer Field and Community Center Renovations with an Estimated Project Delivery Cost of $14,513,011.30 (Project No. 19-7527) (Non-General Fund) (Revive Santa Ana Program) RECOMMENDED ACTION 1. Approve an amendment to the Project Cost Analysis in the amount of $5,000,000 in additional contingency funds for a total estimated construction delivery cost of $14,513,011.30, which includes $7,317,701.00 for the construction contract; $731,770.10 for contract administration, inspection and testing; and a $6,463,540.20 project contingency for unanticipated or unforeseen work, subject to non-substantive changes approved by the City Manager and City Attorney. 2. Approve an amendment to the Fiscal Year 2022-23 Capital Improvement Program to include $5,000,000 in construction funds for Santa Anita Park Improvements and New Synthetic Soccer Field (Project No. 19-7527). DISCUSSION On July 19, 2022, the City Council authorized the award of a construction contract to Byrom-Davey, Inc. for the total park renovation that includes a new synthetic turf soccer field, new sports lighting, built-in concrete bleachers incorporated into the grass slopes, upper terraces to allow for group or event canopies, a new basketball court, new play equipment, a parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation (Exhibit 1). The project is currently under construction and additional improvements have been identified that surpass the existing contingency of $1,463,540.20. To capitalize on the favorable pricing of the existing contract with Byrom- Davey, Inc., staff recommends increasing the project contingency by $5,000,000.00 to renovate the park community center in addition to previously contracted work. The recommended action will increase the project contingency by an additional $5,000,000, for an amended project contingency of $6,463,540.20, thereby increasing City Council 10 – 1 9/20/2022 EXHIBIT 3     City Council 5 – 12 12/5/2023 Approve Additional Contingency Funds for Santa Anita Park New Synthetic Soccer Field and Park Improvements September 20, 2022 Page 2 2 9 6 4 the total estimated construction delivery cost to $14,513,011.30, as indicated in the Cost Analysis (Exhibit 2) and as summarized in the table below: EXPENDITURE CATEGORY ORIGINAL AMOUNT ADDITIONAL FUNDING NEW TOTAL Construction Contract $7,317,701.00 $7,317,701.00 Construction Administration, Inspection, Testing $731,770.10 $731,770.10 Contingencies $1,463,540.20 $5,000,000.00 $6,463,540.20 Total $9,513,011.30 $5,000,000.00 $14,513,011.30 ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the recommended actions are exempt from further review. Categorical Exemption Environmental Review No. ER- 2021-77 was filed for the project. FISCAL IMPACT As indicated in the Cost Analysis, the estimated total construction delivery cost of the project is $14,513,011.30, which includes construction, contract administration, inspection, testing, and an authorized contingency. Project No. 19-7527 is assigned to the Project Plans and Specifications, and the Notice Inviting Bids. Project Nos. 22-7536 and 21-2745 are assigned to other funding sources for tracking of all expenditures to deliver the construction of this project. On July 19, 2022, the City Council approved Appropriation Adjustments totaling $1,617,593.00 as part of the funding for these projects. The funds are budget and available for expenditure in current Fiscal Year 2022-23 capital budget. On August 2, 2022, the City Council approved the updated $128,360,000 Revive Santa Ana Spending Plan and an appropriation adjustment to authorize spending from the federal American Rescue Plan Act (ARPA). Of this amount, $5,000,000 is to be allocated for Santa Anita Park community center renovations. Funding for these projects in the amount of $2,942,540 was approved for expenditure in the Fiscal Year 2022-23 Council approved capital budget. The funding of $4,952,878.30 for these projects was appropriated in prior fiscal years’ capital budget. As part of the citywide budget carry-forward process, the request will be submitted to the Finance Department for these funds to be carried forward into Fiscal City Council 10 – 2 9/20/2022     City Council 5 – 13 12/5/2023 Approve Additional Contingency Funds for Santa Anita Park New Synthetic Soccer Field and Park Improvements September 20, 2022 Page 3 2 9 6 4 Year 2022-23. The carry-forward is a citywide effort and is compiled with requests from various departments. It will be presented for City Council approval under a separate agenda item. The following table summarizes the funds budgeted and available for expenditure to deliver construction of this project. Fiscal Year Accounting Unit - Account No. (Project No.) Fund Description Accounting Unit - Account No. Description Amount Existing Project Budget 2022-23 31113260-66220 (19-7527) Acquisition and Developme nt- District 1 Residential Development District 1, Improvements Other Than Building $2,769,224.00 2022-23 31413260-66220 (19-7527) Acquisition and Developme nt- District 4 Residential Development District 4, Improvements Other Than Building $570,417.00 2022-23 16113269-66220 (19-7527) PRCSA- Capital Grants 2018 Park Bonds Act-Improvements Other Than Building $177,952.00 2022-23 16113268-66220 (19-7527) PRCSA- Capital Grants 2002 Resources Bond Act, Improvements Other Than Building $1,000,000.00 2022-23 13518783-66220 (19-7527) Community Developme nt Block Grant Community Development Block Grant Programs, Improvements Other Than Building $511,839.49 2022-23 13518783-66220 (22-7536) Community Development Block Grant Community Development Block Grant Programs, Improvements Other Than Building $600,000.00 2022-23 13518783-66220 (23-7533) Community Development Block Grant Community Development Block Grant Programs, Improvements Other Than Building $800,000.00 City Council 10 – 3 9/20/2022     City Council 5 – 14 12/5/2023 Approve Additional Contingency Funds for Santa Anita Park New Synthetic Soccer Field and Park Improvements September 20, 2022 Page 4 2 9 6 4 2022-23 01213020-66220 (21-2745) Cannabis Public Benefit Fund PRCSA Youth Services, Improvements Other Than Building $3,083,578.81 Total $9,513,011.30 Additional Funding 2022-23 18117013-66200 (TBD) American Rescue Plan Act of 2021 (ARPA) American Rescue Plan Act-PWA – Reserve Appropriation $5,000,000.00 Grand Total $14,513,011.30 EXHIBIT(S) 1. Location Map 2. Cost Analysis 3. FY 2021-22 Capital Improvement Program Sheet Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager City Council 10 – 4 9/20/2022     City Council 5 – 15 12/5/2023 PWA SANTA ANA PUBLIC WORKS AGENCY Project No. 19-7527 Santa Anita Park New Synthetic Soccer Field & Park Improvements Project Location City Council 10 – 5 9/20/2022     City Council 5 – 16 12/5/2023 Construction Contract 7,317,701.00$ Contract Administration, Inspection and Testing 731,770.10$ Contingencies 1,463,540.20$ Additional Contingencies 5,000,000.00$ Contingencies 14,513,011.30$ COST ANALYSIS CONSTRUCTION OF PROJECT NO 19-7527: Santa Anita Park New Synthetic Soccer Field & Park Improvements EXHIBIT 2 City Council 10 – 6 9/20/2022     City Council 5 – 17 12/5/2023 FY 22/23 FY 25/26 FY 26/27 FY 27/28 7,317,701 --- 6,463,540 --- 731,770 --- 409,604 --- 14,922,615 --- FY 22/23 FY 25/26 FY 26/27 FY 27/28 3,339,641 --- 5,000,000 1,177,952 --- 3,083,795 --- 2,321,227 --- 14,922,615 --- ARPA Funds AGENCY:DIVISION:CONTACT: Parks, Rec. & Community Services Administration Mike Ortiz, Senior Civil Engineer TOTAL --- CDBG Programs --- Cannabis --- CA Capital Grant --- SOURCE OF FUNDS FY 23/24 FY 24/25 FY 28/29 A & D District 1 --- TOTAL --- Planning --- Contingency --- Engineering --- PROJECT COSTS FY 23/24 FY 24/25 FY 28/29 Construction --- CITY OF SANTA ANA FY 22/23CIP CAPITAL IMPROVEMENT PROJECT WORKSHEET PROJECT DESCRIPTION: Santa Anita Park was developed and added to the park system in 1970. Since then it has remained largely unchanged. This very comprehensive project will enable a total park renovation that includes new synthetic turf soccer field, new sports lighting, regrading of the adjacent grass slopes to incorporate built-in concrete bleacher seating, upper terraces to allow for group or event canopies, new basketball court, new play equipment, parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation. PROJECT NEED: PRCSA regulates the amount of play on Santa Anita grass sports field in order to maintain the turf and prevent it from becoming a dirt field. With the lack of sports fields in the City, the installation of synthetic turf will help increase the amount of play on the field. The sports field already has sports lighting and is completely fenced. The field is used for youth soccer. The perimeter of the field will be planted with drought tolerant landscaping to help reduce water usage. PROJECT TITLE: Santa Anita Park Improvement Project PROJECT CATEGORY: City & Park Facility Improvements Park Facility LOCATION MAP EXHIBIT 3 City Council 10 – 7 9/20/2022     City Council 5 – 18 12/5/2023 Construction Contract 7,317,701.00$ Contract Administration, Inspection and Testing 731,770.10$ Contingencies 6,463,540.20$ Additional Contingencies 3,520,000.00$ Contingencies 18,033,011.30$ COST ANALYSIS CONSTRUCTION OF PROJECT NO 19-7527: Santa Anita Park New Synthetic Soccer Field & Park Improvements EXHIBIT 4     City Council 5 – 19 12/5/2023 CITY OF SANTA ANA FY 21/22CIP CAPITAL IMPROVEMENT PROJECT WORKSHEET PROJECT DESCRIPTION: Santa Anita Park was developed and added to the park system in 1970. Since then it has remained largely unchanged. This very comprehensive project will enable a total park renovation that includes new synthetic turf soccer field, new sports lighting, regrading of the adjacent grass slopes to incorporate built-in concrete bleacher seating, upper terraces to allow for group or event canopies, new basketball court, new play equipment, parking lot expansion, new concrete walkways, new site lighting, new landscape and irrigation. PROJECT NEED: PRCSA regulates the amount of play on Santa Anita grass sports field in order to maintain the turf and prevent it from becoming a dirt field. With the lack of sports fields in the City, the installation of synthetic turf will help increase the amount of play on the field. The sports field already has sports lighting and is completely fenced. The field is used for youth soccer. The perimeter of the field will be planted with drought tolerant landscaping to help reduce water usage. PROJECT TITLE: Santa Anita Park Improvement Project PROJECT CATEGORY: Park Facility Improvements LOCATION MAP AGENCY:DIVISION:CONTACT:DATE: Parks, Rec. & Community Services Administration Mike Ortiz, Senior Civil Engineer 06-May-2022 PROJECT COSTS FY 21/22 FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 26/27 FY 27/28 7,317,701 ------ 731,770 ------ 1,463,540 ------ Construction Construction (Turf) Construction Engineering Contingency Design Engineering 409,604 ------ TOTAL 10,491,213 ------ SOURCE OF FUNDS FY 22/23 FY 23/24 FY 24/25 FY 25/26 FY 27/28 FY 27/28 ------ A & D Funds ------ CDBG Programs ------ TOTAL ------ ------ State Grants Cannabis Public Benefit Funds FY 21/22 1,177,952 3,652,393 3,339,641 10,491,213 2,321,227 ------568,598 EXHIBIT 5     City Council 5 – 20 12/5/2023 Public Works Agency www.santa-ana.org/public-works Item # 6 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Amend Agreement with Amtech Elevator Services AGENDA TITLE Amend the Agreement with Amtech Elevator Services by Increasing the Total Contract Amount Not to Exceed to $1,674,168 for the Remainder of the Contract Term (Specification No. 20-068) (General Fund and Non-General Fund) RECOMMENDED ACTION Amend the agreement with Amtech Elevator Services to provide elevator maintenance and repair services at various City facilities and increase the total not to exceed amount available under the Agreement by an additional $717,168, for a total not to exceed amount of $1,674,168 over the remaining term of the Agreement, including all extension periods, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Public Works Agency Building Maintenance Division is responsible for maintaining approximately 30 elevators in various City buildings including City Hall, Ross Annex Building, Santa Ana Regional Transportation Center, Police Department Jail, and the Santa Ana Zoo. In order to comply with regulations from the State of California Department of Industrial Relations, Division of Occupational Safety and Health (Cal- OSHA), regular preventative maintenance and periodic testing is required. Cal–OSHA inspects all elevators and escalators at least once per year and upon successful inspection, a conveyance permit for each piece of equipment is issued. Elevators may only be serviced by certified operation technicians. On July 7, 2020, the City Council approved an agreement with AMTECH Elevator Services to provide elevator maintenance and repair services at various City facilities for a three-year period beginning July 7, 2020 and expiring on June 30, 2023, with provisions for two one-year extensions exercisable by the City Manager and the City Attorney. Many of the elevators are original to these buildings and because of their age, there has been an increase in repairs and maintenance. Due to the age of these elevators, the cost of material and labor needed to keep them running has increased. It is critical for obsolete drives to be replaced with modernized drives to keep the     City Council 6 – 1 12/5/2023 Amend Elevator Services Agreement December 5, 2023 Page 2 3 8 9 5 machines operating in safe conditions. Staff is recommending an increase to the agreement for elevator services by $163,025, for a revised annual amount not to exceed $354,425 for the remainder of the agreement term (Exhibit 1). Additionally, Staff is requesting a $391,118 increase in FY 2023-24 for a Supplemental Budget Request (SBR) approved for elevator drive upgrades for the Police Department to update elevators at their Jail Facility. Elevator modernization is critical to address safety concerns and to prevent any impact to normal operations of the jail facility. FISCAL IMPACT Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. Fiscal Year Accounting Unit – Account No. (Project No.) Fund Description Accounting Unit, Account No. Description Amount REQUESTED AMENDMENT 2023-24 07317100- 62300 Building Maintenance Fund Building Maintenance, Contract Services- Professional $131,900 2023-24 06717650- 62300 Regional Transportation Center PWA SARTC Operations, Contract Services- Professional $10,000 2023-24 01113220- 62300 General Fund PRCSA-Zoo, Contract Services- Professional $1,125 2023-24 01117017- 62300 (24- 6027) General Fund Building & Facility, Contract Services- Professional $20,000 2023-24 01117017- 62300 (24- 6049) General Fund (SBR) Building & Facility, Contract Services- Professional $391,118 OPTIONAL ONE YEAR EXTENSION 2024-25 07317100- 62300 Building Maintenance Building Maintenance, Contract Services- Professional $131,900 2024-25 06717650- 62300 Regional Transportation Center PWA SARTC Operations, Contract Services- Professional $10,000     City Council 6 – 2 12/5/2023 Amend Elevator Services Agreement December 5, 2023 Page 3 3 8 9 5 Fiscal Year Accounting Unit – Account No. (Project No.) Fund Description Accounting Unit, Account No. Description Amount 2024-25 01113220- 62300 General Fund PRCSA-Zoo, Contract Services- Professional $1,125 2024-25 01117017- 62300 (24- 6027) General Fund Building & Facility, Contract Services- Professional $20,000 TOTAL $717,168 Any remaining balances not expended for the end of the fiscal year will be presented to City Council for approval of carryovers for subsequent fiscal years. EXHIBIT(S) 1. First Amendment with Amtech Elevator Services Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager     City Council 6 – 3 12/5/2023 FIRST AMENDMENT TO CONTRACTOR AGREEMENT BETWEEN AMTECH ELEV A TOR SERVICES AND THE CITY OF SANT A ANA THIS FIRST AMENDMENT to the above-referenced agreement is entered into on December 5, 2023, by and between Amtech Elevator Services ("Contractor") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2020-143 ("Agreement") dated July 7, 2020, to provide elevator maintenance and repair services. The engagement of Contractor for said services was based on the selection of Contractor's response to City's Request for Proposal No. 20-068. B. The Agreement's term was originally set to expire on June 30, 2023. However, the Agreement provides for up to two (2), one (I) year extensions, for which the City exercised the first one (I) year extension on April 21, 2023. The Agreement now runs until June 30, 2024 and is current and in effect. C. Elevator repairs and maintenance have become more frequent over the past year. Many of the City's elevators are original to when various City buildings were constructed and range from I 6 to 65 years in age. With the lifespan of elevators averaging approximately 20 years, the cost for materials and labor necessary to keep these conveyances running bas increased substantially over time. It is critical for obsolete drives to be replaced with modernized drives to ensure the machines are operating safely. D. The parties now wish to amend the Agreement to increase the total "not to exceed" amount available under the Agreement by an additional $717,168.00, for a total not to exceed amount of $1,674,168.00 over the remaining term of the Agreement, including all extension periods. No other changes are contemplated by this First Amendment. The Parties therefore agree: I. Section 2.a., Compensation, is amended to read as follows: City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $1,674,168.00 (including extension periods). This sum shall be comprised of the base amount of $1,299,168.00, with a contingency amount of $375,000.00 (to be exercised at City's sole discretion) for a total not to exceed amount of $1,674,168.00 during the term of this Agreement, including any extension periods exercised by the City pursuant to Section 3, below. EXHIBIT 1     City Council 6 – 4 12/5/2023 2. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST: CITY OF SANTA ANA Jennifer L. Hall City Clerk Steven A. Mendoza Acting City Manager APPROVED AS TO FORM: SONIA R. CARVALHO ow 2% e Assistant City Attorney CONTRACTOR By: Ti Hert Its: (oral MaocGe©     City Council 6 – 5 12/5/2023 Public Works Agency www.santa-ana.org/public-works Item # 7 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Memorial Park and Aquatics Facility Renovation AGENDA TITLE Amendment to the Fiscal Year 2023-24 CIP, and Amendment to the Agreement with ELS Architecture and Urban Design to Increase the Contract Amount for the Memorial Park and Aquatics Facility Renovation. (Project No. 22-1415) (Non-General Fund) (Revive Santa Ana Program) RECOMMENDED ACTION 1. Approve an appropriation adjustment to recognize $8,398,266 in revenue received in the current year and from prior years into the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 2. Approve an appropriation adjustment to recognize $41,829 in revenue received from prior years, the Residential Development District 3, Park Acquisition & Development Fees revenue account and appropriate the same amount into the Residential Development District 3-In Lieu, Improvements Other Than Building expenditure account. (Requires five affirmative votes) 3. Approve an amendment to the Fiscal Year 2023-24 Capital Improvement Program to include $11,298,265 for the Memorial Park and Aquatic Facility Renovation (Project No. 22-1415) (Non-General Fund) 4. Authorize the City Manager to execute the first amendment to the agreement with ELS Architecture and Urban Design to increase the Contract Amount by $1,079,000 for a total amount not to exceed $2,858,170 for the architectural design services for a new Memorial Park and Aquatics Facility Renovation for the remaining term of the agreement, beginning December 5, 2023 through August 14, 2026, including up to two one-year periods upon a writing executed by the City Manager and City Attorney (Agreement No. 2023-XXX).     City Council 7 – 1 12/5/2023 Amend Agreement for Memorial Park and Aquatics Facility Renovation December 5, 2023 Page 2 3 8 9 6 GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION Memorial Park, dedicated in May 1950, is a 16.3 acre city park located in the central- south area of the City of Santa Ana. Both the community center and pool are original to the park and were installed in 1956. These facilities are old and deteriorated, preventing routine maintenance and renovations from being effective. Additionally, the floor plan layout no longer meets today’s programming needs. On August 15, 2023, City Council awarded an agreement to ELS Architecture and Urban Design for architectural design services for the Memorial Park and Aquatics Facility Renovation. At that time, the contract amount was based on the total available project funding of $10 million. During concept planning, the consultant advised that the cost of rebuilding the aquatics building and a 50-meter pool would far exceed the budget due to cost escalation, increased labor costs, unpredictable market conditions, and a recommended consideration of an alternative two-pool option. This alternative has additional benefits for both programmatic and budgetary reasons. Acting on the two-pool option would serve a larger audience as it includes both a 25-yard competitive pool and a family pool. A two-pool option would also be phased, enabling the project to be partially completed within the existing budget. After an extensive community outreach effort, including the Memorial Park Neighborhood Association and five schools that serve the Memorial Park community, the two-pool concept was overwhelmingly supported by the community. Staff recommends that the two pool concept be fully designed for construction. This recommendation comes with the support of the community. The estimated cost for a new aquatics facility, which includes a new building and the two pools is $22 million. Staff recommends amending the consultant’s contract to include this additional scope of work and move forward with development of plans and specifications of the aquatics facility project (Exhibit 1). FISCAL IMPACT Funds are budgeted and available for expenditure in the Fiscal Year 2023-24. Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval of carryovers to FY 2024-25. The table below indicates the estimated expenditures by fiscal year.     City Council 7 – 2 12/5/2023 Amend Agreement for Memorial Park and Aquatics Facility Renovation December 5, 2023 Page 3 3 8 9 6 Fiscal Year Accounting Unit – Account No. (Project No.) Fund Description Accounting Unit, Account No. Description Amount Original Contract Amount 2023-24 18117013- 66220 (22-1415) American Rescue Plan Act (ARPA) ARPA – PWA, Improvements Other Than Buildings $1,779,170 Amendment 2023-24 18117013- 66220 (22-1415) American Rescue Plan Act (ARPA) ARPA – PWA, Improvements Other Than Buildings $1,079,000 TOTAL $2,858,170 Appropriation Adjustments 2023-24 31313260- 66220 (22-1415) Residential Development District 3 Acquisition & Development, Improvements Other Than Buildings $8,398,266 2023-24 31313261- 66220 (22-1415)Residential Development District 3 A & D IN Lieu, Improvements Other Than Buildings $41,829 TOTAL $8,440,095 GRAND TOTAL $11,298,265 EXHIBIT(S) 1. Agreement with ELS Architecture and Urban Design 2. Amendment to Fiscal Year 2023-24 CIP Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Tom Hatch, Interim City Manager     City Council 7 – 3 12/5/2023 FIRST AMENDMENT TO AGREEMENT WITH ELS ARCHITECTURE AND URBAN DESIGN TO PROVIDE LANDSCAPE ARCHITECTURAL SERVICES THIS FIRST AMENDMENT to the above-referenced agreement is entered into on December 5, 2023, by and between ELS Architecture and Urban Design (“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”). (Consultant and City are also referred to as the “Parties.”) RECITALS A.The Parties entered into Agreement No. A-2023-150 (“Agreement”) dated August 15, 2023 to provide master planning, preparation of contract documents, and construction support for the new Memorial Park and Aquatics Facility Renovation. The Agreement term runs until August 14, 2026 and is current and in effect. B.The parties now wish to amend the Agreement to revise the scope of services to include a “two-pool concept aquatic center” and increase the overall compensation in consideration of the increased scope under the Agreement. No other changes are contemplated by this First Amendment. The Parties therefore agree: 1.Section 1, Scope of Services, is amended as follows: a.Exhibit A-1 to this First Amendment shall replace the schematic drawing, marked as Exhibit 1, on the last page of Exhibit A. b.Exhibit B-1 to this First Amendment, identified as the October 23, 2023 proposal for a request for additional services, shall be included as part of the Consultant’s proposal in Exhibit B. 2.Section 2.a., Compensation, is hereby amended to increase the total compensation by one million, seventy-nine thousand dollars and no cents ($1,079,000.00). The total compensation amount for this Agreement shall not exceed two million, eight hundred and fifty-eight thousand, one hundred and seventy dollars and no cents ($2,858,170.00). Rates and charges shall be amended to include Exhibit C-1 to this First Amendment. 3.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] EXHIBIT 1     City Council 7 – 4 12/5/2023     City Council 7 – 5 12/5/2023 EXHIBIT A-1     City Council 7 – 6 12/5/2023 Futsal Basketball Gymnasium Aquatic Center Park North Park SouthBandshell & Amphitheater Playground EXHIBIT A – 1 OF 2 10.21.2023     City Council 7 – 7 12/5/2023 Futsal Basketball Gymnasium EXHIBIT A – 1 OF 2 10.21.2023     City Council 7 – 8 12/5/2023 EXHIBIT B-1     City Council 7 – 9 12/5/2023 Santa Ana Memorial Park Master Plan and Aquatic Center Additional Service Request No. 03 Scope increase to include two-pool concept aquatic center, as recently presented during community engagement process and represented in the attached Memorial Park Master Plan dated October 21, 2023 – Please see attached Exhibit A ELS requests an increase in contract fees for the following: Advancing the Aquatic Center Concept for Memorial Park from a single pool aquatic center and construction budget of $12MM, to a two-pool aquatic center concept with a construction budget of $22MM. Some of the effort for this increased scope has been completed under PART I – Concept Planning (30%), but most of the increased scope will be carried forth under PART II – Contract Documents (60%, 90% and 100%). Construction Support is included as an optional service. In the interest of time, and while this ASR #3 is processed, we are requesting an email authorization to advance the scope of the work described above, as part of PART II – 60% (Design Development) scope per our contract. We would like to receive that email authorization by 5pm on Monday, October 23. Please see our Fee Matrix, Exhibit B for a breakdown (by PART and TASK) of our lump sum, not-to- exceed fee increase of $1,079,000.00 for the scope described in this ASR. The effort will include ELS Architecture and Urban Design and SWA Landscape Architects, as well as the following:  Aquatic Design Group (Pools)  KPFF (Civil)  John A Martin and Associates (Structural)  Guttmann & Blaevoet (MEP)  Mack5 (Cost Estimating) If the City of Santa Ana is agreeable to the above, please sign below and return a signed copy to our office, or we will look forward to receiving an amendment to our agreement. This Additional Services Request will increase our total contract dollar amount by $1,079,000.00 (One Million, Seventy-Nine Thousand Dollars and Zero Cents) + Reimbursable Expenses. Date October 23, 2023 To Suzi Furjanic, City of Santa Ana From Clarence Mamuyac/Kenneth Hasegawa Project Santa Ana Memorial Park Master Plan and Aquatic Center Subject Request for Additional Service Fees No. 3     City Council 7 – 10 12/5/2023 Thank you in advance for your consideration. Should you have any questions, please do not hesitate to contact us. APPROVED _________________________________________________________________ Suzi Furjanic, AIA Associate Park & Landscape Planner City of Santa Ana, Public Works Agency Attachments:  Memorial Park Master Plan, Dated 10/21/2023  Fee Matrix, dated 10/22/2023 End of Additional Service Request No. 3     City Council 7 – 11 12/5/2023 EXHIBIT C-1     City Council 7 – 12 12/5/2023 ORIGINAL CONTRACT LUMP SUM BUDGET AMOUNTS, PER PART AND TASK AND STIPULATED IN OUR CONTRACT PROFESSIONAL DESIGN FEES MATRIX - EXHIBIT 1 BREAKDOWN OF LUMP SUM FEES BASED UPON HOURLY RATES REVISED September 19, 2023 - Single Pool Aquatic Center at $12MM Budget Two Pool REVISED October 21, 2023 - Two Pool Aquatic Center at $22MM Budget Aquatic Center $22MM Budget PART I - CONCEPT PLANNING (30%) TASK 1 PRELIMINARY CONCEPT PLANNING (REMOVED FROM ELS SCOPE)-$ -$ TASK 2 FINAL CONCEPT DESIGN 336,000.00$ #243,809.01$ SUBTOTAL FOR PART 1 - CONCEPT PLANNING AND CEQA/NEPA 336,000.00$ 243,809.01$ PART II - CONTRACT DOCUMENTS (60%, 90% and 100%) TASK 3 DESIGN DEVELOPMENT PHASE 60%360,000.00$ #261,223.94$ TASK 4 CONSTRUCTION DOCUMENTS 90% - PRE FINAL 432,000.00$ #313,468.73$ Permit TASK 5 CONSTRUCTION DOCUMENTS PHASE 100% PERMIT AND BID ISSUE 71,000.00$ #51,519.17$ Bid Issue SUBTOTAL FOR PART 2 - CONTRACT DOCUMENTS 863,000.00$ 626,211.84$ SUBTOTAL FEED PART 1 and PART 2 1,199,000.00$ 870,020.85$ TASK 6 Construction Support Phase - Optional Service 288,000.00$ #208,979.15$ SUBTOTAL FOR CONSTRUCTION SUPPORT PHASE - OPTIONAL SERVICE 288,000.00$ 208,979.15$ TOTAL DESIGN FEE 1,487,000.00$ #1,079,000.00$ Single Pool Aquatic Center $12MM Budget SINGLE POOL CONCEPT ASR #3 DELTA Increase for a 2-Pool Concept $22MM Budget MEMORIAL PARK MASTER PLAN AND REIMAGINED AQUATIC CENTER CITY OF SANTA ANA     City Council 7 – 13 12/5/2023 EXHIBIT 2     City Council 7 – 14 12/5/2023 Community Development Agency www.santa-ana.org/community-development Item # 8 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Approve a Street Outreach and Engagement Agreement with City Net AGENDA TITLE Approve an Agreement with City Net to Provide Street Outreach and Engagement Services for Quality-of-Life Services, in an Amount Not to Exceed $3,841,845.51, Beginning January 1, 2024 Through December 31, 2024 (Non-General Fund) RECOMMENDED ACTION 1. Authorize the Interim City Manager to execute an agreement with Kingdom Causes, Inc. DBA City Net in an amount not to exceed $3,841,845.51 for the Santa Ana Multidisciplinary Street Outreach and Engagement (SMART) Program that responds to reports for quality-of-life services from January 1, 2024 through December 31, 2024, subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX). 2. Authorize the Interim City Manager to execute agreements required by state or federal agencies for the use of Homeless Housing, Assistance and Prevention (HHAP) funding, or for any additional funding that may become available. GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The City of Santa Ana currently contracts with City Net to provide a trauma informed, non-law enforcement, homeless outreach and engagement resource, referred to as SMART (Santa Ana’s Multi-Disciplinary Homeless Response Team). City Net staff are subject matter experts in the field of homelessness, trained in crisis intervention, mental health, addiction, and medical services and are capable of providing services in the field to assist individuals out of homelessness. City Net responds to reports of non-criminal homelessness related activity identified through the MySantaAna app, the community call line, and Santa Ana Police Department dispatch. The dispatched calls for service for non-criminal homelessness issues previously handled by SAPD Officers, now transitioned to the SMART team, provide additional time for Officers to respond to calls for service of a criminal nature. The last contract approved by the City Council was on December 6, 2022 in an amount of $2,801,700.10. At that time, the City Council directed staff to identify specific     City Council 8 – 1 12/5/2023 Approve a Street Outreach and Engagement Agreement with City Net December 5, 2023 Page 2 3 9 0 0 performance metrics that could enhance the City’s overall mission to reduce homeless activity and to withhold a percentage of the total contract value if the metrics were not met. To meet this directive, a quarterly evaluation of performance by City staff was incorporated into the 2022 SMART contract. A progress report on the contract performance metrics was shared with City Council on October 17, 2023. Included in the report was staff’s determination that contract performance goals and performance deliverables were responsive and provided a benefit to the City. City Net’s deliverables for the upcoming 2024 contract are listed below and again, must be achieved in order for ten percent (10%) of the contract to be released to the vendor: ‘Annual Goal Outreach Contactsi 4,000 Substance Abuse Assessment 120 Phone Calls Dispatched 8,000 Case Managementiii 1,020 Jail Release Program Positive Exits 25 Street Exitsiv 850 The proposed 2024 Contract’s Scope of Work and Budget extends the SMART program’s operating hours from current hours of 7 a.m. to 9 p.m., Monday through Friday, and 9 a.m. to 9 p.m. on weekends, to 7 a.m. to 11 p.m., seven days a week. If the extended evening hours become unwarranted as determined by City staff, the hours will be reduced and will be reflected in invoices to the City. The Scope of Work also incorporates a new Jail Release Program to provide outreach to clients exiting from the Santa Ana jail in need of housing and shelter services. The Budget reflects a competitive package accounting for inflation, health insurance coverage, and an increase in staff salaries to align with the salaries and contracts offered by other cities. Collectively, these increases have created a larger than normal year-over-year increase. A 2023 Market Wage Analysis determined that many of City Nets salaries were low, based on industry standards, which over the past year resulted in staffing shortages as several staff separated from the non-profit for higher paying positions. Base salaries for 2024 upward have been adjusted so that staff are compensated competitively according to current market rates. Providing industry standard compensation will help attract and retain top talent and foster a motivated and dedicated workforce. FISCAL IMPACT The current fiscal year funding is available in the FY 2023-24 budget and future fiscal year funding will be included in the proposed budgets for City Council consideration. Funds per fiscal year may vary based upon actual invoicing of hours and services worked.    City Council 8 – 2 12/5/2023 Approve a Street Outreach and Engagement Agreement with City Net December 5, 2023 Page 3 3 9 0 0 Fiscal Year Accounting Unit-Account Fund Description Accounting Unit, Account Description Amount FY 23-24 12218717-69135 Emergency and Health Grants HHAP 3 – Payment to Subagent $1,885,922.70 FY 24-25 12218718-69135 Emergency and Health Grants HHAP 4 – Payment to Subagent $1,347,037.51 FY 24-25 12218717-69135 Emergency and Health Grants HHAP 3 – Payment to Subagent $608,885.30 Total $3,841,845.51 EXHIBIT(S) 1. Agreement with City Net Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Tom Hatch, Interim City Manager     City Council 8 – 3 12/5/2023 1 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND KINGDOM CAUSES, INC. DBA CITY NET FOR STREET OUTREACH AND ENGAGEMENT SERVICES THIS STREET OUTREACH AND ENGAGEMENT AGREEMENT (“Agreement”) is made and entered into on this 5th day of December, 2023, by and between Kingdom Causes, Inc., dba City Net, a California nonprofit corporation (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. In April, 2021, the City released Request for Proposals #21-061 (“RFP”) for the Homeless Outreach – Street Outreach and Engagement pilot program in the City of Santa Ana, which is service delivery for the specific purpose of reaching out to unsheltered homeless neighbors; connecting them with emergency shelter, housing, or critical services; and providing urgent, non-facility-based care. The RFP allowed for selection of vendor to provide services for up to two (2) years with extensions. B. On October 6, 2021, the Parties entered into Agreement #A-2021-096 for said services and included the RFP as an exhibit to the Agreement #A-2021-096. On July 19, 2022, City Council approved a six-month amendment to extend Agreement #A-2021-096 with City Net through December 31, 2022. C. On December 6, 2022, the Parties entered into Agreement #A-2022-240 for said services for a one (1) year term through December 31, 2023, consistent with the requirements and terms of the RFP. C. City seeks a Contractor which is qualified by experience, preparation, organization, staffing and management to operate programs on behalf of homeless individuals and is familiar with existing homeless services in the City. The City finds that the pilot program, along with the engagement for 2023 with CityNet, was successful. Therefore, under the scope of the RFP, and by the services previously provided by the agreements detailed in these recitals, the City seeks to engage Contractor to continue its Street Outreach and Engagement services in the City of Santa Ana consistent with requirements and term provided in the RFP. D. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional 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:     City Council 8 – 4 12/5/2023 2 1. SCOPE OF SERVICES Contractor 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 the Scope of Work attached hereto as Exhibit A. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges detailed in the Budget attached hereto as Exhibit B. The total sum to be expended during the term of this Agreement shall not exceed $3,841,845.51. b. Contractor agrees and understands that the City has the right to withhold up to 10% of the total contract value pursuant to the contractor achieving performance-based goals provided in Exhibit A. City shall evaluate said goals on a quarterly basis. Amounts subject to being withheld shall not exceed $96,046.14 per quarter, or $32,015.38 monthly, during each quarter. The total annual amount, subject to withholding, shall not exceed $384,184.55. c. 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 Contractor agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Contractor agrees to execute the City’s standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Contractor’s account(s) with 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. d. The compensation required pursuant to this Agreement will be paid by City to Contractor from multiple federal, state, and local funding sources (each individually a "Funding Source" and cumulatively the "Funding Sources"), including, but not limited to, the following: i. HHAP Contractor will be required to enter into a separate funding agreement for each Funding Source. Contractor will be required to comply with all requirements of each Funding Source, as detailed in the separate funding agreements. The total amount of compensation in said funding agreements shall count toward the total amount due and owing from City to Contractor under this Agreement, not compensation in addition to the total amount of this Agreement. If Contractor does not execute any of the separate funding agreements, Contractor will forfeit that     City Council 8 – 5 12/5/2023 3 amount of funding from that Funding Source, and City will have the option to terminate this Agreement pursuant to the terms of Section 15, below. Additionally, in the event any Funding Source is reduced by 25% or more, City will have the option to terminate this Agreement pursuant to the terms of Section 15, below. 3. TERM This Agreement shall commence on January 1, 2024, and continue through December 31, 2024, unless terminated earlier in accordance with Section 15 below. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries 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 Contractor under this Agreement (“Documents & Data”). Contractor 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. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor 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 Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, its agents, representatives, employees, or subcontractors.     City Council 8 – 6 12/5/2023 4 a. 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 property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non- owned), with limits no less than $1,000,000 per accident for bodily injury and property damage. 3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.. 5. Sexual Abuse or Molestation (SAM) Liability: If the work will include contact with minors, and the CGL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 6. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. b. Other Insurance Provisions The general liability policy is to contain, or be endorsed to contain, the following provisions: 1. The Entity, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts or equipment furnished in connection with such work or operations. 2. For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, agents, and volunteers. 3. The Insurance Company agrees to waive all rights of subrogation against the Entity, its elected or appointed officers, officials, agents, and employees for losses paid under the terms of any policy which arise from work performed by the Instructor for the Entity. This provision also applies to the Instructor’s Workers’ Compensation policy. 4. Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Entity.     City Council 8 – 7 12/5/2023 5 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. Verification of Coverage Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications, at any time. Special Events Coverage for Instructors Special events coverage is available for an additional fee to provide the liability insurance required by this agreement. Contractor can obtain additional information and cost from the Entity. Special or Low Risk Activities Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. The Entity reserves the right to modify or waive insurance requirements for certain low risk recreational activities. 7. INDEMNIFICATION Contractor 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 Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party 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 Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including cost s, for infringement of any United States’     City Council 8 – 8 12/5/2023 6 letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 9. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 10. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of t his Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential Information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential Information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that: (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor, disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or, (e) is independently developed by the Contractor without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promo tion, termination or other employment related activities. Contractor affirms that it is an equal     City Council 8 – 9 12/5/2023 7 opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor 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 Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services that are the subject to this Agreement performed by City personnel or by other contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(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 Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 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     City Council 8 – 10 12/5/2023 8 similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 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 Contractor 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. Contractor 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 commu nication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director Community Development Agency City of Santa Ana 20 Civic Center Plaza (M-25) P.O. Box 1988 Santa Ana, California 92702 Fax:     City Council 8 – 11 12/5/2023 9 To City Net: 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) d ays 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. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures on following page] Brad Fieldhouse Executive Director City Net PO Box 90243 Long Beach, CA 90809 323-485-8881     City Council 8 – 12 12/5/2023     City Council 8 – 13 12/5/2023 EXHIBIT A Scope of Work     City Council 8 – 14 12/5/2023 Exhibit A: Scope of Work 2024 Santa Ana Multidisciplinary Response Team (SMART) City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 1 Project Overview City Net will provide street outreach and engagement services through the Santa Ana Multidisciplinary Response Teams (“SMART”) in 2024. In partnership with the Santa Ana Police Department, Santa Ana Community Development, and city departments such as Code Enforcement and Public Works, City Net will staff and deploy SMART teams in responding to homeless calls for service though street outreach and engagement, 16 hours per day, seven days a week. The SMART Teams will address non-emergency homeless calls to increase outreach focused on providing services, addressing mental health, connecting clients to housing and helping more people out of homelessness. Through live dispatch (during operational hours) City Net will deploy multi-disciplinary teams of homeless services professionals to respond to homeless services calls received from the Santa Ana Police Department dispatch, My Santa Ana app (application, online and phone referrals), direct community calls through the City Net Outreach Line, and through proactive engagement by SMART teams. City Net will also implement a new Jail Release Program to provide outreach to clients exiting from the Santa Ana jail in need of housing and shelter services. Deliverables (see endnotes for descriptions of terms below) Annual Goal Outreach Contactsi 4,000 Substance Abuse Assessment 120 Phone Calls Dispatched 8,000 Case Managementiii 1,020 Jail Release Program Positive Exits 25 Street Exitsiv 850 Description of Services Street Outreach Street outreach is service delivery to engage homeless neighbors through the process of rapport- building for the purpose of connecting them with emergency shelter, housing, critical services, and providing urgent, non-facility-based care such as medical health treatment, mental health treatment, counseling, and other services essential for achieving independent living. Street outreach activities help homeless neighbors begin the process of obtaining appropriate supportive services, including assistance in obtaining permanent housing. Street outreach can be viewed as a “service in itself” and “a process of building a personal connection that may play a role in helping a person improve his or her housing, health status, or social support network” which “involves creativity, flexibility, may take     City Council 8 – 15 12/5/2023 Exhibit A: Scope of Work 2024 Santa Ana Multidisciplinary Response Team (SMART) City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 2 months or years and involves establishing a relationship” to connect a client to services (Olivet J, Bassuk E, Elstad E, Kenney R & Jassil L (2010) Outreach and Engagement in Homeless Services: A Review of the Literature. The Open Health Services and Policy Journal, 3, 53-70). Outreach is integrated into the County Coordinated Entry System (CES) and Homeless Management Information System (HMIS) to provide entrance to and service navigation within the Continuum of Care (CoC) and its resources. Engagement Engagement services are activities to locate, identify, and build relationships with homeless neighbors to offer support, intervention, and connections with homeless assistance programs and/or mainstream social services and other housing programs. Specific activities may include: • Conducting an initial assessment of client needs and eligibility • Providing informal crisis counseling • Addressing urgent physical needs, such as providing meals, blankets, clothes, or toiletries • Actively connecting and providing information and referrals to needed services • Making formal referrals into the city and/or CoC shelter and housing system Case Management Case management activities assess housing and service needs and arrange, coordinate and/or monitor the delivery of individualized services. Specific activities include: • Assessment and intake using HMIS • Conducting initial evaluations including verifying and documenting eligibility • Developing/securing/coordinating services • Helping obtain Federal, State, and local benefits • Monitoring and evaluating program participant progress in particular programs • Providing information and referrals to other providers • Developing an individualized housing stabilization plan Supportive Services Once enrolled in Case Management, clients are offered connections to the following supportive services: • Medicaid/Medi-Cal • Women, Infants and Children (WIC) • Food Stamps/Cal-Fresh/EBT • Federal-State Unemployment Insurance Program • Social Security Disability Insurance (SSDI) • Supplemental Security Income (SSI)     City Council 8 – 16 12/5/2023 Exhibit A: Scope of Work 2024 Santa Ana Multidisciplinary Response Team (SMART) City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 3 • General Relief (GR), and • Other mainstream resources such as housing, health, social services, employment, education services and youth programs that an individual or family may be eligible to receive. Housing Navigation Housing Navigators have the responsibility of properly matching clients to housing units. These matches require the following activities: • Housing Needs Assessment • Budget • Complete housing applications and cover application fees • Address and overcome any potential barriers to housing (no/low credit, criminal charges, lack of rental history etc) • Landlord introduction to client • Provide a one-time move-in expense payment • Neighborhood introduction so client can assess access and transportation to daily errands and supportive services • Provide a “welcome home” donation package when client is housed, which includes a bed, nightstand, and couch • Provide resources for housed clients to connect with the ensure housing stability City Jail Release Program As a Homeless service provider in Orange County, we understand there are gaps in our system to assist our homeless neighbors. In collaboration with the City of Santa Ana Police Department Jail, Homeless Liaison Officers, and City Net’s Santa Ana Multi-Disciplinary Response Team (SMART), we will address the service gap with individuals being released from the Santa Ana jail to the streets. Upon request from the City of Santa Ana’s Jail, City Net’s case managers will meet with the homeless neighbor at the jail upon exit to develop a plan that will include services aimed to end the individual’s homelessness. Our focus will be assisting the Santa Ana Police Department with requests for service between 11:00 p.m. and 7:00 a.m., meeting with the individual at 7:00 a.m. during our operating hours, in addition to offering our services during our normal operating hours of 7:00 a.m. to 11:00 p.m. The delivery of individual services includes: • Assessment and intake into HMIS • Developing and coordinating services • Direct linkage to shelter for City of Santa Ana residents • Providing and linking individuals to community service providers; mental health and substance abuse programs     City Council 8 – 17 12/5/2023 Exhibit A: Scope of Work 2024 Santa Ana Multidisciplinary Response Team (SMART) City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 4 • Offer transportation to temporary housing placements • Develop reunification plans for Santa Ana residents as well as non-Santa Ana residents Transportation Through use of privately leased vans and/or transportation services, City Net will engage in: • Transporting unsheltered people to emergency shelters, emergency health, emergency mental health, or other service facilities • Provision of public transportation for participants • Transportation costs (bus tickets, gas, minor car repairs, etc.) to assist homeless neighbors to relocate out of the region, provided they have permanent housing there • Assisting program participants to use public transportation Emergency Health City Net will refer homeless neighbors to emergency health services to the extent that other customary emergency health services and treatments are unavailable or inaccessible to the homeless neighbor. An example of emergency health services to which City Net will refer homeless neighbors is outpatient treatment of urgent medical conditions by licensed medical professionals in community-based settings (e.g.; streets, parks, and campgrounds) to those eligible participants unwilling or unable to access emergency shelter or an appropriate healthcare facility. City Net may assist healthcare professionals in the case management aspects of the following activities: • Assessing health problems and developing treatment plans • Assistance in understanding health needs • Providing directly or assisting to obtain appropriate emergency medical treatment • Providing medication and follow-up services Emergency Mental Health City Net will refer homeless neighbors to emergency mental health services to the extent that other customary emergency mental health services and treatments are unavailable or inaccessible to the homeless neighbor. An example of emergency health services to which City Net will refer homeless neighbors is outpatient treatment of urgent mental health conditions by licensed professionals in community-based setting (e.g.; streets, parks, and campgrounds) to those eligible participants unable or unwilling to access emergency shelter or an appropriate mental health care facility. City Net may assist mental healthcare professionals in the case management aspects of the following activities: • Assess the clients mental health state and determine if the client is under enough duress to warrant a mental health referral • Submitting a client referral to Mental Health Association or Behavioral Wellness • Crisis intervention     City Council 8 – 18 12/5/2023 Exhibit A: Scope of Work 2024 Santa Ana Multidisciplinary Response Team (SMART) City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 5 • Prescription of psychotropic medications • Explanation about the use and management of medications • Combinations of therapeutic approaches to address multiple problems Dispatch Services In collaboration with the City of Santa Ana, City Net provides dispatch services for people experiencing homelessness to offer timely assistance and support to individuals experiencing homelessness in critical situations. The goal is to send a team of trained case managers into the field to divert police and address non-emergent issues by providing de-escalation, connection to case management services, shelter offers, and housing plans. Calls are placed by police, concerned community members, and people experiencing homelessness requesting help. Dispatchers are trained to handle calls with empathy and understanding, assess the urgency of the calls, and dispatch the appropriate resources through the 10-8 system. Dispatch services include: • Hotline/Phone Service through the 10-8 system • Trained dispatchers to answer phone calls and connect to resources • Collaboration with the City Net Outreach Teams, who log when they answer a call, are en route, response times, and result of interaction into the 10-8 system to track effectiveness of the program • Provide resource referrals and connection to emergency services • Provide crisis intervention when individuals call in an escalated state City Net Data Collection Policy The information City Net collects about individuals and families who access our services is confidentially stored in a local electronic database called the Homeless Management Information System (HMIS). HMIS securely records information (data) about people accessing housing and homeless services, which may include, but is not limited to, names and contact information, birthdates, demographic information, self-reported medical information, Veteran status, disability status, etc. Under the HMIS Data-Sharing Agreement, the individual client data of those who consent to have their information stored in HMIS is only viewable by qualified staff at each participating agency. In order to participate in HMIS, leaders at each agency must sign an Agency Agreement. This includes a commitment to protecting client data and maintaining confidentiality, and agency staff must pass multiple trainings that each go over the importance of client privacy. City Net is accountable to our HMIS Data-Sharing partners, to the local County, to our local Continuum of Care, and to the Department of Housing and Urban Development (HUD) to maintain the privacy and     City Council 8 – 19 12/5/2023 Exhibit A: Scope of Work 2024 Santa Ana Multidisciplinary Response Team (SMART) City Net – 901 W. Civic Center Drive, Suite 155, Santa Ana, CA 92705 6 security of the confidential personal information we collect about our clients and their families. Aside from these legal and funding-related obligations, we also believe we have an ethical responsibility to our clients to not share their personal data in ways to which they’ve not agreed. To ensure City Net's commitment to excellent data collection, privacy and security, analysis and reporting practices, City Net does not authorize external agencies to complete these functions on our behalf except in very limited circumstances and only with prior written approval and with City Net's full participation in all data reporting and analysis. This is so that City Net can responsibly provide context and analysis for the data City Net collects within collaborative efforts to coordinate the most effective services for our homeless neighbors, better understand homelessness in our community, assess the types of resources needed in our local area, and participate in generating aggregate statistical reports to HUD, which help to improve policy and bring adequate funding of services for the most vulnerable populations in our community, and so City Net can assure its ethical and legal responsibilities to homeless neighbors to not share their data in ways to which they have not agreed. i Outreach Contacts reflect the number of interactions for the specific purpose of reaching out to unsheltered homeless neighbors in a process of building trust and offering support toward the long-term goal of connecting them with emergency shelter, housing, or critical services; and providing urgent, non-facility-based care. These activities are intended to help homeless neighbors to obtain appropriate supportive services, including assistance in obtaining permanent housing, medical health treatment, mental health treatment, counseling, supervision, and other services essential for achieving independent living; housing stability case management; and other Federal, State, local, or private assistance available to assist the program participant in obtaining housing stability. This number can be duplicated in any given reporting period. iii Reflects the current number of homeless neighbors who are voluntarily engaged in a formal, written case management relationship with City Net. Clients sign permission to allow City Net case managers to work with them to achieve progress on a mutually agreed upon plan to attain housing and supportive services. Case managers follow-up with housed clients for 6 months after housing to ensure a successful placement. Active cases are engaged once a week on average and are considered inactive after 90 days of no contact. This is an unduplicated number that changes over time as former clients exit case management and new clients enroll. iv Street Exits are defined by HUD and enumerated in the HUD systems performance report, and City Net uses these designations for all street exits achieved through the efforts of two or more agencies working together within the context of the homeless collaborative in the city. HUD designates some of these street exits as “temporary” and some as “permanent”, and City Net exercises discretion to count as exited those homeless neighbors who have a reasonable plan in place to move from temporary shelter to permanent housing. Street exits may also reflect duplicated numbers as individuals may enter, then exit, then reenter shelter/housing multiple times during the reporting period, and HUD guidelines require that City Net count these as multiple street exits even when referring to a single individual.     City Council 8 – 20 12/5/2023 EXHIBIT B Budget     City Council 8 – 21 12/5/2023 Santa Ana SMART Multidisciplinary Street Outreach and Engagement with Live Dispatch Cost Proposal Title/Role Description Full Comp Hrs/ week Wks FTE TOTAL Regional Director Project compliance with management, operations and public safety standards to achieve programmatic outcomes $66.97 8 52.00 0.20 $27,859.52 Program Supervisor Project supervision, staff management $56.81 40 52.00 1.00 $118,164.80 Field Supervisor Field supervision, staff management $47.37 40 52.00 1.00 $98,529.60 Dispatch Supervisor Call center supervisor $45.46 20 52.00 0.50 $47,278.40 Dispatch Staff Live call response $35.33 40 52.00 4.00 $293,945.60 Case Manager II O+E, case management $40.45 40 52.00 14.00 $1,177,904.00 Case Manager III O+E, case management $46.87 40 52.00 6.00 $584,937.60 Data Analyst HMIS data entry, reporting, compliance $36.84 40 52.00 1.00 $76,627.20 Executive leadership Project oversight, quality control, communications, problem solving $104.23 16 52.00 0.40 $86,719.36 Finance and billing Payroll, billing $53.22 24 52.00 0.60 $66,418.56 Human resources Staff recruiting, hiring, training, disputes $44.03 24 52.00 0.60 $54,949.44 Operations Inventory, purchasing, technical support $42.11 24 52.00 0.60 $52,553.28 Overtime Allocation $53,717.75 29.90 $2,739,605.11 Item TOTAL Client Services $224,640.00 Client Services $40,000.00 Client Services $40,000.00 Rent $107,640.00 Computing and Telecommunications $116,610.00 Services and supplies $63,636.36 Services and supplies $26,910.00 Services and supplies $35,880.00 Services and supplies $12,558.00 Services and supplies $85,107.36 $752,981.72 Category TOTAL De minimis rate for non-federal entity $349,258.68 $349,258.68 $3,841,845.51 Administration Description Per 2 CFR 200.414-11, de minimis rate established for non-Federal entities who do not have negotiated Indirect Cost Rate. This fee is charged at a rate of 10% to offset expenses incurred by the organization but not billable as direct project expenses. Administration subtotal: Project TOTAL Law Enforcement, City and Stakeholder Liaison Computing (computer, IPad, phone), telecommunications (phones & cell service), printer/copier w/supplies, hardware & software, wifi, etc. Uniforms, copies, forms, office supplies, PPE supplies, etc. IT support and client management software licenses Financial audit Liability insurance, cyber security insurance, Worker's Compensation insurance Operations and Program Expenses Subtotal: Operations and Program Expenses Description Client/staff travel: Nine vehicles, fuel, Uber/Lyft, EE mileage reimbursements, etc. Rapid rehousing fees Emergency Shelter motel vouchers Office space and office furniture rental Santa Ana SMART Street Outreach and Engagement, Jan 1, 2024 - Dec 31, 2024 Live phone response and dispatch, 7 days/week, 9:00am to 9:00pm 2-3 teams, seven days a week, 7:00am to 11:00pm, including City Jail Release Program Labor Standard overtime allocation at 2% of labor Labor Subtotal: 1 11/16/2023 matt@citynet.org     City Council 8 – 22 12/5/2023 Community Development Agency www.santa-ana.org/community-development Item # 9 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Agreement with Iron Mountain Information Management, LLC AGENDA TITLE Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency, and Finance & Management Services Agency (General and Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Community Development Agency and Finance & Management Services records in an amount not to exceed $142,700, for a three-year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one-year extensions, subject to non-substantive changes approved by the City Manager and City Attorney (Contingent upon approval of Housing Authority Item # 3) (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Housing Authority of the City of Santa Ana (Housing Authority) is required to preserve Housing Choice Voucher Program applicant and participant records for a period of three years from the date of termination or denial of assistance. To comply with this requirement, the Housing Authority currently uses Iron Mountain Information Management, LLC to store and archive files. The Housing Authority is unable to store the records at City Hall because of the volume of records, the lack of storage space, and the infrastructure required to store hundreds of confidential files. The Housing Authority also does not have the administrative capacity to efficiently manage and maintain the records compared to an outside storage facility that will more efficiently manage the records. As required by the City of Santa Ana Records Retention Schedule, the Finance and Management Services Agency (FMSA) is also required to retain various records and documents for the periods stated within the policy. FMSA is unable to store the numerous records and documents at City Hall due to the lack of sufficient storage space and administrative capacity. Therefore, in order to comply with this requirement, FMSA utilizes an offsite storage facility that has the storage capacity, expertise, and resources to store, archive, retrieve, and destroy such records and documents.    City Council 9 – 1 12/5/2023 Agreement with Iron Mountain Information Management, LLC December 5, 2023 Page 2 3 8 8 2 In addition, the Community Development Agency (CDA) is in need of a new offsite storage facility to store documents related to the former Redevelopment Agency, Enterprise and Empowerment Zone, Community Development Block Grant (CDBG) Program, and other miscellaneous documents. To meet the offsite document storage needs for the Housing Authority, FMSA, and CDA, on July 19, 2023, staff issued a Request for Proposals (RFP # 23-109A) for document storage and imaging services (Exhibit 1) for the Housing Authority, CDA, and FMSA. Responses to the RFP were accepted until August 10, 2023. The City received bids from Corodata and Iron Mountain Information Management, LLC (“Iron Mountain”). The bids were reviewed by three (3) staff from the Housing Authority and one (1) staff from CDA. The review panel reviewed the two bids and Iron Mountain was selected based upon several factors including innovative technology for requesting files and shredding files and their experience and background in document storage. Iron Mountain was founded in 1951 and provides services to more than 225,000 customers around the world and hundreds of public sector agencies across the United States. Iron Mountain stores and protects billions of information assets, including business documents. Using modern technology and various checkpoint systems, Iron Mountain provides efficient and effective services to their customers. The three-year term of the agreement would begin on January 1, 2024 (Exhibit 2). FISCAL IMPACT Funds will be budgeted in the following fiscal years as follows, subject to change. The remaining balance will be budgeted from Housing Authority funds. Fiscal Year Accounting Unit-Account Fund Description Accounting Unit, Account Description Amount 01110130- 62300 General Fund FMSA – Treasury/ Customer Service Contract Svcs. - Professional $1,000 01110110- 63001 General Fund FMSA – Accounting Misc. Operating Exp.$3,500 01118810- 62300 General Fund CDA-Economic Development Contract Svcs. - Professional $10,000 13518780- 62300 CDBG Program CDA-CDBG Administration Contract Svcs. - Professional $5,000 FY 2023-24 67018843- 62300 Successor Agency CDA – Successor Agency – Admin.$3,100     City Council 9 – 2 12/5/2023 Agreement with Iron Mountain Information Management, LLC December 5, 2023 Page 3 3 8 8 2 Contract Svcs. - Professional Total $22,600 01110130- 62300 General Fund FMSA – Treasury/ Customer Service Contract Svcs. - Professional $1,000 01110110- 63001 General Fund FMSA – Accounting Misc. Operating Exp.$1,200 01118810- 62300 General Fund CDA-Economic Development Contract Svcs. - Professional $10,000 13518780- 62300 CDBG Program CDA-CDBG Administration Contract Svcs. - Professional $5,000 FY 2024-25 67018843- 62300 Successor Agency CDA – Successor Agency – Admin. Contract Svcs. - Professional $5,000 Total $22,200 01110130- 62300 General Fund FMSA – Treasury/ Customer Service Contract Svcs. - Professional $1,000 01110110- 63001 General Fund FMSA – Accounting Misc. Operating Exp.$1,200 01118810- 62300 General Fund CDA-Economic Development Contract Svcs. - Professional $10,000 13518780- 62300 CDBG Program CDA-CDBG Administration Contract Svcs. - Professional $5,000 FY 2025-26 67018843- 62300 Successor Agency CDA – Successor Agency – Admin. Contract Svcs. - Professional $1,800 Total $19,000     City Council 9 – 3 12/5/2023 Agreement with Iron Mountain Information Management, LLC December 5, 2023 Page 4 3 8 8 2 EXHIBIT(S) 1. Request for Proposals (RFP # 23-109A) 2. Agreement with Iron Mountain Information Management, LLC Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Tom Hatch, Interim City Manager     City Council 9 – 4 12/5/2023 REQUEST FOR PROPOSALS NO. 23-109A FOR DOCUMENT STORAGE AND IMAGING SERVICES CITY OF SANTA ANA KEY RFP DATES: The schedule below is tentative and subject to change at the discretion of City, with appropriate notice to prospective Proposers. Issue Date: Wednesday, July 19th, 2023 Deadline for Questions: Tuesday, August 1st, 2023, 4:00 P.M. Proposal Due Date: Thursday, August 10 th, 2023, 4:00 P.M. EXHIBIT 1     City Council 9 – 5 12/5/2023 CITY OF SANTA ANA TABLE OF CONTENTS I. BACKGROUND ........................................................................................................................... 3 II. OVERVIEW OF PROJECT .......................................................................................................... 3 III. SCOPE OF SERVICES ............................................................................................................... 3 IV. TERM OF AGREEMENT ............................................................................................................. 3 V. MINIMUM QUALIFICATIONS ...................................................................................................... 3 VI. RESPONSE TO RFP .................................................................................................................. 4 VII. CERTIFICATIONS (ATTACHMENTS) ......................................................................................... 7 VIII. REFERENCES ............................................................................................................................ 7 IX. MINIMUM SCOPE AND LIMIT OF INSURANCE ......................................................................... 8 X. SELECTION PROCEDURES & CRITERIA ............................................................................... 10 XI. WITHDRAWALS........................................................................................................................ 11 XII. GENERAL TERMS AND CONDITIONS .................................................................................... 11 XIII. AWARD OF AGREEMENT ........................................................................................................ 16 XIV. IMPLEMENTATION ................................................................................................................... 16 EXHIBITS Exhibits provided herein for Proposers’ reference only. EXHIBIT I – SCOPE OF SERVICES EXHIBIT II – SAMPLE AGREEMENT EXHIBIT III – FEDERAL REGULATIONS ATTACHMENTS A PROPOSER’S CERTIFICATION, PROPOSAL ITEM PRICING B REFERENCES C PROPOSER’S STATEMENT D NON-COLLUSION AFFIDAVIT E NON-LOBBYING CERTIFICATION F NON-DISCRIMINATION CERTIFICATION G SAM.GOV UE VERIFICATION EXHIBIT 1     City Council 9 – 6 12/5/2023 CITY OF SANTA ANA I. BACKGROUND Incorporated in 1886, Santa Ana, a Charter City, established a Council-Manager form of government in 1952. The City Council is composed of seven members; the Mayor elected at large and six Council members elected by ward, who appoint the City Manager, City Attorney and Clerk of the Council. The City of Santa Ana (City) is a full-service City with a diverse population of approximately 335,000. The City’s eleven agencies provide all the traditional municipal services, as well as water utility, library system, 20-acre zoo, City Jail, Police Department, and contracts with the Orange County Fire Authority for provision of fire services. The City employs 1,178 authorized full-time positions and has an annual citywide budget is $646 million, including the General Fund budget of $316 million. The City of Santa Ana is located 10 miles inland from the Pacific Ocean, 33 miles southeast of Los Angeles and 90 miles north of San Diego. The City, which is the county seat of Orange County, encompasses an area of approximately 27 square miles and is the 11th largest by population in California. II. OVERVIEW OF PROJECT The City of Santa Ana (City) is seeking proposals from qualified firms and organizations (Proposers) to provide Document Storage and Imaging Services. The term “Vendor”, “Proposer”, and “Contractor” shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP). III. SCOPE OF SERVICES SEE EXHIBIT I – SCOPE OF SERVICES Usage is not guaranteed. Execution of an agreement between the City and successful firm(s) and/or individual(s) does not guarantee work throughout the duration of the contract period. Numerous factors will be evaluated by the City in its delivery of project and assignments, including technical expertise required. IV. TERM OF AGREEMENT The anticipated term of the agreement is for an initial period of three (3) years. The City may, at its discretion, extend the agreement with the same or more limited scope of required services for two (2) additional one (1) year periods, upon mutual agreement contingent upon City Council approval, or City Manager or City Attorney authorization, as appropriate. The total term of the awarded agreement shall not exceed five (5) years. V. MINIMUM QUALIFICATIONS Firms who fail to meet the minimum qualifications set forth below should not submit a proposal; any such proposal shall be deemed non-responsive and not be considered. 1. Minimum five (5) most recent years of experience performing similar services as those detailed in the Scope of Services section of this RFP. 23-109A Document Storage and Imaging Services Page 3 of 41 EXHIBIT 1     City Council 9 – 7 12/5/2023 CITY OF SANTA ANA VI. RESPONSE TO RFP A. SUBMITTAL INSTRUCTIONS It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the City’s Bid Management System, PlanetBids. No other form of submittal will be accepted. PlanetBids will not accept late proposals and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully. Submit proposal online at: http://www.planetbids.com/portal/portal.cfm?CompanyID=20137 . Proposer shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City’s assigned Buyer. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline. Proposals shall NOT be sent via telegraphic, electronic, or facsimile means. All notifications, updates and addenda will be posted online on PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. 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. B. COMMUNICATION / CONTACT WITH CITY STAFF Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned Project Coordinator(s), and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City’s Bid Management System, PlanetBids. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s). C. REQUEST FOR INFORMATION OR CLARIFICATION / QUESTIONS Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP. 23-109A Document Storage and Imaging Services Page 4 of 41 EXHIBIT 1     City Council 9 – 8 12/5/2023 CITY OF SANTA ANA Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab. General process questions may be directed to the following: Megan Ornelas Buyer Email: MOrnelas@santa-ana.org D. EXCEPTIONS Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. City may reject or strike any requests for exceptions or additional terms and conditions related to Agreement, RFP, and insurance and indemnification terms and conditions. E. ADDENDA Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City’s PlanetBids system, https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. F. UNDERSTANDING PROPOSAL It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of the RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries. By submitting proposals, Proposers assert that they have fully read the RFP and any addenda issued by the City, the proposed Contract and any other Contract Documents, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Proposer. Each Proposer accepts the terms and conditions of the Contract Documents and indicates their ability and willingness to perform the requested services under such terms and conditions. Any exceptions to the terms and conditions set forth in the Contract Document shall be submitted to the City by the deadline to submit requests for information or clarification/questions set forth herein. G. PROPOSAL CONTENTS Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Colored displays, promotional materials, photographs etc., are not necessary or desired. Emphasis should be concentrated on conformance to RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Digital dividers and clear organization of content and material are encouraged. 23-109A Document Storage and Imaging Services Page 5 of 41 EXHIBIT 1     City Council 9 – 9 12/5/2023 CITY OF SANTA ANA 1. Statement of Qualifications (SOQ) SOQ must include a Table of Contents and be limited to a maximum of 20 pages (excluding section dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. Additionally, SOQ must include the following: a. Cover Letter Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity. Cover Letter shall not exceed one page. Cover letter must be addressed to the following City Project Manager: Jacqueline Nguyen, Housing Authority Operations Supervisor City of Santa Ana – Community Development Agency 20 Civic Center Plaza Santa Ana, CA 92701 b. Services Provided A description of proposed services to be provided and how they meet the needs of the City as described in Section III – Scope of Services (Above). c. Agreement Statement Proposal shall include a statement outlining your concurrence or concerns with any and all provisions as contained in Exhibit II – Sample Agreement of this RFP (if any). d. Firm and Team Experience Proposal shall include a profile of the firm’s experience including the following: i. A general description of the firm, including size and number of employees working directly with the City on this agreement. ii. Firm’s nearest address serving the City of Santa Ana and headquarters address. iii. Name and contact information of the supervising Project Manager/Principal Agent, to be assigned to the agreement. The Project Manager/Principal Agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited to an interview. e. Proposed Work Plan Proposal shall include a statement demonstrating the firm’s understanding of the Scope of Services. Additionally, proposed work plan shall include Proposers’: i. Anticipated approach to performing services as specified herein; ii. Suggestions or special concerns the evaluation committee should take into consideration (if any); iii. Description of deliverables and implementation plan. Proposer shall submit a 23-109A Document Storage and Imaging Services Page 6 of 41 EXHIBIT 1     City Council 9 – 10 12/5/2023 CITY OF SANTA ANA general description of the deliverables, implementation plan, and timeline. f. References: Attachment B – References shall be submitted for similar projects performed for state and/or similar government clients. 2. Cost Proposal All Proposers are required to submit a fixed rate fee with their Cost Proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Cost Proposal must include a payment schedule if applicable. City reserves the right to negotiate compensation and/or payment schedule prior to award of any resulting agreement. The City shall not provide reimbursement for travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein. Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer’s cost proposal fee structure. Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City. VII. CERTIFICATIONS (ATTACHMENTS) In addition to the SOQ, Narrative/Technical Proposal, and Cost Proposal, the following forms, included in this RFP, shall be signed and included as part of the proposal submittal package:  Attachment A: Proposer’s Certification and Proposal Item Pricing  Attachment B: References  Attachment C: Proposer’s Statement  Attachment D: Non-Collusion Affidavit  Attachment E: Non-Lobbying Certification  Attachment F: Non-Discrimination Certification  Attachment G: SAM.Gov UE Verifiication The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed as nonresponsive and will be rejected. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise. PLEASE NOTE: City will not be waive notarization requirement when applicable on any of the required attachments. VIII. REFERENCES Contractor shall provide three (3) references from other similar public agencies for which services similar to those specified in this RFP have been performed, including contact names and telephone numbers. Use ATTACHMENT B – References. The respondent grants permission for the City to contact any individuals listed as references. 23-109A Document Storage and Imaging Services Page 7 of 41 EXHIBIT 1     City Council 9 – 11 12/5/2023 CITY OF SANTA ANA City may disqualify a Proposer if:  References fail to substantiate Proposer’s description of services and deliverables provided; or  References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or  City is unable to reach the point of contact with reasonable effort. It is the Proposer’s responsibility to inform the point of contact(s) of normal City working hours. IX. MINIMUM SCOPE AND LIMIT OF INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of Notice of Intent to Award. Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Additionally, Contractor shall provide the following insurance coverage: Coverage shall be at least as broad as:  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. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.  Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.  Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.  Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 23-109A Document Storage and Imaging Services Page 8 of 41 EXHIBIT 1     City Council 9 – 12 12/5/2023 CITY OF SANTA ANA 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Entity. Waiver of Subrogation Contractor hereby grants to Entity a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Entity by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor 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 Entity. 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. Claims Made Policies (note – should be applicable only to professional liability, see below) If any of the required policies provide claims-made coverage: 1. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work. Verification of Coverage Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. 23-109A Document Storage and Imaging Services Page 9 of 41 EXHIBIT 1     City Council 9 – 13 12/5/2023 CITY OF SANTA ANA Subcontractors Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors. Special Risks or Circumstances Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. X. SELECTION PROCEDURES & CRITERIA A. The City will establish a proposal review committee. The review committee will evaluate proposals based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth below. B. Proposers will be ranked by the review committee based on the following criteria: C. A final score will be calculated for each submitted proposal and used to rank Proposers. Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer(s) with a score above 70. The review committee will evaluate proposers based on their response to the RFP and the City evaluation criteria set forth above. D. The City is under no obligation to accept any proposal and reserves the right to negotiate with respondents as to fees and terms. The City may reject proposals at its sole discretion. If proposal fails to satisfy any requirements outlined in this RFP, it may be considered non- responsive and may be rejected. The City shall not be obligated to accept the lowest priced proposals, but will make awards in the best interests of the City after all factors have been evaluated. CATEGORY POINTS Responsiveness to RFP  Proposal’s compliance with the requirements of this RFP.  Scope of Services offered including ability to provide optional services.  The value to any new and/or innovative product or service suggestions or other new ideas and enhancements. 10 Experience of Firm and Personnel  The experience, resources, and qualifications of the firm and individuals assigned to this account, including manager, supervisor and assigned staff. 60 Cost of Proposal  Value of cost in relation to services provided. 25 References  References that are similar in size and project scope to the City. 5 TOTAL POSSIBLE SCORE 100 23-109A Document Storage and Imaging Services Page 10 of 41 EXHIBIT 1     City Council 9 – 14 12/5/2023 CITY OF SANTA ANA The review committee will recommend the qualified Proposers to the City Council or City Manager for award of contract, as appropriate. E. The review committee may invite the proposers to interview. The City reserves the right to seek additional information from any or all Proposers invited to present proposals. A final score will be calculated for each submitted proposal and used to rank Proposers. City reserves the right to begin negotiations and enter into a contract without holding interviews, or further discussions. XI. WITHDRAWALS Proposers are responsible for verifying all prices and information before submitting a proposal. Prior to the proposal due date, the Proposer or Proposer’s representative may withdraw the proposal by providing written notice of the proposal withdrawal to the City Contact/Project Manager. Verbal or telephonic withdrawals are not permissible. XII. GENERAL TERMS AND CONDITIONS A. AMERICANS WITH DISABILITIES ACT The awarded Contractor hereby certifies that it will comply, as applicable, with the Americans with Disabilities Act of 1990 (“ADA”), 42 USC §§ 12101 et seq., and its implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not discriminate against persons with disabilities nor against persons due to their relationship to or association with a person with a disability. Any contract entered into by the awarded Contractor (or any subcontract thereof), relating to this RFP, shall be subject to the provisions of this paragraph. B. CITY BUSINESS LICENSE The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana. C. CITY RIGHT TO REJECT The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. D. CONFLICT OF INTEREST Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of the City. This obligation shall apply to the Contractor; the Contractor’s employees, agents, and Subcontractors associated with accomplishing work and services hereunder. The Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees, agents, and Subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of the City. Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that 23-109A Document Storage and Imaging Services Page 11 of 41 EXHIBIT 1     City Council 9 – 15 12/5/2023 CITY OF SANTA ANA might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. No person, firm, or subsidiary thereof who has been awarded this Contract may be awarded a Contract for the provision of services, the delivery of supplies, or the provision of any other related action which is required, suggested, or otherwise deemed appropriate as an end product of this Contract. Therefore, Contractor is precluded from contracting for any work recommended as a result of this Contract. E. CONTRACTOR’S EXPENSE Pre-Contractual Expenses: The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing a response to this RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City. Pre- contractual expenses are not to be included in the cost proposal. Pre-contractual expenses include, but are not limited to, preparation of the proposal, submission of the proposal and additional information, attendance at pre-proposal conference, negotiating any matter related to this RFP with City, and/or any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the contract. Other Expenses: The Contractor will be responsible for all costs related to photo copying, telephone communications, fax communications, and parking while on City sites during the performance of work and services under this Contract. F. CONTRACTOR’S PROJECT MANAGER/KEY PERSONNEL Except as formally approved by the City, the key personnel identified in Contractor’s proposal shall be the individuals who will actually complete the work. Changes in staffing must be reported in writing and approved by the City. The City shall have the right to require the removal and replacement of the Contractor’s Project Manager and key personnel under the awarded contract. The City shall notify the Contractor in writing of such action. The City is not required to provide any reason, rationale, or additional factual information if it elects to request any specific key personnel be removed from performing services under the awarded contract. The City shall review and approve the appointment of the replacement for the Contractor’s personnel. Said approval shall not be unreasonably withheld. Standards of Conduct: Contractor’s personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within the City. G. COST PROPOSAL The awarded Contractor agrees to provide the purchased services at the costs, rates, and fees as set forth in their Fee Schedule in response to this RFP. No other costs, rates or fees shall be payable to the awarded Subcontractor for implementation of their proposal. H. DATA RETENTION Contractor shall be responsible for retaining data, records, and documentation for the preparation of required items. These materials shall be made available to and as requested by City. All materials, documents, data or information obtained from the City Data files or any City medium furnished to Contractor in the performance of an awarded contract will at all times remain the property of the City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the 23-109A Document Storage and Imaging Services Page 12 of 41 EXHIBIT 1     City Council 9 – 16 12/5/2023 CITY OF SANTA ANA express written consent of the City. All materials, documents, data or information, including copies, must be returned to the City at the end of the contract. All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. I. DRUG-FREE WORKPLACE The awarded Contractor certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the contract or both, and the Contractor may be ineligible for award of any future City contracts. J. EXAMINATION Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFP are fully incorporated. Any irregularities or lack of clarity in the RFP should be brought to the designated City Contact/Project Manager’s attention as soon as possible so that corrective addenda may be furnished to prospective Proposers. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. K. EXECUTION OF AGREEMENT Upon successful negotiations, the City and the selected Proposer will enter into an Agreement similar to that as shown in EXHIBIT II – Sample Agreement of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to disqualify them without any further obligation L. FEDERAL GRANT CONTRACT PROVISIONS Proposer must agree to the federal contract provisions outlined in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR Part 200.326. These provisions will become part of the agreement resulting from this bid. M. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City. N. JOINT OFFERS/SUBCONSULTANTS Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm, also known as the prime, and not with multiple firms doing business as a joint venture. Should the use of sub-consultants be offered, the Proposer shall provide the same 23-109A Document Storage and Imaging Services Page 13 of 41 EXHIBIT 1     City Council 9 – 17 12/5/2023 CITY OF SANTA ANA assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer. The proposer is responsible for all the actions taken by their sub-contractor. The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors. O. INDEPENDENT CONTRACTOR Contractor is considered an independent Contractor and neither Contractor, its employees, nor anyone working under Contractor will be considered an agent or an employee of City. Neither Contractor, its employees, nor anyone working under Contractor, will qualify for workers’ compensation or other fringe benefits of any kind through City. P. JOINT OFFERS/SUBCONSULTANTS Where two or more Proposers desire to submit a single Proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of sub- consultants be offered, the Proposer shall provide the same assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer. The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors. Q. LITIGATION STATUS Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. R. NEGOTIATIONS The City reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Contractor’s proposal, and the awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. 23-109A Document Storage and Imaging Services Page 14 of 41 EXHIBIT 1     City Council 9 – 18 12/5/2023 CITY OF SANTA ANA Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP. S. NON-PAYMENTS Note that payments will NOT be made for any unsatisfactory work until corrected. In the event of nonpayment of undisputed sums by the City, Contractor shall give the City thirty (30) working days to cure the alleged breach. T. OWNERSHIP OF DOCUMENTS The City has permanent ownership of all directly connected and derivative materials produced under this contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remains the sole property of the City and may be used by the City as it may require without additional cost to the City. Contractor shall provide the City copies of documents upon its request at any time. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City. U. PARKING The City will not provide free parking and/or reimbursement for the cost of parking while providing services and conducting business with the City. V. PROFESSIONAL STANDARDS Contractor staff shall be courteous to the public and City staff utilizing facilities where Contractor is performing work, but shall be responsive only to the requests of the City’s Project Manager or designee. Contractor staff shall direct all inquiries to Project Manager or designee. Contractor acknowledges that City locations consist of public-use facilities and recognizes the obligation to ensure Contractor personnel and agents maintain the highest level of professional standards in attire, decorum, and interaction with the public and City personnel. W. PROJECT MANAGER The selected Proposer will assume responsibility for all services in its proposal. The selected Proposer shall identify a sole point of contact, Project Manager, with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. X. PROPOSAL VALIDITY Services, pricing, and warranties indicated in a Proposer’s Proposal must be valid for a period of 180 days at minimum after the submission of the Proposal. Y. PUBLIC AGENCIES Other public agencies, as defined by California Government Code Section 6500, may choose to use the terms of this Contract, subject to Contractor’s acceptance. The City is not liable or responsible for any obligations related to a subsequent contract between Contractor and another public agency. 23-109A Document Storage and Imaging Services Page 15 of 41 EXHIBIT 1     City Council 9 – 19 12/5/2023 CITY OF SANTA ANA Z. PUBLIC RECORDS Proposals will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. AA. SUBCONTRACTORS Proposals in response to this RFP must identify any Subcontractors, and outline the contractual relationship between the Awarded Subcontractor and each Subcontractor. An official of each proposed Subcontractor must sign, and include as part of the proposal submitted by the Prime Contractor, a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Contractor’s obligations. Any Subcontractor proposed after award of contract must be approved by the City before commencement of work. The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Contractor shall not be relieved for the non-performance of any or all Subcontractors. XIII. AWARD OF AGREEMENT Selected Contractor(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms. A. EXECUTION OF AGREEMENT A standard agreement is included as EXHIBIT II Sample Agreement of this RFP. “Proposer” will hereinafter be referred to as “Consultant” or “Contractor” in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. XIV. IMPLEMENTATION A. KICK-OFF MEETINGS The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling. 23-109A Document Storage and Imaging Services Page 16 of 41 EXHIBIT 1     City Council 9 – 20 12/5/2023 CITY OF SANTA ANA I. BACKGROUND INFORMATION The purpose of this Request for Proposals is to provide document storage and imaging services for the Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s (COSA) Community Development Agency (CDA), and Finance & Management Services Agency (FMSA). (Collectively “CDA” and “FMSA” will be referred to as “COSA”.) II. PROJECT DESCRIPTION The Contractor shall perform the services as set forth below: a. Provide document storage for SAHA, CDA, and FMSA agencies that will meet the current and future needs of each agency. The current needs consist of approximately 1,829 boxes of which 1,816 are banker boxes. SAHA and COSA intends to add more boxes to the vendor’s facility during the contract period. The proposer must accommodate the additional boxes at the rates offered for the contract term. Proposer shall pickup and deliever documents as requested to a secure facility located within 30 miles of Santa Ana, California. b. The Proposer shall include pricing for optional services such as document imaging services, electronic storage, off-stie access, and other related imaging services. III. PROJECT DELIVERABLES/REQUIREMENTS GENERAL The Contractor shall perform the services as set forth below: a. Utilize pick up and/or delivery routes that are most cost efficient and effective for SAHA, & COSA. b. Move all records and containers in such a manner as to prevent damage to and loss of records. c. Stack boxes so as to prevent crushing. There shall be no charge to the SAHA, & COSA if re-boxing is required. d. Provide professional and technical assistance to ensure that all records are properly recorded, managed, stored, delivered and handled. e. Allow the addition or removal of COSA Departments (accounts) as needed through the term of the Contract. f. Store the documents at one secure location located within no more than a thirty (30) mile radius of the City of Santa Ana’s City Hall at 20 Civic Center Plaza, Santa Ana, California. g. Provide all necessary vehicles, and qualified staff and clerical support to perform the services required. h. Vendor is subject to and shall operate in compliance with all relevant requirements contained in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104- 191, enacted August 21, 1996, and the related laws and regulations promulgated subsequent thereto. EXHIBIT I SCOPE OF SERVICES 23-109A Document Storage and Imaging Services Page 17 of 41 EXHIBIT 1     City Council 9 – 21 12/5/2023 CITY OF SANTA ANA i. Vendor shall comply with all requirements of the Occupational Safety and Health Administration (OSHA) standards and codes as set forth by the U.S. Department of Labor and the State of California (Cal/OSHA). j. Vendor shall conduct criminal background record checks on all employees and any subcontractors providing services under this Contract. Vendor must receive a criminal records clearance from the State of California Department of Justice before the individual can provide services. The Vendor must retain a statement affirming that the employee/subcontractor has completed and passed the background check in each person’s personnel file. k. Vendor shall perform a semi-annual treatment and/or inspection for rodent and insects by a pest control service at each facility. Proof of such treatment shall be submitted to the SAHA/COSA on a semi- annual basis. RECORD STORAGE a. Vendor shall provide pickup and/or delivery of SAHA’s and COSA records to and from various SAHA/COSA locations within city limits. No extra fee shall be imposed for scheduled pick-up and/or delivery services for different departments/divisions that are serviced at the same time and at the same location as the originally scheduled service. b. Barcoding - The Vendor must provide a barcode tracking system to identify the current location, status, and retrieval/refile information of all files and storage boxes received at its facility. In your proposal, please describe the process for using barcode technology or radio frequency identification (“RFID”) technology to track retrieved, delivered, or picked up records. c. The Vendor’s barcode tracking system shall include appropriate logs and receipts that detail the delivery and pickup of requested files and storage boxes for verification and audit purposes. The barcode tracking system shall provide an update of the inventory status within 24 hours of activity. d. File Indexing – SAHA/COSA may require indexing at the file level rather than the entire range of the contents of a box in storage, including a barcode label on each file prior to labeling and indexing the box. e. File Validation – SAHA/COSA may prepare their own files for storage and request validation, including a scan of each file barcode to verify contents. f. Vendor must provide quarterly reports detailing information on the SAHA/COSA’s account including, but not limited to: summary totals of its utilized storage space; summary totals of all boxes in storage; listings of all boxes added or removed during the previous quarter; listings of all files or boxes retrieved, delivered, picked up, and refiled during the previous quarter; and listings of any files or boxes destroyed during the previous quarter. In your proposal, please provide a sample quarterly report(s) detailing the account information and activities listed above. SAHA/COSA may request additional reports other than quarterly or monthly at their discretion. g. Records shall be stored at least four (4) inches off of the floor for moisture protection. 23-109A Document Storage and Imaging Services Page 18 of 41 EXHIBIT 1     City Council 9 – 22 12/5/2023 CITY OF SANTA ANA Vendor shall ensure that no loose records are stored. If loose records are found, communicate with SAHA/COSA on how to proceed. h. Records Retrieval: The Vendor shall accept and respond to record retrieval, delivery, pickup, and refiling requests from designated SAHA/COSA staff. The Vendor shall deliver and pickup requested files or storage boxes from the requested SAHA/COSA Facility during regular business hours of 7:30 am to 5:00 pm, Monday through Thursday and 8:00 am to 5:00 pm on alternating Fridays. Vendor shall combine delivery and pick up of records into one trip when appropriate. Vendor shall provide next day and same day delivery service but delivery shall be no later than 48-hours from the time the record request received. SAHA/COSA shall be able to add additional locations without penalty or additional charges. DOCUMENT IMAGING SERVICES AND STORAGE [OPTIONAL] Digital Document Scanning/Imaging: Provide digital document scanning/imaging and indexing of any records stored at vendor’s facility as requested by the SAHA/COSA for conversion of each into a digital format within two business days (48-hour notice) from telephone or email request. The vendor shall perform the following services: a. Conversion of paper to a digital image; check the images for quality control to ensure that the images are captured with the best possible image in a production environment. Vendor will take all necessary precautions to ensure the integrity of the records during the imaging process. Vendor will ensure that all information that can be interpreted on the original can be interpreted on a full size printout of the imaged file. b. Attribute identification for an image using double pass data entry. The double blind pass shall ensure that every document’s indexing is captured correctly. c. Merge and quality check the two databases (image and index) to ensure that there is no missing data and that every document and every index match. d. Ensure the quality checked “X&Y” data is not loaded to the hosted solution. Prior to release, quality check all data to ensure that the load is complete. e. Merge all newly processed data for the site to the “mirror” site to ensure redundancy. f. Store the completed daily data in a disaster recovery site. g. The storage space on the cloud shall be provided by the vendor and accessible by the SAHA/COSA. h. Paper sizes included are: 8 ½ x 11, 8 ½ x 14, 11 x 14, and 11 x 17. i. Images shall be scanned at 200 DPI and stored as a multipage PDF. j. Large Format Document Scanning – Provide scanning of large format documents. Large format is any document that exceeds the standard 8 ½ x 11 or 8 ½ x 14 size. This type of document is typically an engineering drawing or schematic. Resolution shall be sufficient to ensure that all information is legible on the images. k. All images shall be correctly oriented with the topside up and skew of less than three 23-109A Document Storage and Imaging Services Page 19 of 41 EXHIBIT 1     City Council 9 – 23 12/5/2023 CITY OF SANTA ANA degrees. l. SAHA/COSA reserves the right to have the vendor redo any image scan that does not meet the SAHA/COSA’s quality standards at no cost to the SAHA/COSA. m. SAHA/COSA requires that the vendor images both sides of documents only when there is information on both sides. SAHA/COSA will not pay for the scanning of blank images. Backsides containing information but not scanned by the vendor shall be rescanned and inserted into the multipage file in the correct sequence at no cost to the SAHA/COSA other than the per image cost. n. Vendor shall be required to notify the SAHA/COSA when requested records have been imaged and uploaded to a secure transmitted cloud based system. o. The documents shall be saved as TIFF, PDF, or JPG as directed by SAHA/COSA. p. Vendor shall provide an ASCII version of the index with the fully qualified file name for each image. q. Other storage – SAHA/COSA may need to store external hard drives or disks or convert those to electronic files. In your proposal, please provide recommendations on how to best retain this information. CHANGE OVER/TRANSITION PERIOD In the event the selected Vendor is not the SAHA/COSA’s incumbent vendor, a change- over period shall begin within ninety (90) days of the SAHA/COSA awarding an approved Contract from the City Council. The change over to the Vendor shall include, but is not limited to: the loading, transporting, and processing of the SAHA/COSA’s records from the incumbent. If a change over is necessary, the Vendor shall complete the transfer of all the SAHA/COSA’s records from its incumbent offsite document storage facility to the Vendor’s facility within this period. If a change over is necessary, the Vendor shall complete the intake of all the SAHA/COSA’s records into the Vendor’s barcode tracking system within three (3) months of the Contract execution. Vendor shall furnish all labor, materials and equipment for the transport of SAHA/COSA’s records from former vendor(s) location to Vendor’s facilityincluding: a. Vendor shall conduct a joint inventory of records with former vendor and appointed SAHA/COSA staff as records are transferred to Vendor. Vendor shall assume responsibility for the SAHA/COSA’s records upon transfer. b. Vendor shall identify and index any unidentified or improperly identified (e.g., an unknown department) records or media prior to placement in Vendor’s storage facility(s). c. Vendor shall index, inventory and shelve all incoming records in such a manner that will facilitate timely access pursuant to the requirements of this Contract, to be determined between Vendor and SAHA/COSA. d. All SAHA/COSA records shall be available twenty-four (24) hours a day, seven (7) days a week, to authorized users during the transition period. 23-109A Document Storage and Imaging Services Page 20 of 41 EXHIBIT 1     City Council 9 – 24 12/5/2023 CITY OF SANTA ANA e. The Vendor shall replace boxes damaged during the transfer from the former’s vendor facility and the new vendor’s facility. Should such damage occur, the vendor shall furnish a report to the SAHA/COSA detailing which boxes were damaged within 2 business days of damage occurring and replace the respective item with like equipment as approved by the SAHA/COSA. f. Upon successful completion of the transfer, the vendor shall supply to the SAHA/COSA an inventory report of the boxes by department name, reference number and description of the contents as stored. g. In your proposal, please include the process for acquiring the client’s boxes from the former vendor facility and a time line for the process. Provide policy and procedures for the transition services. Vendor shall provide two cost proposals, one cost for transition of services if no permanent removal (withdrawal) fee is allowed and one if permanent removal (withdrawal) fee is allowed. MANAGEMENT AND INVOICING a. The Vendor shall provide monthly invoices showing a line item for all the SAHA/COSA storage and activity costs during the month. The invoice shall include a detailed list of all transactions and a summary page listing totals for each department. b. Vendor may not move SAHA/COSA’s records without prior written notification and approval by SAHA/COSA. Vendor shall notify the SAHA/COSA at least ten (10) day in advance of any changes to vendor’s storage locations. c. Vendor agrees to pay a penalty of $100.00 per page / record for any lost page / record. d. Performance and Security Standards:  The Vendor shall at all times ensure the safety, confidentiality, and integrity of all the SAHA/COSA’s records in its possession.  The Vendor shall only permit designated SAHA/COSA staff to access and retrieve the records stored at its facility. The SAHA/COSA will provide the Vendor a list of staff authorized to access the records and notify the Vendor in writing of any changes to the list. 23-109A Document Storage and Imaging Services Page 21 of 41 EXHIBIT 1     City Council 9 – 25 12/5/2023 CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this day of , 2023 by and between ___________________________________________________________, (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. The City desires to retain a Consultant having special skill and knowledge in the field of: B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform 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 Scope of Services - Exhibit I, 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 Compensation - Exhibit II. The total amount to be expended during the term of this Agreement shall not exceed $xxxxxx. 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 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 written number (3) year term with the option for the City to grant up to two, one (1)-year renewals, exercisable by a writing by the City Manager and the City Attorney, 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. EXHIBIT II SAMPLE AGREEMENT 23-109A Document Storage and Imaging Services Page 22 of 41SAMPLEEXHIBIT 1     City Council 9 – 26 12/5/2023 CITY OF SANTA ANA 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. MINIMUM SCOPE AND LIMIT OF INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of Notice of Intent to Award. Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Additionally, Contractor shall provide the following insurance coverage: Coverage shall be at least as broad as:  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. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.  Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.  Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such 23-109A Document Storage and Imaging Services Page 23 of 41SAMPLEEXHIBIT 1     City Council 9 – 27 12/5/2023 CITY OF SANTA ANA work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Entity. Waiver of Subrogation Contractor hereby grants to Entity a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Entity by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor 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 Entity. 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. Claims Made Policies (note – should be applicable only to professional liability, see below) If any of the required policies provide claims-made coverage: 4. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work. 5. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 6. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work. Verification of Coverage Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all 23-109A Document Storage and Imaging Services Page 24 of 41SAMPLEEXHIBIT 1     City Council 9 – 28 12/5/2023 CITY OF SANTA ANA policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 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. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor 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. RECORDS Contractor 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. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, 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 23-109A Document Storage and Imaging Services Page 25 of 41SAMPLEEXHIBIT 1     City Council 9 – 29 12/5/2023 CITY OF SANTA ANA 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. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. NON-DISCRIMINATION Contractor 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. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate 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. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. TERMINATION This Contract may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(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. 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. 23-109A Document Storage and Imaging Services Page 26 of 41SAMPLEEXHIBIT 1     City Council 9 – 30 12/5/2023 CITY OF SANTA ANA I. 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. II. 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. III. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this contract 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 With courtesy copies to: Housing Authority Operations Supervisor City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To Contractor: 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. First & Last Name Title Consultant Firm Name Address City, State, Zip Fax: 23-109A Document Storage and Imaging Services Page 27 of 41SAMPLEEXHIBIT 1     City Council 9 – 31 12/5/2023 CITY OF SANTA ANA IV. 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. c. 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. Hall Kristine Ridge Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney By: Assistant City Attorney Tax ID# RECOMMENDED FOR APPROVAL: Michael L. Garcia Executive Director of Community Development SAMPLE ONLY (name) (title) 23-109A Document Storage and Imaging Services Page 28 of 41SAMPLEEXHIBIT 1     City Council 9 – 32 12/5/2023 CITY OF SANTA ANA Federal Regulations – Recipient must comply with the government cost principles, uniform administrative requirements and audit requirements for federal grant program housed within Title 2, Part 200 of the Code of Federal Regulations. b. Debarment and Suspension – As required by Executive Orders 12549 and 12689, and 2 CFR §200.212 and codified in 2 CFR Part 200, Recipient must provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government. c. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by CITY, the grant agency and/or their duly authorized representatives for a period of three (3) years from the date of submission of the final expenditure report by the City of Santa Ana. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Recipient shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Recipient shall make said documents, papers and records available to City and the agency from which City received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Recipient, upon request during usual working hours. d. Reports - Recipient shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. e. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Recipient agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. f. Americans with Disabilities Act of 1990 - (ADA) Recipient must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. g. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act". h. No Lobbying - Recipient will comply with all applicable lobbying prohibitions and laws, including those found in the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352, et seq.), and agrees that none of the funds provided under this award may be expended by the Recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer EXHIBIT III FEDERAL REGULATIONS 23-109A Document Storage and Imaging Services Page 29 of 41 EXHIBIT 1     City Council 9 – 33 12/5/2023 CITY OF SANTA ANA or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement. i. Non-Discrimination and Equal Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Recipient makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Recipient will forward a copy of the findings to CITY which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. If applicable, recipient will comply with the equal opportunity clause in 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375. j. Equal Employment Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. k. Public Contracts Code - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable. l. Copeland Anti-Kickback Act - Recipient will comply, and all its contractors and subcontractors (or subrecipients) shall comply, with all requirements of the Copeland “Anti-Kickback” Act (30 U.S.C. 3145) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. (1) Contractor – Contractors shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract. (2) Subcontracts – Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. (3) Breach – A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12. m. Davis-Bacon Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Davis-Bacon Act (40 U.S.C. 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. 23-109A Document Storage and Imaging Services Page 30 of 41 EXHIBIT 1     City Council 9 – 34 12/5/2023 CITY OF SANTA ANA Contractors are required to pay wages to laborers and mechanics at a rate no less than the prevailing wages specified in a wage determination made by the Secretary of Labor. Additionally, contractors are required to pay wages not less than once a week. n. Work Hours and Safety - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3702 and 3704) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. o. Clean Air Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all applicable standards, orders or requirements issued under the Clean Air Act (42 U.S.C. 7401-7671q), and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as applicable. p. Energy and Conservation - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Energy Policy and Conservation Act (42 U.S.C. 6201), as applicable. q. Waste Disposal - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable. r. Patent Rights - Recipient agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401 and any other implementing regulations, as applicable. s. Copyright - Recipient may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and/or City purpose: (1) the copyright in any work developed through this Agreement; and (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government’s, SAA’s and City’s rights identified above must be conveyed to the publisher and the language of the publisher’s release form must ensure the preservation of these rights. t. Telecommunications (2 CFR 200.216) - Recipient will comply with FEMA Policy 405-143- 1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunication Equipment or Services (Interim), which prohibits grant recipients and subrecipients from obligating or expending loan or grant funds to procure or obtain, extend or renew a contract to procure or obtain, or to 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 critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is: 23-109A Document Storage and Imaging Services Page 31 of 41 EXHIBIT 1     City Council 9 – 35 12/5/2023 CITY OF SANTA ANA (1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, 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). (3) Telecommunications or video surveillance services provided by such entities or using such equipment. (4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. u. Domestic preferences for procurements (2 CFR 200.322) - Recipient agrees that as appropriate and to the extent consistent with law, it will, to the greatest extent practicable under a Federal award, provide a preference for the purchase, 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). This requirement must be included in all subawards including all contracts and purchase orders for work or products under this award. For purposes of this provision: “produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; and “manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber. v. Equal Employment in Construction Contracts - Pursuant to Equal Employment Opportunity requirements of 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375, as to any construction contract thereunder, if applicable, during the performance of this contract, the contractor agrees as follows: (1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 23-109A Document Storage and Imaging Services Page 32 of 41 EXHIBIT 1     City Council 9 – 36 12/5/2023 CITY OF SANTA ANA (2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. (3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information. (4) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (5) The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. (6) The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (7) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (8) The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. FOR PROPOSERS’ REFERENCE ONLY 23-109A Document Storage and Imaging Services Page 33 of 41 EXHIBIT 1     City Council 9 – 37 12/5/2023 CITY OF SANTA ANA Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER’S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. __________________________________________________________________________________ LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS __________________________________________________________________________________ BUSINESS ADDRESS __________________________________________________________________________________ PRINTED NAME OF AUTHORIZED AGENT TITLE __________________________________________________________________________________ SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS __________________________________________________________________________________ FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT A PROPOSER’S CERTIFICATION, PROPOSAL PRICING 23-109A Document Storage and Imaging Services Page 34 of 41 EXHIBIT 1     City Council 9 – 38 12/5/2023 CITY OF SANTA ANA List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number: _______________________________ Email: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided: __________________________________________________________________________________ REFERENCE Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number: _______________________________ Email: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided: __________________________________________________________________________________ REFERENCE Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number: _______________________________ Email: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT B REFERENCES 23-109A Document Storage and Imaging Services Page 35 of 41 EXHIBIT 1     City Council 9 – 39 12/5/2023 CITY OF SANTA ANA Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or proposer’s bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer’s bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT C PROPOSER’S STATEMENT 23-109A Document Storage and Imaging Services Page 36 of 41 EXHIBIT 1     City Council 9 – 40 12/5/2023 CITY OF SANTA ANA (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non-collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non-collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed____________________________________________________________________________ State of ________, County of __________________________________________________________ Subscribed and sworn to (or affirmed) before me on this________ day of_____________, 20____, by ________________________, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. ___________________ _____ Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT D NON-COLLUSION AFFIDAVIT 23-109A Document Storage and Imaging Services Page 37 of 41 EXHIBIT 1     City Council 9 – 41 12/5/2023 CITY OF SANTA ANA The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any 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 Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification 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. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT E NON-LOBBYING CERTIFICATION 23-109A Document Storage and Imaging Services Page 38 of 41 EXHIBIT 1     City Council 9 – 42 12/5/2023 CITY OF SANTA ANA The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 1. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract ATTACHMENT F NON-DISCRIMINATION CERTIFICATION 23-109A Document Storage and Imaging Services Page 39 of 41 EXHIBIT 1     City Council 9 – 43 12/5/2023 CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. 23-109A Document Storage and Imaging Services Page 40 of 41 EXHIBIT 1     City Council 9 – 44 12/5/2023 CITY OF SANTA ANA On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov. They no longer have to go to a third-party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity’s registration from SAM.gov, including UEI and active registration status. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT G SAM.GOV UEI VERIFICATION 23-109A Document Storage and Imaging Services Page 41 of 41 EXHIBIT 1     City Council 9 – 45 12/5/2023 CONSULTANTAGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this 1st day of January, 2024 by and between Iron Mountain Information Management, LLC, (“Consultant”), the Housing Authority of the City of Santa Ana, a public body, corporate and politic, and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter collectively referred to as the “City”). City and Consultant shall hereinafter be referred to as collectively, “the Parties.” RECITALS A. B. C. On July 19, 2023, the City issued a Request for Proposal No. 23-109A (“RFP 23-109A”), by which it sought qualified consultants to provide special skills and knowledge in the field of document storage and imaging services. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that Consultant is able and willing to provide such services to the City that were described in the scope of work included in the RFP 23-109A. 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 Scope of Work, that was included in RFP 23-109A, which is attached as Exhibit A, attached hereto and incorporated by reference, and as further described in Consultant’s Proposal incorporated herein 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 Fee Proposal - Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $142,700. 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 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. Page 1 of 11 #329503v1    City Council 9 – 46 12/5/2023 3.TERM This Agreement shall commence on the date first written above for a three (3) year term with the option for the City to grant up to a two (2) one-year renewals, exercisable by a writing by the City Manager, City Attorney, and General Counsel for the Housing Authority of the City of Santa Ana 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 contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5.OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all reports which are delivered by Consultant under this Agreement (“Documents & Data”). Consultant represents and warrants that Consultant has the legal right to deliver 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 Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees or subcontractors. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than Page 2 of 11 #329503v1    City Council 9 – 47 12/5/2023 $1,000,000 per accident for bodily injury and property damage. (Not required if Consultant will not be using a vehicle). 3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City . Other Insurance Provisions The General Liability insurance policies are to contain, or be endorsed to contain, the following provisions: 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 in connection with 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 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Consultant’s insurance coverage shall be 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 insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City . 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 of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to 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 Page 3 of 11 #329503v1    City Council 9 – 48 12/5/2023 language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City . 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 City . 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 required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. 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. 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 Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Page 4 of 11 #329503v1    City Council 9 – 49 12/5/2023 8.INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION Consultant shall defend and indemnify the City from and against any third party claim, demand, action or suit brought against City alleging that the services performed under this Agreement by Consultant infringe the patent, trade secret, copyright or other valid intellectual property right of such third party and, as Consultant’s sole obligation and City’s sole and exclusive remedy, Consultant shall pay for the cost of defense and any amount finally awarded in any judgment rendered against City by a court of competent jurisdiction. The foregoing Obligations of Iron Mountain are conditional upon the duty of City to provide Consultant with prompt written notice of any such claim, suit or demand. City hereby consents and authorizes Consultant to have and maintain the sole control of the defense of any resulting litigation or settlement thereof. Consultant shall have no liability or obligation to City with respect to any claim of infringement or misappropriation in the event and to the extent based upon (i) use of or access to the services in or from an application or environment or on a platform or with devices not authorized in the applicable Consultant published documentation or other requirements specified under this Agreement, (ii) modifications, alterations, combinations or enhancements of the services not created by Consultant or (iii) any patent, copyright, or trade secret in which City has an interest. The foregoing indemnification obligations shall not apply in the event and to the extent that the claim or demand arises as a result of City’s negligence, intentional misconduct, or failure to use the services in accordance with applicable documentation or breach of this Agreement. If any services are held, or in the Consultant’s reasonable opinion could be held, to constitute an infringement or misappropriation of any third party’s intellectual property rights, Consultant may at its option (a) procure the right for City to continue using or accessing the services, (b) replace the services with a non-infringing equivalent service or (c) modify the services to make them non-infringing and without substantially compromising their functionality. This paragraph states Consultant’s entire obligation to City and City’s sole and exclusive remedy with respect to any claims of infringement or misappropriation. 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 invoices rendered under this Agreement for 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 during regular business hours and upon five business days’ notice. 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 Page 5 of 11 #329503v1    City Council 9 – 50 12/5/2023 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. 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 Page 6 of 11 #329503v1    City Council 9 – 51 12/5/2023 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. b. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City’s use thereof for such purposes as the City deems appropriate. 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. 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 Page 7 of 11 #329503v1    City Council 9 – 52 12/5/2023 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 Housing Authority of the City of Santa Ana: Attn: Secretary Housing Authority of the City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To City of Santa Ana: 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 With courtesy copies to: Executive Director, Community Development Agency City of Santa Ana 20 Civic Center Plaza (M-27) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Iron Mountain Information Management, LLC One Federal Street Boston, MA 02110 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 11 #329503v1    City Council 9 – 53 12/5/2023 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.Limitation on Liability. Liability for Non-Storage Services. With respect to services not related to the storage of Deposits, Consultant shall not be liable for any loss or default unless such loss or default is due to the negligence of Consultant. If liable, the amount of Consultant’s maximum liability for any loss or default shall be: (i) if such loss or default relates to a discrete project, the total fees paid by City to Consultant for such project; or (ii) if such loss or default arises from services that are of an ongoing and continuing nature, the total amount of fees paid by City to Consultant for the performance of such services during the immediately preceding twelve-month period.. No Consequential Damages. In no event shall either party be liable for any consequential, incidental, special or punitive damages, or for loss of profits or loss of data, regardless of whether an action is brought in tort, contract or under any other theory. 21.Limited Warranty. Consultant warrants that the services provided under this Agreement will be performed in accordance with industry standards as set forth by ANSI/ASQC (American National Standards Institute/American Society for Quality Control), specifically ANSI/ASQ Z1.4-2004, Sections 4 and 9 incorporated herewith by reference, described in the Consultant’s Statement of Work, and will be provided in substantial conformance with Consultant-supplied documentation applicable to the services. This warranty is limited and shall not apply to any of the services where the failure to satisfy this warranty resulted, in whole or in part, from City’s improper use of the services. In the event of Consultant’s breach of the foregoing warranty, City’s exclusive remedy and Consultant’s entire liability shall be for Consultant to promptly re-perform the applicable services, at no charge, and bring the performance of the services into compliance with the terms of this warranty. The warranties set forth above are the sole and exclusive warranties of Consultant under this agreement and are in lieu of any and all other warranties, whether express, statutory or implied, including without limitation the implied warranties of merchantability and fitness for a particular purpose or use. All such other warranties are hereby disclaimed by Consultant and waived by City. The existing warranties extend only to City. Consultant will not be liable for any third party claim or demand against City in connection with this section. 22.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 fees 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. Page 9 of 11 #329503v1    City Council 9 – 54 12/5/2023 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. [signatures on following page] Page 10 of 11 #329503v1    City Council 9 – 55 12/5/2023 ATTEST:CITY OF SANTA ANA Jennifer L. Hall City Clerk Steven A. Mendoza Acting City Manager ATTEST:HOUSING AUTHORITY OF THE CITY OF SANTA ANA Jennifer L. Hall Michael Garcia Recording Secretary Executive Director APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney and CONSULTANT: IRON MOUNTAIN INFORMATION MANAGEMENT, LLC Housing Authority General Counsel By Andrea Garcia-Miller Assistant City Attorney and Assistant Counsel By:Sheila A. Poggi Title:Sr Mgr, Public Sector Contracts SLED0002798 RECOMMENDED FOR APPROVAL: Approved as to Form and Legal Content: Iron Mountain Legal Department Christine G. Jennings Christine G. Jennings, Counsel, Gov’t Contracts & Compliance Name: Santa Ana Date: November 13, 2023 Michael Garcia Executive Director Community Development Agency Page 11 of 11 #329503v1    City Council 9 – 56 12/5/2023 EXHIBIT A SCOPE OF SERVICES     City Council 9 – 57 12/5/2023 Janelle Digitally signed by Janelle Blocker Blocker Date: 2023.08.1013:16:23 -07'00' Iron Mountain Proposal For City of Santa Ana Solicitation No. 23-109A Submitted To: The City of Santa Ana – Community Duns: 621417633 Development Agency CAGE Code: 1F2Y7 20 Civic Center Plaza, Santa Ana, CA 92701 IMGS Number: SLED0002978 Submission Date: August 10,Submitted By: Iron Mountain Information Management, LLC 2023One Federal Street, Boston, MA 02110 This proposal contains Iron Mountain confidential and proprietary information. Such data are exempt from FOIA disclosure under 5 U.S.C. § 552 (b)(4),(7), prohibited from disclosure under 18 U.S.C. § 1905, and are submitted based on the understanding that information is being provided under an assurance of confidentiality. The data subject to this restriction are contained in all pages hereof. ©2023 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks are the property of their respective owners. CONFIDENTIALITY     City Council 9 – 58 12/5/2023 Table of Contents 1.0 Statement of Qualifications (SOQ)............................................. 2 a. Cover Letter ................................................................................. 2 b. Services Provided ........................................................................ 3 Project Objective.......................................................................... 3 Proposed Solution........................................................................ 3 Capabilities and Experience......................................................... 4 Outcome....................................................................................... 5 c. Agreement Statement .................................................................. 5 d. Firm and Team Experience.......................................................... 5 i. Iron Mountain Overview ............................................................ 5 ii. Iron Mountain Location............................................................. 5 iii. Project Manager ...................................................................... 6 e. Proposed Work Plan .................................................................... 6 i. Approach................................................................................... 6 ii. Suggestions and Special Concerns ....................................... 16 iii. Implementation Plan and Deliverables.................................. 16 Change Over/Transition Period ................................................. 17 f. References.................................................................................. 18 Additional Requirement: Sample Reporting ................................. 18 2. Cost Proposal............................................................................... 21 2.1 Cost Proposal with No Permanent Withdrawal Fees Allowed . 21 2.2 Cost Proposal with Permanent Withdrawal Fees Allowed....... 26 2.3 Transition/Change Over from Incumbent Price........................ 32 2.4 Pricing Assumptions................................................................. 32 Certifications Uploaded as Separate Attachment     City Council 9 – 59 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 1.0 Statement of Qualifications (SOQ) a. Cover Letter Jacqueline Nguyen, Housing Authority Operations Supervisor City of Santa Ana – Community Development Agency 20 Civic Center Plaza Santa Ana, CA 92701 Reference: Request for Proposals No. 23-109A for Document Storage and Imaging Dear Ms. Nguyen: Iron Mountain is pleased to submit our proposal to support the City of Santa Ana’s Document Storage and Imaging Services project. As an existing provider to the City of Santa Ana (the City), we understand your need for an experienced and qualified vendor to provide records management services. We have an established local presence with six (6) records centers located within 30 miles of the City Hall. To address the RFP requirements, we offer the City geographical compatibility, proven processes, more than 70 years’ experience, and comprehensive services. Iron Mountain looks forward to continuing a relationship with the City. Our business entity is a Limited Liability Corporation, and as outlined in the RFP, our proposal will be considered valid for a minimum of 180 days from Thursday, August 10, 2023. Should we be the successful Offeror, Iron Mountain agrees to negotiate the terms and conditions with the City in good faith. Please note that I am the individual authorized to negotiate on behalf of Iron Mountain. Please contact me at 202-643-5491 or Janelle.blocker@ironmountain.com should you have any further questions. With regards, Janelle Blocke Contracts Manager, Public Sector Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.2     City Council 9 – 60 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services b. Services Provided Project Objective The City of Santa Ana (the City) is seeking a trusted provider to store their current and future records for the Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s (COSA) Community Development Agency (CDA), and Finance & Management Services Agency (FMSA) (collectively COSA). With approximately 1,829 boxes ready for storage, SAHA and COSA require a provider with secure facilities that are within 30 miles of City Hall while also having capacity for your future storage needs. In addition to records management services, the City prefers a provider who can also offer digital conversion services, digital storage, off-site access, and other related services. Iron Mountain has been a trusted Records Management partner to the City since 2016. As such, Iron Mountain is well-positioned to continue to meet your records management requirements and help SAHA and COSA free-up office real estate for boxes currently being stored at your premises. Iron Mountain offers ideal geographic compatibility, secure chain of custody, a proven retrieval process, and a tenured operational team. We are a full-service information and records management provider with capabilities to deliver comprehensive imaging services to digitize your records if needed. Proposed Solution Our solution for the City has been designed around your specific goals and information governance. With a commitment to remain as your trusted information management partner, Iron Mountain will deliver a records management solution built on integrity, a passion to protect, and service excellence. We will use the most cost efficient and effective routes to securely pick up and/or deliver your records and store them in one of our six (6) facilities that are within a 30 mile radius of the City of Santa Ana’s City Hall. With over 70 years of industry experience and a history of working with the City for seven (7) years, we offer a proven chain of custody and barcoding system to ensure your records are protected while in our possession. Our comprehensive records and information management services include standardized solutions for transportation, retrievals, refiles, interfiling, rush/critical delivery, indexing, scanning, destruction, carton purchases, and specialized labor. Key elements of our solution to the City include: Compatible Geographic Footprint We offer secure records management storage within 30 miles of the City Santa Ana’s City Hall at our facilities in Pico Rivera, Santa Ana, La Palma, Cerritos, and Fullerton, California. Pickup and Delivery Services We validate that all new items are received with descriptive information. Whether that information is keyed by us or by the City via Iron Mountain Connect (IMConnect), we use multiple checks and balances to ensure quality inventory control. We also offer efficient pick-up and delivery schedules. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.3     City Council 9 – 61 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Auditable Chain of Custody With multiple barcode scan points, we offer proven workflow and technology-enabled tagging for enhanced visibility and control over your inventory stored with Iron Mountain. Easy-to-use Self-Service Tools for On-Demand Reporting Iron Mountain Connect (IMConnect), our proprietary records management application, provides a robust cloud-based tool to retrieve information on your boxes and files. The City will be able to run a host of informative reports about retention and disposal practices, helping to evaluate performance and maintain compliance. Designated Point of Contact for Customer Service Iron Mountain assigns a Customer Success Manager (CSM) to support our public sector clients. In an effort to deliver exceptional customer service, Tina Lapent will serve as your CSM and be your single point of contact for any questions or issues on your account. In addition, our experienced Project Manager is Jose Felix, a 19-year Iron Mountain veteran based in the Los Angeles market. Digitization Services Iron Mountain can provide retrievals through our Image on Demand service which provides a digitized/scanned retrieval solution for paper- based documentation with secure transfer of the output package to the destination system. Capabilities and Experience Iron Mountain provides our customers with industry best practices, defined processes, and tested procedures to support the overall management of records and information programs. We support over 100 public sector agencies in California and understand the importance of maintaining a secure chain of custody and complying with regulations, governance and compliance mandates such as HIPAA. In Attachment B, we have provided references that can validate our performance and our ability to meet the City’s requirements. We have also highlighted our experience in the table below: Secure Chain of Custody Records ManagementProjectTransportation Retrievals State of Arizona An initial 3000,000 boxes moved to Iron Mountain from multiple departments Illinois Housing Development Authority Climate-controlled storage for 22,776 boxes including tapes, media, and paper records Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.4     City Council 9 – 62 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Secure Chain of Custody Records ManagementProjectTransportation Retrievals USPTO Relocated 2.5 million files from self-managed facility to Iron Mountain Figure 1. Similar Project Experience. Outcome Iron Mountain's commitment to the City is to continue to protect the information you value most, from everyday to the extraordinary. We will continue to build value with a passion for preserving the physical, transforming the digital, while respecting the environment. c. Agreement Statement In accordance with Section VI. D. EXCEPTIONS of the RFP, Iron Mountain submitted proposed modifications in the Question and Answer period. Iron Mountain submits this proposal with those exceptions and should Iron Mountain be the successful Offeror, agrees to enter into good faith negotiations with the City. d. Firm and Team Experience i. Iron Mountain Overview Founded in 1951, Iron Mountain is a large business and global leader in storage and information management services, serving more than 225,000 customers around the world. We have approximately 10,000 employees in the United States and 26,000 employees globally. In California, we have 1,100 employees, and for the City of Santa Ana, approximately 12 employees will work directly on this agreement. Hundreds of public sector agencies across the U.S., 44 of the 50 state governments in the U.S., and 94% of Fortune 1000 companies rely on Iron Mountain as their information management partner. Our experience, knowledge, and reputation combined make us a leading provider for public sector agencies. In 2016, we began servicing the City of Santa Ana’s records management needs. As we currently provide services to the City, we look forward to building on our existing relationship and storing current and additional records for Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s (COSA) Community Development Agency (CDA), and Finance & Management Services Agency (FMSA), collectively COSA. ii. Iron Mountain Location In order to support public sector agencies, Iron Mountain has records management facilities throughout the United States, and we have six (6) facilities available to support the City. Figure 2 outlines the details of our nearest facilities and headquarters: Iron Mountain Location Details Iron Mountain One Federal Street, Boston, MA 02110 Phone: 800-934-3453Headquarters Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.5     City Council 9 – 63 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Iron Mountain Location Details 8700 Mercury Lane, Pico Rivera, CA 90660 1915 S Grand Ave, Santa Ana, CA 92705 6711 Valley View St., La Palma, CA 90623 12958 Midway Place, Cerritos, CA 90703 600 Burning Road, Fullerton, CA 92833 16028 Marquardt Ave., Cerritos, CA 90703 Servicing Addresses for the City of Santa Ana Figure 2. Iron Mountain Addresses. iii. Project Manager We are committed to providing the City with a support team to deliver an effective records management and imaging solution. Jose Felix, Operations Manager, will serve as the Project Manager for SAHA and COSA. His contact information is: office 619-205-5345 and Jose Felix is a 19-year Iron mobile 619-778-6644. Jose is a long-term employee of Iron Mountain, having started with the company in 2004 as a Record Center Coordinator. After serving in that capacity successfully for seven (7) years, he assumed the role of Special Projects Coordinator in 2011 for the San Diego market. In 2017, Jose Mountain employee who will support the City as a Project Manager. was promoted to Operations Supervisor for San Diego in which he was responsible for overseeing 18 employees, two (2) record centers, and the transportation department. In 2021, Jose advanced to his current role, and he is now responsible for the Los Angeles market as an Operations Manager. To deliver exceptional customer service, we also assign Customer Success Managers (CSM) to support our public sector clients. Tina Lapent will serve as your CSM and be available as your point of contact for any questions or issues. She has been with Iron Mountain for over 12 years and began as a public sector CSM role in 2022. Tina works with clients in six (6) states and is responsible for assisting with contract modifications and services changes, as needed. She will provide training and assistance on our self-service customer portals, such as IMConnect, which offers the City on- demand tools to generate reporting, request services, and review services. e. Proposed Work Plan i. Approach Given our breadth of experience and capabilities, we will provide SAHA and COSA with confidence to entrust their document storage and digital imaging needs with Iron Mountain. We offer the City a convenient and compliant document storage program that will securely store your 1,829 boxes and accommodate any increase in records that may be needed by SAHA and COSA. As outlined in our Technical Proposal within the sections below, we will provide SAHA and COSA with industry best practices, defined processes, and tested procedures to support the overall document management and digital imaging programs needed. General Secure Record Centers (Exhibit I, General, items a and f) Iron Mountain has six (6) record centers that are within a 30 mile radius of the City of Santa Ana’s City Hall located at 20 Civic Center Plaza. Given the close proximity, we are able to use pick up and delivery routes that are most cost efficient and effective to SAHA and COSA. All of Iron Mountain’s Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.6     City Council 9 – 64 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services record centers comply with established company standards and with all appropriate building, fire and safety, electrical, mechanical, and other regulatory codes. Professional Moving and Storing Records (Exhibit I, General, items b, c, d and Record Storage, item g)) Iron Mountain’s chain of custody practices mitigate any risk associated with the movement of SAHA and COSA’s records to and from Iron Mountain’s facilities. We mitigate the risk of exposure and damage to all records in our storage facilities by applying strict standards regarding structural integrity in the design of our records centers and storage systems and through employee training and strict adherence to procedures governing the transportation, handling, and storage of customer materials. We require employees who operate equipment within a record center to be trained and certified in its operation. Our storage system design has built-in protections against carton damage and is interconnected throughout the record center, providing extra structural integrity. Iron Mountain’s process to prepare boxes for transport is an important element to prevent the damage or deterioration of the boxes or material contained within the boxes. To prevent crushing, we will prepare each pallet of boxes in a standard cross 8-block formation with 48 boxes per pallet. This is a best practice for shipping boxes that has proven to be effective in reducing movement and damage when transporting boxes plus ensuring safety. Any re-boxing required will be performed by SAHA and COSA with no charge. Once the City’s boxes are relocated to Iron Mountain’s facility, all source materials will be stored in a manner that continues to prevent damage or other deterioration. As noted in the Scope of Services, Records Storage, item g, we confirm that the City’s records will be stored four (4) inches off the ground. In the event there are any loose records, Iron Mountain will communicate with designated stakeholders for SAHA and COSA for how to proceed. Adding or Removing Departments (Exhibit I, General, item e) We offer COSA Departments the ability to add or remove accounts (Departments) as needed through the term of the contract. At any point, Iron Mountain can add additional inventory to our record centers. Removal of any boxes are subject to the permanent withdrawal fees outlined in our price proposal. Within IMConnect, our customer portal, the City can create, modify and manage users and privileges across divisions, departments, and locations. Additional information on IMConnect’s capabilities are outlined on page 12. Pest Inspection Services (Exhibit I, General, item k) As part of our operating procedures, Iron Mountain contracts with various local companies for pest inspection or treatment services. For most locations, pest inspections are performed every other month. We will provide SAHA and COSA proof of treatment on a semi-annual basis. Vehicles and Qualified Staff (Exhibit I, General, item g) Iron Mountain will provide all necessary vehicles, and qualified staff and clerical support to perform the services required by SAHA and COSA. To ensure the safety and security of our customer’s material in transit, our vehicles feature a patented InControl Transportation System that utilizes real- time wireless scanning technology to validate pickup and delivery transactions. Our patented security controls mitigate transportation workflow errors and include the items identified in Figure 3: Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.7     City Council 9 – 65 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Figure 3. Iron Mountain Transportation Security Controls. Standard operating procedures are created by our delivery teams in order to support clearly defined processes that are designed to meet the need for consistent and secure information transport through error reduction and process integrity. Our qualified drivers are trained to follow careful procedures during the loading and transport of all customer material to prevent exposure to risk at any Iron Mountain location. We have instituted a strict loading and unloading process that is supervised by an Iron Mountain employee and ensures vehicle and facility doors are only unlocked and opened during the loading and unloading process. In addition to our team of drivers, record centers are staffed with qualified employees serving in a variety of roles. Prior to the start of employment, Iron Mountain employees are trained on records management procedures and policies to ensure safe-keeping of our customers’ information. Our record centers are led by an Operations Manager or Supervisor who oversees the onsite staff. They participate in regular briefings, support operational tasks, and assist with issue resolution and remediation. We also have a team of Record Center Coordinators to oversee schedules, processes and customer requests. To provide services for the City, some of our team members include: x Jack McMeekin, Operations Manager - 40 x Jose Felix, Operations Manager - 19 years with years with Iron Mountain Iron Mountain x Dustin Kelii, Records Management x Jeff Knaus, Transportation Manager - 27 years Supervisor - 15 years with Iron Mountain with Iron Mountain x Angel Vega, Records Management Supervisor x Bruce Casey, Transportation Coordinator - 41 - 21 years with Iron Mountain years with Iron Mountain x Silverio Alonso, Records Management x Fernando Alvarez, Transportation Coordinator - Supervisor - 7 years with Iron Mountain 18 years with Iron Mountain Background Check Process (Exhibit I, General, item j) Iron Mountain strives to hire and retain the best candidates for all positions. By using stringent pre- employment screening, we ensure our staff are qualified and prepared to serve our customers with integrity. In lieu of the criminal records clearance from the State of California Department of Justice, Iron Mountain will implement our standard background check process which includes the following elements in Figure 4: Figure 4. Iron Mountain’s Background Screening Elements. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.8     City Council 9 – 66 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Additional details about the background check can be provided upon request. We utilize an enterprise HR system to maintain a record for all hiring activities, which includes an integrated interface with our background screening vendor. Iron Mountain employees also undergo recurring background investigations every three (3) years. Employees sign confidentiality agreements as part of their employment with Iron Mountain, so SAHA and COSA can be assured that any sensitive information will be treated as such. Compliance with HIPAA and OSHA (Exhibit I, General, items h and i) Iron Mountain's secure facilities, coupled with our chain-of-custody controls, offer an end-to-end approach to managing and controlling material to ensure compliance with HIPAA regulations. The HIPAA Privacy Rule requires establishing and implementing measures to ensure the confidentiality, integrity, and availability of all PHI, while the Security Rule addresses safeguards specific to the security of electronic Protected Health Information (ePHI). Iron Mountain maintains compliance with several security standards to protect our customers’ data while in our custody including HIPAA compliance, FISMA compliance, FedRAMP Ready status, ISO 50001 and 27001 certifications, PCI- DSS compliance, NIST SP 800-53 compliance, and SOC 2 and SOC 3 compliance. Iron Mountain is committed to eliminating or controlling workplace hazards that could cause injury or illness to our employees. This is accomplished through compliance with applicable federal, and state safety standards, including the Occupational Safety and Health Administration (OSHA) standards and codes as set forth by the U.S. Department of Labor and the State of California (Cal/OSHA). We maintain a company-wide Safety and Health Program that strives to reduce the incidence of occupational injury and illness by eliminating or controlling risks associated with our operations, and ensure compliance with applicable laws and regulatory requirements. As part of our health and safety program, we continually monitor our performance to determine the effectiveness of the program. We also prepare and report work-related injuries and illnesses via the OSHA Form 300A. Records Storage Pickup Workflow (Exhibit I, Record Storage, item a) Iron Mountain’s workflows combine standard operating procedures with multiple barcode scan points to ensure SAHA and COSA records are accurately processed. Highlights of our pickup workflow are depicted in Figure 5 below: Figure 5. Iron Mountain’s Incoming Workflow. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.9     City Council 9 – 67 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Iron Mountain will provide pick-up and delivery service to SAHA and COSA, and if needed, additional departments at the same location and same time without additional fees, using the following SLAs and the SLAs referenced for retrievals: x x Regular Pick-Up: Pick-up will occur one (1) time per week on either Tuesday, Thursday or Friday. Rush Pick-Up: Pick-up orders placed before 3 pm on a business day will be picked up on the following business day. Records Retrieval Workflow (Exhibit I, Record Storage, item h) Iron Mountain’s customer portal, IMConnect, provides SAHA and COSA with the ability to request records to be returned, as required, either by individual files, units of records, or entire containers of records. To simplify and accelerate the retrieval process, authorized SAHA and COSA users can use IMConnect to submit service requests for all records stored in Iron Mountain facilities. SAHA and COSA can retrieve records by phone, fax, or email 24/7/365. All record types are retrieved by records center staff and sent to the specified SAHA and COSA location in accordance with their respective service level agreements. In addition, Iron Mountain facilities contain private viewing areas that SAHA and COSA will have access to for file auditing or reviews if necessary. Iron Mountain utilizes standard procedures, depicted in Figure 6, and trained personnel to accurately locate the records for retrieval with an auditable chain of custody. Figure 6. Iron Mountain Retrieval Workflow. Our retrieval workflow employs a triple-check process. First, each carton or group of files pulled for retrieval is tagged with a retrieval label, which is scanned against the original barcode to ensure order accuracy. We secure the contents of every carton with a security band, scan each carton again, and load it onto a designated vehicle. Finally, our driver scans the carton a third time at SAHA and COSA location and captures an electronic signature to verify chain of custody. We can combine delivery and pick up of records into one trip when appropriate. All requested retrievals will be delivered in accordance with the following SLAs: x x Standard Delivery: Orders placed by 3 pm will be delivered by 5 pm on the next scheduled delivery day (no half days) Rush: Orders placed by 3 pm will be delivered within 3 hours of receipt of the order on a business day. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.10     City Council 9 – 68 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services x Rush (After Hours/Weekend/Holiday): Orders placed after 3 pm on a weekend, holiday, or after business hours will be delivered within 4 hours of receipt of the order. Barcoding and Chain of Custody (Exhibit I, Record Storage, items b and c) Iron Mountain’s key tool to successfully provide inventory management begins with our proprietary inventory tracking system, SafeKeeperPLUS (SKP). SKP Inventory Control module manages the physical movement of every carton and file in our record centers by tracking records throughout their life cycle. As cartons are Iron Mountain scans barcodesreceived at Iron Mountain, they are barcode-scanned into our system and given a unique identifier that will stay with that carton for its complete life cycle. New cartons are scanned at the dock, and again at the unique storage location that corresponds to the carton barcode. Once a carton is scanned into SKP, all further transactions are consequently recorded, building an as each item is shelved, providing rigorous chain of custody controls. ongoing audit trail of activity. SKP provides redundant processing and barcode tracking to location results in system-driven inventory accuracy and can update the status within 24 hours of activity - or less. Barcodes are scanned as each item is shelved. Iron Mountain is one of the few records management companies to scan each carton into a location. This extra step confirms not only that cartons have been received at our loading dock, but also that they have been accurately stored in the storage system. Our record center operations leverage barcode technology to reduce data entry errors and to validate accuracy as part of our total quality processes as follows: x x Carton ID barcode — Each carton is identified with a unique SKP barcode number to allow Iron Mountain to track carton activity by scanning the ID barcode. Location ID barcode — All storage locations are barcoded with a unique number cross- referenced in SKP to a full address indicating capacity, carton size and client ownership. This extra step confirms that cartons have been received at our loading dock and accurately stored in the storage system which can guarantee that records are correctly located and available for efficient retrieval. x x Retrieval label barcode — All items (cartons or files) retrieved from Iron Mountain are barcoded with retrieval labels. These labels distinguish returning items (refiles) from new storage items (receiving and entry); they also specify item requestor and mail codes to assist with delivery directly to the requestor. When items are refiled, Iron Mountain personnel scan the retrieval labels along with the refile labels and location IDs to ensure accurate refiling. All retrievals are scanned prior to being retrieved to prevent incorrect cartons are retrieved and scanned again upon return to ensure they have been returned to the correct records center. "File out" card barcode — Two barcode labels are printed for file retrievals. One label is affixed to the file and the other to a "file out" card. File out cards are placed inside home cartons when files are retrieved. When a file is refiled, the correct file out card must be removed and scanned to confirm accurate refiling. File Indexing and Validation (Exhibit I, Record Storage, items d and e) As a part of the transfer of legacy records, SAHA and COSA will be able to migrate historical metadata for each transitioned box as well as metadata for the unique files contained within boxes. If SAHA and COSA’s existing records have barcodes on the box or file, Iron Mountain will utilize the box barcodes to perform a ‘marriage’ scan to the new SKP carton ID barcode. Upon receiving a data upload, this information can be stored in our inventory tracking system, allowing the agency to search for, and match, boxes or files using their historical information via the IMConnect web portal. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.11     City Council 9 – 69 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Having a real-time, updated inventory of boxes and file locations is essential for information assurance when SAHA and COSA is requesting file-level retrievals. If there is no existing barcode and associated upload when records are received at the Iron Mountain facility, Iron Mountain staff will capture information directly off the box and associate it with the new Iron Mountain identifier (i.e., barcode ID) used to track the box in the inventory tracking system. For any file indexing, Iron Mountain will capture the required file level metadata fields based on SAHA/COSA needs. The file data can be captured manually or via file barcode scan that Iron Mountain can provide. Iron Mountain can scan the files received from SAHA/COSA and perform a cross validation against SAHA/COSA prepared data to ensure the data is accurate representing the files in the box. The data capture activity will occur in parallel to the box transition tasks. SAHA and COSA would be responsible for providing a distinct registry (Note: format will be provided during the project planning phase) with the historical box metadata, or file listings for individual boxes, that were migrated as part of that shipment. Once all boxes from the shipment have been ingested by Iron Mountain, an automated process in the inventory tracking system will be run to add the box and/or file level information into the system. File indexing and file validation are provided in our price proposal. Reporting (Exhibit I, Record Storage, item f) IMConnect will allow SAHA and COSA to view and track their records online. The IMConnect Record Center will facilitate the location of cartons or files quickly and easily, inventory management, and a customized search engine. With on-demand reporting, SAHA and COSA can run reports as needed and view the status of their inventory. Iron Mountain developed an internal inventory tracking system, SKP, which manages the physical movement of our customers' records stored within an Iron Mountain facility. The Inventory Control module within SKP feeds directly into the customer facing platform, IMConnect. This is accomplished through built-in quality control checks utilizing barcode technology and redundant processing at each step in the workflow. With IMConnect, we offer an easy-to-use self-service for SAHA and COSA authorized users to search through offsite inventory, request retrievals, and arrange for documents to be quickly delivered to your locations. As requested in item f in the Scope of Services, samples of reports are provided under the Section Additional Requirement. Highlights of IMConnect’s features are outlined in Figure 7. IMConnect Feature IMConnect Benefit x Easily locate individual records, set of records, or entire cartonsQuery, search, locate x x Enterprise-wide view or program-level view of records View carton and file transaction history x Automates the retrieval process by allowing the customer to specify items requested for retrievalElectronic retrievals Report generation x x Easily request cartons or files to be retrieved On-demand reporting for quick access to information you need reduces wait time for manual reports Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.12     City Council 9 – 70 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services IMConnect Feature IMConnect Benefit x x Gain valuable insights by running reports on many categories including inventory, activity, and financial data Run reports for time periods based on customer needs such as quarterly, monthly, annually, etc. x x x Identify necessary records Provide litigation support Perform records analysis Access to Iron Mountain services x x Custom data entry fieldsInventory control processes Custom required fields to capture critical information Custom data validation for key fields Retention Management x x Add detailed retention schedules, policies, and procedures Manage and monitor program level retention programs Figure 7. IMConnect Features and Benefits. Document Imaging Services and Storage Iron Mountain’s Image on Demand will allow SAHA and COSA to have records in our storage scanned “on-demand” and made available digitally within hours of the request. Our customers find this image conversion option to be a cost-effective solution that provides efficient and effective access to their essential documents without the need to digitalize their entire document repository. Document Conversion Processes (Exhibit I, Document Imaging Services and Storage [Optional], items h, j, and a) Our digitization capabilities include paper-based materials such as books, journals, newspapers, manuscripts, loose-leaf notebooks, loose material in file folders, and other archival documents, maps, and catalog cards. Iron Mountain has the ability to create a tailored document conversion project to specifically meet SAHA and COSA’s paper size needs including 8 ½ x 11, 8 ½ x 14, 11 x 14, and 11 x 17. Iron Mountain has implemented Standard Operating Procedures (SOPs) for our Document Conversion process, which are designed to ensure the accurate digitization of our customers' documents. Our SOPs include the establishment of documentation for each unique application, acknowledgement of training for each operator involved in the application, tracking and logging of tasks and operators, and Quality Assurance (QA) inspections with corresponding corrective actions. Our Imaging Center staff is thoroughly trained on our procedures, and adherence to the SOPs is regularly verified through site inspections conducted by our Internal Audit Team. As depicted in Figure 8, our digitization process includes eight steps to produce the highest quality results. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.13     City Council 9 – 71 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Figure 8. Iron Mountain’s Standard Document Conversion Process. Document Conversion Methodology and Quality Control (Exhibit I, Document Imaging Services and Storage [Optional], items i, k, m, o, and l) We will use appropriate technology and equipment to produce the required 200 DPI image. We can capture the digital image as a TIFF, PDF, or JPG, as directed by SAHA/COSA and use either as a bi-tonal (2-bit) or grayscale (8-bit per color) capture. Image capture can be applied and maintained as black and white or color as per your specifications. Iron Mountain will perform statistical quality control utilizing the ANSI/ASQC (American National Standards Institute/American Society for Quality Control) standard Z1.4 at a 1.0 Acceptable Quality Level (AQL) to establish the sample size(s), acceptance, rejection, and re-sampling parameters. We maintain the following quality assurance measures to produce the required images: x x x We apply an image quality review to ensure all captured digital images represent the original document page. All document pages are captured on both sides, regardless if there is no content on both sides. All blank pages are removed except for litigation records in which the blank pages are retained. x x x Our Image Enhancement Application is performed on all digital images automatically. The digital image is analyzed/corrected for the highest image quality results. De-speckling and de-skewing actions are applied to ensure the most readable image results, along with proper right reading and alignment. Our Quality Control plan is designed to review and monitor the quality of our customer’s information throughout the entire imaging process. As the work passes through each phase of the imaging process, it is quality-checked randomly by the unit. Upon reaching the final phase of the imaging process, SAHA and COSA can be assured that Iron Mountain has taken many precautions to prevent unacceptable images/indexes. After we deliver the final database to SAHA and COSA, if any errors are found within one (1) month, they will be corrected at Iron Mountain’s expense. For Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.14     City Council 9 – 72 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services example, backsides containing information but not scanned will be rescanned and inserted into the multipage file in the correct sequence at no cost to SAHA and COSA other than the per image cost. Document Conversion Indexing (Exhibit I, Document Imaging Services and Storage [Optional], item b) We create the necessary metadata fields to support standard search functionality to access the documents or data captured. For the highest achievable indexing accuracy, Iron Mountain applies its special indexing process (double-blind keying). Double-blind keying of the prime index field (e.g., employee ID number) entails two Indexing Technicians keying the same metadata for the record and polling the results. Any discrepancy is mitigated by the Quality Control Inspector. Document Conversion Storage (Exhibit I, Document Imaging Services and Storage [Optional], items q, n, p, c, d, e, f, g ) Our experienced database engineers are equipped to handle unique customer database requirements. The database of digital images and associated indices are converted to the required file format and directory path specified by SAHA and COSA, and then validated to the specifications before the actual deliveries. The resulting database is then encrypted and burnt onto a secured external hard drive (or CD, DVD, or other output) as the final product deliverable. Once the project is complete, we deliver the encrypted database along with the associated indices to the customer. Iron Mountain offers SAHA and COSA the following best practices we recommend for storing external hard drives or disks: x Utilize a climate controlled environment to protect the media from extreme temperatures, humidity, or dust. x x Media should be in a secure facility to protect against unauthorized access. Storage should include fire protection measures such as smoke detectors and fire suppression systems. x Incorporate redundancy and backups with duplicate copies in a disparate location. Regarding the electronic files, our recommendation is to store them in a cloud repository such as Iron Mountain’s Insight solution. Please refer to our price proposal for details on InSight. InSight retains electronic files securely in the cloud with advanced encryption and robust data management features for easy access and compliance. Key elements aligned with the Scope of Service include: x When electronic records are successfully uploaded, Iron Mountain's Insight solution notifies the user through automated alerts and notifications via email or within the platform, ensuring SAHA and COSA receive real-time updates on data uploads. x Regarding an ASCII version, this can be accomplished in several different formats including CSV, XML, Flat File, or the ASCII version. The metadata will be included in the file referencing the captured image. x x We will build a merge and quality check of the two databases during our implementation deployment and after rigorous internal and external testing prior to production. Prior to the export of image and metadata, we conduct a Quality Assurance process based on ANSI standards. The data will not be released unless these standards are met. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.15     City Council 9 – 73 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services x x x All digitized material will be uploaded into Iron Mountain’s Insight solution. Insight employs electronic data replication and offsite storage. Data is securely duplicated from primary systems to remote servers, thereby creating redundancy (e.g., mirror site). All digitized material will be uploaded into Iron Mountain’s Insight solution. InSight maintains a business continuity plan that includes annual verification of disaster scenarios together with other Iron Mountain critical systems. Access to Iron Mountain’s Insight solution will be provided for the SAHA/COSA users. The storage space will be allocated based on the quantity of images uploaded. ii. Suggestions and Special Concerns As the City of Santa Ana is a current customer of Iron Mountain, we believe that we offer enhanced value by being your sole records management provider for current records and any future increases. By centralizing your document storage needs to one vendor, Iron Mountain offers the City one single point of contact to streamline your service needs and help expedite new requests, offering an efficient and flexible model for service. Beyond records management, Iron Mountain is capable of providing digitization and archival destruction services, thereby reducing your touchpoints to one single vendor. Helping the City get the best value and save time with procuring information management services, Iron Mountain stands ready to continue to support your requirements and expand with any additional service needs and records management increases. iii. Implementation Plan and Deliverables An implementation timeline is dependent on the customer’s speed and ability to prepare boxes for moving. Generally Iron Mountain can pick up 400 boxes (8 pallets) per load per day which is dependent on how quickly the customer can have the boxes ready. For any new material being moved to Iron Mountain, we will work with the City to develop an agreeable timeline. Once an agreement is reached to meet SAHA and COSA’s stated goals, understanding the necessary steps to execution becomes the priority. Partnering with your stakeholders, Iron Mountain will facilitate a pre-implementation session focused on assisting SAHA and COSA to: x x x x x Document overall program/engagement objectives. Identify your implementation stakeholders to align with the Iron Mountain team. Define any technology-related requirements, including system setups, authorizations, etc. Identify potential program/engagement risk concerns, and methods to mitigate each. Define and document key measurements for determining program/engagement implementation success. x Assistance in program announcement, communication, and training strategy, leveraging proven Iron Mountain templates and resources in alignment with your internal communications protocol. x Define the implementation timeline and expectations. Iron Mountain’s implementation professionals subsequently turn their attention from planning to execution, acting as both implementation lead and primary liaison between both organizations’ key stakeholders, ensuring the successful and timely fulfillment of your program/engagement. This includes: x Tracking/reporting of agreed-upon metrics and activity/volume levels. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.16     City Council 9 – 74 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services x x Status reviews are conducted through regularly scheduled calls throughout implementation. Ongoing communication with Iron Mountain markets and assigned local project leads. Conducting post-implementation reviews is a critical step in the overall implementation process, enabling a review of the execution and communication strategy. This review addresses any exceptions and reconciliation requirements ensures a seamless and successful transition to the ongoing relationship management team members and highlights opportunities to implement cost- effective program changes. Document Conversion Implementation Plan All digitization projects follow a comprehensive process designed to ensure quality results. Iron Mountain has established an extensive implementation process which includes requirements development with active customer involvement, testing to validate the process and results, and finally initiation of the production phase of the project. Iron Mountain’s implementation process is designed to produce images for our customers that meet all quality expectations. Before full production begins, the testing is extended to the customer for review. Upon approval, the solution is moved to full production. We will provide a detailed implementation plan upon the City exercising an option to execute a scanning project. Change Over/Transition Period As a current provider to the City, any boxes that currently reside at an Iron Mountain record center will remain in place and no transition would be necessary. However, any new records being transferred from the City’s former vendor will follow our standard transition process. Using our proven workflow and experience, Iron Mountain can perform one pickup per day at one location with each truckload containing 400 cartons. The timeline for the process is contingent on how quickly the former vendor releases the records. We will initiate our incoming transition of all SAHA and COSA material by scheduling execution of work flow between 7:00 am -5:00 pm Monday – Friday with the identified SAHA and COSA Operations Supervisor or Contracting Officer. The final schedule will be determined through coordination with the Operations Supervisor or Contracting Officer and based upon the actual identified box count to be transitioned to Iron Mountain’s custody. Iron Mountain will bring empty pallets, plastic wrap, and standard SKP RFID W-Labels to the SAHA and COSA site for each scheduled pick-up. Upon arrival at the SAHA and COSA facility, Iron Mountain will retrieve all identified cartons using our standard 8-block pallet stacking process with the front of the boxes containing the customer’s identifiable number facing out. Iron Mountain will prepare a truck load of pallets which contains ten (10) pallets and each pallet contains 40 cartons. Upon completion, Iron Mountain will affix our unique SKP RFID W-Label on each carton, ensuring no SAHA and COSA labels or other pertinent information is covered, and scan each carton into Iron Mountain’s internal tracking database, SKP which is Iron Mountain’s internal tool to successfully provide inventory management. SKP manages the physical movement of every carton and file in our record centers throughout their lifecycle. Iron Mountain scans every new piece of inventory into our database to ensure we have an accurate inventory of all of our customer’s materials. Iron Mountain will work with the SAHA and COSA Operations Supervisor or Contracting Officer to determine the most effective way to transition all SAHA and COSA’s historic electronic data to our tracking system. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.17     City Council 9 – 75 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services After each carton is scanned into Iron Mountain’s database, we will wrap each pallet individually and load them onto Iron Mountain’s secured truck. Once each pallet has been loaded onto our truck, we will capture the signature of an authorized SAHA and COSA employee to confirm the transfer of inventory from the SAHA and COSA facility into Iron Mountain’s custody. Upon arrival back at the Iron Mountain record center, Iron Mountain’s courier will unload the pallets and scan each carton to the record center inbound dock. If a carton barcode is not scanned to the inbound dock that was scanned at the SAHA and COSA site, a missing discrepancy will generate that will require immediate resolution. Conversely, if a carton barcode is scanned at the inbound dock that was not scanned onto the truck, an unexpected arrival discrepancy will also require immediate resolution. Within 24-hours of the arrival scan being performed, Iron Mountain will assign each carton a location in our record center. This process requires an initial scan of the SKP RFID W-Label and a scan of the customer identification number to allow each carton to be identified through either Iron Mountain’s internal SKP number or the unique SAHA and COSA number assigned to the carton. Each pallet received from the SAHA and COSA and inbounded at Iron Mountain’s facility will receive a batch report listing of all cartons on the pallet with their assigned SKP and customer number. Once the entire load of pallets has been scanned and assigned a location, Iron Mountain generates a missing location assignment report to identify any carton that received an arrival scan but did not receive a location assignment scan and conversely received a location assignment scan but had not received an arrival scan. If there are any discrepancies identified they are immediately resolved. Within 72 hours of arrival at Iron Mountain’s facility, all cartons will be put away in their assigned location and subsequently scanned which provides an added layer of chain of custody for each item in our record center. When all cartons have been put away in their assigned location, our Record Center Specialist will perform a scan of the pallets batch report to identify any carton that was scanned as part of the location assignment but was not scanned at the identified location. Any identified discrepancies are immediately resolved. The Iron Mountain Records Management team produces daily reports monitoring all cartons either that have not been assigned a location or have not been scanned at their proper location. All material will be accessible in SKP to the Iron Mountain staff and in our customer facing portal, IMConnect, for retrieval once the material has been given an arrival scan upon arrival to the Iron Mountain record center. f. References Iron Mountain has completed Attachment B References and included this form under the Certifications Section. Additional Requirement: Sample Reporting As required from Exhibit I, Scope of Services, Record Storage, item f, Iron Mountain has provided sample reports that can be run from IMConnect on the following page. Reports can be created at time intervals requested by the customer including quarterly, monthly and annually. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.18     City Council 9 – 76 12/5/2023 6DPSOHꢀ5HSRUWV RQꢀ,URQꢀ0RXQWDLQꢀ&RQQHFW70ꢀ5HSRUWꢀ&HQWHU REPORT NAME REPORT DESCRIPTION REPORT SAMPLE Account List Displays list of accounts, contact name, phone number, whether the department ID is validated, record code parameter, type of pickup validation, total files, total cartons, and total cubic footage. Activity by Location Displays activity type (retrieval, pickup, products, permanent withdrawals, onsite shredding, offsite shredding, XOD, IPD, and other orders) by address for a customer ID. Box Data Entry Exception Report Displays descriptive box metadata by order. Includes box number, order placed by, receipt date, division/department, customer box number, major/ minor descriptions, to/from dates, and long description. Cubic Foot Summary Snapshot Displays total cubic footage by customer ID. Includes box type, total boxes, new boxes, and total cubic feet. IOD Order Detail Report Displays Image On Demand™ order details, file description 1 and 2, date of request, imaged date, found status, customer ID, and division/department.    City Council 9 – 77 12/5/2023 Iron Mountain ConnectTM Report Center REPORT NAME REPORT DESCRIPTION REPORT SAMPLE Records Management Trend Displays total records management charges by division and department for a customer ID. Retrieval History Displays assets retrieved by customer ID. Includes asset number, request date, refile date, order contact, order number, order division/department, file sequence, and description by customer ID. Inventory Ownership Displays total carton quantity and cubic feet by customer ID, division, and department. Carton Inventory Displays list of cartons with descriptive fields by division/ department, record code, status, and box number for a customer ID. Visit Profile Summary Displays recurring pickups by locations. Typically used for shred orders but may also represent recurring records storage pickup orders. Carton Date Summary Displays total cartons for destruction review, event date, create date, to/from date, and year by customer ID. ꢀꢁ     City Council 9 – 78 12/5/2023 EXHIBIT B FEE PROPOSAL     City Council 9 – 79 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 2. Cost Proposal Iron Mountain has presented two cost proposals based on the instructions to include a cost proposal that allows permanent removal (withdrawal) fees and a cost proposal that does not allow permanent removal (withdrawal) fees. 2.1 Cost Proposal with Permanent Removal (Withdrawal) Fees Allowed Standard Storage and ServicesCLIN Description Year 1 $0.231 Year 2 $0.231 Year 3 $0.231 Year 4 $0.254 Year 5 $0.267 Per 0001 Carton Storage Cubic Foot 0002 Carton Storage, New Receiving and Entering - $0.231 $1.83 $2.19 $3.08 $2.19 $3.08 $0.231 $1.83 $2.19 $3.08 $2.19 $3.08 $0.231 $1.83 $2.19 $3.08 $2.19 $3.08 $0.254 $2.01 $2.41 $3.39 $2.41 $3.39 $0.267 $2.11 $2.53 $3.56 $2.53 $3.56 Cubic Foot Cubic Foot Cubic Foot File 0003 Carton 0004 Regular Retrieval - Carton Regular Retrieval - File from Carton0005 0006 Regular Refile - Carton Cubic Foot FileRegular Refile - File to Carton0007 0008 CF plus Regular Retrieval Charge and Handling Charge Archival Destruction - Carton $2.78 $2.78 $2.78 $3.06 $3.21 Visit plus Handling Charge Visit plus Handling Charge 0009 Standard Delivery 0010 Standard Pickup $21.54 $21.54 $21.54 $23.69 $24.87 $21.54 $3.00 $21.54 $3.00 $21.54 $3.00 $23.69 $3.30 $24.87 $3.470011 Handling Charge Trip Charge, Standard Cubic Foot Visit plus Handling Charge Visit plus 0012 0013 0014 0015 0016 0017 0018 0019 0020 $39.90 $39.90 $39.90 $43.89 $46.08Delivery, Zone 2 Trip Charge, Standard Delivery, Zone 3 Trip Charge, Standard Delivery, Zone 4 Trip Charge, Standard Delivery, Zone Metro Trip Charge, Standard Delivery, Zone Metro NY Trip Charge, Standard Pickup, Zone 2 Trip Charge, Standard Pickup, Zone 3 Trip Charge, Standard Pickup, Zone 4 $46.02 $52.14 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $46.02 $52.14 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $46.02 $52.14 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $50.62 $57.35 $31.55 $40.52 $43.89 $50.62 $57.35 $31.55 $53.15 $60.22 $33.13 $42.55 $46.08 $53.15 $60.22 $33.13 Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Trip Charge, Standard Pickup, Zone Metro Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.21     City Council 9 – 80 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Trip Charge, Standard Pickup, Zone Metro NY Visit plus Handling Charge0021$36.84 $36.84 $36.84 $40.52 $42.55 CLIN Premium Storage and Services Description Year 1 Year 2 Year 3 Year 4 Year 5 Per File plus Regular Retrieval Charge and Handling Archival Destruction - File from Carton0022 $2.61 $3.96 $2.61 $3.96 $2.61 $3.96 $2.87 $4.36 $3.01 $4.58 Charge Permanent Withdrawal - File from Carton Permanent Withdrawal - Carton File plus Regular Retrieval Charge CF plus Regular Retrieval Charge 0023 0024 $4.39 $8.53 $4.39 $8.53 $4.39 $8.53 $4.83 $9.38 $5.07 $9.850025 Rush Retrieval - Carton Rush Retrieval - File from Cubic Foot 0026 $11.37 $10.37 $65.57 $11.37 $10.37 $65.57 $11.37 $10.37 $65.57 $12.51 $11.41 $72.13 $13.14 $11.98 $75.74 FileCarton 0027 Regular Interfile - Carton Rush Delivery - Business Each Visit plus Handling Charge Visit plus 0028 Day Rush Pickup - Business Day0029 $65.57 $65.57 $65.57 $72.13 $75.74 Handling Charge Rush Delivery - 0030 Weekends/Holidays/After Hours Visit plus Handling Charge$331.50 $331.50 $331.50 $364.65 $382.88 Miscellaneous Services - Labor0031 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $84.17 $7.23 $3.06 $88.38 $7.59 $3.21 Hour Labor Plus New Carton Labor Plus New Lid 0032 Re-boxing Charge 0033 Re-lid Charge CLIN Other Program Fees Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Administrative Fee Account ID per Month Account ID per Month Transportation Visit 0034 0035 Waived Waived Waived Waived Waived(Summary Billing) Administrative Fee (Detailed Billing)Waived Waived Waived Waived Waived Waived Waived Waived Waived Waived0036 Fuel Surcharge CLIN Custom Storage and Services Description Year 1 $6.910 Year 2 $6.910 Year 3 $6.910 Year 4 $7.601 Year 5 $7.981 Per Outside Courier/Customer Representative Handling0037 Each Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.22     City Council 9 – 81 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Account ID per Month0038 Storage Minimum $207.930 $207.930 $17.560 $207.930 $17.560 $228.723 $19.316 $240.159 $20.282Minimum Service Order Charge0039 $17.560 Order 0040 Individual List/Indexing 0041 RFID Z Label $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.982 $0.739 $0.739 $5.269 $7.172 $4.840 $82.500 $1.031 $0.776 $0.776 $5.532 $7.531 $5.082 $86.625 File Each Each Each Each Each Hour 0042 RFID T Label 0043 Standard Letter/Legal 0044 Auto-Fold Letter/Legal 0045 #251 Std Attached Lid 0046 Miscellaneous RM Labor CLIN Image on Demand Description Image on Demand File 0047 Scan (includes first 15 pages) Year 1 Year 2 Year 3 Year 4 Year 5 Per File + Regular Retrieval and Refile $6.14 $6.14 $6.14 $6.75 $7.09 Digital Images Scanned (in excess of cap) Image Transmission - Next Day Image Transmission - Half Day 0048 0049 0050 $0.22 $0.00 $0.22 $0.00 $0.22 $0.00 $0.24 $0.00 $0.25 $0.00 Image Order Order$33.37 $33.37 $33.37 $36.71 $38.55 Image Transmission - After Hours, Holiday, Weekend0051 0052 $168.41 $26.29 $168.41 $26.29 $168.41 $26.29 $185.25 $28.92 $194.51 $30.37 Order OrderOrder Minimum (Image on Demand) CLIN Document Conversion Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Standard Scanning - Minimum Fee Standard Scanning - Tier 1 (Up to 10,000 images) 0053 0054 $400.000 $400.000 $400.000 $400.000 $400.000 Project $0.097 $0.078 $0.097 $0.078 $0.097 $0.078 $0.107 $0.086 $0.112 $0.090 Image ImageStandard Scanning - Tier 2 (10,001 - 49,999 images)0055 0056 Standard Scanning - Tier 3 (50,000 - 1,999,999 images)$0.065 $0.059 $0.065 $0.059 $0.065 $0.059 $0.072 $0.065 $0.075 $0.068 Image Image Standard Scanning - Tier 4 0057 (2,000,000 - 4,999,999 images) Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.23     City Council 9 – 82 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Flatbed Scanning - Minimum Fee0058 $2,500.000 $2,500.000 $2,500.000 $2,500.000 $2,500.000 Project 0059 Flatbed Scanning 0060 Color Setup $0.539 $0.539 $0.539 $0.593 $0.623 Image $384.760 $384.760 $384.760 $423.236 $465.560 Project Document Preparation - Light Document Preparation - Standard Document Preparation - Heavy Document Reassembly - Simple Document Reassembly - Partial Document Reassembly - Full Scan Resolution - Standard (300 DPI) Quality Assurance - 100% vs. Image Quality Assurance - With Clean-up Image Output - Searchable PDF 0061 0062 0063 0064 0065 0066 0067 0068 0069 0070 $0.022 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.022 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.022 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.024 $0.044 $0.088 $0.004 $0.019 $0.045 $0.007 $0.042 $0.012 $0.006 $0.025 $0.046 $0.092 $0.004 $0.020 $0.047 $0.007 $0.044 $0.013 $0.006 Image Image Image Image Image Image Image Image Image Image 0071 Indexing - Standard 0072 Indexing - Flatbed $0.008 $0.011 $0.008 $0.011 $0.008 $0.011 $0.009 $0.012 $0.009 $0.013 Keystroke Keystroke Document Classification - Standard 2-5 Doc Types0073 0074 $0.004 $0.007 $0.004 $0.007 $0.004 $0.007 $0.004 $0.008 $0.004 $0.008 Image ImageDocument Classification - Standard 6-10 Doc Types Document Classification - Standard 11-25 Doc Types0075 0076 0077 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.014 $0.015 $0.041 $0.015 $0.016 $0.043 Image Image Image Document Classification - Flatbed 2-5 Doc Types Document Classification - Flatbed 6-10 Doc Types Document Classification - Flatbed 11-25 Doc Types0078 $0.067 $0.067 $0.067 $0.074 $0.078 Image Wide Format B Scanning - Minimum Fee Wide Format B Scanning (Up to 12 x 18) Document Preparation - Light - Wide Format Document Preparation - Standard - Wide Format 0079 0080 0081 0082 $4,300.000 $4,300.000 $4,300.000 $4,730.000 $4,966.500 Project Image Image Image $0.979 $0.100 $0.509 $0.979 $0.100 $0.509 $0.979 $0.100 $0.509 $1.077 $0.110 $0.560 $1.131 $0.116 $0.588 Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.24     City Council 9 – 83 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Document Preparation - Heavy - Wide Format Document Reassembly - Simple - Wide Format Document Reassembly - Partial - Wide Format Document Reassembly - Full - Wide Format 0083 0084 0085 0086 0087 $1.263 $0.049 $0.105 $0.267 $0.690 $1.263 $0.049 $0.105 $0.267 $0.690 $1.263 $0.049 $0.105 $0.267 $0.690 $1.389 $0.054 $0.116 $0.294 $0.759 $1.458 $0.057 $0.122 $0.309 $0.797 Image Image Image Image ImageScan Resolution - Wide Format B (300 DPI) Quality Assurance - 100% vs. Image - Wide Format0088 $0.029 $0.006 $0.029 $0.006 $0.029 $0.006 $0.032 $0.007 $0.034 $0.007 Image ImageQuality Assurance - With Clean-up - Wide Format0089 0090 Image Output - Searchable PDF - Wide Format $0.005 $0.010 $0.005 $0.010 $0.005 $0.010 $0.006 $0.011 $0.006 $0.012 Image 0091 Indexing - Wide Format Keystroke CLIN Document Conversion Labor Categories Description Imaging Data Entry Specialist Year 1 $41.88 Year 2 Year 3 Year 4 Year 5 Per 0092 $41.88 $99.35 $56.98 $41.88 $99.35 $56.98 $46.07 $109.29 $62.68 $48.37 $114.75 $65.81 Hour 0093 Imaging Operations Imaging Production $99.35 $56.98 Hour Hour0094 0095 0096 0097 0098 Coordinator Imaging Production Specialist I Imaging Production Specialist II Imaging Production Supervisor $39.51 $41.71 $64.80 $102.81 $39.51 $41.71 $64.80 $102.81 $39.51 $41.71 $64.80 $102.81 $43.46 $45.88 $71.28 $113.09 $45.63 $48.17 $74.84 $118.74 Hour Hour Hour HourImplementation Manager - DMS 0099 Software Engineer $124.23 $148.53 $124.23 $148.53 $124.23 $148.53 $136.65 $163.38 $143.48 $171.55 Hour Hour0100 Principal Software Engineer CLIN InSight Content Services Platform Base Package Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Annual User Subscription - Base Package (25 Users)0101 0102 $9,000.00 $9,000.00 $9,000.00 $9,900.00 $10,395.00 $33.00 $34.65 25 Users Overage Fees Per User Per Month $30.00 $30.00 $30.00 Month Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.25     City Council 9 – 84 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Annual Content Under Management Subscription - Base Package (500 GBs Storage) 0103 $0.00 $0.00 $0.00 $0.00 $0.00 GBs Overage Fees Per 500 GBs Per Month Professional Services (Estimated T&M) 0104 0105 $500.00 $260.00 $500.00 $260.00 $500.00 $260.00 $550.00 $286.00 $577.50 $300.30 Month Hour 0106 One-Time Setup $15,600.00 $15,600.00 $15,600.00 $17,160.00 $18,018.00 Setup 2.2 Cost Proposal with No Permanent Removal (Withdrawal) Fees Allowed Standard Storage and ServicesCLIN Description Year 1 $0.291 Year 2 $0.291 Year 3 $0.291 Year 4 $0.320 Year 5 $0.335 Per 0001 Carton Storage Cubic Foot Cubic Foot0002 Carton Storage, New Receiving and Entering - $0.291 $1.83 $2.19 $3.08 $2.19 $3.08 $0.291 $1.83 $2.19 $3.08 $2.19 $3.08 $0.291 $1.83 $2.19 $3.08 $2.19 $3.08 $0.320 $2.01 $2.41 $3.39 $2.41 $3.39 $0.335 $2.11 $2.53 $3.56 $2.53 $3.56 0003 Cubic Foot Cubic Foot File Carton 0004 Regular Retrieval - Carton Regular Retrieval - File from0005Carton 0006 Regular Refile - Carton Regular Refile - File to Cubic Foot File0007Carton CF plus Regular Retrieval Charge and Handling Charge Archival Destruction - Carton0008 $2.78 $2.78 $2.78 $3.06 $3.21 Visit plus Handling Charge Visit plus Handling Charge 0009 Standard Delivery 0010 Standard Pickup $21.54 $21.54 $21.54 $23.69 $24.87 $21.54 $3.00 $21.54 $3.00 $21.54 $3.00 $23.69 $3.30 $24.87 $3.470011 Handling Charge Trip Charge, Standard Cubic Foot Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge 0012 0013 0014 $39.90 $39.90 $39.90 $43.89 $46.08Delivery, Zone 2 Trip Charge, Standard Delivery, Zone 3 $46.02 $52.14 $46.02 $52.14 $46.02 $52.14 $50.62 $57.35 $53.15 $60.22Trip Charge, Standard Delivery, Zone 4 Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.26     City Council 9 – 85 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Trip Charge, Standard Delivery, Zone Metro0015 0016 0017 0018 0019 0020 0021 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $36.84 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $36.84 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $36.84 $31.55 $40.52 $43.89 $50.62 $57.35 $31.55 $40.52 $33.13 $42.55 $46.08 $53.15 $60.22 $33.13 $42.55 Trip Charge, Standard Delivery, Zone Metro NY Trip Charge, Standard Pickup, Zone 2 Trip Charge, Standard Pickup, Zone 3 Trip Charge, Standard Pickup, Zone 4 Trip Charge, Standard Pickup, Zone Metro Trip Charge, Standard Pickup, Zone Metro NY CLIN Premium Storage and Services Description Year 1 Year 2 Year 3 Year 4 Year 5 Per File plus Regular Archival Destruction - File from Carton Retrieval Charge and Handling Charge 0022 $2.61 $2.61 $2.61 $2.87 $3.01 0023 Rush Retrieval - Carton Rush Retrieval - File from $8.53 $11.37 $10.37 $8.53 $11.37 $10.37 $8.53 $11.37 $10.37 $9.38 $12.51 $11.41 $9.85 $13.14 $11.98 Cubic Foot 0024 FileCarton 0025 Regular Interfile - Carton Each Visit plus Handling Charge Visit plus Handling Charge Rush Delivery - Business Day0026 0027 $65.57 $65.57 $65.57 $65.57 $65.57 $65.57 $72.13 $72.13 $75.74 $75.74Rush Pickup - Business Day Rush Delivery - 0028 Weekends/Holidays/After Hours Visit plus Handling Charge $331.50 $331.50 $331.50 $364.65 $382.88 Miscellaneous Services - Labor0029 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $84.17 $7.23 $3.06 $88.38 $7.59 $3.21 Hour Labor Plus New Carton Labor Plus New Lid 0030 Re-boxing Charge 0031 Re-lid Charge Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.27     City Council 9 – 86 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services CLIN Other Program Fees Description Administrative Fee (Summary Billing) Administrative Fee (Detailed Billing) Year 1 Waived Year 2 Waived Year 3 Waived Year 4 Waived Year 5 Waived Per Account ID per Month Account ID per Month Transportation Visit 0032 0033 Waived Waived Waived Waived Waived Waived Waived Waived Waived Waived0034 Fuel Surcharge CLIN Custom Storage and Services Description Year 1 $6.910 Year 2 $6.910 Year 3 $6.910 Year 4 $7.601 Year 5 $7.981 Per Outside Courier/Customer Representative Handling0035 Each Account ID per Month0036 Storage Minimum Minimum Service Order $207.930 $17.560 $207.930 $17.560 $207.930 $17.560 $228.723 $19.316 $240.159 $20.2820037 OrderCharge 0038 Individual List/Indexing 0039 RFID Z Label $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.982 $0.739 $0.739 $5.269 $7.172 $4.840 $82.500 $1.031 $0.776 $0.776 $5.532 $7.531 $5.082 $86.625 File Each Each Each Each Each Hour 0040 RFID T Label 0041 Standard Letter/Legal 0042 Auto-Fold Letter/Legal 0043 #251 Std Attached Lid 0044 Miscellaneous RM Labor CLIN Image on Demand Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Image on Demand File 0045 Scan (includes first 15 pages) File + Regular Retrieval and Refile $6.14 $6.14 $6.14 $6.75 $7.09 Digital Images Scanned (in0046 0047 $0.22 $0.00 $0.22 $0.00 $0.22 $0.00 $0.24 $0.00 $0.25 $0.00 Image Order excess of cap) Image Transmission - Next Day Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.28     City Council 9 – 87 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Image Transmission - Half Day0048 0049 0050 $33.37 $168.41 $26.29 $33.37 $168.41 $26.29 $33.37 $168.41 $26.29 $36.71 $185.25 $28.92 $38.55 $194.51 $30.37 Order Order Order Image Transmission - After Hours, Holiday, Weekend Order Minimum (Image on Demand) CLIN Document Conversion Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Standard Scanning - Minimum Fee Standard Scanning - Tier 1 (Up to 10,000 images) 0051 0052 $400.000 $400.000 $400.000 $400.000 $400.000 Project Image$0.097 $0.078 $0.097 $0.078 $0.097 $0.078 $0.107 $0.086 $0.112 $0.090Standard Scanning - Tier 2 (10,001 - 49,999 images)0053 0054 Image Image Image Standard Scanning - Tier 3 (50,000 - 1,999,999 images)$0.065 $0.059 $0.065 $0.059 $0.065 $0.059 $0.072 $0.065 $0.075 $0.068 Standard Scanning - Tier 4 0055 (2,000,000 - 4,999,999 images) Flatbed Scanning - Minimum Fee0056 $2,500.000 $2,500.000 $2,500.000 $2,500.000 $2,500.000 Project Image Project Image 0057 Flatbed Scanning 0058 Color Setup $0.539 $384.760 $0.022 $0.539 $384.760 $0.022 $0.539 $384.760 $0.022 $0.593 $423.236 $0.024 $0.623 $465.560 $0.025Document Preparation - Light Document Preparation - Standard Document Preparation - Heavy Document Reassembly - Simple Document Reassembly - Partial Document Reassembly - Full Scan Resolution - Standard (300 DPI) Quality Assurance - 100% vs. Image Quality Assurance - With Clean-up Image Output - Searchable PDF 0059 0060 0061 0062 0063 0064 0065 0066 0067 0068 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.044 $0.088 $0.004 $0.019 $0.045 $0.007 $0.042 $0.012 $0.006 $0.046 $0.092 $0.004 $0.020 $0.047 $0.007 $0.044 $0.013 $0.006 Image Image Image Image Image Image Image Image Image Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.29     City Council 9 – 88 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 0069 Indexing - Standard 0070 Indexing - Flatbed $0.008 $0.011 $0.008 $0.011 $0.008 $0.011 $0.009 $0.012 $0.009 $0.013 Keystroke Keystroke Document Classification - Standard 2-5 Doc Types0071 0072 $0.004 $0.007 $0.004 $0.007 $0.004 $0.007 $0.004 $0.008 $0.004 $0.008 Image ImageDocument Classification - Standard 6-10 Doc Types Document Classification - Standard 11-25 Doc Types0073 0074 0075 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.014 $0.015 $0.041 $0.015 $0.016 $0.043 Image Image Image Document Classification - Flatbed 2-5 Doc Types Document Classification - Flatbed 6-10 Doc Types Document Classification - Flatbed 11-25 Doc Types0076 $0.067 $0.067 $0.067 $0.074 $0.078 Image Wide Format B Scanning - Minimum Fee Wide Format B Scanning (Up to 12 x 18) Document Preparation - Light - Wide Format Document Preparation - Standard - Wide Format Document Preparation - Heavy - Wide Format Document Reassembly - Simple - Wide Format Document Reassembly - Partial - Wide Format Document Reassembly - Full - Wide Format 0077 0078 0079 0080 0081 0082 0083 0084 0085 $4,300.000 $4,300.000 $4,300.000 $4,730.000 $4,966.500 Project Image Image Image Image Image Image Image Image $0.979 $0.100 $0.509 $1.263 $0.049 $0.105 $0.267 $0.690 $0.979 $0.100 $0.509 $1.263 $0.049 $0.105 $0.267 $0.690 $0.979 $0.100 $0.509 $1.263 $0.049 $0.105 $0.267 $0.690 $1.077 $0.110 $0.560 $1.389 $0.054 $0.116 $0.294 $0.759 $1.131 $0.116 $0.588 $1.458 $0.057 $0.122 $0.309 $0.797Scan Resolution - Wide Format B (300 DPI) Quality Assurance - 100% vs. Image - Wide Format0086 $0.029 $0.006 $0.029 $0.006 $0.029 $0.006 $0.032 $0.007 $0.034 $0.007 Image ImageQuality Assurance - With Clean-up - Wide Format0087 0088 Image Output - Searchable PDF - Wide Format $0.005 $0.010 $0.005 $0.010 $0.005 $0.010 $0.006 $0.011 $0.006 $0.012 Image 0089 Indexing - Wide Format Keystroke Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.30     City Council 9 – 89 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services CLIN Document Conversion Labor Categories Description Imaging Data Entry Specialist Year 1 $41.88 Year 2 $41.88 Year 3 $41.88 Year 4 $46.07 Year 5 $48.37 Per 0090 Hour Hour Hour Hour 0091 Imaging Operations Imaging Production $99.35 $56.98 $39.51 $99.35 $56.98 $39.51 $99.35 $56.98 $39.51 $109.29 $62.68 $43.46 $114.75 $65.81 $45.63 0092 0093 0094 0095 0096 Coordinator Imaging Production Specialist I Imaging Production Specialist II Imaging Production Supervisor $41.71 $64.80 $41.71 $64.80 $41.71 $64.80 $45.88 $71.28 $48.17 $74.84 Hour Hour Implementation Manager - DMS $102.81 $124.23 $148.53 $102.81 $124.23 $148.53 $102.81 $124.23 $148.53 $113.09 $136.65 $163.38 $118.74 $143.48 $171.55 Hour Hour Hour 0097 Software Engineer 0098 Principal Software Engineer CLIN InSight Content Services Platform Base Package Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Annual User Subscription - Base Package (25 Users)0099 0100 $9,000.00 $9,000.00 $9,000.00 $9,900.00 $10,395.00 25 Users MonthOverage Fees Per User Per Month Annual Content Under Management Subscription - Base Package (500 GBs Storage) $30.00 $0.00 $30.00 $0.00 $30.00 $0.00 $33.00 $0.00 $34.65 $0.000101 GBs Overage Fees Per 500 GBs Per Month Professional Services (Estimated T&M) 0102 0103 $500.00 $260.00 $500.00 $260.00 $500.00 $260.00 $550.00 $286.00 $577.50 $300.30 Month Hour 0104 One-Time Setup $15,600.00 $15,600.00 $15,600.00 $17,160.00 $18,018.00 Setup Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.31     City Council 9 – 90 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 2.3 Transition/Change Over from Incumbent Price The transition/change over price applies in the event the boxes are currently stored with another vendor and are transitioned to Iron Mountain. Extended PriceCLINDescriptionUnit Price Qty Trip Charge, Standard Pickup, Zone 0020 Metro $28.68 $3.00 4.00 $114.72 0011 Handling Charge 0003 Receiving and Entering - Carton 0041 RFID Z Label 2,194.80 2,194.80 1,829.00 $6,584.40 $4,016.48 $1,229.09 $11,944.69 $1.83 $0.672 2.4 Pricing Assumptions Our pricing is based on the following assumptions: No.Records Storage / Services Assumptions Iron Mountain assumes 1,829 standard banker boxes at 1.2 CF, totaling to 2,194.80 CF of material.1 Assuming the materials will be transferred from an incumbent vendor into an Iron Mountain facility, Iron Mountain will rely on the incumbent vendor's compliance to the 90 Day transition period outlined in the solicitation. 2 No.Document Conversion Assumptions Pricing for Standard Scanning Tiers 1-4 (CLINs 0054-0057) is the price per image for standard scanning of up to 8.5 x 14 standard paper for varying image volume tiers. Features black & white scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB or hard drive. 100% autofeed scanning. 2 3 Pricing for Flatbed Scanning (CLIN 0059) is the price per image for standard scanning of up to 8.5 x 14 flatbed paper. Features black & white scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB or hard drive. 100% manual single page flatbed scanning. Upon request, Iron Mountain can provided pricing for Bound Book scanning if required by the City. Pricing for Wide Format B Scanning (CLIN 0080) is the price per image for wide format scanning of 12 x 18 paper for a volume of 1,999,999 images or less. Features black & white scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB or hard drive. Upon request, Iron Mountain can provided pricing for other Wide Format sizes if required by the City (E.g., C - 18x24, D - 24x36, E - 36x48). 4 Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.32     City Council 9 – 91 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services The default QA level included within the price per image for Standard, Flatbed, and Wide Format B Scanning is statistical quality control utilizing the ANSI/ASQC (American National Standards Institute/American Society for Quality Control) standard Z1.4 at a 1.0 Acceptable Quality Level (AQL) to establish the sample size(s), acceptance, rejection and re-sampling parameters for image, index, and file-level QC. 5 6 Smaller papers like sticky notes, small photographs, adding-machine tapes, etc. would be taped down to follow-on carrier pages for scanning. This can be done as 1 item per page or multiple items per page at customer's direction. 7 No digital conversion of electronic (non-paper) media is expected to be in scope. No.InSight Content Services Platform Assumptions Customers will be charged for capacity overages on a monthly basis, i.e. if a customer goes over their limit in month 10 of year 1, they will only be charged 3 months overages. Overages are charged on in blocks of 500GBs, meaning that the customer will incur overage charges for every additional set of 500GBs (i.e. a customer will be billed overages for one set of 500GBs if they are 25GBs over their limit, and they will be billed overages for two sets of 500GBs if they are 550GBs over their limit). 8 9 InSight Software subscription is billed annually at the start of each contract. Overage charges are billed monthly in arrears. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.33     City Council 9 – 92 12/5/2023 Human Resources www.santa-ana.org/human-resources Item # 10 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana AGENDA TITLE Approve a First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana RECOMMENDED ACTION Authorize the Interim City Manager to execute a First Amendment to the Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) for the period of July 1, 2022 through June 30, 2025, modifying and delineating specific articles of the MOU subject to non-substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: No DISCUSSION The City Council approved a Memorandum of Understanding (MOU) between the City of Santa Ana and the Confidential Association of Santa Ana (CASA) on July 18, 2023. Section 9.8(A) of the MOU contains a reopener to discuss the potential payment for employees who are required to work during the holiday closure. The parties have met and conferred and tentatively agreed to the terms in the First Amendment to the MOU. Employees who are required to work during the holiday closure shall receive one floating holiday for each full day of work, up to a maximum of three floating holidays. Any unused floating holiday(s) earned during the holiday closure will carry over for use by the end of the following calendar year. FISCAL IMPACT The estimated maximum cost of the MOU amendment for FY 2023-2024 is $8,212. Appropriations for FY 2023-24 are included in the Adopted Fiscal Year 2023-24 Operating Budget.     City Council 10 – 1 12/5/2023 First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana December 5, 2023 Page 2 3 9 0 3 EXHIBIT(S) 1. First Amendment to the Memorandum of Understanding between the City of Santa Ana and the Confidential Association of Santa Ana Submitted By: Ramon Figueroa, Acting Executive Director of Human Resources Approved By: Tom Hatch, Interim City Manager     City Council 10 – 2 12/5/2023 1 FIRST AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING BETWEEN CITY OF SANTA ANA AND CONFIDENTIAL ASSOCIATION OF SANTA ANA FOR THE TERM JULY 1, 2022 THROUGH JUNE 30, 2025 This First Amendment to the Memorandum of Understanding (“MOU”) is entered into on December 5, 2023, by and between the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and the laws of the State of California (“City”) and the Confidential Association of Santa Ana (“CASA”) a recognized employee bargaining unit (collectively “Parties”). RECITALS WHEREAS, the Parties have entered into an MOU with a term of July 1, 2022 through June 30, 2025; and WHEREAS, Section 9.8(A) of the MOU provides a reopener to discuss the potential payment for employees who are required to work during the holiday closure; and WHEREAS, the Parties have met and conferred regarding the reopener and reached an agreement; and WHEREAS, the Parties wish to modify Article 9.0 of the MOU as set forth below. THE PARTIES THEREFORE AGREE as follows (additions are underlined and deletions are stricken): 1. Article 9.0; Section 9.7, amend the language as follows: Holiday benefits may not be carried over from one (1) calendar year to the next., except for floating holidays earned in Section 9.8(C)(5). 2. Article 9.0; Section 9.8(C), amend the language as follows: C. Additional Days Off During a Closure 1. Employees will need to choose from the options in the subsection to cover any additional regularly scheduled work days which are not City observed holidays. 2. Employees may use any of the following accrued leaves they have available to cover any additional day(s) off which may be required by the closure:     City Council 10 – 3 12/5/2023 2 3.Employees are not permitted to use sick leave for a holiday closure day unless they produce a physician’s certification for each day reported as sick leave. This additional certification is not required for employees with approved advance sick leave usage due to FMLA/CFRA/PDL (or any other protected leave). 4.Employees shall have the option of not using paid leave for any, or all, holiday closure day(s) and taking the day(s) off as an absence without pay. 5.Employees who are required to work during the holiday closure shall receive one (1) floating holiday for each full day of work, up to a maximum of three (3) floating holidays. Any unused floating holiday(s) earned in this provision shall carry over for use by the end of the following calendar year. IN WITNESS WHEREOF, the parties have executed this First Amendment to the MOU, on the date and year written above. CITY OF SANTA ANA _____________________ _________________ Thomas R. Hatch Date Interim City Manager ATTEST: _____________________________ __________________ Jennifer L. Hall Date City Clerk APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By:__________________________ __________________ Laura A. Rossini Date Chief Assistant City Attorney November 20, 2023     City Council 10 – 4 12/5/2023 3 RECOMMENDED FOR APPROVAL: _____________________________ ___________________ Ramon Figueroa Date Acting Executive Director of Human Resources CONFIDENTIAL ASSOCIATION OF SANTA ANA ______________________________ ___________________ Danielle Chau Date Chief Negotiator Orange County Employees Association ______________________________ ___________________ Lorrie Ortiz Date CASA President     City Council 10 – 5 12/5/2023 Planning and Building Agency www.santa-ana.org/planning-and-building Item # 11 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: HCD Prohousing Designation Program Application AGENDA TITLE A Resolution Authorizing Application to the California State Department of Housing and Community Development for the Prohousing Designation Program RECOMMENDED ACTION Adopt a Resolution authorizing the application to the California State Department of Housing and Community Development Prohousing Designation Program. RESOLUTION NO. 2023-XXXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM GOVERNMENT CODE §84308 APPLIES No DISCUSSION In 2019, Assembly Bill (AB) 101 established the Prohousing Designation Program administered by the California Department of Housing and Community Development (HCD). The program provides incentives to cities and other jurisdictions in the form of additional points or other preference in the scoring of competitive funding applications for housing, community development, and infrastructure grant programs. Jurisdictions that receive a Prohousing Designation will have a competitive advantage in grant funding for the acceleration of housing production. The program is designed to further assist jurisdictions that are compliant with their General Plan Housing Elements and have enacted or are in the process of enacting policies that promote housing. Cities with a designation are eligible to apply for a new Prohousing Incentive Program first released in a Notice of Funding Availability in December 2022. This first round of funding awarded jurisdictions over $33 million in grants from the Building Homes and Jobs Trust Fund to accelerate affordable housing production and preservation. This program is expected to have additional rounds of funding available as the participation in the Prohousing Designation Program increases. The Prohousing Designation and the Prohousing Incentive Program provide additional opportunities for funding of projects that include development, acquisition, rehabilitation, and preservation of affordable housing.     City Council 11 – 1 12/5/2023 HCD Prohousing Designation Program Application December 5, 2023 Page 2 3 8 4 8 Eligibility to receive the Prohousing Designation requires the applicant to have an adopted Housing Element, be current on submission of the Annual Progress Report, and be in compliance with applicable State housing law. Applicants must also submit a Resolution, with language and format as required by HCD, authorizing application and participation in the program. Jurisdictions that meet these requirements qualify for the validation phase of the application, which is based on the following four scoring categories:  Favorable Zoning and Land Use  Acceleration of Housing Production Timeframes  Reduction of Construction and Development Costs  Providing Financial Subsidies A minimum score of 30 points is required to receive a Prohousing Designation, and applicants must demonstrate that they have enacted or proposed at least one policy in each of the four categories. An initial review by Planning staff indicates that the City will receive a score in excess of 30 points due to the programs and reforms already adopted by the City Council in the form of the Housing Element (2022) and General Plan Update (2022). If this item is approved, Planning staff will submit the application and Resolution to HCD for review. HCD will then either approve or provide feedback on the application within 60 days. If awarded, the Prohousing Designation remains valid for three years. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBITS 1. Resolution – Authorizing Application to Program 2. Draft Prohousing Designation Program Application Submitted By: Minh Thai, Executive Director of Planning and Building Agency Approved By: Tom Hatch, Interim City Manager     City Council 11 – 2 12/5/2023 Resolution No. 2023-XXX Page 1 of 3 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM WHEREAS, Government Code section 65589.9 established the Prohousing Designation Program (“PDP” or “Program”), which creates incentives for jurisdictions that are compliant with state housing element requirements and that have enacted Prohousing local policies; and WHEREAS, such jurisdictions will be designated Prohousing, and, as such, will receive additional points or other preference during the scoring of their competitive applications for specified housing and infrastructure funding; and WHEREAS, the Department of Housing and Community Development (“Department”) has adopted emergency regulations (Cal. Code Regs., tit. 25, § 6600 et seq.) to implement the Program (“Program Regulations”), as authorized by Government Code section 65589.9, subdivision (d); and WHEREAS, the City of Santa Ana (“Applicant”) desires to submit an application for a Prohousing Designation (“Application”). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: 1. Applicant is hereby authorized and directed to submit an Application to the Department. 2. Applicant acknowledges and confirms that it is currently in compliance with applicable state housing law. 3. Applicant acknowledges and confirms that it will continue to comply with applicable housing laws and to refrain from enacting laws, developing policies, or taking other local governmental actions that may or do inhibit or constrain housing production. Examples of such local laws, policies, and action include moratoriums on development; local voter approval requirements related to housing production; downzoning; and unduly restrictive or onerous zoning regulations, development standards, or permit procedures. Applicant further acknowledges and confirms that it commits itself to affirmatively furthering fair housing pursuant to Government Code section 8899.50.     City Council 11 – 3 12/5/2023 Resolution No. 2023-XXX Page 2 of 3 4. If the Application is approved, Applicant is hereby authorized and directed to enter into, execute, and deliver all documents required or deemed necessary or appropriate to participate in the Program, and all amendments thereto (the “Program Documents”). 5. Applicant acknowledges and agrees that it shall be subject to the Application; the terms and conditions specified in the Program Documents; the Program Regulations; and any and all other applicable law. 6. The Executive Director of Planning and Building is authorized to execute and deliver the Application and the Program Documents on behalf of the Applicant for participation in the Program. ADOPTED this 5th day of December, 2023. _______________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By:________________________ Jose Montoya Assistant City Attorney AYES: Councilmembers _______________________________________ NOES: Councilmembers _______________________________________ ABSTAIN: Councilmembers _______________________________________ NOT PRESENT: Councilmembers _______________________________________     City Council 11 – 4 12/5/2023 Resolution No. 2023-XXX Page 3 of 3 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2023-XXX to be the original resolution adopted by the City Council of the City of Santa Ana on _______________, 2023. Date: ________________ ____________________________________ City Clerk City of Santa Ana     City Council 11 – 5 12/5/2023 Prohousing Designation Program Application State of California Governor Gavin Newsom Lourdes Castro Ramírez, Secretary Business, Consumer Services and Housing Agency Gustavo Velasquez, Director Department of Housing and Community Development Megan Kirkeby, Deputy Director Division of Housing Policy Development 2020 West El Camino, Suite 500 Sacramento, CA 95833 Website: https://www.hcd.ca.gov/community-development/prohousing Email: ProhousingPolicies@hcd.ca.gov July 2021     City Council 11 – 6 12/5/2023 Prohousing Designation Program Application Package Instructions The applicant is applying for a Prohousing Designation under the Prohousing Designation Program (“Prohousing” or “Program”), which is administered by the Department of Housing and Community Development (“Department”) pursuant to Government Code section 65589.9. The Program creates incentives for Jurisdictions that are compliant with Housing Element requirements and that have enacted Prohousing Policies. These incentives will take the form of additional points or other preference in the scoring of applicati ons for competitive housing and infrastructure programs. The administrators of each such program will determine the value and form of the preference. In order to be considered for a Prohousing Designation, the applicant must accurately complete all sections of this application, including any relevant appendices. The Department reserves the right to request additional clarifying information from the applicant. This application is subject to Government Code section 65589.9, and to the regulations (Cal. Code Regs., tit. 25, § 6600 et seq.) adopted by the Department in promulgation thereof (“Regulations”). All capitalized terms in this application shall have the meanings set forth in Section 6601 of the Regulations. All applicants must submit a complete, signed application package to the Department, in electronic format, in order to be considered for a Prohousing Designation. Please direct electronic copies of the completed application package to the following email address: ProhousingPolicies@hcd.ca.gov. A complete application will include all items identified in the Application Checklist. In relation to Appendix 1, the Formal Resolution for the Prohousing Designation Program, please use strikethrough and underline if proposing any modifications to the text of the Resolution. Appendix 2, the Proposed Policy Completion Schedule, applies only if an application includes proposed policies. Appendix 3, Project Proposal Scoring Sheet and Sample Project Proposal Scoring Sheet, includes a blank template to be completed by the applicant as part of the application, as well as a Sample Project Proposal Scoring Sheet with an example of how this template may be completed. Appendix 4 lists examples of Prohousing Policies with enhancement factors to aid applicants in understanding how enhancement factors may be applied. Appendix 5 is where the applicant will include any additional information and supporting documentation for the application.     City Council 11 – 7 12/5/2023 If you have questions regarding this application or the Program, or if you require technical assistance in preparing this application, please email ProhousingPolicies@hcd.ca.gov.     City Council 11 – 8 12/5/2023 Application Checklist Yes No Application Information ☒ ☐ Certification and Acknowledgement ☐ ☐ The Legislative Information form is completed. ☒ ☐ The Threshold Requirements Checklist is completed. ☒ ☐ A duly adopted and certified Formal Resolution for the Prohousing Designation Program is included in the application package. (See Appendix 1 for the Formal Resolution for the Prohousing Designation Program (New 04/21) form.) ☐ ☐ If applicable, the Proposed Policy Completion Schedule is completed. (See Appendix 2.) ☒ ☐ The Project Proposal Scoring Sheet is completed. (See Appendix 3 for the Project Proposal Scoring Sheet and the Sample Project Proposal Scoring Sheet) ☒ ☐ Additional information and supporting documentation (Applicant to provide as Appendix 5) ☐ ☐ Application Information Applicant (Jurisdiction): City of Santa Ana Applicant Mailing Address: 20 Civic Center Plaza City: Santa Ana ZIP Code: 92705 Website: https://www.santa-ana.org/ Authorized Representative Name Steven Mendoza Authorized Representative Title: Acting City Manager Phone: 714-647-5200 Email: smendoza@santa-ana.org Contact Person Name: Holli Safran Contact Person Title: Associate Planner Phone: 714-667-2746 Email: hsafran@santa-ana.org Proposed Total Score (Based on Appendix 3): 46     City Council 11 – 9 12/5/2023 CERTIFICATION AND ACKNOWLEDGMENT As authorized by the Formal Resolution for the Prohousing Designation Program (Resolution No. ), which is attached hereto and incorporated by reference as if set forth in full, I hereby submit this full and complete application on behalf of the applicant. I certify that all information and representations set forth in this application are true and correct. I further certify that any proposed Prohousing Policy identified herein will be enacted within two (2) years of the date of this application submittal. I acknowledge that this application constitutes a public record under the California Public Records Act (Gov. Code, § 6250 et seq.) and is therefore subject to public disclosure by the Department. Signature: __________________________________________ Name and Title: ______________________________________ Date: _______________________________________________     City Council 11 – 10 12/5/2023 Legislative Information District Number Legislator’s Name Federal Congressional District 46 Lou Correa State Assembly District 68 Avelino Valencia State Senate District 34 Thomas J. Umberg Applicants can find their respective State Senate representatives at https://www.senate.ca.gov/, and their respective State Assembly representatives at https://www.assembly.ca.gov/     City Council 11 – 11 12/5/2023 Threshold Requirements Checklist The applicant meets the following threshold requirements in accordance with Section 6604 of the Regulations: Yes No The applicant is a Jurisdiction. ☒ ☐ The applicant has adopted a Compliant Housing Element. ☒ ☐ The applicant has submitted or will submit a legally sufficient Annual Progress Report prior to designation. ☒ ☐ The applicant has completed, on or before the relevant statutory deadlines, any rezone program or zoning that is necessary to remain in compliance with Government Code section 65583, subdivision (c)(1). ☒ ☐ The applicant is in compliance, at the time of the application, with applicable state housing law, including, but not limited to, Housing Element Law; “No Net Loss” Law (Gov. Code, § 65863); the Housing Accountability Act (Gov. Code, § 65589.5); State Density Bonus Law (Gov. Code, § 65915 et seq.); laws relating to the imposition of school facilities fees or other requirements (Gov. Code, § 65995 et seq.); Least Cost Zoning Law (Gov. Code, § 65913.1); the Housing Crisis Act of 2019 (Stats. 2019, ch. 654); and antidiscrimination law (Gov. Code, § 65008). ☒ ☐ The applicant has duly adopted and certified a Formal Resolution for the Prohousing Designation Program, which is hereby incorporated by reference. (A true and correct copy of the resolution is included in this application package.) ☐ ☐     City Council 11 – 12 12/5/2023 Project Proposal Category 1: Favorable Zoning and Land Use Category Prohousing Policy Description Points 1A Sufficient sites, including rezoning, to accommodate 150 percent or greater of the current or draft RHNA, whichever is greater, by total or income category. 3 1B Permitting missing middle housing uses (e.g., duplexes, triplexes, and fourplexes) by right in existing low-density, single-family residential zones. 3 1C Sufficient sites, including rezoning, to accommodate 125 to 149 percent of the current or draft RHNA, whichever is greater, by total or income category. These points shall not be awarded if the applicant earns three points pursuant to Category (1)(A) above. 2 1D Density bonus programs which exceed statutory requirements by 10 percent or more. 2 1E Increasing allowable density in low-density, single-family residential areas beyond the requirements of state Accessory Dwelling Unit law (e.g., permitting more than one ADU or JADU per single-family lot). These policies shall be separate from any qualifying policies under Category (1)(B) above. 2 1F Reducing or eliminating parking requirements for residential development as authorized by Government Code sections 65852.2; adopting vehicular parking ratios that are less than the relevant ratio thresholds at subparagraphs (A), (B), and (C) of Government Code section 65915, subdivision (p)(1); or adopting maximum parking requirements at or less than ratios pursuant to Government Code section 65915, subdivision (p). 2 1G Zoning to allow for residential or mixed uses in one or more non- residential zones (e.g., commercial, light industrial). Qualifying non - residential zones do not include open space or substantially similar zones. 1 1H Modification of development standards and other applicable zoning provisions to promote greater development intensity. Potential areas of focus include floor area ratio; height limits; minimum lot or unit sizes; setbacks; and allowable dwelling units per acre. These policies must be separate from any qualifying policies under Cate gory (1)(B) above. 1 1I Establishment of a Workforce Housing Opportunity Zone, as defined in Government Code section 65620, or a housing sustainability district, as defined in Government Code section 66200. 1 1J Demonstrating other zoning and land use actions that measurably support the Acceleration of Housing Production. 1     City Council 11 – 13 12/5/2023 Project Proposal Category 2: Acceleration of Housing Production Timeframes Category Prohousing Policy Description Points 2A Establishment of ministerial approval processes for a variety of housing types, including single-family and multifamily housing. 3 2B Establishment of streamlined, program-level CEQA analysis and certification of general plans, community plans, specific plans with accompanying Environmental Impact Reports (EIR), and related documents. 2 2C Documented practice of streamlining housing development at the project level, such as by enabling a by-right approval process or by utilizing statutory and categorical exemptions as authorized by applicable law (Pub. Resources Code, §§ 21155.1, 21155.4, 21159.24, 21159.25; Gov. Code, § 65457; Cal Code Regs., tit. 14, §§ 15303, 15332; Pub. Resources Code, §§ 21094.5, 21099, 21155.2, 21159.28). 2 2D Establishment of permit processes that take less than four months. Policies under this Category (2)(D) must address all approvals necessary to issue building permits. 2 2E Absence or elimination of public hearings for projects consistent with zoning and the general plan. 2 2F Establishment of consolidated or streamlined permit processes that minimize the levels of review and approval required for projects, and that are consistent with zoning regulations and the general plan. 1 2G Absence, elimination or replacement of subjective development and design standards with objective development and design standards that simplify zoning clearance and improve approval certainty and timing. 1 2H Establishment of one-stop-shop permitting processes or a single point of contact where entitlements are coordinated across city approval functions (e.g., planning, public works, building) from entitlement application to certificate of occupancy. 1 2I Priority permit processing or reduced plan check times for ADUs/JADUs, multifamily housing, or homes affordable to lower- or moderate-income households. 1 2J Establishment of a standardized application form for all entitlement applications. 1 2K Practice of publicly posting status updates on project permit approvals on the Internet. 1 2L Limitation on the total number of hearings for any project to three or fewer. Applicants that accrue points pursuant to Category (2)(E) are not eligible for points under this Category (2)(L). 1 2M Demonstration of other actions, not listed above, that quantifiably decrease production timeframes or promote the streamlining of approval processes. 1     City Council 11 – 14 12/5/2023 Project Proposal Category 3: Reduction of Construction and Development Costs Category Prohousing Policy Description Points 3A Waiver or significant reduction of development impact fees for residential development. 3 3B Adoption of ordinances or implementation of other mechanisms that result in less restrictive requirements than Government Code sections 65852.2 and 65852.22 to reduce barriers for property owners to create ADUs/JADUs. Examples of qualifying policies include, but are not limited to, development standards improvements, permit processing improvements, dedicated ADU/JADU staff, technical assistance programs, and pre-approved ADU/JADU design packages. 2 3C Adoption of other fee reduction strategies separate from Category (3)(A) above, including fee deferrals and reduced fees for housing for persons with special needs. 1 3D Promoting innovative housing types (e.g., manufactured homes, recreational vehicles, park models) that reduce development costs. 1 3E Measures that reduce costs for transportation-related infrastructure or programs that encourage active modes of transportation or other alternatives to automobiles. Qualifying policies include, but are not limited to, publicly funded programs to expand sidewalks or protect bike/micro-mobility lanes; creation of on-street parking for bikes; transit- related improvements; or establishment of carshare programs. 1 3F Adoption of universal design ordinances pursuant to Health and Safety Code section 17959. 1 3G Establishment of pre-approved or prototype plans for missing middle housing types (e.g., duplexes, triplexes, and fourplexes) in low-density, single-family residential areas. 1 3H Demonstration of other actions, not listed above, that quantifiably reduce construction or development costs. 1     City Council 11 – 15 12/5/2023 Project Proposal Category 4: Providing Financial Subsidies Category Prohousing Policy Description Points 4A Establishment of local housing trust funds or collaboration on a regional housing trust fund. 2 4B Provide grants or low-interest loans for ADU/JADU construction affordable to lower- and moderate-income households. 2 4C A comprehensive program that complies with the Surplus Land Act (Gov. Code, § 54220 et seq.) and that makes publicly owned land available for affordable housing, or for multifamily housing projects with the highest feasible percentage of units affordable to lower income households. A qualifying program may utilize mechanisms such as land donations, land sales with significant write-downs, or below-market land leases. 2 4D Establishment of an Enhanced Infrastructure Financing District or similar local financing tool that, to the extent feasible, directly supports housing developments in an area where at least 20 percent of the residences will be affordable to lower income households. 2 4E Directed residual redevelopment funds to affordable housing. 1 4F Development and regular (at least biennial) use of a housing subsidy pool, local or regional trust fund, or other similar funding source. 1 4G Prioritization of local general funds for affordable housing. 1 4H Demonstration of other actions, not listed above, that quantifiably promote, develop, or leverage financial resources for housing. 1     City Council 11 – 16 12/5/2023 Project Proposal Enhancement Factors The Department shall utilize enhancement factors to increase the point scores of Prohousing Policies. Each Prohousing Policy will receive extra points for enhancement factors in accordance with the chart below. Category Prohousing Policy Description Points 1 Policy that represents one element of a unified, multi-faceted strategy to promote multiple planning objectives, such as efficient land use, access to public transportation, affordable housing, climate change solutions, and/or hazard mitigation. 2 2 Policies that promote development consistent with the state planning priorities pursuant to Government Code section 65041.1. 1 3 Policies that diversify planning and target community and economic development investments (housing and non-housing) to improve lower opportunity areas. Such areas include, but are not limited to, Low Resource and High Segregation & Poverty areas designated in the most recently updated TCAC/HCD Opportunity Maps, and disadvantaged communities pursuant to California Senate Bill 535 (2012). 1 4 Policies that go beyond state law requirements in reducing displacement of lower income households and conserving existing housing stock that is affordable to lower income households. 1 5 Rezoning and other policies that support high-density development in Location Efficient Communities. 1 6 Rezoning and other policies that result in a net gain of housing capacity while concurrently mitigating development impacts on or from Environmentally Sensitive or Hazardous Areas. 1 7 Zoning policies that increase housing choices and affordability in High Resource and Highest Resource areas, as designated in the most recently updated TCAC/HCD Opportunity Maps. 1 8 Other policies that involve meaningful actions towards affirmatively furthering fair housing pursuant to Government Code section 8899.50, including, but not limited to, outreach campaigns, updated zoning codes, and expanded access to financing support. 1     City Council 11 – 17 12/5/2023 Project Proposal Scoring Sheet Instructions The Department shall validate applicants’ scores based on the extent to which each identified Prohousing Policy contributes to the Acceleration of Housing Production. The Department shall assess applicants’ Prohousing Policies in accordance with Government Code section 65589.9, subdivision (f)(2), and Sections 6605 and 6606 of the Regulations. The Department shall further assess applicants’ Prohousing Policies using the following four scoring categories: Favorable Zoning and Land Use; Acceleration of Housing Production Timeframes; Reduction of Construction and Development Costs; and Providing Financial Subsidies. Applicants shall demonstrate that they have enacted or proposed at least one policy that significantly contributes to the Acceleration of Housing Production in each of the four categories. A Prohousing Designation requires a tot al score of 30 points or more across all four categories. Instructions Please utilize one row of the Scoring Sheet for each Prohousing Policy.  Category Number: Select the relevant category number from the relevant Project Proposal list in this application. Where appropriate, applicants may utilize a category number more than once.  Concise Written Description of Prohousing Policy: Set forth a brief description of the enacted or proposed Prohousing Policy.  Enacted or Proposed: Identify the Prohousing Policy as enacted or proposed. For proposed Prohousing Policies, please complete Appendix 2: Proposed Policy Completion Schedule.  Documentation Type: For enacted Prohousing Policies, identify the relevant documentary evidence (e.g., resolution, zoning code provisions). For proposed Prohousing Policies, identify the documentation which shows that implementation of the policy is pending.  Web Links/Electronic Copies: Insert the Web link(s) to the relevant documentation or indicate that electronic copies of the documentation have been attached to this application as Appendix 5.  Points: Enter the appropriate number of points using the relevant Project Proposal list in this application.  Enhancement Category Number (optional): If utilizing an enhancement factor for a particular Prohousing Policy, enter the appropriate category number using the relevant Project Proposal list in this application.  Enhancement Points (optional): If utilizing an enhancement factor for a particular Prohousing Policy, enter the point(s) for that Prohousing Policy.  Total Points: Add the enhancement point(s) to the Prohousing Policy’s general point score.     City Council 11 – 18 12/5/2023 Appendix 1: Formal Resolution for the Prohousing Designation Program Formal Resolution for the Prohousing Designation Program (New 04/21) RESOLUTION NO. [INSERT RESOLUTION NUMBER] A RESOLUTION OF THE GOVERNING BODY OF [INSERT THE NAME OF THE CITY OR COUNTY] AUTHORIZING APPLICATION TO AND PARTICIPATION IN THE PROHOUSING DESIGNATION PROGRAM WHEREAS, Government Code section 65589.9 established the Prohousing Designation Program (“PDP” or “Program”), which creates incentives for jurisdictions that are compliant with state housing element requirements and that have enacted Prohousing local policies; and WHEREAS, such jurisdictions will be designated Prohousing, and, as such, will receive additional points or other preference during the scoring of their competitive applications for specified housing and infrastructure funding; and WHEREAS, the Department of Housing and Community Development (“Department”) has adopted emergency regulations (Cal. Code Regs., tit. 25, § 6600 et seq.) to implement the Program (“Program Regulations”), as authorized by Government Code section 65589.9, subdivision (d); and WHEREAS, the [INSERT THE NAME OF THE CITY OR COUNTY] (“Applicant”) desires to submit an application for a Prohousing Designation (“Application”). THEREFORE, IT IS RESOLVED THAT: 1. Applicant is hereby authorized and directed to submit an Application to the Department. 2. Applicant acknowledges and confirms that it is currently in compliance with applicable state housing law. 3. Applicant acknowledges and confirms that it will continue to comply with applicable housing laws and to refrain from enacting laws, developing policies, or taking other local governmental actions that may or do inhibit or constrain housing production. Examples of such local laws, policies, and action include moratoriums on development; local voter approval requirements related to housing production; downzoning; and unduly restrictive or onerous zoning regulations, development standards, or permit procedures. Applicant further acknowledges and confirms that it commits itself to affirmatively furthering fair housing pursuant to Government Code section 8899.50.     City Council 11 – 19 12/5/2023 4. If the Application is approved, Applicant is hereby authorized and directed to enter into, execute, and deliver all documents required or deemed necessary or appropriate to participate in the Program, and all amendments thereto (t he “Program Documents”). 5. Applicant acknowledges and agrees that it shall be subject to the Application; the terms and conditions specified in the Program Documents; the Program Regulations; and any and all other applicable law. 6. [INSERT THE TITLE OF THE APPLICANT’S AUTHORIZED SIGNATORY] is authorized to execute and deliver the Application and the Program Documents on behalf of the Applicant for participation in the Program. PASSED AND ADOPTED this ____ day of ________, 20__, by the following vote: AYES: [Insert #] NOES: [Insert #] ABSENT: [Insert #] ABSTAIN: [Insert #] The undersigned, [INSERT NAME AND TITLE OF NONSIGNATORY] of Applicant, does hereby attest and certify that the foregoing is a true and full copy of a resolution of the Applicant’s governing body adopted at a duly convened meeting on the date above - mentioned, and that the resolution has not been altered, amended, or repealed. SIGNATURE: _____________________ DATE: _____________________ NAME: __________________________ TITLE: _____________________     City Council 11 – 20 12/5/2023 Appendix 2: Proposed Policy Completion Schedule Category Number Concise Written Description of Proposed Policy Key Milestones and Milestone Dates Anticipated Completion Date Notes 1H Comprehensive Zoning Code Update - RFP released on February 21, 2023 - Consultant awarded at the October 17, 2023 City Council Meeting - Kickoff meeting for Zoning Code update scheduled for November 2023 May 2025 - Develop a Unified Development Code with the intent to modernize and update the existing zoning districts to incorporate best practices for ease of use and consistent application - Establish a single implementation section for all application types (residential and non-residential) with clear procedures for zoning related applications, and identify opportunities for process simplification and flexibility consistent with identified community goals and proposed objectives - Draw upon the successes of existing, newer SPs and SDs to inform the zoning district standards for the Focus Areas - Absorb as many of the built- out SDs as possible into newly-created zoning districts     City Council 11 – 21 12/5/2023 2E City plans to update the development review processes and standards for the Metro East Mixed Use Overlay Zone and Harbor Mixed Use Transit Corridor Specific Plan areas to streamline and incentivize by-right housing and mixed use developments. These eliminate the need for public hearings consistent with zoning and general plan. - RFP released on February 21, 2023 - Consultant awarded at the October 17, 2023 City Council Meeting - Kickoff meeting for Zoning Code update scheduled for November 2023 May 2025 - Develop a Unified Development Code with the intent to modernize and update the existing zoning districts to incorporate best practices for ease of use and consistent application - Establish a single implementation section for all application types (residential and non-residential) with clear procedures for zoning related applications, and identify opportunities for process simplification and flexibility consistent with identified community goals and proposed objectives - Draw upon the successes of existing, newer SPs and SDs to inform the zoning district standards for the Focus Areas - Absorb as many of the built- out SDs as possible into newly-created zoning districts 2G City plans to create comprehensive objective design standards as part of the Zoning Code Update to address the unique needs of residential/mixed-use products and provide a level of development - RFP released on February 21, 2023 - Consultant awarded at the October 17, May 2025 - Develop a Unified Development Code with the intent to modernize and update the existing zoning districts to incorporate best     City Council 11 – 22 12/5/2023 design certainty to the community and developers alike 2023 City Council Meeting - Kickoff meeting for Zoning Code update scheduled for November 2023 practices for ease of use and consistent application - Establish a single implementation section for all application types (residential and non-residential) with clear procedures for zoning related applications, and identify opportunities for process simplification and flexibility consistent with identified community goals and proposed objectives - Draw upon the successes of existing, newer SPs and SDs to inform the zoning district standards for the Focus Areas - Absorb as many of the built- out SDs as possible into newly-created zoning districts     City Council 11 – 23 12/5/2023 Appendix 3: Project Proposal Scoring Sheet and Sample Project Proposal Scoring Sheet Project Proposal Scoring Sheet Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points 1A Santa Ana HE identifies 6,914 housing pipeline projects. This is 220% of its RHNA allocation. E Housing Element Update Page C-7 Housing Element Pg. C-7 electronic copy attached 3 3 1B Santa Ana allows for urban lot splits and 2 unit projects within single family residential zones E Ordinance https://library. municode.co m/ca/santa_a na/ordinance s/code_of_or dinances?no deId=112617 4 3 2 1 4 1G Metro East Mixed Use Overlay Zone (MEMU): The MEMU overlay zone allows for high-intensity, mixed use in a E Plan https://www.s anta- ana.org/docu ments/metro- east-mixed- use-overlay- zone-2018/ 1 5 1 2     City Council 11 – 24 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points previously developed mid- rise office environment 1H Housing Element Program #18: Zoning Code Update P RFP Electronic Copy Attached 1 1 1J Harbor Mixed Use Transit Corridor Specific Plan (SP-2): existing housing units in this specific plan area (in 2013) was 739, This specific plan zoning allows for 1,726-4,623 potential housing units. E Land Use Plan https://www.s anta- ana.org/docu ments/land- use-plan-and- development- standards/ 1 1 2 3     City Council 11 – 25 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points 2A The City permits licensed residential care homes with six or fewer persons as a by-right use in all single-family zones (B-46). ADUs in Santa Ana are permitted by right in all zoning districts that allow residential uses (B-11). Multiple-family housing is permitted by right within all zones covered by the TZC. E Housing Element Update Page B- 46, B-11 Electronic Copy Attached 3 3 2B The City included program-level CEQA analysis E Environmental Documents https://www.s anta- ana.org/gene ral-plan- 2 2     City Council 11 – 26 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points and certification of its General Plan with accompanying Environmental Impact Reports (EIR). environmenta l-documents/ 2D Permit processing timeframe for condominiums and multi-family residences that require discretionary actions take up to 3 months while single- family residences are approved typically within 2- 4 weeks. E Housing Element Update Page B-42 Electronic Copy Attached 2 2     City Council 11 – 27 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points 2E City plans to update the development review processes and standards for the Metro East Mixed Use Overlay Zone and Harbor Mixed Use Transit Corridor Specific Plan areas to streamline and incentivize by- right housing and mixed-use developments. These eliminate the need for public hearings consistent with zoning and general plan. P Housing Element Update Page 43 Electronic Copy Attached 2 2     City Council 11 – 28 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points 2F As part of the Transit Zoning Code that applies to an identified Specific Development Area, applications that are consistent with the applicable standards of the code and permitted are to be approved administratively (by-right approvals). E Zoning Code https://library. municode.co m/ca/santa_a na/codes/cod e_of_ordinan ces?nodeId= div1 1 1 2G City plans to create comprehensive objective design standards as part of the P Housing Element Update Page 43- 44 Electronic Copy Attached 1 1     City Council 11 – 29 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points Zoning Code Update to address the unique needs of residential/mixed -use products and provide a level of development design certainty to the community and developers alike 2K The City utilizes an interactive projects map to provide details and updates of ongoing projects. E Online Map https://storym aps.arcgis.co m/stories/e0a 28bb311b040 af86f6194abc 548bbd 1 1 2M City plans to develop additional resources to support expedited and E Web Site https://www.s anta- ana.org/pba- e-plan/ 1 1     City Council 11 – 30 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points efficient development project review, such as an applicant guide or additional staffing 3B City to publish pre-approved ADU prototype plans to provide greater certainty and quality in the development of such housing. E https://www.s anta- ana.org/docu ments/pre- approved- accessory- dwelling-unit- adu-hold- harmless- statement/ 2 1 2 4 3E Central Santa Ana Complete Streets Plan: This plan provides guidance to create a network of bicycle and E Plan https://storag e.googleapis. com/proudcity /santaanaca/ uploads/2022 /05/Draft- Central- Santa-Ana- 1 1 2 3     City Council 11 – 31 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points pedestrian corridors to connect destinations to and from Central Santa Ana Complete- Streets- Plan.pdf 3H Dedicated webpage for ADUs with easy to follow Q&A. E Web Site https://www.s anta- ana.org/acce ssory- dwelling- units/ 1 2 1 2 4A Muncipal Code Section 41-1909. City has an inclusionary housing fund which is used to increase and improve the supply of housing affordable to moderate, low, very low, and E Zoning Code https://library. municode.co m/ca/santa_a na/codes/cod e_of_ordinan ces?nodeId= PTIITHCO_C H41ZO_ART XVIII.I2021A FHOOPCRO R_S41- 1909INHOFU 2 8 1 3     City Council 11 – 32 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points extremely low income households. 4C Housing Policy HE-2.11: The City plans to comply with the Surplus Land Act to promote affordable housing development on unused or underutilized public land. E RFP Electronic Copy Attached 2 2 4E City provides Successor Housing Agency funds with other sources of funding to support the production and/or E Housing Element Update Page 45 Electronic Copy Attached 1 1     City Council 11 – 33 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points rehabilitation of affordable housing for extremely low-, very low-, and low-income families. 4F The City has worked with the Orange County Housing Finance Trust (OCHFT) to secure funding for the following projects during 2020-2022: Westview House: 85-unit permanent supportive housing project; Crossroads: 86- unit permanent supportive housing project; E Housing Element Update Page C-29 Electronic Copy Attached 1 8 1 2     City Council 11 – 34 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points North Harbor Village: 91-unit permanent supportive housing project; FX Residences: 17-unit permanent supportive housing project 4H Housing Rehabilitation. The City of Santa Ana provides financing to acquire and rehabilitate multiple-family apartments, as affordable to low and extremely low- income households. The E Web Site https://www.s anta- ana.org/housi ng- rehabilitation- programs/ 1 1 2 3     City Council 11 – 35 12/5/2023 Category Number Concise Written Description of Prohousing Policy Enacted or Proposed Documentation Type (e.g., resolution, zoning code) Insert Web Links to Documents or Indicate that Electronic Copies are Attached Points Enhancement Category Number Enhancement Points Total Points City’s focus in past housing element cycles was acquisition and rehabilitation, and the City continues to facilitate acquisition and rehabilitation of apartment properties to increase the supply of affordable rental housing for families. Total 33 13 46     City Council 11 – 36 12/5/2023 Appendix 4: Examples of Prohousing Policies with Enhancement Factors If a Prohousing Policy incorporates any of the enhancement factors specified in the Project Proposal Enhancement Factors chart, it will receive extra points as indicated therein. Examples of such qualifying Prohousing Policies include the following: Category 1: Favorable Zoning and Land Use  Rezoning sufficient sites to accommodate 150 percent or greater of the Regional Housing Needs Allocation by total or income category, including sites in Location Efficient Communities  Rezoning sufficient sites to accommodate 150 percent or greater of the Regional Housing Needs Allocation by total or income category, including sites in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Rezoning to accommodate 125 to 149 percent of the Regional Housing Needs Allocation in downtown commercial corridors or other infill locations.  Expanding density bonus programs to exceed statutory requirements by 10 percent or more in Location Efficient Communities.  Reducing or eliminating parking requirements for residential development as authorized by Government Code section 65852.2 in Location Efficient Communities.  Increasing allowable density in low-density, single-family residential areas beyond the requirements of state Accessory Dwelling Unit law in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Modification of development standards and other applicable zoning provisions to promote greater development intensity in downtown commercial corridors or other infill locations.  Coupling rezoning actions with policies that go beyond state law requirements in reducing displacement of lower income households and conserving existing housing stock that is affordable to lower income households. Category 2: Acceleration of Housing Production Timeframes  Ministerial approval processes for multifamily housing in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Streamlined, program-level CEQA analysis and certification of specific plans in Location Efficient Communities.  Documented practice of streamlining housing development at the project level in downtown commercial corridors and other infill locations.  Expedited permit processing for housing affordable to lower income households in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).     City Council 11 – 37 12/5/2023 Category 3: Reduction of Construction and Development Costs  Fee waivers for affordable housing in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Fee waivers or reductions for higher density housing in downtown commercial corridors or other infill locations.  Measures that reduce costs and leverage financial resources for transportation- related infrastructure or programs in Low Resource and High Segregation & Poverty areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Adoption of universal design ordinances to increase housing choices and affordability for persons with disabilities in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Permitting innovative housing types, such as manufactured homes, recreational vehicles or park models, in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps). Category 4: Providing Financial Subsidies  Targeting local housing trust funds to acquisition or rehabilitation of existing affordable units, or to affordable units at risk of converting to market rate uses, in Low Resource and High Segregation & Poverty areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Marketing grants and other financial products for ADUs/JADUs in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Utilizing publicly owned land for affordable housing in High Resource and Highest Resource areas (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Establishment of an Enhanced Infrastructure Financing District or similar local financing tool in a Low Resource or High Segregation & Poverty area (as designated in the most recently updated TCAC/HCD Opportunity Maps).  Directing residual redevelopment funds or general funds to conservation or preservation of affordable housing in areas at high risk of displacement.     City Council 11 – 38 12/5/2023 Planning and Building Agency www.santa-ana.org/planning-and-building Item # 12 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Extension 4th and Mortimer Mixed-Use Development Project AGENDA TITLE Second One-Year Extension of Site Plan Review No. 2020-03 and Variance No. 2020- 06 for the 4th and Mortimer Mixed-Use Development Project Located at 409 and 509 East Fourth Street RECOMMENDED ACTION 1. Adopt a resolution approving a one-year extension of Site Plan Review No. 2020-03 and Variance No. 2020-06 to December 15, 2024. RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE-YEAR EXTENSION OF SITE PLAN REVIEW 2020-03 AND VARIANCE NO. 2020-06 FOR THE 4TH AND MORTIMER MIXED-USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION Background On October 12, 2020, the Planning Commission unanimously approved Site Plan Review No. 2020-03, for a development project over four stories in height, and Variance No. 2020-06, to allow an increase in the allowable building size and massing, to facilitate the construction of a new mixed-use residential and commercial development project located at 409 and 509 East Fourth Street. On October 22, 2020, an appeal (Appeal No. 2020-02) to the project was filed by Michael Lozeau with Lozeau Drury, LLP, on behalf of the Supporters Alliance for Environmental Responsibility (SAFER). On     City Council 12 – 1 12/5/2023 4th and Mortimer Mixed-Use Development Project December 5, 2023 Page 2 3 8 3 9 December 1, 2020, the City Council denied Appeal No. 2020-02, upholding the determination of the Planning Commission to approve the subject entitlements. Pursuant to Section 41-647 of the Santa Ana Municipal Code (SAMC), entitlements such as variances automatically become void should the property owner fail to institute an action to comply with the provisions of the entitlements within two years of its approval. This section also allows the property owner to request an extension of the entitlement up to a period of three years from the date of the expiration. The subject entitlements were in effect until December 15, 2022. However, the applicant experienced delays in moving the project forward and constructing the development. During this time, a state of local emergency was declared stemming from the COVID-19 pandemic, which provided relief to residential developers by extending approvals of residential entitlements to December 31, 2022. By September of 2022, the applicant had not obtained the required building permits for development of the project. As a result, on September 9, 2022, the applicant submitted a request for a one-year extension to ensure the entitlements remain valid by the time permits were ready for issuance. On December 6, 2022, the City Council voted unanimously to extend the entitlements for the development for a period of one year to December 15, 2023. On August 1, 2023, the applicant obtained all required building permits for development of the project, including demolition permits for existing buildings at both project sites. Analysis Due to increased cost of materials, changes in construction loan interest rates, labor shortage, and market changes impacting the applicant’s ability to develop the project, the applicant is requesting a second one-year extension through December 15, 2024. Specifically, recent increases in interest rates beginning the first quarter of 2022 and continuing through 2023, and their impacts on construction loans and land development costs, have resulted in additional delays to the project’s ability to begin vertical construction of the project by the December 15, 2023, deadline that was established the City Council-approved entitlement extension. As a result, the applicant is requesting a second one-year entitlement extension pursuant to Section 41-647 of the SAMC. In an effort to encourage construction of entitled projects, it is the Planning Division’s policy to recommend no more than one-year extensions at a time. As previously discussed, the applicant has pulled required building permits and paid over $4.5 million in City permitting and impact fees to date. The applicant is also in process of demolishing existing onsite buildings, including the former Northgate market, so that the site will be ready for development once ready to proceed with construction. Demolition is expected to be completed by December 31, 2023. The applicant intends to begin vertical construction by the second quarter of 2024, in order to effectuate its     City Council 12 – 2 12/5/2023 4th and Mortimer Mixed-Use Development Project December 5, 2023 Page 3 3 8 3 9 entitlements within a timely manner. Since the applicant has obtained building permits, paid permitting and impact fees, and actively began demolition, the Planning Division recommends that the entitlements for the development be extended for a period of one year to December 15, 2024. ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act, the approval of the time extension is exempt form CEQA per Section 15061 (b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Resolution Extending SPR No. 2020-03 and VAR No. 2020-06 for One Year 2. Resolution No. 2020-093 3. Full project plans Submitted By: Minh Thai, Executive Director of the planning and Building Agency Approved By: Tom Hatch, Interim City Manager     City Council 12 – 3 12/5/2023 Resolution No. 2023-XXX Page 1 of 4 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING A SECOND ONE-YEAR EXTENSION OF SITE PLAN REVIEW 2020-03 AND VARIANCE NO. 2020-06 FOR THE 4TH AND MORTIMER MIXED-USE DEVELOPMENT TO BE LOCATED AT 409 AND 509 EAST FOURTH STREET BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. On October 12, 2020, the Planning Commission unanimously approved Site Plan Review No. 2020-03, for a development project over four stories in height, and Variance No. 2020-06, to allow an increase in the allowable building size and massing, for a new mixed-use development located at 409 and 509 East Fourth Street. B. On October 22, 2020, an appeal (Appeal No. 2020-02) to the project was filed by Michael Lozeau with Lozeau Drury, LLP, on behalf of the Supporters Alliance for Environmental Responsibility (SAFER). C. On December 1, 2020, the City Council denied Appeal No. 2020-02, upholding the determination of the Planning Commission to approve the subject entitlements. D. Pursuant to Section 41-647 of the Santa Ana Municipal Code (SAMC), entitlements automatically become void should the property owner fail to institute an action to comply with the provisions of the entitlements within two years of its approval. E. Taking into consideration the difficulties experienced by the development industry from the global COVID-19 pandemic and its effects on securing funding, labor, and construction materials, the City Council unanimously approved Resolution No. 2022-093, approving the applicant’s first request for a one-year entitlement extension on December 6, 2022, extending the subject project entitlements until December 15, 2023. F. On August 1, 2023, the applicant obtained all required building permits for development of the project, including demolition permits for existing buildings at both project sites.     City Council 12 – 4 12/5/2023 Resolution No. 2023-XXX Page 2 of 4 G. Recent increases in interest rates beginning the first quarter of 2022 and continuing through 2023, and their impact on construction loans and land development costs, have resulted in additional delays to the ability to complete begin vertical construction of the project by the December 15, 2023, deadline that was established the City Council-approved entitlement extension. H. Pursuant to SAMC Section 41-647, when construction does not commence, these types of entitlements expire after two (2) years unless the applicant applies for, and the City Council approves, an extension. Up to three extensions may be granted. I. It is the Planning Division’s policy to recommend no more than one-year extensions at a time, mainly in an effort to encourage the construction of previously approved projects. J. The applicant filed a request for the second one-year extension on September 27, 2023. The extension request came before the City Council on December 5, 2023. K. In accordance with the California Environmental Quality Act (CEQA) and the CEQA Guidelines, the extension for this project is exempt pursuant to Section 15061(b)(3). This determination has been made as it has been determined that the proposed action to extend the existing, approved entitlement does not have the potential to cause a significant effect on the environment, as the existing, approved entitlement has already been evaluated pursuant to CEQA. Section 2. Site Plan Review No. 2020-03 and Variance No. 2020-06 are each hereby extended for a period of one (1) year until December 15, 2024. This decision is based upon the evidence submitted, which includes, but is not limited to, the Request for Council Action dated December 5, 2023, and exhibits attached thereto, and any public testimony, all of which are incorporated herein by this reference. Section 3. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. [Signatures on the following page]     City Council 12 – 5 12/5/2023 Resolution No. 2023-XXX Page 3 of 4 ADOPTED this 5th day of December, 2023. _______________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By:________________________ Jose Montoya Assistant City Attorney AYES: Councilmembers ___________________________________ NOES: Councilmembers ___________________________________ ABSTAIN: Councilmembers ___________________________________ NOT PRESENT: Councilmembers ___________________________________     City Council 12 – 6 12/5/2023 Resolution No. 2023-XXX Page 4 of 4 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, City Clerk, do hereby attest to and certify the attached Resolution No. 2023-______ to be the original resolution adopted by the City Council of the City of Santa Ana on _______________, 2023. Date: ____________ ________________________________ City Clerk City of Santa Ana     City Council 12 – 7 12/5/2023 LS 12.1.20 RESOLUTION NO. 2020-093 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA DENYING APPEAL APPLICATION NO. 2020- 02 AND UPHOLDING THE DETERMINATION OF THE PLANNING COMMISSION TO APPROVE AN ADDENDUM TO THE ENVIRONMENTAL IMPACT REPORT FOR THE TRANSIT ZONING CODE PROJECT (SCH NO. 2006071100) AND ADOPTION OF A MITIGATION MONITORING AND REPORTING PROGRAM FOR SITE PLAN REVIEW NO. 2020-03 AND VARIANCE NO. 2020-06 FOR A NEW MIXED -USE RESIDENTIAL AND COMMERCIAL DEVELOPMENT FOR THE PROPERTIES LOCATED AT 409 EAST FOURTH STREET (SITE A) AND 509 EAST FOURTH STREET (SITE B) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. On October 12, 2020, the Planning Commission of the City of Santa Ana held a duly noticed public hearing to consider various entitlements including Site Plan Review No. 2020-03, Variance No. 2020-06, and Amendment Application 2020-04 to allow the construction of a new mixed -use residential and commercial development consisting of 169 residential rental units and 11,361 square feet of commercial space at 409 and 509 East Fourth Street. After receiving public testimony on the item, the Planning Commission voted unanimously (7:0) to adopt a resolution approving an Addendum to the Environmental Impact Report (EIR) for the Transit Zoning Code Project, mitigation monitoring and reporting program, Site Plan Review No. 2020-03 as conditioned, and Variance No. 2020-06 as conditioned. In addition, the Planning Commission recommended that the City Council adopt a resolution approving an Addendum to the Environmental Impact Report for the Transit Zoning Code Project, mitigation monitoring and reporting program, and an ordinance approving Amendment Application No. 2020-04 for Specific Development No. 84 (SD84). B. On October 22, 2020, Michael Lozeau with Lozeau Drury, LLP, on behalf of the Supporters Alliance for Environmental Responsibility (SAFER) hereinafter referred to as "Appellant", submitted an appeal application pursuant to Section 41-645 of the Santa Ana Municipal Code (SAMC) requesting that the City Council reconsider the Planning Commission's decision based on the following reasons: Resolution No. 2020-093 Page 1 of 7     City Council 12 – 8 12/5/2023 I. California Environmental Quality Act (CEQA) compliance. Specifically, the Appellant states that the "City failed to comply with the CEQA by failing to prepare a project -specific EIR for the project'; II. The Appellant states that, "The City failed to comply with the Housing Opportunity Ordinance (HOO) by failing to require the developer to include affordable housing units in the project; and III. The Appellant states that, `The Planning Commission abused its discretion by failing to read or consider comments submitted by SAFER." C. Pursuant to SAMC Section 41-645 (a), appeals can only be made on a decision or requirement made by the Planning Commission. Of the above - mentioned appeal reasons, the only action taken by the Planning Commission was the action to adopt a resolution approving the addendum to the EIR for the TZC. The subsequent appeal items do not satisfy the requirements of SAMC Section 41-645 (a) and should not be considered as part of the appeal: I. No decision or action was taken by the Planning Commission regarding the HOO requirements because the HOO did not apply to the project; and II. Consideration of a public comment letter received does not constitute "a decision or requirement made by the Planning Commission". Nonetheless, a comprehensive response and findings are provided below on all appeal items received. D. On December 1, 2020, the City Council conducted a duly noticed public hearing on Appeal Application No. 2020-02 and found that: The City complied with the California Environmental Quality Act (CEQA) requirements by preparing an addendum to the previously certified 2010 Transit Zoning Code Environmental Impact report (EIR). CEQA does permit the use of an addendum when the original EIR being relied upon was a Program EIR. Public Resources Code Section 21166 and State CEQA Guidelines Section 15162 clearly establish when an agency must prepare a Supplemental or Subsequent EIR, and when an agency is permitted instead to prepare an Addendum. If an agency determines that one of the conditions described in Public Resources Code section 21166 or State CEQA Guidelines section 15162 is present, the agency must prepare either a Subsequent EIR or a Supplemental EIR. When none of those conditions are present, but it is necessary to make changes to a previous EIR, the agency may prepare an addendum. This process applies regardless of whether the original EIR is a Program or Resolution No. 2020-093 Page 2 of 7     City Council 12 – 9 12/5/2023 Project EIR. Nothing in State CEQA Guidelines section 15152 describing the process for utilizing a Supplemental or Subsequent EIR or negative declaration) prohibits use of an addendum where none of the conditions of Public Resources Code section 21166 or State CEQA Guidelines section 15162 are present. Nothing in State CEQA Guidelines sections 15162 or 15164 prohibit use of an addendum where the original EIR is a Program, and not a Project, EIR. As established in these sections of the Public Resources Code and the State CEQA Guidelines, one of the circumstances described in Public Resources Code section 21166 or State CEQA Guidelines section 15162 must be present before either a Subsequent or Supplemental EIR is required. Here, none of those conditions are present. These conditions are: Substantial changes are proposed which will require major revisions of the previous EIR due to the involvement of new significant environmental effects or a substantial increase in the severity of previously identified significant effects; ii, Substantial changes occur with respect to the circumstances under which the project is undertaken which will require major revisions of the previous EIR due to the involvement of new significant effects or a substantial increase in the severity of previously identified significant effects; or iii. New information has come to light showing new impacts, substantially more severe impacts, that mitigation measures or alternatives previously found to be infeasible would actually be feasible, or that mitigation measures or alternatives previously not identified would reduce impacts. This is also consistent with CEQA Guidelines section 15152(f), which the Appellant incorrectly claims prohibits use of addenda when the original EIR is a Program EIR. Section 15152(f) states, "A later EIR shall be required when the initial study or other analysis finds that the later project may cause significant effects on the environment that were not adequately addressed in the prior EIR." For the subject project, the other analysis" (including technical studies and the text of the Addendum) found that no additional significant effects would occur beyond those already addressed in the 2010 EIR. An addendum is therefore the appropriate CEQA document. That the City has complied with the Housing Opportunity Ordinance HOO) requirements. The HOO does not apply to the project because the project does not exceed the residential density permitted in the General Plan. As recently amended, the HOO only applies when a project requires a General Plan Amendment. Resolution No. 2020-093 Page 3 of 7     City Council 12 – 10 12/5/2023 The Appellant's comment letter cites to an outdated and superseded version of Section 41-1902(b)(1). The HOO was amended on September 1, 2020, and the comment letter does not reflect the amended language. While previously, Section 41-1902(b)(1) applied the HOO to any project that exceeded the maximum density permitted by zoning, the recent amendments remove this reference. As amended, the HOO now only applies when a residential project proposes a residential density above the General Plan permitted density. The 4th and Mortimer Mixed -Use Development project is consistent with the General Plan. No General Plan Amendment is required for the Project. The Project seeks only a zone change, on only a portion of the project site. No density allowance above that currently permitted by the site's General Plan designation is proposed. Therefore, the HOO does not apply. III. The Planning Commission did not abuse its discretion and did consider comments submitted by Lozeau Drury, LLP, on behalf of SAFER. The Planning Commission considered Mr. Drury's public comment and received input from the City Attorney and the City's environmental consultant regarding the whether the addendum prepared for the project was the appropriate document. Both the City Attorney and the consultant were confident that no subsequent CEQA analysis was required for the project other than the addendum which was prepared. Again, this was based on the fact that the technical studies evidenced that an EIR Addendum to the previously -certified 2010 EIR was the appropriate CEQA document to evaluate and disclose the project's impacts. Therefore, the Planning Commission did consider Mr. Drury's comments and concerns but agreed with staff's recommendation that the addendum was the appropriate environmental document. Section 2. The City Council, after hearing, considering and weighing all evidence in the record presented on behalf of all parties and being fully informed of the application, the Planning Commission's decision, and the appeal, hereby finds and determines that the Planning Commission's decision was not made in error, that the Planning Commission's decision was not an abuse of discretion by the Planning Commission and that the Planning Commission's decision was supported by substantial evidence in the record. Section 3. In accordance with the California Environmental Quality Act CEQA), the Planning Commission of the City of Santa Ana hereby finds, determines, and declares as follows: Based on the substantial evidence set forth in the record, including but not limited to the Environmental Impact Report (EIR) for the Transit Zoning Code Project SCH NO. 2006071100) and the 2020 4th and Mortimer Mixed -Use Development EIR Addendum, the City Council finds that an addendum is the appropriate document for Resolution No. 2020-093 Page 4 of 7     City Council 12 – 11 12/5/2023 disclosing the changes to the subject properties, and that none of the conditions identified in Public Resources Code section 21166 and State CEQA Guidelines section 15162 requiring subsequent environmental review have occurred, because: A. The project does not constitute a substantial change that would require major revisions of the 2010 EIR due to the involvement of new significant environmental effects or a substantial increase in the severity of previously identified significant effects. B. There is not a substantial change with respect to the circumstances under which the project will be developed that would require major revisions of the 2010 EIR due to the involvement of new significant environmental effects or a substantial increase in the severity of the previously identified significant effects. C. New information of substantial importance has not been presented that was not known and could not have been known with the exercise of reasonable diligence at the time the 2010 EIR was certified or adopted, showing any of the Following: (i) that the modifications would have one or more significant effects not discussed in the earlier environmental documentation; (ii) that significant effects previously examined would be substantially more severe than shown in the earlier environmental documentation; (iii) that mitigation measures or alternatives previously found not to be feasible would in fact be feasible and would substantially reduce one or more significant effects, but the Applicant declined to adopt such measures; or (iv) that mitigation measures or alternatives considerably different from those analyzed previously would substantially reduce one or more significant effects on the environment, but which the Applicant declined to adopt. Further, the City Council finds that, pursuant to State CEQA Guidelines Section 15164, only minor changes or additions to the 2010 EIR are necessary to address the proposed project. In making this finding, the City Council has considered both the Addendum and the certified, final 2010 EIR. Section 4. The Applicant shall indemnify, protect, defend and hold the City and/or any of its officials, officers, employees, agents, departments, agencies, authorized volunteers, and instrumentalities thereof, harmless from any and all claims, demands, lawsuits, writs of mandamus, and other and proceedings (whether legal, equitable, declaratory, administrative or adjudicatory in nature), and alternative dispute resolution procedures (including, but not limited to arbitrations, mediations, and such other procedures), judgments, orders, and decisions (collectively "Actions"), brought against the City and/or any of its officials, officers, employees, agents, departments, agencies, and instrumentalities thereof, that challenge, attack, or seek to modify, set aside, void, or annul, any action of, or any permit or approval issued by the City and/or any of its officials, officers, employees, agents, departments, agencies, and instrumentalities thereof (including actions approved by the voters of the City) for or concerning the project, whether such Actions are brought under the Ralph M. Brown Resolution No. 2020-093 Page 5 of 7     City Council 12 – 12 12/5/2023 Act, California Environmental Quality Act, the Planning and Zoning Law, the Subdivision Map Act, Code of Civil Procedure sections 1085 or 1094.5, or any other federal, state or local constitution, statute, law, ordinance, charter, rule, regulation, or any decision of a court of competent jurisdiction. It is expressly agreed that the City shall have the right to approve, which approval will not be unreasonably withheld, the legal counsel providing the City's defense, and that Applicant shall reimburse the City for any costs and expenses directly and necessarily incurred by the City in the course of the defense. City shall promptly notify the Applicant of any Action brought and City shall cooperate with Applicant in the defense of the Action. Section 5. The City Council of the City of Santa Ana hereby denies Appeal Application No. 2020-02, thereby upholding the Planning Commission's approval of an Addendum to the Environmental Impact Report (EIR) for the Transit Zoning Code Project (SCH NO. 2006071100), mitigation monitoring and reporting program, Site Plan Review No. 2020-03 as conditioned, and Variance No. 2020-06 as conditioned. This decision is based upon the evidence submitted at the abovesaid hearing, which includes, but is not limited to: the Request for City Council Action dated December 1, 2020, and exhibits attached thereto, and the public testimony, written and oral, all of which are incorporated herein by this reference. ADOPTED this 15t day of December, 2020. APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By:.(,/ (• nl Lisa Storck Assistant City Attorney Resolution No. 2020-093 Page 6 of 7     City Council 12 – 13 12/5/2023 AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers Bacerra, Mendoza, Penaloza, Solorio, Villegas (5) None (0) Pulido, Sarmiento (2) NOT PRESENT: Councilmembers None (0) CERTIFICATE OF ATTESTATION AND ORIGINALITY I, DAISY GOMEZ, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2020-093 to be the original resolution adopted by the City Council of the City of Santa Ana on December 1, 2020. Date: 1?. Daisy Gom z Clerk of the Council City of Santa Ana Resolution No. 2020-093 Page 7 of 7     City Council 12 – 14 12/5/2023     City Council 12 – 15 12/5/2023     City Council 12 – 16 12/5/2023     City Council 12 – 17 12/5/2023     City Council 12 – 18 12/5/2023     City Council 12 – 19 12/5/2023     City Council 12 – 20 12/5/2023     City Council 12 – 21 12/5/2023     City Council 12 – 22 12/5/2023     City Council 12 – 23 12/5/2023     City Council 12 – 24 12/5/2023     City Council 12 – 25 12/5/2023     City Council 12 – 26 12/5/2023     City Council 12 – 27 12/5/2023     City Council 12 – 28 12/5/2023     City Council 12 – 29 12/5/2023     City Council 12 – 30 12/5/2023     City Council 12 – 31 12/5/2023     City Council 12 – 32 12/5/2023     City Council 12 – 33 12/5/2023     City Council 12 – 34 12/5/2023     City Council 12 – 35 12/5/2023     City Council 12 – 36 12/5/2023     City Council 12 – 37 12/5/2023     City Council 12 – 38 12/5/2023     City Council 12 – 39 12/5/2023     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12 – 291 12/5/2023     City Council 12 – 292 12/5/2023     City Council 12 – 293 12/5/2023     City Council 12 – 294 12/5/2023     City Council 12 – 295 12/5/2023     City Council 12 – 296 12/5/2023     City Council 12 – 297 12/5/2023     City Council 12 – 298 12/5/2023     City Council 12 – 299 12/5/2023     City Council 12 – 300 12/5/2023 Public Works Agency www.santa-ana.org/public-works Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Grant Application for Pressure Reducing Station Relocation Project AGENDA TITLE Resolution Authorizing a Grant Application Submission for the Bureau of Reclamation WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Non-General Fund) RECOMMENDED ACTION Adopt a Resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to exceed $1,801,250. RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT GOVERNMENT CODE §84308 APPLIES: No DISCUSSION The City of Santa Ana’s water service area is generally divided into the upper zone north of I-5 and the lower zone south of I-5. The upper zone has higher water pressures, which allows for the water pumped in this zone to be supplied to the lower zone during periods of low demand. However, due to the presence of per-and polyfluoroalkyl substances (PFAS) recently detected in the upper zone’s groundwater supply, this source may become unavailable. To provide the upper zone with necessary water in case it loses its groundwater supplies, the City of Santa Ana will construct an emergency booster pump station (EBPS) and relocate its existing Pressure Reducing Station No. 2 (PRS2) to supply the upper zone with water imported from the Metropolitan Water District of Southern California. The City of Santa Ana has recently purchased property located at 315 East 17th Street, where it plans to construct the improvements for the PRS2 and EBPS as part of the     City Council 13 – 1 12/5/2023 Grant Application for Pressure Reducing Station Relocation Project December 5, 2023 Page 2 3 8 9 8 Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project (Project). The United States Department of the Interior offers financial assistance in the form of grant funding through its Bureau of Reclamation’s WaterSMART (Sustain and Manage America’s Resources for Tomorrow) Drought Response Program for this type of project. The program provides different levels of funding and up to a maximum of $5,000,000 in grant funding, but not to exceed 50% of the total project cost. If the grant application is successful, the grant funding would offset a significant portion of the Project costs. Staff recommends adopting a resolution authorizing the Executive Director of the Public Works Agency to submit a grant application to the U.S. Department of the Interior, Bureau of Reclamation’s Sustain and Manage America’s Resources for Tomorrow Drought Response Program Grant for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Pump Station Project, in an amount not to Exceed $1,801,250. (Exhibit 1) FISCAL IMPACT There is no fiscal impact associated with this action. Staff will return to Council with a request for approval of further actions and will indicate the fiscal impact of any such awards and associated expenditures at that time. EXHIBIT(S) 1. Resolution Submitted By: Nabil Saba, P. E., Executive Director Public Works Agency Approved By: Tom Hatch, Interim City Manager     City Council 13 – 2 12/5/2023 Resolution No. 2023-XXX Page 1 of 3 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING AN APPLICATION FOR GRANT FUNDING BY THE BUREAU OF RECLAMATION’S WATERSMART DROUGHT RESPONSE PROGRAM GRANT PROGRAM FOR THE PRESSURE REDUCING STATION NO. 2 RELOCATION AND EMERGENCY BOOSTER STATION PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A.The City’s potable water comes from a combination of an underground basin which is pumped through wells, and imported water. B.The region’s water supply is limited due to recent recurring droughts C.The City relies on local groundwater D.The City’s upper zone is served primarily by imported water via a connection with Metropolitan Water District of Southern California at Pressure Reducing Station 2. E.The Pressure Reducing Station No. 2 Relocation and Emergency Booster Station Project (the “Project”) will relocate the Pressure Reducing Station 2 and construct a new Emergency Booster Station. F.The United States Department of the Interior offers financial assistance in the form of grant funding through its Bureau of Reclamation’s WaterSMART (Sustain and Manage America’s Resources for Tomorrow) Drought Response Program for this type of project. The program provides two levels of funding and up to a maximum of $2,000,000 in grant funding for Funding Group II, but not to exceed 50% of the total project cost. G.The City desires to fund part of the cost of the Project with grant funding from the WaterSMART Drought Response Program. Section 2. The City Council of the City of Santa Ana hereby authorizes and directs the Executive Director of Public Works, or designee, to sign and submit, for and on behalf of the City of Santa Ana , a grant application from the Bureau of Reclamation’s WaterSMART Drought Response Program for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Station Project up to the amount of $2,000,000 . EXHIBIT 1     City Council 13 – 3 12/5/2023 Resolution No. 2023-XXX Page 2 of 3 Section 3. The Executive Director of Public Works, or designee, is designated to provide the assurances, certifications, and commitments required for the grant application, including executing a financial assistance or similar agreement with the Bureau of Reclamation within established deadlines and any amendments or changes thereto. Section 4. The Executive Director of Public Works, or designee, is designated to represent the City of Santa Ana in carrying out the City’s responsibilities under the grant agreement, including certifying disbursement requests on behalf of the City and compliance with applicable state and federal laws. Section 5. If a grant award is made by the Bureau of Reclamation, the City of Santa Ana commits to providing up to $2,000,000 in matching funds for the Pressure Reducing Station No. 2 Relocation and Emergency Booster Station Project plus any remaining balance. Section 6. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this _____ day of ____________, 2023. ________________________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: Brandon Salvatierra Deputy City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers _     City Council 13 – 4 12/5/2023 Resolution No. 2023-XXX Page 3 of 3 CERTIFICATION OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2023-XXX to be the original resolution adopted by the City Council of the City of Santa Ana on _______________. Date: ______________________ ________________________________ City Clerk City of Santa Ana     City Council 13 – 5 12/5/2023 Public Works Agency www.santa-ana.org/public-works Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Caltrans Clean California Local Grant Program AGENDA TITLE Resolutions Authorizing the Executive Director of the Public Works Agency to Execute Grant Agreements with the California Department of Transportation for the Santa Ana Regional Transportation Center Beautification Projects RECOMMENDED ACTION 1. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT 2. Adopt a resolution authorizing the Executive Director of the Public Works Agency to execute a grant agreement with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT GOVERNMENT CODE §84308 APPLIES: No     City Council 14 – 1 12/5/2023 Caltrans Clean California Local Grant Program December 5, 2023 Page 2 3 8 9 4 DISCUSSION In September 1985, the Santa Ana Regional Transportation Center (SARTC) opened and has since been a major transportation hub in Orange County. Located at 1000 East Santa Ana Boulevard, SARTC serves as a hub for various transportation services, including Amtrak intercity rail service, Metrolink commuter rail service, and several local and regional bus services (i.e. Orange County Transportation Authority (OCTA), Greyhound, and other bus services). The Spanish and Mediterranean Revival architectural style of the SARTC features ceramic red barrel roof tiles, stucco-style walls, and extensive use of painted tiles for decoration. Many features are original to the facility. On August 31, 2023, the City submitted two grant applications to the Clean California Local Grant Program. The latest initiative provides funding to cities and local agencies to clean and revitalize public places, including transit centers. On October 9, 2023, the State of California announced that grant applications for the following SARTC projects were awarded funding. The grant does not require matching funds. •SARTC Painting and Wrought Iron Fencing Project - $1,475,000 The existing exterior paint of the SARTC has faded and chipped, leaving the facility appearance neglected and outdated. The existing wrought iron fence is worn out with significant rust requiring removal and/or replacement. The proposed project to repaint the exterior of the SARTC and repair the wrought iron fencing aims to provide an appealing and pleasing commuting environment for the community and overall region. This entails the removal of existing wrought iron fencing and installation of new perimeter fencing (Exhibit 1). •SARTC Outdoor Water Fountain Renovation Project - $500,000 As the main art installation of the SARTC’s entrance, the outdoor water fountain intends to enhance the commuter experience by providing a tranquil environment. The water fountain has been inoperable for over five years and requires updates including repainting and cleaning and replacing of filtration equipment. After careful inspection and consideration, it was concluded that the water fountain, including everything in the fountain operation needs replacement. The design includes removing the existing outdoor water fountain and replacing it with a new fountain, including plumbing, pump, and electrical components (Exhibit 2) As a component of the grant award process, resolutions authorizing the Executive Director of the Public Works Agency to execute Restricted Grant Agreements (RGA) for both projects are required.     City Council 14 – 2 12/5/2023 Caltrans Clean California Local Grant Program December 5, 2023 Page 3 3 8 9 4 FISCAL IMPACT There is no fiscal impact associated with this action. Staff will return to Council with a request for approval of further actions and will indicate the fiscal impact of any such awards and associated expenditures at that time. EXHIBIT(S) 1. Resolution – SARTC Painting and Wrought Iron Fencing 2. Resolution – SARTC Outdoor Water Fountain Renovation Submitted By: Nabil Saba, P. E., Executive Director, Public Works Agency Approved By: Tom Hatch, Interim City Manager     City Council 14 – 3 12/5/2023 Resolution No. 2023-XXX Page 1 of 2 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER PAINTING AND WROUGHT IRON FENCING PROJECT WHEREAS, the City of Santa Ana is eligible to receive State funding for certain transportation-related work through the California Department of Transportation; WHEREAS, the City of Santa Ana Public Works Agency submitted a successful application for funding from the Clean California Local Grant Program for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project; WHEREAS, a Restricted Grant Agreement is needed to be executed with the California Department of Transportation before such funds can be claimed through the Clean California Local Grant Program; and WHEREAS, the City Council wishes to delegate authorization to execute these Agreements and amendments thereto. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana as follows: Section 1. The Executive Director of the Public Works Agency, or designee, is authorized to execute all Grant Agreements and any amendments thereto with the California Department of Transportation for the Santa Ana Regional Transportation Center Painting and Wrought Iron Fencing Project. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this ____ day of December, 2023. Valerie Amezcua Mayor EXHIBIT 1     City Council 14 – 4 12/5/2023 Resolution No. 2023-XXX Page 2 of 2 APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: Brandon Salvatierra Deputy City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers _ CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby certify the attached Resolution No. 2023- ____ to be the original resolution adopted by the City Council of the City of Santa Ana on _____________________, 2023. Date: Jennifer L. Hall City Clerk     City Council 14 – 5 12/5/2023 Resolution No. 2023-XXX Page 1 of 2 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE SANTA ANA REGIONAL TRANSPORTATION CENTER OUTDOOR WATER FOUNTAIN RENOVATION PROJECT WHEREAS, the City of Santa Ana is eligible to receive State funding for certain transportation-related work through the California Department of Transportation; WHEREAS, the City of Santa Ana Public Works Agency submitted a successful application for funding from the Clean California Local Grant Program for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project; WHEREAS, a Restricted Grant Agreement is needed to be executed with the California Department of Transportation before such funds can be claimed through the Clean California Local Grant Program; and WHEREAS, the City Council wishes to delegate authorization to execute these Agreements and amendments thereto. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana as follows: Section 1. The Executive Director of the Public Works Agency, or designee, is authorized to execute all Grant Agreements and any amendments thereto with the California Department of Transportation for the Santa Ana Regional Transportation Center Outdoor Water Fountain Renovation Project. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this ____ day of December, 2023. Valerie Amezcua Mayor EXHIBIT 2     City Council 14 – 6 12/5/2023 Resolution No. 2023-XXX Page 2 of 2 APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: Brandon Salvatierra Deputy City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers _ CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby certify the attached Resolution No. 2023- ____ to be the original resolution adopted by the City Council of the City of Santa Ana on _____________________, 2023. Date: Jennifer L. Hall City Clerk     City Council 14 – 7 12/5/2023 City Clerk’s Office https://www.santa-ana.org/departments/city-clerks-office/ Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Resolution Declaring Election Results AGENDA TITLE Resolution Declaring the Results of the November 14, 2023 Special Recall Election RECOMMENDED ACTION Adopt a resolution declaring the results of the Special Recall Election held in Ward 3 of the City of Santa Ana on November 14, 2023. RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW GOVERNMENT CODE §84308 APPLIES: No DISCUSSION Pursuant to Santa Ana Charter §1205 and Election Code §11240, the Santa Ana City Council called a Special Recall Election to be held on Tuesday, November 14, 2023 for the purpose of submitting a question to the voters of whether Jessie Lopez should be recalled (removed) from the office of Councilmember for Ward 3. On November 29, 2023, the Orange County Registrar of Voters certified the results of the canvass of the November 14, 2023 City of Santa Ana Special Recall Election. Elections Code §10262(a) requires the City Clerk, upon receipt of the results of the election from the Orange County Registrar of Voters, to certify the results to the governing body and pursuant to Elections Code §§10263 and 10264, the City Council must adopt a resolution reciting the fact of the election results. A total of 6,863 votes were cast in the November 14, 2023 Special Recall Election, with a majority of the votes on the recall voting “No.”     City Council 15 – 1 12/5/2023 Resolution Declaring Election Results December 5, 2023 Page 2 The votes were as follows: Shall Jesse Lopez be recalled (removed) from the office of Councilmember for Ward 3, Santa Ana? YES 2,993 NO 3,867 The accompanying resolution (Exhibit 1) and Certificate of Registrar of Voters to Result of the Canvass of the City of Santa Ana Special Recall Election Returns (Exhibit 2) reflect the full, true, and correct Statement of Vote of the Special Recall Election held on November 14, 2023. By adopting the resolution, the City Council declares the results of the election that Jessie Lopez is not recalled from the office of Councilmember for Ward 3. Accepting the election results as certified by the County of Orange Registrar of Voters will enter the vote into the official record of the City and allow for certification and the confirmation of the November 14, 2023 special election. FISCAL IMPACT There is no fiscal impact associated with this action. Submitted By: Jennifer L. Hall, City Clerk Approved By: Tom Hatch, Interim City Manager Exhibits: 1. Resolution Certifying Election 2. Certificate of Registrar of Voters     City Council 15 – 2 12/5/2023 Resolution No. 2023-XXX Page 1 of 2 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RECITING THE FACT OF THE SPECIAL MUNICIPAL RECALL ELECTION HELD ON TUESDAY, NOVEMBER 14, 2023, DECLARING THE RESULT, AND SUCH OTHER MATTERS AS MAY BE PROVIDED BY LAW BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines , and declares as follows: A. A Special Municipal Recall Election was held in the City of Santa Ana on November 14, 2023, to propose the question to the voters whether to remove Jessie Lopez from the office of Councilmember for Ward 3. B. Pursuant to Elections Code section 10264, t he results of said election, including the whole number of votes cast in the City, the measure voted upon, and the number of votes given in the City for and against each measure, are set forth in the Certificate of Registrar of Voters to Result of the Canvass of the City of Santa Ana Special Recall Election returns attached hereto as Exhibit A and incorporated herein by this reference as though fully set forth. C. City Charter Section 406 provides that “[t]he City Council shall be the judge of the election and qualifications of its members as def ined in section 401 of this charter and shall meet on the first regularly scheduled meeting after election returns are certified for any municipal election at which members of the City Council are elected, declare the results thereof, and install elected members, if any.” D. City Charter section 1205 specifies that “the powers of the initiative and referendum and of the recall of elected municipal offices are hereby reserved to the electors of the City. Unless otherwise provided by ordinance, hereafter enacted, the provisions of the elections code of the State of California, as the same now exist or may hereafter be amended, governing the initiative, the referendum, and the recall of the municipal officers shall apply to use thereof in the City insofar as such provision of the elections code are not in conflict with this charter.” E. California Elections Code section 10262(a) provides in pertinent part that “[u]pon completion of the canvass, the elections official shall certify the results to the governing body, which shall not later that the fourth Friday after the election, comply with the applicable provisions of section 10263.” F. California Elections Code section 10263 requires the governing body shall adopt a resolution reciting the fact of the election and the other matters     City Council 15 – 3 12/5/2023 Resolution No. 2023-XXX Page 2 of 2 enumerated in Section 10264 which includes entry on record of statement of the result of the election. G. The City Council does declare and determine that , as a result of the election, a majority of the voters voting on the measure relating to the recall of Jessie Lopez voted in opposition thereof, and that Jessie Lopez shall remain in the office of City Councilmember for Ward 3. Section 2. This Resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall attest to and certify the vote adopting this Resolution. ADOPTED this 5th day of December, 2023. ________________________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By:_____________________________ Laura A. Rossini Chief Assistant City Attorney AYES Councilmembers ____________ NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2023-XXX to be the original resolution adopted by the City Council of the City of Santa Ana on December 5, 2023. Date _______________ ______________________________ Jennifer L. Hall City Clerk City of Santa Ana     City Council 15 – 4 12/5/2023 EXHIBIT A     City Council 15 – 5 12/5/2023     City Council 15 – 6 12/5/2023     City Council 15 – 7 12/5/2023     City Council 15 – 8 12/5/2023 Vote Center Totals District RegistrationBallots CastTurnout (%)YesNoOrange County 26,762 229 0.9 145 84 Orange County 26,762 229 0.9 145 84 40th Congressional District 152 1 0.7 0 1 46th Congressional District 26,610 228 0.9 145 83 34th Senate District 26,097 221 0.8 141 80 37th Senate District 665 8 1.2 4 4 68th Assembly District 24,051 210 0.9 132 78 70th Assembly District 2,559 18 0.7 13 5 73rd Assembly District 152 1 0.7 0 1 2nd Supervisorial District 26,762 229 0.9 145 84 Santa Ana 26,762 229 0.9 145 84 Santa Ana Ward Division 3 26,762 229 0.9 145 84 State Board of Equalization (4th District) 26,762 229 0.9 145 84 4th District Court of Appeal 26,762 229 0.9 145 84 County Board of Education Trustee Area 1 26,762 229 0.9 145 84 South Orange County Community College District 5,916 23 0.4 16 7 South Orange County Community College District Trustee Area 2 5,916 23 0.4 16 7 Rancho Santiago Community College District 20,846 206 1.0 129 77 Rancho Santiago Community College District Trustee Area 2 8,510 66 0.8 44 22 Rancho Santiago Community College District Trustee Area 4 439 2 0.5 2 0 Rancho Santiago Community College District Trustee Area 5 11,897 138 1.2 83 55 Santa Ana Unified School District 12,588 152 1.2 93 59 Santa Ana Unified School District Trustee Area 1 11,680 148 1.3 91 57 Santa Ana Unified School District Trustee Area 3 908 4 0.4 2 2 Tustin Unified School District 5,916 23 0.4 16 7 Tustin Unified School District Trustee Area 1 0 0 0.0 0 0 Tustin Unified School District Trustee Area 4 5,916 23 0.4 16 7 Garden Grove Unified School District 2,744 19 0.7 13 6 Garden Grove Unified School District Trustee Area 3 2,744 19 0.7 13 6 Orange Unified School District 5,514 35 0.6 23 12 Orange Unified School District Trustee Area 2 1,068 5 0.5 1 4 Orange Unified School District Trustee Area 7 4,446 30 0.7 22 8 East Orange County Water District 52 0 0.0 0 0 East Orange County Water District Division 2 52 0 0.0 0 0 Historical 2010 - 46th Congressional District 26,762 229 0.9 145 84 Historical 2010 - 34th Senate District 26,762 229 0.9 145 84 Historical 2010 - 69th Assembly District 26,762 229 0.9 145 84 Historical 2010 - State Board of Equalization (4th District) 26,762 229 0.9 145 84 Historical 2010 - 1st Supervisorial District 26,762 229 0.9 145 84 11/29/2023 1:51 PM Page 1District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 9 12/5/2023 Vote Center Totals District RegistrationBallots CastTurnout (%)YesNoHistorical 2010 - County Board of Education Trustee Area 1 26,762 229 0.9 145 84 Vote Center Totals 26,762 229 0.9 145 84 11/29/2023 1:51 PM Page 2District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 10 12/5/2023 Vote by Mail Totals District RegistrationBallots CastTurnout (%)YesNoOrange County 26,762 6,634 24.8 2848 3783 Orange County 26,762 6,634 24.8 2848 3783 40th Congressional District 152 28 18.4 11 17 46th Congressional District 26,610 6,606 24.8 2837 3766 34th Senate District 26,097 6,456 24.7 2777 3676 37th Senate District 665 178 26.8 71 107 68th Assembly District 24,051 6,158 25.6 2650 3505 70th Assembly District 2,559 448 17.5 187 261 73rd Assembly District 152 28 18.4 11 17 2nd Supervisorial District 26,762 6,634 24.8 2848 3783 Santa Ana 26,762 6,634 24.8 2848 3783 Santa Ana Ward Division 3 26,762 6,634 24.8 2848 3783 State Board of Equalization (4th District) 26,762 6,634 24.8 2848 3783 4th District Court of Appeal 26,762 6,634 24.8 2848 3783 County Board of Education Trustee Area 1 26,762 6,634 24.8 2848 3783 South Orange County Community College District 5,916 1,255 21.2 538 716 South Orange County Community College District Trustee Area 2 5,916 1,255 21.2 538 716 Rancho Santiago Community College District 20,846 5,379 25.8 2310 3067 Rancho Santiago Community College District Trustee Area 2 8,510 2,028 23.8 866 1162 Rancho Santiago Community College District Trustee Area 4 439 55 12.5 15 40 Rancho Santiago Community College District Trustee Area 5 11,897 3,296 27.7 1429 1865 Santa Ana Unified School District 12,588 3,716 29.5 1597 2118 Santa Ana Unified School District Trustee Area 1 11,680 3,515 30.1 1539 1975 Santa Ana Unified School District Trustee Area 3 908 201 22.1 58 143 Tustin Unified School District 5,916 1,255 21.2 538 716 Tustin Unified School District Trustee Area 1 0 0 0.0 0 0 Tustin Unified School District Trustee Area 4 5,916 1,255 21.2 538 716 Garden Grove Unified School District 2,744 466 17.0 193 273 Garden Grove Unified School District Trustee Area 3 2,744 466 17.0 193 273 Orange Unified School District 5,514 1,197 21.7 520 676 Orange Unified School District Trustee Area 2 1,068 194 18.2 75 118 Orange Unified School District Trustee Area 7 4,446 1,003 22.6 445 558 East Orange County Water District 52 7 13.5 3 4 East Orange County Water District Division 2 52 7 13.5 3 4 Historical 2010 - 46th Congressional District 26,762 6,634 24.8 2848 3783 Historical 2010 - 34th Senate District 26,762 6,634 24.8 2848 3783 Historical 2010 - 69th Assembly District 26,762 6,634 24.8 2848 3783 Historical 2010 - State Board of Equalization (4th District) 26,762 6,634 24.8 2848 3783 Historical 2010 - 1st Supervisorial District 26,762 6,634 24.8 2848 3783 11/29/2023 1:51 PM Page 3District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 11 12/5/2023 Vote by Mail Totals District RegistrationBallots CastTurnout (%)YesNoHistorical 2010 - County Board of Education Trustee Area 1 26,762 6,634 24.8 2848 3783 Vote by Mail Totals 26,762 6,634 24.8 2,848 3,783 11/29/2023 1:51 PM Page 4District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 12 12/5/2023 Grand Totals District RegistrationBallots CastTurnout (%)YesNoOrange County 26,762 6,863 25.6 2993 3867 Orange County 26,762 6,863 25.6 2993 3867 40th Congressional District 152 29 19.1 11 18 46th Congressional District 26,610 6,834 25.7 2982 3849 34th Senate District 26,097 6,677 25.6 2918 3756 37th Senate District 665 186 28.0 75 111 68th Assembly District 24,051 6,368 26.5 2782 3583 70th Assembly District 2,559 466 18.2 200 266 73rd Assembly District 152 29 19.1 11 18 2nd Supervisorial District 26,762 6,863 25.6 2993 3867 Santa Ana 26,762 6,863 25.6 2993 3867 Santa Ana Ward Division 3 26,762 6,863 25.6 2993 3867 State Board of Equalization (4th District) 26,762 6,863 25.6 2993 3867 4th District Court of Appeal 26,762 6,863 25.6 2993 3867 County Board of Education Trustee Area 1 26,762 6,863 25.6 2993 3867 South Orange County Community College District 5,916 1,278 21.6 554 723 South Orange County Community College District Trustee Area 2 5,916 1,278 21.6 554 723 Rancho Santiago Community College District 20,846 5,585 26.8 2439 3144 Rancho Santiago Community College District Trustee Area 2 8,510 2,094 24.6 910 1184 Rancho Santiago Community College District Trustee Area 4 439 57 13.0 17 40 Rancho Santiago Community College District Trustee Area 5 11,897 3,434 28.9 1512 1920 Santa Ana Unified School District 12,588 3,868 30.7 1690 2177 Santa Ana Unified School District Trustee Area 1 11,680 3,663 31.4 1630 2032 Santa Ana Unified School District Trustee Area 3 908 205 22.6 60 145 Tustin Unified School District 5,916 1,278 21.6 554 723 Tustin Unified School District Trustee Area 1 0 0 0.0 0 0 Tustin Unified School District Trustee Area 4 5,916 1,278 21.6 554 723 Garden Grove Unified School District 2,744 485 17.7 206 279 Garden Grove Unified School District Trustee Area 3 2,744 485 17.7 206 279 Orange Unified School District 5,514 1,232 22.3 543 688 Orange Unified School District Trustee Area 2 1,068 199 18.6 76 122 Orange Unified School District Trustee Area 7 4,446 1,033 23.2 467 566 East Orange County Water District 52 7 13.5 3 4 East Orange County Water District Division 2 52 7 13.5 3 4 Historical 2010 - 46th Congressional District 26,762 6,863 25.6 2993 3867 Historical 2010 - 34th Senate District 26,762 6,863 25.6 2993 3867 Historical 2010 - 69th Assembly District 26,762 6,863 25.6 2993 3867 Historical 2010 - State Board of Equalization (4th District) 26,762 6,863 25.6 2993 3867 Historical 2010 - 1st Supervisorial District 26,762 6,863 25.6 2993 3867 11/29/2023 1:51 PM Page 5District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 13 12/5/2023 Grand Totals District RegistrationBallots CastTurnout (%)YesNoHistorical 2010 - County Board of Education Trustee Area 1 26,762 6,863 25.6 2993 3867 Vote Center Totals 26,762 229 0.9 145 84 Vote by Mail Totals 26,762 6,634 24.8 2,848 3,783 Grand Totals 26,762 6,863 25.6 2,993 3,867 11/29/2023 1:51 PM Page 6District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 14 12/5/2023 *** End of report *** 11/29/2023 1:51 PM Page 7District Results Report - November 14, 2023     City Council 15 – 15 12/5/2023     City Council 15 – 16 12/5/2023     City Council 15 – 17 12/5/2023     City Council 15 – 18 12/5/2023 Vote Center Totals District RegistrationBallots CastTurnout (%)YesNoOrange County 26,762 229 0.9 145 84 Orange County 26,762 229 0.9 145 84 40th Congressional District 152 1 0.7 0 1 46th Congressional District 26,610 228 0.9 145 83 34th Senate District 26,097 221 0.8 141 80 37th Senate District 665 8 1.2 4 4 68th Assembly District 24,051 210 0.9 132 78 70th Assembly District 2,559 18 0.7 13 5 73rd Assembly District 152 1 0.7 0 1 2nd Supervisorial District 26,762 229 0.9 145 84 Santa Ana 26,762 229 0.9 145 84 Santa Ana Ward Division 3 26,762 229 0.9 145 84 State Board of Equalization (4th District) 26,762 229 0.9 145 84 4th District Court of Appeal 26,762 229 0.9 145 84 County Board of Education Trustee Area 1 26,762 229 0.9 145 84 South Orange County Community College District 5,916 23 0.4 16 7 South Orange County Community College District Trustee Area 2 5,916 23 0.4 16 7 Rancho Santiago Community College District 20,846 206 1.0 129 77 Rancho Santiago Community College District Trustee Area 2 8,510 66 0.8 44 22 Rancho Santiago Community College District Trustee Area 4 439 2 0.5 2 0 Rancho Santiago Community College District Trustee Area 5 11,897 138 1.2 83 55 Santa Ana Unified School District 12,588 152 1.2 93 59 Santa Ana Unified School District Trustee Area 1 11,680 148 1.3 91 57 Santa Ana Unified School District Trustee Area 3 908 4 0.4 2 2 Tustin Unified School District 5,916 23 0.4 16 7 Tustin Unified School District Trustee Area 1 0 0 0.0 0 0 Tustin Unified School District Trustee Area 4 5,916 23 0.4 16 7 Garden Grove Unified School District 2,744 19 0.7 13 6 Garden Grove Unified School District Trustee Area 3 2,744 19 0.7 13 6 Orange Unified School District 5,514 35 0.6 23 12 Orange Unified School District Trustee Area 2 1,068 5 0.5 1 4 Orange Unified School District Trustee Area 7 4,446 30 0.7 22 8 East Orange County Water District 52 0 0.0 0 0 East Orange County Water District Division 2 52 0 0.0 0 0 Historical 2010 - 46th Congressional District 26,762 229 0.9 145 84 Historical 2010 - 34th Senate District 26,762 229 0.9 145 84 Historical 2010 - 69th Assembly District 26,762 229 0.9 145 84 Historical 2010 - State Board of Equalization (4th District) 26,762 229 0.9 145 84 Historical 2010 - 1st Supervisorial District 26,762 229 0.9 145 84 11/29/2023 1:51 PM Page 1District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 19 12/5/2023 Vote Center Totals District RegistrationBallots CastTurnout (%)YesNoHistorical 2010 - County Board of Education Trustee Area 1 26,762 229 0.9 145 84 Vote Center Totals 26,762 229 0.9 145 84 11/29/2023 1:51 PM Page 2District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 20 12/5/2023 Vote by Mail Totals District RegistrationBallots CastTurnout (%)YesNoOrange County 26,762 6,634 24.8 2848 3783 Orange County 26,762 6,634 24.8 2848 3783 40th Congressional District 152 28 18.4 11 17 46th Congressional District 26,610 6,606 24.8 2837 3766 34th Senate District 26,097 6,456 24.7 2777 3676 37th Senate District 665 178 26.8 71 107 68th Assembly District 24,051 6,158 25.6 2650 3505 70th Assembly District 2,559 448 17.5 187 261 73rd Assembly District 152 28 18.4 11 17 2nd Supervisorial District 26,762 6,634 24.8 2848 3783 Santa Ana 26,762 6,634 24.8 2848 3783 Santa Ana Ward Division 3 26,762 6,634 24.8 2848 3783 State Board of Equalization (4th District) 26,762 6,634 24.8 2848 3783 4th District Court of Appeal 26,762 6,634 24.8 2848 3783 County Board of Education Trustee Area 1 26,762 6,634 24.8 2848 3783 South Orange County Community College District 5,916 1,255 21.2 538 716 South Orange County Community College District Trustee Area 2 5,916 1,255 21.2 538 716 Rancho Santiago Community College District 20,846 5,379 25.8 2310 3067 Rancho Santiago Community College District Trustee Area 2 8,510 2,028 23.8 866 1162 Rancho Santiago Community College District Trustee Area 4 439 55 12.5 15 40 Rancho Santiago Community College District Trustee Area 5 11,897 3,296 27.7 1429 1865 Santa Ana Unified School District 12,588 3,716 29.5 1597 2118 Santa Ana Unified School District Trustee Area 1 11,680 3,515 30.1 1539 1975 Santa Ana Unified School District Trustee Area 3 908 201 22.1 58 143 Tustin Unified School District 5,916 1,255 21.2 538 716 Tustin Unified School District Trustee Area 1 0 0 0.0 0 0 Tustin Unified School District Trustee Area 4 5,916 1,255 21.2 538 716 Garden Grove Unified School District 2,744 466 17.0 193 273 Garden Grove Unified School District Trustee Area 3 2,744 466 17.0 193 273 Orange Unified School District 5,514 1,197 21.7 520 676 Orange Unified School District Trustee Area 2 1,068 194 18.2 75 118 Orange Unified School District Trustee Area 7 4,446 1,003 22.6 445 558 East Orange County Water District 52 7 13.5 3 4 East Orange County Water District Division 2 52 7 13.5 3 4 Historical 2010 - 46th Congressional District 26,762 6,634 24.8 2848 3783 Historical 2010 - 34th Senate District 26,762 6,634 24.8 2848 3783 Historical 2010 - 69th Assembly District 26,762 6,634 24.8 2848 3783 Historical 2010 - State Board of Equalization (4th District) 26,762 6,634 24.8 2848 3783 Historical 2010 - 1st Supervisorial District 26,762 6,634 24.8 2848 3783 11/29/2023 1:51 PM Page 3District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 21 12/5/2023 Vote by Mail Totals District RegistrationBallots CastTurnout (%)YesNoHistorical 2010 - County Board of Education Trustee Area 1 26,762 6,634 24.8 2848 3783 Vote by Mail Totals 26,762 6,634 24.8 2,848 3,783 11/29/2023 1:51 PM Page 4District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 22 12/5/2023 Grand Totals District RegistrationBallots CastTurnout (%)YesNoOrange County 26,762 6,863 25.6 2993 3867 Orange County 26,762 6,863 25.6 2993 3867 40th Congressional District 152 29 19.1 11 18 46th Congressional District 26,610 6,834 25.7 2982 3849 34th Senate District 26,097 6,677 25.6 2918 3756 37th Senate District 665 186 28.0 75 111 68th Assembly District 24,051 6,368 26.5 2782 3583 70th Assembly District 2,559 466 18.2 200 266 73rd Assembly District 152 29 19.1 11 18 2nd Supervisorial District 26,762 6,863 25.6 2993 3867 Santa Ana 26,762 6,863 25.6 2993 3867 Santa Ana Ward Division 3 26,762 6,863 25.6 2993 3867 State Board of Equalization (4th District) 26,762 6,863 25.6 2993 3867 4th District Court of Appeal 26,762 6,863 25.6 2993 3867 County Board of Education Trustee Area 1 26,762 6,863 25.6 2993 3867 South Orange County Community College District 5,916 1,278 21.6 554 723 South Orange County Community College District Trustee Area 2 5,916 1,278 21.6 554 723 Rancho Santiago Community College District 20,846 5,585 26.8 2439 3144 Rancho Santiago Community College District Trustee Area 2 8,510 2,094 24.6 910 1184 Rancho Santiago Community College District Trustee Area 4 439 57 13.0 17 40 Rancho Santiago Community College District Trustee Area 5 11,897 3,434 28.9 1512 1920 Santa Ana Unified School District 12,588 3,868 30.7 1690 2177 Santa Ana Unified School District Trustee Area 1 11,680 3,663 31.4 1630 2032 Santa Ana Unified School District Trustee Area 3 908 205 22.6 60 145 Tustin Unified School District 5,916 1,278 21.6 554 723 Tustin Unified School District Trustee Area 1 0 0 0.0 0 0 Tustin Unified School District Trustee Area 4 5,916 1,278 21.6 554 723 Garden Grove Unified School District 2,744 485 17.7 206 279 Garden Grove Unified School District Trustee Area 3 2,744 485 17.7 206 279 Orange Unified School District 5,514 1,232 22.3 543 688 Orange Unified School District Trustee Area 2 1,068 199 18.6 76 122 Orange Unified School District Trustee Area 7 4,446 1,033 23.2 467 566 East Orange County Water District 52 7 13.5 3 4 East Orange County Water District Division 2 52 7 13.5 3 4 Historical 2010 - 46th Congressional District 26,762 6,863 25.6 2993 3867 Historical 2010 - 34th Senate District 26,762 6,863 25.6 2993 3867 Historical 2010 - 69th Assembly District 26,762 6,863 25.6 2993 3867 Historical 2010 - State Board of Equalization (4th District) 26,762 6,863 25.6 2993 3867 Historical 2010 - 1st Supervisorial District 26,762 6,863 25.6 2993 3867 11/29/2023 1:51 PM Page 5District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 23 12/5/2023 Grand Totals District RegistrationBallots CastTurnout (%)YesNoHistorical 2010 - County Board of Education Trustee Area 1 26,762 6,863 25.6 2993 3867 Vote Center Totals 26,762 229 0.9 145 84 Vote by Mail Totals 26,762 6,634 24.8 2,848 3,783 Grand Totals 26,762 6,863 25.6 2,993 3,867 11/29/2023 1:51 PM Page 6District Results Report - November 14, 2023 CITY OF SANTA ANA Member, City Council Ward 3     City Council 15 – 24 12/5/2023 *** End of report *** 11/29/2023 1:51 PM Page 7District Results Report - November 14, 2023     City Council 15 – 25 12/5/2023 City Manager’s Office www.santa-ana.org/city-managers-office Item # 16 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Compensation for Members of City Boards and Commissions AGENDA TITLE Second Reading of Ordinance Amending Section 2-325 of the Santa Ana Municipal Code to Provide That Compensation for City Boards and Commissions Shall be Set by Resolution of the City Council; Resolution Amending Resolution No. 2019-034 and Setting Compensation for all City Boards and Commissions First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. RECOMMENDED ACTION 1. Adopt an ordinance amending Section 2-325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions shall be set by resolution of the City Council. ORDINANCE NO. NS-3053 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2-325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL 2. Adopt a resolution amending Resolution No. 2019-034 and setting the compensation for all City boards and commissions. RESOLUTION NO. 2023-XXX entitled A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019-034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS GOVERNMENT CODE §84308 APPLIES: No     City Council 16 – 1 12/5/2023 Compensation for Members of City Boards and Commissions December 5, 2023 Page 2 3 8 9 9 DISCUSSION At the November 21, 2023 meeting, the City Council approved the first reading of Ordinance No. NS-3053 to amend Section 2-325 of the Santa Ana Municipal Code to provide that compensation for City boards and commissions be set by resolution of the City Council. The ordinance (Exhibit 1) is now being presented to the City Council at the December 5, 2023 meeting for a second reading; if adopted, the ordinance will become effective 30 days thereafter. In effect, the ordinance removes the compensation amounts from the Municipal Code and instead provides, in part, that “[c]ompensation for City boards and commissions shall be set by resolution of the City Council.” The attached resolution (Exhibit 2) provides that each member of a City board, commission, or committee will be compensated $100 per meeting, effective July 1, 2023. The table below shows a comparison between the existing compensation amounts and the proposed compensation amounts: Board/Commission/Committee Name Existing Compensation Amount per Meeting Proposed Compensation Amount per Meeting Arts and Culture Commission $50 $100 Community Development and Housing Commission $50 $100 Environmental and Transportation Advisory Commission $50 $100 Historic Resources Commission $50 $100 Parks, Recreation, and Community Services Commission $50 $100 Personnel Board $50 $100 Planning Commission $50 $100 Police Oversight Commission $50 $100 Rental Housing Board $50 $100 Transactions and Use Tax Measure X Citizen Oversight Committee $0 $100 Youth Commission $50 $100 The cost of the change in compensation for City boards and commissions will be absorbed within existing departmental budgets. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Ordinance 2. Resolution Submitted By: Daniel Soto, Principal Management Analyst Approved By: Tom Hatch, Interim City Manager     City Council 16 – 2 12/5/2023 Ordinance No. NS-XXXX Page 1 of 2 ORDINANCE NO. NS-XXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING SECTION 2-325 OF THE SANTA ANA MUNICIPAL CODE TO PROVIDE THAT COMPENSATION FOR CITY BOARDS AND COMMISSIONS SHALL BE SET BY RESOLUTION OF THE CITY COUNCIL THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares that, in an effort to increase flexibility, respond to economic conditions, and centralize compensation for all City Boards and Commissions, the City Council desires to amend Santa Ana Municipal Code Section s 2-325 to provide that compensation for City Boards and Commissions shall be set by resolution of the City Council. Section 2. The Santa Ana City Council hereby amends Section 2-325 of Article IV of Chapter 2 of the Santa Ana Municipal Code as follows: Sec. 2-325. Compensation for members of boards, commissions. 1. Compensation for City boards and commissions shall be set by resolution of the city council. 2. The members of the appointive boards and commissions may receive reimbursement for necessary traveling and other expenses when on official duty of the city when such expenditure has been appropriated by the city council and authorized by the board or commission and subject to rules and regulations prescribed by ordinance, resolution, or order of the city council. Section 3. If any section, subsection, sentence, clause, phrase or portion of this ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council of the City of Santa Ana hereby declares that it would have adopted this ordinance and each section, subsection, sentence, clause, 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. Section 4. This ordinance shall become effective thirty (30) days after its adoption.     City Council 16 – 3 12/5/2023 Ordinance No. NS-XXXX Page 2 of 2 Section 5. The Clerk of the Council shall certify the adoption of this ordinance and shall cause the same to be published as required by law. ADOPTED this _______ day of December, 2023. _______________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By:________________________ Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers _________________________________ NOES: Councilmembers __________________________________ ABSTAIN: Councilmembers __________________________________ NOT PRESENT: Councilmembers __________________________________ CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby attest to and certify that the attached Ordinance No. NS-XXX to be the original ordinance adopted by the City Council of the City of Santa Ana on ____________, 2023 and that said ordinance was published in accordance with the Charter of the City of Santa Ana. Date: ________________ ____________________________________ Jennifer L. Hall City Clerk     City Council 16 – 4 12/5/2023 Resolution No. 2023-XXX Page 1 of 3 RESOLUTION NO. 2023-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING RESOLUTION NO. 2019-034 AND SETTING COMPENSATION FOR ALL CITY BOARDS AND COMMISSIONS WHEREAS, the City of Santa Ana has many City Boards and Commissions whose members work hard to carry out the various tasks delegated by the City Council to such Boards and Commissions or to make recommendations to the City Council on various items within the purview of the Board or Commission; WHEREAS, pursuant to Santa Ana Municipal Code Section 2-325, the City of Santa Ana had been compensating most Board and Commissioner Members at a rate of $50 a meeting; WHEREAS, Santa Ana Municipal Code Section 2 -325 has been amended and now provides for compensation for all Boards and Commissions as set by resolution of the Santa Ana City Council; and WHEREAS, Resolution No. 2019-008 as amended by Resolution 2019-034 established the transaction and use tax measure x oversight committee as required by Santa Ana Municipal Code Section 35 -214 and provided that committee members were volunteers and are not paid compensation by the City for serving on the committee (Section 2 E.); WHEREAS, the Santa Ana City Council desires to amend Resolution No. 2019- 034 to strike reference to the committee members being unpaid and to provide in the current resolution compensation for the transaction and use tax measure x oversight committee members; WHEREAS, the City Council desires to continue to compensate City Board and Commission members for the important work they perform and to increase said compensation from $50 a meeting to $100 a meeting to keep pace with economic conditions. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1. The foregoing recitals are true and correct and are hereby incorporated by reference. Section 2. The Santa Ana City Council hereby amends Resolution No. 2019 - 034 to remove Section 2 E specifying that committee members are volunteers and are not paid compensation by the City for serving on the committee.     City Council 16 – 5 12/5/2023 Resolution No. 2023-XXX Page 2 of 3 Section 3. The Santa Ana City Council hereby sets compensation for the following City Boards and Commissions as follows: A. Community development and housing commission. One hundred dollars ($100.00) per meeting, three (3) meetings maximum per month, plus twenty dollars ($20.00) per month automobile allowance. B. Personnel board. One hundred dollars ($100.00) per meeting. C. Planning commission. One hundred dollars ($100.00) per meeting, three (3) meetings maximum per month, plus fifty dollars ($50.00) per month automobile allowance. D. Historic resources commission. One hundred dollars ($100.00) per meeting, two (2) meetings maximum per month. E. Parks, recreation and community services commission. One hundred dollars ($100.00) per meeting, two (2) meetings maximum per month. F. Environmental and transportation advisory commission. One hundred dollars ($100.00) per meeting, two (2) meetings maximum per month. G. Youth commission. One (1) meeting per month, three (3) special meetings maximum per year with the compensation of one hundred dollars ($100.00) per meeting. H. Arts and culture commission. Each commission member shall receive a maximum compensation in the amount of one hundred dollars ($100.00) for attendance at one (1) regular meeting per month. I. Police oversight commission. Each commissioner shall receive one hundred dollars ($100.00) per meeting with no more than four (4) compensated meetings per month. J. Rental housing board. One hundred dollars ($100.00) per meeting, plus fifty dollars ($50.00) per month automobile allowance. K. Transactions and use tax measure x citizen oversight committee. One hundred dollars ($100.00) per meeting. The number of compensated meetings shall be determined by the Resolution to establish a citizen oversight committee set forth in Resolution No. 2019-034 or as later amended.     City Council 16 – 6 12/5/2023 Resolution No. 2023-XXX Page 3 of 3 Section 4. The increase in compensation for City boards and commissions as outlined in Section 3 of this Resolution shall be effective July 1, 2023. Section 5. This Resolution shall take effect thirty (30) days after its adoption by a majority of the City Council and the City Clerk shall attest to and certify the vote adopting this Resolution. ADOPTED this ____ day of December, 2023. Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By: Laura A. Rossini Chief Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers CERTIFICATE OF ATTESTATION AND ORIGINALITY I, Jennifer L. Hall, City Clerk, do hereby attest to and certify the attached Resolution No. 2023 -XXX to be the original resolution adopted by the City Council of the City of Santa Ana on _____________________, 2023. Date: City Clerk City of Santa Ana     City Council 16 – 7 12/5/2023 Parks, Recreation, and Community Services Agency Planning and Building Agency Public Works Agency City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 Topic: Standard and McFadden Public Park Located at 1117 S. Standard Avenue AGENDA TITLE Second Reading of Ordinance Approving Amendment Application No. 2023-01 to Change the Zoning District Designation of the Public Park Located at 1117 S. Standard Avenue from Multiple-Family Residence (R-3) to Open Space Land (O) for Consistency with the General Plan Land Use Designation of Open Space First reading at the November 21, 2023 City Council meeting and approved by a unanimous vote. Published in the Orange County Reporter on November 27, 2023. RECOMMENDED ACTIONS 1. Conduct a second reading and adopt an ordinance approving Amendment Application No. 2023-01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue; ORDINANCE NO. NS-3054 entitled AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023-01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011-251-17, 011-251-18, 011-251-19, 011-251-20, 011- 251-38 AND 011-251-39 (from Multi-Family Residence (R-3) to Open Space Land (O)); read by title only and waive further reading. 2. Determine that in accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020-78, will be filed for this project.    City Council 17 – 1 12/5/2023 Standard and McFadden Park Located at 1117 S. Standard Avenue December 5, 2023 Page 2 3 9 0 2 GOVERNMENT CODE §84308 APPLIES: No EXECUTIVE SUMMARY At its regular meeting of November 21, 2023, the City Council approved the first reading of an ordinance approving Amendment Application No. 2023-01 for Standard and McFadden Public Park located at 1117 S. Standard Avenue. In addition, the City Council (1) affirmed the Planning Commission’s adoption of Public Naming Facilities (PFN) No. 2023-01 to name subject the park to “Gerardo Mouet Park;” (2) approved Abandonment (PW) No. 2023-03 to abandon and redesign the southerly portion of an alley between Wakeham Avenue to the north and McFadden Avenue to the south; and (3) approved General Plan Amendment (GPA) No. 2023-01 to change the land use designation of portions of the park site from Low Density Residential (LR-7) to Open Space (OS). Amendment Application (AA) No. 2023-01 In accordance with Section 41-664 of the Santa Ana Municipal Code (SAMC), staff is recommending that the City Council adopt an ordinance approving AA No. 2023-01, which is required in order to change the zoning district designation of the park site from Multiple-Family Residence (R-3) to Open Space Land (O) for consistency with the General Plan land use designation of OS. The O district designation applies to those areas of the City that provide permanent open space. Therefore, the proposed O zoning designation is the appropriate zoning designation for the park. Existing Zoning District Designation Proposed Zoning District Designation ENVIRONMENTAL IMPACT In accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project this is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). An environmental analysis has been conducted for this project which revealed that the previously prepared EIR adequately described the project’s environmental setting, impacts, and mitigation measures related to each impact. There are no substantial changes proposed by these actions. There are no substantial changes with respect to circumstances under which the actions undertaken that will require major revisions to     City Council 17 – 2 12/5/2023 Standard and McFadden Park Located at 1117 S. Standard Avenue December 5, 2023 Page 3 3 9 0 2 the EIR. There is no new information of substantial importance. All environmental impacts associated with these actions were considered and evaluated by the EIR approved and adopted. There is no new information of substantial importance. There are no new environmental impacts or mitigation measures needed. All applicable mitigation measures identified by the EIR will be applied to this project. Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020-78, will be filed for this project. FISCAL IMPACT There is no fiscal impact associated with these actions. EXHIBIT(S) 1. Ordinance Submitted By: Hawk Scott, Executive Director of Parks, Recreation, and Community Services Agency Nabil Saba, Executive Director of Public Works Agency Minh Thai, Executive Director of Planning and Building Agency Approved By: Tom Hatch, Interim City Manager     City Council 17 – 3 12/5/2023 Ordinance No. NS-XXXX Page 1 of 4 ORDINANCE NO. NS-XXXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA ANA APPROVING AMENDMENT APPLICATION NO. 2023-01 REZONING THE PROPERTIES LOCATED 1113, 1117, 1121, AND 1125 SOUTH STANDARD AVENUE AND RECOGNIZED AS ASSESSOR PARCEL NUMBERS 011-251-17, 011-251-18, 011-251-19, 011-251-20, 011-251-38 AND 011-251-39 THE CITY COUNCIL OF THE CITY OF SANTA ANA DOES ORDAIN AS FOLLOWS: Section 1. The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. The City of Santa Ana (“City”) is requesting approval of Amendment Application (AA) No. 2023-01 to amend the zoning district designation of the properties located at 1113, 1117, 1121, and 1125 South Standard Avenue and recognized as Assessor Parcel Numbers (APNs) 011-251-17, 011-251- 18, 011-251-19, 011-251-20, 011-251-38 and 011-251-39 (collectively known as 1117 South Standard Avenue) from Multiple-Family Residence (R-3) to Open Space Land (O) for consistency with the General Plan land use designation of Open Space (OS). B. In 2017, the subject property was deeded to the City for the purpose of developing a public park. C. In 2019, the City submitted a grant application for the Statewide Park Development and Community Revitalization Program and was awarded $3,600,000 for the construction of the subject park. In 2021, the City entered into an agreement with David Evans and Associates, Inc. to provide design and construction support services for the subject park. D. On September 19, 2023, the City Council awarded a construction contract to Legion Contractors, Inc. in the amount of $3,366,625 for the construction and completion of the public park. E. The City, in conjunction with this action, is also requesting approval of (1) Public Facilities Naming (PFN) No. 2023-01 to name the new park located at 1117 South Standard Avenue to “Gerardo Mouet Park; (2) Abandonment (PW) No. 2023-03 to abandon and redesign the southerly portion of an alley between Wakeham Avenue to the north and McFadden Avenue to the south; and (3) General Plan Amendment (GPA) No. 2023-01 to change the land use designation of portions of the park site from Low Density Residential (LR-7) to Open Space (OS).     City Council 17 – 4 12/5/2023 Ordinance No. NS-XXXX Page 2 of 4 F. On October 23, 2023, the Planning Commission held a duly noticed public hearing and voted to recommend that the City Council adopt an ordinance approving AA No. 2023-01 which is consistent with the General Plan land use designation of the subject properties. G. The City Council has reviewed applicable general plan policies and has determined that this proposed rezoning is consistent with the goals and policies of the general plan. H. The City Council, prior to taking action on this ordinance, held a duly noticed public hearing on November 21, 2023. I. The City Council also adopts as findings all facts presented in the Request for Council Action dated November 21, 2023, accompanying this matter. J. For these reasons, and each of them, AA No. 2023-01 is hereby found and determined to be consistent with the intent and purpose of Chapter 41 (Zoning) of the Santa Ana Municipal Code (SAMC), thus changing the zoning district is found to be consistent with the General Plan of the City of Santa Ana and 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. In accordance with the California Environmental Quality Act (CEQA) and Section 15162 of the CEQA Guidelines, the project this is within the scope of the 2022 Santa Ana General Plan Environmental Impact Report (EIR) (SCH No. 2020029087). An environmental analysis has been conducted for this project which revealed that the previously prepared EIR adequately described the project’s environmental setting, impacts, and mitigation measures related to each impact. There are no substantial changes proposed by these actions. There are no substantial changes with respect to circumstances under which the actions undertaken that will require major revisions to the EIR. There is no new information of substantial importance. All environmental impacts associated with these actions were considered and evaluated by the EIR approved and adopted. There is no new information of substantial importance. There are no new environmental impacts or mitigation measures needed. All applicable mitigation measures identified by the EIR will be applied to this project. Furthermore, these actions are categorically exempt from further review per Section 15304 (Class 4 – Minor Alterations of Land) of the CEQA Guidelines. Class 4 consists of minor public or private alterations in the condition of land, water, and/or vegetation which do not involve removal of healthy, mature, scenic trees except for forestry and agricultural purposes. As such, a Notice of Determination, Environmental Review No. 2020-78, will be filed for this project.     City Council 17 – 5 12/5/2023 Ordinance No. NS-XXXX Page 3 of 4 Section 4. An amended Sectional District Map, showing the above described changes in use district designation, is hereby approved and attached hereto as Exhibit A, and incorporated by this reference as though fully set forth herein. Section 5. AA No. 2023-01 shall not enter into full force and effect until the current change in the site’s Land Use Designation as requested by GPA No. 2023-01 is approved and in full force and effect. Section 6. The City Council of the City of Santa Ana after conducting the public hearing hereby approves AA No. 2023-01. This decision is based upon the evidence submitted at the above said hearing, which includes, but is not limited to: the Request for Planning Commission Action dated October 23, 2023, the Request for Council Action dated November 21, 2023, and exhibits attached hereto; and the public testimony, written and oral, all of which are incorporated herein by this reference. ADOPTED this 21st day of November, 2023. ___________________ Valerie Amezcua Mayor APPROVED AS TO FORM: Sonia R. Carvalho City Attorney By:________________________ Jose Montoya Assistant City Attorney AYES: Councilmembers ___________________________________ NOES: Councilmembers ___________________________________ ABSTAIN: Councilmembers ___________________________________ NOT PRESENT: Councilmembers ___________________________________     City Council 17 – 6 12/5/2023 Ordinance No. NS-XXXX Page 4 of 4 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, JENNIFER L. HALL , City Clerk, do hereby attest to and certify the attached Ordinance No. NS-_____________to be the original ordinance adopted by the City Council of the City of Santa Ana on __________________, 2023 and that said ordinance was published in accordance with the Charter of the City of Santa Ana. Date: ____________ ____________________________ City Clerk City of Santa Ana     City Council 17 – 7 12/5/2023 A1 GENERAL AGRICULTURAL CSM SOUTH MAIN STREET COMMERCIAL DIST. R2 TWO-FAMILY RESIDENCE -B PARKING MODIFICATION C1 COMMUNITY COMMERCIAL GC GOVERNMENT CENTER R3 MULTIPLE-FAMILY RESIDENCE -OZ OVERLAY ZONE C1-MD COMMUNITY COMMERCIAL - MUSEUM DIST. M1 LIGHT INDUSTRIAL R4 SUBURBAN APARTMENT C2 GENERAL COMMERCIAL M2 HEAVY INDUSTRIAL RE RESIDENTIAL ESTATE C4 PLANNED SHOPPING CENTER O OPEN SPACE SD SPECIFIC DEVELOPMENT -HD2 HEIGHT DISTRICT II C5 ARTERIAL COMMERCIAL P PROFESSIONAL SP SPECIFIC PLAN CR COMMERCIAL RESIDENTIAL R1 SINGLE-FAMILY RESIDENCE OZ1 METRO EAST OVERLAY ZONE PLANNED RESIDENTIAL DEVELOPMENT -PRD City of Santa Ana, California ZONING DISTRICTS HALLADAY STCEDAR STMAPLE STBISHOP ST HOBART STCYPRESS AVWILSHIREAV ORANGE AVUPRRRUSSELL AV U P R R HIGHLAND ST RICHLAND ST BISHOP ST CEDAR STPINE ST WALNUT ST EVERGREEN STHALLADAY STOAK STMINNIE STWALNUT ST MAPLE STPINE ST OAK STMYRTLE ST CAMILE STBUSHST UP RR OLD MCFADDEN AV WAKEHAM AV GRANT ST MYRTLE ST WILSHIRE AV MINNIE STLACY STGARFIELDSTCYPRESS AVOAK STRUSSELL AV WARRENST MINNIE STOAK STS A N T A F E S T HICKORYSTOAK STMAPLE STORANGE AVRUSSELLAV WAKEHAM AV BEVERLY PL OXFORD ST WILSHIREAV GRIFFITHPL BISHOP ST HATHAWAYSTWALNUT ST WILSHIRE AV GRIFFITH PL MYRTLE STSYCAMORE STCYPRESS AVORANGE AVOXFORD ST GRANT ST NORMANDY PL HARWOOD PL WISTERIA PLSYCAMORE STPINE ST OXFORD ST CAMILE ST HATHAWAYSTHICKORY STKILSON DRSYCAMORE STHATHAWAY STGRANT ST WAKEHAM AV WISTERIA PL NORMANDY PL HARWOOD PL HUNTER AV NORMANDY PL WAKEHAM AV KILSON DRCEDAR STUPRRHALLADAY STHICKORYSTUP RRUP RROCTA METROL INK RR CUBBON ST HICKORY STCAMILE ST PINE ST WALNUT ST HUNTER AV MCCLAY STO C TA METROLINKRR E 1ST ST E CHESTNUT AV S STANDARD AVW MCFADDEN AV W CHESTNUT AV E MCFADDEN AV S GRAND AVW 1ST ST N MAIN STN GRAND AVS MAIN STC2/OZ1 C2/OZ1 SD84/M1SD84/M2SD84/M2 SD84/M2 SD89/OZ1 R2/OZ1SD84/M2 SD84/M2 SD84/M2 C2/OZ1 R2-B R1-PRD R2-B C2-HDII R3-B C2-HDII R2-B R2-B R3-B C2-HDII C2-HDII R2-B C2-HDII R3-B C2-HDII R2-B C2-HDII R2-B R2-B C2-HDII R2-B R2-B R3-B C1 C2C2C2 C2 C4 CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM CSM M1 M1 M1 M1M1 M1 M1 M1 M1 M1 M1 M1 M1 M1 M1M1 M1 M1 M1M1 M1M1 M1 M1M1 M1M1M1 M1 M1 M2 M2 M2 M2 M2 M2 M2 O O O O O O O O O O O O O O R1 R1R1R1R1 R1 R1 R1R1 R1 R1 R1 R1 R1 R1 R1R1R1R1 R1R1R1 R1 R1R1R1R1 R1R1 R1 R1R1R1 R1R1R1R1 R1 R1 R1 R1R1 R1 R1 R1 R1 R1 R1 R1 R1R1 R1 R1 R1 R1 R1 R1 R1 R1R1R1R1R1R1 R1R1R1R1 R1 R1 R1 R1 R1 R1R1R1 R1R1 R1R1R1R1R1R1 R2 R2 R2 R2 R2 R2 R2 R2R2 R2 R2 R2 R2R2 R2 R2 R2 R2R2R2R2 R2 R2 R3R3 R3 R3R3R3R3R3R3R3 R3R3R3R3 R3 R3 R3R3R3R1R3R3R3 R3 R3 R3 R3R3 R3R3R3R3 R3 R3 R3 R3R3R3 R4 R4 SD16 SD40 SD40SD40 SD40 SD40 SD40 SD40 SD40 SD40 SD40 SD40 SD40SD40 SD40 SD40 SD40 SD72 SD84SD84 SD84SD84SD84 SD84SD84 SD84SD84 SD84 SD84SD84 SD84SD84 R3 R3 O O 19-5-9 20-5-917-5-97-5-9 8-5-917-5-97-5-9 12-5-1013-5-1019-5-924-5-1013-5-10Exhibit: A Print Date: 03/05/20 Sectional District Map: 18-5-9 I    City Council 17 – 8 12/5/2023 Planning and Building Agency santa-ana.org/departments/planning-and-building Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Central Pointe Mixed-Use Development Fee Deferral Request (1801 E Fourth Street) AGENDA TITLE Fee Deferral Agreement for the Central Pointe Mixed-Use Development Located at 1801 E. Fourth Street RECOMMENDED ACTION Based on the discussion in this staff report, it is recommended that the City Council take one of the following two actions: 1. Deny a request by the applicant to execute a fee deferral agreement for the Central Pointe mixed-use development located at 1801 E. Fourth Street, OR 2. Authorize the City Manager to execute a fee deferral agreement for the Central Pointe mixed-use development located at 1801 E. Fourth Street (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: Yes EXECUTIVE SUMMARY California Government Code Section 66007 et seq. provides for applicants of development projects containing housing units to request a deferral of impact fees from the agencies that require payment of such fees upon permit issuance. While such deferral requests require approval when the development projects contain onsite affordable housing units, requests for impact fee deferrals for market-rate housing projects are subject to discretion of the local decision-making body. Staff has evaluated the Government Code’s provision of discretion in the matter. The information provided by the applicant does not indicate sufficient evidence of financial hardship or other compelling factors that warrant a staff recommendation to approve the applicant’s request.     City Council 18 – 1 12/5/2023 Central Pointe Mixed-Use Development Fee Deferral Request (1801 E. Fourth Street) December 5, 2023 Page 2 3 8 7 1 DISCUSSION Jason Silver, on behalf of Ledcor and Central Pointe Phase I Development Partners LP, is requesting approval of a fee deferral agreement for the Central Pointe mixed-use development located at the vacant site collectively known as 1801 E. Fourth Street. The request is being presented to the City Council for consideration pursuant to California Government Code 66007 et seq. Project and Entitlements Background On November 9, 2020, the Planning Commission unanimously approved Site Plan Review (SPR) No. 2020-04 by adopting Resolution No. 2020-38 for the Central Pointe mixed-use development, which consists of 644 residential units and 15,130 square feet of commercial space for the property located at 1801 East Fourth Street in the Metro East Mixed Use (MEMU) Overlay Zone. Taking into account the results of the global COVID- 19 pandemic and its effects on securing funding, labor, and construction materials, and increases in interest rates, the City Council has approved two requests by the applicant for one-year entitlement extensions on July 19, 2022 and again on September 19, 2023. Entitlements for the project are now extended to November 9, 2024. Request for Fee Deferral With the extended entitlement expiration looming, the applicant began to explore additional means to ensure the viability of the project in summer 2023. Among these steps was extending the entitlements until November 2024. However, the applicant has submitted a request to defer the payment of impact fees (Exhibit 1). The request is for the City to defer the collection of the development impact fees until prior to occupancy permit issuance instead of requiring payment of the fees at the time of building permit issuance. Analysis The intended goal of the collection of development impact fees at the time of building permit issuance is to ensure that the payment of the fees is completed prior to the vesting of development rights by a project developer. Development impact fees for development projects include customary fees to defray costs for the City to provide development services under the permit, outside agency fees as applicable, and established development impact fees. While deferral of collection of development impact fees is not a routine practice, the Owner has submitted their request under California Government Code Section 66007 and the City is required to consider the request. If approved, key terms of the agreement (Exhibit 2) would include: •Fee Deferral and Amount. The deferred collection of the Development Impact Fees in the estimated amount of approximately $5.2 million. •Deferral Period. The development impact fees will be deferred until the final inspection or issuance of a certificate of occupancy for the project, whichever comes first.     City Council 18 – 2 12/5/2023 Central Pointe Mixed-Use Development Fee Deferral Request (1801 E. Fourth Street) December 5, 2023 Page 3 3 8 7 1 •Extension. An extension of the Agreement may only be granted by the City Council. •Payment Security. Payment of fees are a personal obligation of the Owner, or any successor secured by the Property, and if left unpaid, shall be collected as a special lien against the property. •Recordation of Agreement and Lien Against Property. Upon the execution, the Agreement will be recorded in the Official Records of the County of Orange and the Agreement shall contractually bind Owner to pay the development impact fees and shall constitute a lien against the Property. Santa Ana Municipal Code (SAMC) Sections 8-1967(A)(3) and 35-111 require payment of permit fees and residential development fees at the time of building permit issuance. California Government Code Section 66007(a) states that "any local agency that imposes any fees or charges on residential development for the construction of public improvements or facilities shall not require the payment of those fees or charges, notwithstanding any other provision of law, until the date of the final inspection, or the date the certificate of occupancy is issued, whichever occurs first." This section generally provides that the City shall not require the payment of development impact fees until the date of the final inspection, or the date the certificate of occupancy is issued, whichever occurs first. However, pursuant to Government Code Section 66007(b)(1), “the local agency may require the payment of those fees or charges at an earlier time if (A) the local agency determines that the fees or charges will be collected for public improvements or facilities for which an account has been established and funds appropriated and for which the local agency has adopted a proposed construction schedule or plan prior to final inspection or issuance of the certificate of occupancy or (B) the fees or charges are to reimburse the local agency for expenditures previously made.” Pursuant to Government Code Section 66007(b)(2)(A), the City is required to approve fee deferral requests only for projects containing onsite affordable housing units. As the subject project does not contain onsite affordable housing units, the City Council may exercise its discretion when considering the applicant’s request. While the City Council has approved fee deferral requests for projects containing onsite affordable housing units, the applicant’s request is unique in that the project is entirely market-rate (no onsite affordable housing units). Moreover, the City has recently processed similar market-rate, multi-family residential developments that have confronted rising interest rates, such as the Fourth and Mortimer mixed-use development (409 & 509 E. Fourth Street), Cabrillo Crossing (1814 E. First Street), Haphan Residential (3025 W. Edinger Avenue), Legado at the Met (200 E. First American Way), Santa Ana Lyon Townhomes (717 S. Lyon Street), and The Row at Redhill (2300 S. Redhill Avenue). All of these projects were able to successfully pull permits and commence site activities during the period in which interest rates began to increase. Approval of the fee deferral would set precedence for requests from similar     City Council 18 – 3 12/5/2023 Central Pointe Mixed-Use Development Fee Deferral Request (1801 E. Fourth Street) December 5, 2023 Page 4 3 8 7 1 developments that are either in plan check or being built in phases. If approved, these requests would result in a cascading effect to the City’s budget stemming from delayed collection of impact fees. Based on these factors, the Government Code’s provision of discretion in the matter, and the information provided by the applicant, there is insufficient evidence of financial hardship or other compelling factors that warrant a staff recommendation to approve the applicant’s request. FISCAL IMPACT If the applicant’s request is approved, the total estimated development impact fees to be deferred for the project is estimated to be as follows: Accounting Unit & Account No. Fund Description Accounting Unit Description Amount 31213002 53300 Residential Development Fee Park Acquisition and Development Fees $2,901,525.00 12015002 53700 Fire Facilities Fees Fire Facilities Fees $735,403.00 04817002 50300 Transportation System Improvement Area C-2 Transportation System Area Improvement Fee $880,945.55 22517002 50500 Local Drainage Area V Drainage Fee $79,511.96 05517002 53701 Sewer Connection Fee Sewer Connection Fee $495,921 06017002 53709 Public Works Water Revenue Connection Charge $130,506 Total $5,223,812.51 The final fee amount to be deferred will be calculated at the time of the final inspection or issuance of a certificate of occupancy for the project, whichever comes first. There is no negative fiscal impact as the deferred amount will be paid back to the City. In addition to City of Santa Ana impact fees, the City collects fees on behalf of outside agencies. For the subject project, the applicant is also required to pay Orange County Sanitation District and Eastern Foothill Transportation Corridor impact fees. It is the applicant’s responsibility to request fee deferrals directly from each outside agency for those respective impact fees. EXHIBIT(S) 1. Fee Deferral Request 2. Draft Agreement Submitted By: Minh Thai, Executive Director of Planning and Building Agency Approved By: Tom Hatch, Interim City Manager     City Council 18 – 4 12/5/2023     City Council 18 – 5 12/5/2023     City Council 18 – 6 12/5/2023 RECORDING REQUESTED BY AND WHEN RECORDED, MAIL TO: City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 Attn: City Clerk APN: 400-061 -05, 400-061 -07, 400 -061-08 SPACE ABOVE THIS LINE FOR RECORDER’S USE EXEMPT FROM RECORDING FEES PURSUANT TO GOV. CODE §27383 DEVELOPMENT IMPACT FEE DEFERRAL AGREEMENT between THE CITY OF SANTA ANA a charter city and municipal corporation of the State of California and Central Pointe Phase 1 Development Partners, LP & Central Pointe Phase 2 Development Partners, LP [Dated as of December 5, 2023]     City Council 18 – 7 12/5/2023 DEVELOPMENT IMPACT FEE DEFERRAL AGREEMENT 1. PARTIES AND EFFECTIVE DATE. This Development Impact Fee Deferral Agreement (“Agreement”) is entered into on this 5th day of December , 2023, by and between the City of Santa Ana, a charter city and municipal corporation of the State of California (“City”), and Central Pointe Phase 1 Development Partners , LP & Central Pointe Phase 2 Development Partners, LP (“Owner”). City and Owner are sometimes individually referred to herein as “Party” and collectively as “Parties.” 2. RECITALS. 2.1 Owner is the owner of the projects known as Central Pointe Phase 1 and Central Pointe Phase 2 located at 1751 and 1851 E. Fourth Street (collectively, 1801 E. Fourth Street) in Santa Ana, CA (“Projects) and more particularly described in Exhibit “A” attached hereto. Owner is the developer of the two mixed-use buildings, a 325-unit (Phase I. 1851 E. Fourth Street), and a 319-unit (Phase II, 1751 E. Fourth Street ) multi-family development. Both of which consist of retail/restaurant spaces on the first level and Type III-A construction building with 5-level wood frame structure and a concrete parking structure with pool deck and other amenities serving the apartment building with direct access on each level. Owner has received City approval and is in the process of obtaining the building permits; 2.2 Prior to issuance of any building permits, the City currently requires the payment of various development impact fees for all residential projects to help address the impacts of new development; 2.3 On November 3, 2023 Owner submitted a written request formally requesting the deferral of specific development impact fees for the Property pursuant to California Government Code section 66007; and, 2.4 City and Owner desire to execute this Agreement to defer certain development impact fees applicable to the Property and place a lien on the Property to secure payment of these fees, pursuant to the terms and conditions set forth herein. 3. TERMS. 3.1 Deferral of Development Impact Fees. 3.1.1 Deferral of Development Impact Fees. City and Owner agree that the development impact fees (“Subject Fee(s)”) and amount as shown on Exhibit “B,” for the Projects ordinarily due before issuance of a building permit for any new residential units on the Property (including manager’s units) will be deferred until immediately prior to the final inspection or issuance of Certificate of Occupancy (COC), for any new residential units on the Property, whichever occurs first (“Deferral Period”) for each of the two independent project phases described in Section 2.1. City and Owner acknowledge and agree that the City Council may, in its sole and absolute discretion and during a regular, regular adjourned, or a special meeting of the City Council, extend the deadline for payment of the Subject Fees without obtaining the approval of Owner or an amendment or modification of this Agreement. Any extension granted by the City C ouncil pursuant to this Section 3.1.1 shall automatically be deemed to be part of the Deferral Period for purposes of this Agreement.     City Council 18 – 8 12/5/2023 3.1.2 Payment of Subject Fees. Owner, or its successor in interest to the Property or any portion thereof, shall be liable for the payment of the Subject Fees pursuant to this Agreement. The Subject Fees for a residential building constructed between Phases I and II described in Section 2.1 shall be due and payable at the termination of the Deferral Period for each respective project phase. No certificate of occupancy or temporary certificate of occupancy shall be issued for the building, any portion, or any residential units thereof on the Property unless and until all Subject Fees ordinarily required to have been paid absent this Agreement have been paid in full for each respective project phase (Phase I or Phase II). Said Subject Fees shall be due to each Project Phase independently for Phase I and separately for Phase II. 3.1.3 Subject Fee Amount. Except as may otherwise be provided for by a statutory development agreement for the Property, as approved by the City, the amount of the Subject Fee for each residential unit to be developed on the Property shall be determined according to the rate of the Subject Fee adopted by the City and in effect on the date when the building permit for the residential building is issued by the City. Upon issuance of each building permit, the City shall complete and attach the form set forth in Exhibit “B” to this Agreement to reflect the amount of the Subject Fee applicable at the time of issuance of that building permit and attach a copy of the building permit, which shall collectively thereafter be incorporated as part of this Agreement. 3.1.4 Obligation for Payment of Subject Fee. Owner hereby acknowledges and agrees that Owner’s obligation to pay the Subject Fees shall continue and remain an obligation of Owner, or any successors in interest of Owner, including, without limitation, any successor in interest to the Property or any portion of the Property. Without limiting the nature of the foregoing, any Subject Fees that remain unpaid following the time that they are required to be paid may be collected by the City as a personal obligation of the Owner, or any successor of Owner, as a special assessment aga inst the property (collected at the same time and in the same manner as ad valorem property taxes), or by any combination of the foregoing. 3.2 Covenant of Owner. Owner covenants that he, she or it is eligible to enter into this Agreement and has fulfilled the requirements for approval of deferral for the Subject Fees. Should O wner and/or the Property be deemed at any time prior or subsequent to execution of this Agreement to be ineligible for a deferral of Subject Fees regardless of whether Owner intentionally or unintentionally misrepresented to the City that Owner was eligible for a deferral of Subject Fees, City may terminate this Agreement and require all Subject Fes ordinarily required to have been paid absent this Agreement to be immediately paid in full. 3.3 Recordation of Agreement. Upon the execution of this Agreement, the City shall cause this Agreement to be recorded in the Official Records of the County of Orange, California. All costs assessed by the County of Orange for recordation of this Agreement shall be paid by the Owner. 3.4 Lien against Property. From and after its execution, this Agreement shall contractually bind Owner to pay all Subject Fees as provided in this Agreement, and shall constitute a lien against the Property in an amount equal to the total Subject Fees, pursuant to Government Code section 66007(c)(2). Upon payment to City of the total amount of the Subject Fees for the Property, City shall, at the request of the O wner, execute and record in the Official records of the County of Orange, California, a release of the lien from the Property in substantially the form of Exhibit “C” which is attached hereto and incorporated     City Council 18 – 9 12/5/2023 herein by this reference. At the request of the Owner, the City shall deliver a copy of the executed and recorded release of the lien to Owner. 3.5 Covenants Run With Land. Notwithstanding Section 3.6, each and all of the promises, covenants and conditions of this Agreement and all liens against the Property subject to this Agreement shall, as provided i n Government Code section 66007, run with the Property and shall be binding upon a party having or acquiring nay right, title or interest in or to the Property or any portion thereof. 3.6 Sale of Property. Pursuant to Government Code section 66007(c)(3), Owner shall notify City in writing within three (3) business days of the sale or transfer of all or any portion of the Property by Owner. 3.7 Invalidity of Lien. The invalidity or unenforceability of any lien provided for under this Agreement shall not affect the contractual obligation of Owner to pay any and all Subject Fees for the Property, nor shall the sale, lease or any encumbrance of the Property release the Owner of this contractual obligation. 3.8 Rights Not Granted Under Agreement. This Agreement is not, and shall not be construed to be, and approval or a granting of any right or entitlement (vested or otherwise) by City concerning any development on the Property, or any other project, development or other construction by Owner within the City. This Agreement does not, and shall not be construed to, exempt Owner from paying any fees for any entitlements, permits, licenses or other approvals that may be required by the City or other public entity with jurisdiction over the Property at the time required by the City or other public entity with jurisdiction over the Property, or any other project development or other construction by Owner, This Agreement does not, and shall not be construed to, exempt Owner from any requirement to obtain permits or other discretionary or non-discretionary approvals as may be necessary for the development, maintenance or operation of the development on the Property or any other project, development or other construction by Owner within the City. This Agreement does not, and shall not be construed to, exempt Owner or the Property from the application or exercise of the City’s or any of it related agencies’ power of eminent domain or its police powers, including, but not limited to, the regulation of land uses, and the taking of any actions necessary to protect the health safety and welfare. 3.9 Cumulative Remedies. The rights or remedies of the City, as provided in this Agreement, or pursuant to any applicable laws, rules or regulations, may be pursued singly, successively, together or otherwise against the Property, Owner or its transferees, at the sole discretion of the City. The City’s failure to exercise any such right or remedy shall in no event be construed as a waiver or release of such rights or remedies, or of the right to exercise them at any later time. 3.10 Indemnification. Owner agrees to indemnify, defend and hold harmless the City, its elected officials, officers, agents and employees from and against all claims, demands, costs, damages, liabilities and obligations of any kind or nature arising out of the deferral provided by the City to Owner, this Agreement, or both, including without limitation all costs of collection, including actual attorneys’ and expert witness fees. 3.11 Successors and Assigns. Owner may not assign this Agreement, in whole or in part, without the prior written consent of the City, which may be given, withheld or conditioned in the City’s sole and absolute discretion. Any attempt to assign this Agreement wit hout the City’s prior written     City Council 18 – 10 12/5/2023 consent shall be null and avoid. This Agreement shall be binding on any and all permitted successors and assigns of Owner. 3.12 Governing Laws. This Agreement shall be governed by the laws of the State of California, without regard to the conflict of laws principles. The Superior Courts of the State of California in the County of Orange, California, shall have exclusive jurisdiction of any litigation between the City and Owner arising out of this Agreement. Owner hereby expressly waives the provisions of any federal or state law providing for a change of venue to any other state court or to federal district court, due to any reason whatsoever, including without implied limitation the fact that the City is a party to this Agreement, due to any diversity of citizenship between the City and Owner, or due to the fact that a federal question may be involved. Without limiting the generality of the foregoing, Owner expressly waives, to the maximum legal extent, the benefit of California Code of Civil Procedure Section 394 and all other state and federal statutes and judicial decisions of similar effect. 3.13 Notices. All notices required to be delivered under this Agreement or applicable law shall be delivered by personal delivery, express mail or by United States mail, certified, postage prepaid. Notices personally delivered or delivered by express mail shall be deemed received upon receipt. Notices delivered by certified mail shall be deemed received the earlier of three (3) days following deposit of such notice with the United States Postal Service or actual receipt. Notices shall be sent as follows: To City: City of Santa Ana Community Development Agency 20 Civic Center Plaza (M-26) P.O. Box 1988 Santa Ana, CA 92702-1988 Attention: Housing Manager With Copy to: Office of City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. Box 1988 Santa Ana, California 92702 To Owner: Central Pointe Phase 1 Development Partners, LP & Central Pointe Phase 2 Development Partners, LP 660 Baker Street, Building C-101 Costa Mesa, CA 92626 Attention: Jason Silver 3.14 Attorneys’ Fees and Costs. Should the City or Owner bring any action or proceeding against the other, and if such action or proceeding is related to the inter pretation or enforcement of this Agreement or in any way relates to or arises due to the existence of this Agreement, then the prevailing party in that action or proceeding shall be entitled to recover from the non-prevailing party, in addition to all other relief to which the prevailing party may be entitled, its actual litigation costs and attorneys’ and expert witness fees. The “prevailing party” shall be as determined by the court in accordance with the     City Council 18 – 11 12/5/2023 provisions of California Code of Civil Procedure Section 1032. Recoverable litigation costs and attorneys’ fees include those incurred by the prevailing party in the enforcement of any judgement or other judicial order, and during, the defense of any appeal taken from such underlying judgement or other ju dicial order. 3.15 Entire Agreement. This Agreement constitutes the entire agreement of City and Owner as to the deferral of impact fees and supersedes all previous agreements, oral or written, on the subject matter of this Agreement. 3.16 Modification. This Agreement may be amended or modified only by an agreement in writing signed by each of the parties hereto. 3.17 Headings. Section headings contained in this Agreement are for convenience only, and shall not impact the construction or interpretation of an provision. 3.18 Severability. If any provision or clause of this Agreement or any application of it to any person, firm, organization, partnership or corporation is held invalid, such invalidity shall not affect any other provision of this Agreement, and the Agreement shall be construed as if such provisions or clauses did not exist. 3.19 Time is of the Essence. Time is of the essenc e in this Agreement. 3.20 No Third Party Beneficiaries. This Agreement and the performance of the City’s and Owner’s obligations hereunder are for the sole and exclusive benefit of the City and Owner. No person or entity who or which is not a signatory to this Agreement shall be deemed be benefited or intended to be benefited by any provision hereof, and no such person or entity shall acquire any rights or causes of action against either the City or Owner hereunder as a result of the City’s or Owner’s performan ce or nonperformance of their respective obligations under this Agreement. 3.21 Counterparts. This Agreement may be signed by the Parties in different counterparts and the signature pages combined shall create a single document binding on all parties. [Signatures on Following Page]     City Council 18 – 12 12/5/2023 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and ear first above written. ATTEST: ______________________________ JENNIFER L. HALL City Clerk CITY OF SANTA ANA _____________________________ STEVEN A. MENDOZA Acting City Manager APPROVED AS TO FORM: SONIA R. CRVALHO City Attorney By:___________________________ Jose Montoya Assistant City Attorney Central Pointe Phase 1 Development Partners, LP & Central Pointe Phase 2 Development Partners, LP By:__________________________________ [SIGNATURES CONTINUE ON FOLLOWING PAGE]     City Council 18 – 13 12/5/2023 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________________ On _________________, _______, before me, _______________________________________________ (here insert name and title of the officer) personally appeared ____________________________________________________________________ ____________________________________________________________________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. _____________________________________________ Signature (Seal)     City Council 18 – 14 12/5/2023 RECOMMENED FOR APPROVAL: ______________________________ MIMH THAI Executive Director Planning & Building Agency PROPERTY OWNER: Central Pointe Phase 1 Development Partners, LP & Central Pointe Phase 2 Development Partners, LP By:_________________________________     City Council 18 – 15 12/5/2023 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________________ On _________________, _______, before me, _______________________________________________ (here insert name and title of the officer) personally appeared ____________________________________________________________________ ____________________________________________________________________________________, who proved to me on the basis of satisfactory evi dence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. _____________________________________________ Signature (Seal)     City Council 18 – 16 12/5/2023 EXHIBIT “A” TO DEVELOPMENT IMPACT FEE DEFERRAL AGREEMENT Legal Description of Property 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: PARCEL 1: PARCEL 1 AS SHOWN 0N LOT LINE ADJUSTMENT NO. 85—9, AS EVIDENCED BY DOCUMENT RECORDED APRIL 21, 1986 AS INSTRUMENT NO. 86—157489 OF OFFICIAL RECORDS, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: ALL OF PARCELS 1, 2, AND 3, IN THE CITY OF SANTA ANA, COUNTY OF ORANGE, STATE OF CALIFORNIA, AS PER MAP FILED IN BOOK 117, PAGE 12 OF PARCEL MAPS IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY EXCEPTING THEREFROM THOSE PORTIONS DESCRIBED AS FOLLOWS; BEGINNING AT A POINT IN THE SOUTH LINE OF SAID PARCEL 3, SAID LINE BEING ALSO THE NORTHERLY LINE OF FOURTH STREET (100 FEET WIDE), SAID POINT BEING DISTANT S89”Z8’15"W 95.29 FEET FROM THE SOUTHEAST CORNER OF SAID PARCEL; THENCE LEAVING SAID LINE AT RIGHT ANGLES, N00”21 '4S"W 49.52 FEET; THENCE N45”21 '4S"W 364.63 FEET; THENCE S89“46’55"\/Y 161.56 FEET TO THE \/YESTERLY LINE OF SAID PARCEL, SAID LINE ALSO BEING THE EASTERLY LINE OF MABURY STREET; THENCE S30”14’03”E 340.44 FEET ALONG SAID LINE TO THE BEGINNING OF A TANGENT CURVE CONCAVE TO THE NORTHEAST HAVING A RADIUS OF 25.00 FEET; THENCE SOUTHEASTERLY AND EASTERLY 26.24 FEET ALONG SAID CURVE AND SAID WESTERLY LINE, THROUGH A CENTRAL ANGLE OF 60”07’42” TO THE SOUTH LINE OF SAID PARCEL; THENCE N89’3815”E 228.15 FEET ALONG THE SOUTH LINE TO THE POINT OF BEGINNING. BEGINNING AT A POINT IN THE EAST LINE OF SAID PARCEL 1, SAID EAST LINE BEING ALSO THE WESTERLY LINE OF CABRILLO PARK DRIVE (80 FEET WIDE). SAID POINT BEINC N00“16’J5"W 37.69 FEET ALONG SAID LINE FROM THE SOUTHEAST CORNER OF SAID PARCEL 1; THENCE LEAVING SAID LINE S89”46’55" W 39.44 FEET; THENCE S44”38'15"W 362.48 FEET; THENCE S00”21 ’45"E 49.52 FEET TO, AND AT RIGHT ANCLES TO, THE SOUTH LINE OF SAID PARCEL 2; THENCE ALONC SAID SOUTH LINE N89”38’15"E 270.Z3 FEET TO THE BEGINNING OF A TANGENT CURVE CONCAVE TO THE NORTHWEST HAVING A RADIUS OF 25.00 FEET; THENCE EASTERLY, NORTHEASTERLY, AND NORTHERLY 39.23 FEET ALONG SAID CURVE AND SOUTHERLY LINE THROUGH A CENTRAL AN6LE OF 89'54’50"; THENCE N00”16’35"W 243.08 FEET ALONG THE EAST LINE OF SAID PARCEL 2 TO THE NORTHEAST CORNER OF SAID PARCEL 2, THENCE C0NTINUIN6 N00“16’35"\/Y 37.69 FEET TO THE POINT OF BEGINNING. PARCEL 2: PARCEL 2 AS SHOWN 0N LOT LINE ADJUSTMENT NO. 85—9, AS EVIDENCED BY DOCUMENT RECORDED     City Council 18 – 17 12/5/2023 APRIL 21, 1986 AS INSTRUMENT NO. 86—157489 OF OFFICIAL RECORDS, BEINO MORE PARTICULARLY DESCRIBED AS FOLLOWS: THOSE PORTIONS OF PARCELS 1 AND 2, IN THE CITY OF SANTA ANA, COUNTY OF ORANGE, STATE OF CALIFORNIA, AS PER MAP FILED IN BOOK 117, PAGE 12 OF PARCEL MAPS IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY, DESCRIBED AS FOLLOWS: BEGINNING AT A POINT IN THE EAST LINE OF SAID PARCEL 1, SAID EAST LINE BEING ALSO THE \YESTERLY LINE OF CABRILLO PARK DRIVE (80 FEET WIDE), SAID POINT BEING N00”16’35"W 37.69 FEET ALONG SAID LINE FROM THE SOUTHEAST CORNER OF SAID PARCEL 1 ; THENCE LEAVING SAID LINE S89”46’55"W 39.44 FEET; THENCE S44”38’15"W 362.48 FEET; THENCE S00”21 ’45"E 49.52 FEET TO, AND AT RIGHT ANGLES TO, THE SOUTH LINE OF SAID PARCEL 2; THENCE ALONG SAID SOUTH LINE N89'38’15"E 270.33 FEET TO THE BECINNING OF A TANCENT CURVE CONCAVE TO THE NORTHWEST HAVING A RADIUS OF 25.00 FEET; THENCE EASTERLY, NORTHEASTERLY, AND NORTHERLY 39.23 FEET ALONG SAID CURVE AND SOUTHERLY LINE THROUCH A CENTRAL ANGLE OF 89"S4’50"; THENCE N00'16’3S"\/Y 243.08 FEET ALONG THE EAST LINE OF SAID PARCEL 2 TO THE NORTHEAST CORNER OF SAID PARCEL 2, THENCE CONTINUING N0O'16’35"W 37.69 FEET TO THE POINT OF BEGINNING. PARCEL 3: PARCEL 3 AS SHOWN 0N LOT LINE ADJUSTMENT NO. 85—9, AS EVIDENCED BY DOCUMENT RECORDED APRIL 21, 1986 AS INSTRUMENT NO. 86—157489 OF OFFICIAL RECORDS, BEINO MORE PARTICULARLY DESCRIBED AS FOLLOWS: THAT PORTION OF PARCEL 3, IN THE CITY OF SANTA ANA, COUNTY OF ORANGE, STATE OF CALIFORNIA, AS PER MAP FILED IN BOOK 117, PAOE 1 2 OF PARCEL MAPS IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY DESCRIBED AS FOLLOWS: BEGINNING AT A POINT IN THE SOUTH LINE OF SAID PARCEL 3, SAID LINE BEING ALSO THE NORTHERLY LINE OF FOURTH STREET (100 FEET WIDE), SAID POINT BEING DISTANT S89”Z8’15"W 95.29 FEET FROM THE SOUTHEAST CORNER OF SAID PARCEL; THENCE LEAVING SAID LINE AT RIGHT ANGLES, N00”21 '4S"W 49.52 FEET; THENCE N45”21 '4S"W 364.63 FEET; THENCE S89“46’55"\/Y 161.56 FEET TO THE \/YESTERLY LINE OF SAID PARCEL, SAID LINE ALSO BEING THE EASTERLY LINE OF MABURY STREET; THENCE S30”14’03”E 340.44 FEET ALONG SAID LINE TO THE BEGINNING OF A TANGENT CURVE CONCAVE TO THE NORTHEAST HAVING A RADIUS OF 25.00 FEET; THENCE SOUTHEASTERLY AND EASTERLY 26.24 FEET ALONG SAID CURVE AND SAID WESTERLY LINE, THROUGH A CENTRAL ANGLE OF 60”07’42” TO THE SOUTH LINE OF SAID PARCEL; THENCE N 89”38'15"E 228.1S FEET ALONG THE SOUTH LINE TO THE POINT OF BEGINNING. EXCEPTING THEREFROM FROM ABOVE PARCELS 1, 2 AND 3 ALL WATER RIGHTS, CLAIMS OR TITLE TO WATER, WHETHER 0R NOT SHOWN BY THE PUBLIC RECORDS. ALSO EXCEPTING THEREFROM FROM ABOVE PARCELS 1, 2 AND 3 THAT PORTION CONVEYED IN PARCEL 73683—1 OF THAT CERTAIN FINAL ORDER OF CONDEMNATION, SUPERIOR     City Council 18 – 18 12/5/2023 COURT CASE NO. 605720, A CERTIFIED COPY OF WHICH WAS RECORDED NOVEMBER 27, 2000 AS INSTRUMENT NO. 20000641537 OF SAID OFFICIAL RECORDS, AND AS DESCRIBED IN PARCEL 73683—1 OF DEED TO THE STATE OF CALIFORNIA RECORDED MARCH 4, 2002 AS INSTRUMENT NO. 20020180777 OF SAID OFFICIAL RECORDS.     City Council 18 – 19 12/5/2023 EXHIBIT “B” TO DEVELOPMENT IMPACT FEE DEFERRAL AGREEMENT Subject Fees for Building Permit No. 101112500-07 The following development impact fees imposed upon the Property or portion thereof by the City of Santa Ana upon issuance of City of Santa Ana Building Permit Nos. 101112500-07 shall be deferred pursuant to the terms and conditions of this Agreement: Accounting Unit & Account No. Fund Description Accounting Unit Description Amount 31213002 53300 Residential Development Fee Park Acquisition and Development Fees $2,901,525.00 12015002 53700 Fire Facilities Fees Fire Facilities Fees $735,403.00 04817002 50300 Transportation System Improvement Area C-2 Transportation System Area Improvement Fee $880,945.55 22517002 50500 Local Drainage Area V Drainage Fee $79,511.96 05517002 53701 Sewer Connection Fee Sewer Connection Fee $495,921 06017002 53709 Public Works Water Revenue Connection Charge $130,506 Total $5,223,812.51 Calculations of the final fee amounts are to be determined at the time of issuance of certificate of occupancy or temporary certificate of occupancy.     City Council 18 – 20 12/5/2023 EXHIBIT “C” TO DEVELOPMENT IMPACT FEE DEFERRAL AGREEMENT Form Release of Lien [Attached behind this cover page]     City Council 18 – 21 12/5/2023 RECORDING REQUESTED BY AND WHEN RECORDED, MAIL TO: City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92702 Attn: City Clerk APN: 400-061 -05, 400-061 -07, 400 -061-08 SPACE ABOVE THIS LINE FOR RECORDER’S USE EXEMPT FROM RECORDING FEES PURSUANT TO GOV. CODE §27383 RELEASE OF LIEN FOR PAYMENT OF DEVELOPMENT IMPACT FEES The City of Santa Ana, a charter city and municipal corporation of the State of California, does hereby release that leasehold interest in certain real property, as further described in Exhibit 1 attached to this Release, from the lien for payment of certain development impact fees as created by the Development Impact Fee Deferral Agreement entered into on ___________, by and between the City of Santa Ana and Shelter Providers of Orange County which was recorded on ____________________, as Document Serial No. _________ in the Official Records of the County of Orange, California (“Agreement”). This release pertains only to the property described above and does not extend to any other property(ies). This release of lien s executed and recorded pursuant to the provisions of California Government Code section 66007. Dated: ______________________ CITY OF SANTA ANA By: ________________________ City Manager Attest: _____________________________ City Clerk     City Council 18 – 22 12/5/2023 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________________ On _________________, _______, before me, _______________________________________________ (here insert name and title of the officer) personally appeared ____________________________________________________________________ ____________________________________________________________________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. _____________________________________________ Signature (Seal)     City Council 18 – 23 12/5/2023 CITY ATTORNEY Sonia R. Carvalho INTERIM CITY MANAGER Tom Hatch CITY CLERK Jennifer 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 Councilmember-Requested Item Report DATE December 5, 2023 TOPIC Ceasefire Resolution COUNCILMEMBER-REQUESTED ITEM TITLE Discuss and Consider Directing the Interim City Manager to Prepare a Resolution for City Council’s Consideration to Call in Support of a Ceasefire in Gaza DISCUSSION In light of recent International news, this resolution calls for the City Council of Santa Ana to voice their support of civilians in Gaza where we have seen the death toll reach record numbers. On October 7, we witnessed an unprecedented attack from Hamas killing over 1,200 Israeli citizens. Since then, Israel has declared war on Hamas, killing over 14,854 innocent civilians in Gaza, and humanitarian aid running low including food, water, and medical supplies. On November 22, 2023, Israel and Hamas agreed to a temporary four-day ceasefire in Gaza. However, there is no indication that either party has intentions of ending the war indefinitely. We want to voice our support for a ceasefire resolution, where the state of Israel declares a permanent ceasefire over Gaza, letting Palestinian civilians grieve, mourn, and rebuild what they have lost over the past 45 days and counting. International affairs have a significant impact on domestic and local matters. California, in particular, is home to over 29,000 people of Palestinian descent, and our city is intricately connected to Palestinian history. An unfortunate incident in 1985 further highlights this connection—Alex Odeh, a Palestinian activist, was killed in a bombing in Santa Ana. His death was subsequently declared a civil rights violation. We cannot turn a blind eye while our brothers and sisters in our communities are hurting. As public servants, champions of public policy, we stand in solidarity with our Palestinian community here and abroad, and join the struggle of liberation for the people in Gaza. We have a responsibility to call out all acts of injustice and use our platform to support those people in need. We join the Detroit City Council in calling for a resolution for a ceasefire. SUBMITTED BY Councilmember Benjamin Vazquez and Councilmember Johnathan Hernandez EXHIBIT Proposed Resolution     City Council 19 – 1 12/5/2023 The following text is the finalized language for the Santa Ana Resolution in Solidarity with the Palestinian People in Support of a Ceasefire. Please reach out to us if you have any questions or suggested amendments to the language being presented: WHEREAS, the City of Santa Ana stands in solidarity with the Palestinian people and the international community in calling for a ceasefire to bring an end to the violence in Israel and occupied Palestine. WHEREAS, on October 7th, 2023, Hamas launched an unprecedented attack on the state of Israel that resulted in the killing of an estimated 1,200 Israeli citizens; a devastating attack that shook the international community; WHEREAS, in response, the state of Israel launched a relentless and ongoing campaign of air strikes on the people of Gaza, killing tens of thousands of civilians in the occupied territory, with the death toll continuing to rise with each passing day; WHEREAS, as of November 14th, 5 weeks into this most recent escalation between Israel and occupied Palestine, more than 14,854 Palestinians have been killed as a result of air strikes, including 6,150 children, and over 1,000 people buried beneath the rubble, according to recent reports; WHEREAS, in addition to the killing of innocent civilians, Israel’s bombardment has destroyed entire neighborhoods throughout Gaza, displacing an estimated 1.6 million Palestinians, according to UN reports; WHEREAS, Gaza is one of the most densely populated places on Earth, with an overwhelming majority of Gazans being young people, 65% under the age of 24, 47% under the age of 18, and the median age for men and women being 18 years old, compared to a median age of 38 years old here in the US; WHEREAS, prior to the recent escalation, the Gaza Strip was described by human rights organization such as Amnesty International, Human Rights Watch, and the Israeli human rights organization B’Tselem as “the world’s largest open-air prison”; WHEREAS, Gaza is known as “the world’s largest open-air prison” due to ongoing, unbearable living conditions imposed by the state of Israel’s 16 year illegal blockade, which includes a full air, land and sea blockade, enclosure of its borders by concrete walls and barbed wire fences, and the strict prohibition of Palestinians from leaving and entering the territory freely; WHEREAS, this blockade has resulted in a multitude of humanitarian struggles for Palestinians;     City Council 19 – 2 12/5/2023 WHEREAS, 80% of the population in Gaza relies on humanitarian aid, 63% of Palestinians have too little food, 60% of preschool-aged children in Gaza are anemic, 96% of the water in Gaza is undrinkable, and Gazans cannot count on more than 12 hours of continuous electrical power a day, all this before the recent siege; WHEREAS, collective punishment is considered a war crime under international law, and refers to a form of sanction imposed on persons or a group of persons in response to a crime committed by one of them or a member of the group; WHEREAS, the state of Israel is engaging in collective punishment against the Palestinian people in Gaza in response to the attack by Hamas; WHEREAS, in addition to the ongoing air strike campaign, Israel has cut off food, fuel, water, and medical supplies from reaching the people of Gaza, creating a humanitarian catastrophe; WHEREAS, the United Nations defines ethnic cleansing as “a purposeful policy designed by one ethnic or religious group to remove by violent and terror-inspiring means the civilian population of another ethnic or religious group from certain geographic areas”; WHEREAS, Israeli American scholar Omer Bartov, one of the world’s leading experts on the Holocaust, has pointed to statements made by Israeli political leaders and military leaders, such as speaking about flattening Gaza, referring to the people of Gaza as “human animals,” and announcing plans to move the entire population of Gaza out of Gaza, as evidence of “a clear intention of ethnic cleansing” on the part of the Israeli government; WHEREAS, On November 16, 2023, the United Nations called on the international community to prevent genocide against the Palestinian people; WHEREAS, in addition to the violence that we have seen in Israel and Gaza, Amnesty International has reported an escalation in violence in the West Bank, the Palestinian territory along the Jordan River, where as of November 27th, nearly 239Palestinians, including over 40 children, have been killed by Israeli military and illegal Israeli settlers since October 7th; WHEREAS, we mourn the loss of all civilian lives lost on both sides from October 7th to the present and also throughout the decades of displacement, occupation, oppression and blockade endured in Gaza and the West Bank; WHEREAS, all human life is precious, and the targeting of civilians, no matter their faith or ethnicity, is a violation of international humanitarian law;     City Council 19 – 3 12/5/2023 WHEREAS, hundreds of thousands of lives are at imminent risk if a permanent cease-fire is not achieved and adequate humanitarian aid is not delivered to the people of Gaza without delay; WHEREAS, the United States government plays a significant role in facilitating the ongoing violence happening in Israel and occupied Palestine; WHEREAS, the United States provides significant financial support to the Israeli government, with an approximate $3.8 billion in taxpayer dollars going to the state of Israel every year, as part of a $38 billion deal over 10 years signed under former US President Barack Obama in 2016; WHEREAS, on November 2, 2023, a bill authorizing an additional $14 billion to be sent to Israel during this conflict recently passed the House of Representatives and is expected to receive bipartisan support in the Senate, offering more financial support to the state of Israel while depriving American citizens of money that could be more appropriately used to address urgent needs here at home; WHEREAS, in addition to financial assistance, the United States government supports Israel through the sale of weapons and ammunition, with US weapons manufacturers such as Raytheon, Lockheed Martin, and Boeing projecting surges in their stock prices as the assault on Gaza continues to escalate; WHEREAS, the state of Israel would not be able to continue their bombardment campaign on the people of Gaza without enormous financial and military aid provided by the United States every year; WHEREAS, in recent weeks, multiple high-ranking US officials have resigned from their posts, including Josh Paul, the former director of congressional and public affairs for the state department’s Bureau of Political-Military Affairs, who resigned last month to protest continued arms sales to Israel amid its bombardment of Gaza, writing in a letter that one-sided U.S. support for Israel is “shortsighted,” “destructive” and “contradictory,” adding, “We cannot be for a better world while contributing to one that is materially worse”; WHEREAS, as Israel’s most powerful ally, the United States government holds immense diplomatic power to save Israeli and Palestinian lives and should exercise that influence with Israel and the international community to negotiate an end to the violence, including the safe return of the Israeli and Palestinian hostages, and an end to the apartheid occupation imposed by Israel on the Palestinian people; NOW, THEREFORE, BE IT RESOLVED that the City of Santa Ana takes seriously the entreaty of “Never Again,” and that the historical memory of the Holocaust requires us to speak out when we see atrocities being committed against innocent people, no matter their identity;     City Council 19 – 4 12/5/2023 BE IT FURTHER RESOLVED that the City of Santa Ana vows to combat anti-Semitism, Islamophobia, racism and bigotry in all its forms; BE IT FURTHER RESOLVED that the City of Santa Ana calls for an immediate humanitarian ceasefire and the safe passage of substantial humanitarian aid to Gaza; BE IT FURTHER RESOLVED that the City of Santa Ana calls for the immediate release of all Israeli hostages taken by Hamas, as well as the Palestinian hostages being held by the Israeli government without charge or trial; BE IT FURTHER RESOLVED that the City of Santa Ana calls for an end to Israeli apartheid and the occupation and blockade of Palestinian land by Israeli military forces; BE IT FURTHER RESOLVED that the City of Santa Ana opposes all existing and any future military aid to Israel; FINALLY, BE IT RESOLVED that the City of Santa Ana advocates for the dignity and safety of residents in every community, regardless of what crimes its leadership may commit, and that peaceful diplomacy is the only way to achieve this safety and dignity. The organizations cosponsoring this resolution include: Arab-American Anti-Discrimination Committee Arab American Caucus, CDP Arab American Civic Council Yalla Indivisible Al-Awda Palestinian Right of Return Coalition Council on American Islamic Relations - California OC Justice for Palestine Palestinian American Women’s Association of Southern California Chispa Orange County Rapid Response Network Latinx Parenting Jewish Voice for Peace - LA If Not Now - LA People’s Budget Orange County (PBOC) Peace and Justice Law Center Transformative Justice OC (TJOC) Stop The Musick Coalition (STM Coalition) Decarcerate OC     City Council 19 – 5 12/5/2023 OC Justice Initiative OC Protests Community Coalition Some attachments you may want to include in the resolution: Resolution Affirming Richmond's Support and Solidarity with the Palestinian People of Gaza House Resolution 786 Calling for an immediate deescalation and cease-fire in Israel and occupied Palestine Report published by Amnesty International on October 20th: Damning evidence of war crimes as Israeli attacks wipe out entire families in Gaza Report published by the UN Human Rights Office of the High Commissioner on November 2nd: Gaza is ‘running out of time’ UN experts warn, demanding a ceasefire to prevent genocide     City Council 19 – 6 12/5/2023 HOUSING AUTHORITY 1 May 16, 2023 DRAFT Minutes of the Special Meeting of the Housing Authority Santa Ana, California May 16, 2023 CALL TO ORDER MINUTES: Chair Amezcua called the Special Housing Authority Meeting to order at 10:46 P.M. ATTENDANCE Authority Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua City Manager Kristine Ridge City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL MINUTES: Secretary Jennifer L. Hall conducted Roll Call. Chair Amezcua, Vice Chair Lopez, and Authority Members Bacerra, Hernandez, Penaloza, Phan, and Vazquez were present. ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA MINUTES: None     City Council 2 – 1 12/5/2023 HOUSING AUTHORITY 2 May 16, 2023 PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda. MINUTES: No public comments were received regarding the Housing Authority agenda. RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 1 and 2. MINUTES: Authority Member Phan requested that the motion related to Item No. 2 be consistent with the action taken for City Council Consent Calendar Agenda Item No. 16 approved earlier on the same date, to approve the recommended action for Item No. 2, amending the scope of services for the consultant agreement with Keyser Marston Associates, Inc. to not allow for services related to financial policies. MOTION: Authority Member Phan moved to approve staff recommendations on the following Consent Calendar Items: 1 and 2, as amended, seconded by Councilmember Bacerra. The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: AUTHORITY MEMBER BACERRA, AUTHORITY MEMBER HERNANDEZ, AUTHORITY MEMBER PENALOZA, AUTHORITY MEMBER PHAN, AUTHORITY MEMBER VAZQUEZ, VICE CHAIR LOPEZ, CHAIR AMEZCUA NONE NONE NONE Status: 7 – 0 - Pass 1.Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2.Approve a First Amendment to Agreements with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc. for On­Call Affordable Housing Financial, Analytical, and Advisory Services on an As–Needed Basis in a Shared Amount not to exceed $500,000 (related to City Council Agenda Item No. 16) Department(s): Community Development Agency CONSENT CALENDAR     City Council 2 – 2 12/5/2023 HOUSING AUTHORITY 3 May 16, 2023 Recommended Action: Authorize the Executive Director to execute a First Amendment to three joint on-call consultant agreements for affordable housing financial, analytical, and advisory services with Keyser Marston Associates, Inc., David Paul Rosen & Associates, and RSG, Inc., to add an additional $250,000 and to extend the term for two years until November 1, 2026, for a total shared amount not to exceed $500,000, subject to non-substantive changes approved by the Executive Director and Authority General Counsel. **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS MINUTES: None. ADJOURNMENT – Adjourn the Housing Authority meeting. MINUTES: Chair Amezcua adjourned the Housing Authority Meeting at 10:48 P.M. Respectfully submitted: __________________________ Jennifer L. Hall, CMC Secretary     City Council 2 – 3 12/5/2023 HOUSING AUTHORITY 1 November 7, 2023 DRAFT Minutes of the Regular Meeting of the Housing Authority Santa Ana, California November 7, 2023 CALL TO ORDER MINUTES: Chair Amezcua called the Regular Housing Authority Meeting to order at 10:18 P.M. ATTENDANCE Authority Members Phil Bacerra Johnathan Ryan Hernandez David Penaloza Thai Viet Phan Benjamin Vazquez Vice Chair Jessie Lopez Chair Valerie Amezcua City Manager Kristine Ridge City Attorney Sonia R. Carvalho Recording Secretary Jennifer L. Hall ROLL CALL MINUTES: Secretary Jennifer L. Hall conducted Roll Call. Chair Amezcua, Vice Chair Lopez, and Authority Members Bacerra, Hernandez, Penaloza, Phan, and Vazquez were present. ADDITIONS\DELETIONS TO THE HOUSING AUTHORITY AGENDA MINUTES: None     City Council 2 – 4 12/5/2023 HOUSING AUTHORITY 2 November 7, 2023 PUBLIC COMMENTS – Members of the public may address Housing Authority on items on the Housing Authority agenda. MINUTES: No public comments were received regarding the Housing Authority agenda. RECOMMENDED ACTION: Approve staff recommendations on the following Consent Calendar Items: 1 through 4. MINUTES: Authority Member Phan reported a recusal on Consent Calendar Item No. 04 as the City of Anaheim is a client of her employer, Rutan and Tucker. MOTION: Authority Member Hernandez moved to approve staff recommendations on the following Consent Calendar Items: 1 through 4, seconded by Vice Chair Lopez. The motion carried, 7-0, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: AUTHORITY MEMBER BACERRA, AUTHORITY MEMBER HERNANDEZ, AUTHORITY MEMBER PENALOZA, AUTHORITY MEMBER PHAN, AUTHORITY MEMBER VAZQUEZ, VICE CHAIR LOPEZ, CHAIR AMEZCUA NONE NONE NONE Status: 7 – 0 - Pass 1. Excused Absences Department(s): City Clerk’s Office Recommended Action: Excuse the absent members. 2. Minutes from the Regular Meeting of August 1, 2023 Department(s): City Clerk’s Office Recommended Action: Approve minutes. 3. Quarterly Report for the Housing Choice Voucher Program for the Period of July 1, 2023 to September 30, 2023 Department(s): Community Development Agency CONSENT CALENDAR     City Council 2 – 5 12/5/2023 HOUSING AUTHORITY 3 November 7, 2023 Recommended Action: Receive and file the Quarterly Report for the Housing Choice Voucher Program for the period of July 1, 2023 to September 30, 2023. 4. Authorize staff to enter into a Memorandum of Understanding with CalOptima Health, Orange County Housing Authority, Anaheim Housing Authority, and Garden Grove Housing Authority, to facilitate access to supportive services for voucher holders assisted by the Housing Authority Department(s): Community Development Agency Recommended Action: Authorize the Executive Director of the Housing Authority to execute a Memorandum of Understanding with CalOptima Health to facilitate access to supportive services for voucher holders assisted by the Housing Authority. MOTION: Authority Member Hernandez moved to approve the staff recommendation on Item No. 04 as part of the Consent Calendar, seconded by Vice Chair Lopez. The motion carried, 6-0-1, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: AUTHORITY MEMBER BACERRA, AUTHORITY MEMBER HERNANDEZ, AUTHORITY MEMBER PENALOZA, AUTHORITY MEMBER VAZQUEZ, VICE CHAIR LOPEZ, CHAIR AMEZCUA NONE AUTHORITY MEMBER PHAN (recusal) NONE Status: 6 – 0 - 1 - Pass **END OF CONSENT CALENDAR** HOUSING AUTHORITY MEMBER COMMENTS MINUTES: None. ADJOURNMENT – Adjourn the Housing Authority meeting. MINUTES: Chair Amezcua adjourned the Housing Authority Meeting at 10:20 P.M. Respectfully submitted: __________________________ Jennifer L. Hall, CMC Secretary     City Council 2 – 6 12/5/2023 Community Development Agency www.santa-ana.org/community-development Item # 3 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 5, 2023 TOPIC: Agreement with Iron Mountain Information Management, LLC AGENDA TITLE Approve an Agreement with Iron Mountain Information Management, LLC for Document Storage for the Housing Authority, Community Development Agency and Finance & Management Services Agency (Non-General Fund) RECOMMENDED ACTION Authorize the Executive Director of the Housing Authority to execute an agreement with Iron Mountain Information Management, LLC to provide offsite document storage of Housing Authority records in an amount not to exceed $142,700, for a three-year term beginning January 1, 2024 and expiring December 31, 2026 with an option of two one- year extensions, subject to non-substantive changes approved by the Executive Director and the Housing Authority General Counsel (Contingent upon approval of City Council Item # 9) (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Housing Authority of the City of Santa Ana (Housing Authority) is required to preserve Housing Choice Voucher Program applicant and participant records for a period of three years from the date of termination or denial of assistance. To comply with this requirement, the Housing Authority currently used Iron Mountain Information Management, LLC to store and archive files. The Housing Authority is unable to store the records in City Hall because of the volume of records, the lack of storage space, and the infrastructure required to store hundreds of confidential files. SAHA also does not have the administrative capacity to efficiently manage and maintain the records compared to an outside storage facility that will more efficiently manage the records. As required by the City of Santa Ana Records Retention Schedule, the Finance and Management Services Agency (FMSA) is also required to retain various records and documents for the periods stated within the policy. FMSA is unable to store the numerous records and documents at City Hall due to the lack of sufficient storage space and administrative capacity. Therefore, In order to comply with this requirement, FMSA utilizes an offsite storage facility that has the storage capacity, expertise, and resources to store, archive, retrieve, and destroy such records and documents.     City Council 3 – 1 12/5/2023 Agreement with Iron Mountain, LLC December 5, 2023 Page 2 3 8 4 5 In addition, the Community Development Agency (CDA) is in need of a new offsite storage facility to store documents related to the former Redevelopment Agency, Enterprise and Empowerment Zone, Community Development Block Grant (CDBG) Program, and other miscellaneous documents. To meet the offsite document storage needs for the Housing Authority, FMSA, and CDA, on July 19, 2023, staff issued a Request for Proposals (RFP # 23-109A) for document storage and imaging services (Exhibit 1) for the Housing Authority, CDA, and FMSA. Responses to the RFP were accepted until August 10, 2023. The City received bids from Corodata and Iron Mountain Information Management, LLC (Iron Mountain). The bids were reviewed by three staff from the Housing Authority and one staff from CDA. The review panel reviewed the two bids and Iron Mountain was selected based upon several factors including innovative technology for requesting files and shredding files and their experience and background in document storage. Iron Mountain was founded in 1951 and provides services to more than 225,000 customers around the world and hundreds of public sector agencies across the United States. Iron Mountain stores and protects billions of information assets, including business documents. Using modern technology and various checkpoint systems, Iron Mountain provides efficient and effective services to their customers. The three-year term of the agreement would begin on January 1, 2024 (Exhibit 2). FISCAL IMPACT Funds will be budgeted in the following fiscal years as follows, subject to change. The remaining balance will be budgeted from non-Housing Authority funds. Fiscal Year Accounting Unit-Account Fund Description Accounting Unit, Account Description Amount 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional $20,000 FY 2023-24 60718810- 62300 Housing Asset Program CDA – Housing Asset Admin Contract Svcs. - Professional $5,000 Total:$25,000 FY 2024-25 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional $25,000     City Council 3 – 2 12/5/2023 Agreement with Iron Mountain, LLC December 5, 2023 Page 3 3 8 4 5 60718810- 62300 Housing Asset Program CDA – Housing Asset Admin Contract Svcs. - Professional $5,000 Total:$30,000 14018760- 62300 Housing Authority Housing Authority- Contract Svcs. - Professional $20,000 FY 2025-26 60718810- 62300 Housing Asset Program CDA – Housing Asset Admin Contract Svcs. - Professional $3,900 Total:$23,900 EXHIBIT(S) 1. Request for Proposals (RFP # 23-109A) 2. Agreement with Iron Mountain Information Management, LLC Submitted By: Michael L. Garcia, Executive Director of Community Development Approved By: Tom Hatch, Interim City Manager     City Council 3 – 3 12/5/2023 REQUEST FOR PROPOSALS NO. 23-109A FOR DOCUMENT STORAGE AND IMAGING SERVICES CITY OF SANTA ANA KEY RFP DATES: The schedule below is tentative and subject to change at the discretion of City, with appropriate notice to prospective Proposers. Issue Date: Wednesday, July 19th, 2023 Deadline for Questions: Tuesday, August 1st, 2023, 4:00 P.M. Proposal Due Date: Thursday, August 10 th, 2023, 4:00 P.M. EXHIBIT 1     City Council 3 – 4 12/5/2023 CITY OF SANTA ANA TABLE OF CONTENTS I. BACKGROUND ........................................................................................................................... 3 II. OVERVIEW OF PROJECT .......................................................................................................... 3 III. SCOPE OF SERVICES ............................................................................................................... 3 IV. TERM OF AGREEMENT ............................................................................................................. 3 V. MINIMUM QUALIFICATIONS ...................................................................................................... 3 VI. RESPONSE TO RFP .................................................................................................................. 4 VII. CERTIFICATIONS (ATTACHMENTS) ......................................................................................... 7 VIII. REFERENCES ............................................................................................................................ 7 IX. MINIMUM SCOPE AND LIMIT OF INSURANCE ......................................................................... 8 X. SELECTION PROCEDURES & CRITERIA ............................................................................... 10 XI. WITHDRAWALS........................................................................................................................ 11 XII. GENERAL TERMS AND CONDITIONS .................................................................................... 11 XIII. AWARD OF AGREEMENT ........................................................................................................ 16 XIV. IMPLEMENTATION ................................................................................................................... 16 EXHIBITS Exhibits provided herein for Proposers’ reference only. EXHIBIT I – SCOPE OF SERVICES EXHIBIT II – SAMPLE AGREEMENT EXHIBIT III – FEDERAL REGULATIONS ATTACHMENTS A PROPOSER’S CERTIFICATION, PROPOSAL ITEM PRICING B REFERENCES C PROPOSER’S STATEMENT D NON-COLLUSION AFFIDAVIT E NON-LOBBYING CERTIFICATION F NON-DISCRIMINATION CERTIFICATION G SAM.GOV UE VERIFICATION EXHIBIT 1     City Council 3 – 5 12/5/2023 CITY OF SANTA ANA I. BACKGROUND Incorporated in 1886, Santa Ana, a Charter City, established a Council-Manager form of government in 1952. The City Council is composed of seven members; the Mayor elected at large and six Council members elected by ward, who appoint the City Manager, City Attorney and Clerk of the Council. The City of Santa Ana (City) is a full-service City with a diverse population of approximately 335,000. The City’s eleven agencies provide all the traditional municipal services, as well as water utility, library system, 20-acre zoo, City Jail, Police Department, and contracts with the Orange County Fire Authority for provision of fire services. The City employs 1,178 authorized full-time positions and has an annual citywide budget is $646 million, including the General Fund budget of $316 million. The City of Santa Ana is located 10 miles inland from the Pacific Ocean, 33 miles southeast of Los Angeles and 90 miles north of San Diego. The City, which is the county seat of Orange County, encompasses an area of approximately 27 square miles and is the 11th largest by population in California. II. OVERVIEW OF PROJECT The City of Santa Ana (City) is seeking proposals from qualified firms and organizations (Proposers) to provide Document Storage and Imaging Services. The term “Vendor”, “Proposer”, and “Contractor” shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP). III. SCOPE OF SERVICES SEE EXHIBIT I – SCOPE OF SERVICES Usage is not guaranteed. Execution of an agreement between the City and successful firm(s) and/or individual(s) does not guarantee work throughout the duration of the contract period. Numerous factors will be evaluated by the City in its delivery of project and assignments, including technical expertise required. IV. TERM OF AGREEMENT The anticipated term of the agreement is for an initial period of three (3) years. The City may, at its discretion, extend the agreement with the same or more limited scope of required services for two (2) additional one (1) year periods, upon mutual agreement contingent upon City Council approval, or City Manager or City Attorney authorization, as appropriate. The total term of the awarded agreement shall not exceed five (5) years. V. MINIMUM QUALIFICATIONS Firms who fail to meet the minimum qualifications set forth below should not submit a proposal; any such proposal shall be deemed non-responsive and not be considered. 1. Minimum five (5) most recent years of experience performing similar services as those detailed in the Scope of Services section of this RFP. EXHIBIT 1     City Council 3 – 6 12/5/2023 CITY OF SANTA ANA VI. RESPONSE TO RFP A. SUBMITTAL INSTRUCTIONS It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the City’s Bid Management System, PlanetBids. No other form of submittal will be accepted. PlanetBids will not accept late proposals and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully. Submit proposal online at: http://www.planetbids.com/portal/portal.cfm?CompanyID=20137 . Proposer shall be solely responsible for informing itself with respect to the proper utilization of the bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City’s assigned Buyer. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline. Proposals shall NOT be sent via telegraphic, electronic, or facsimile means. All notifications, updates and addenda will be posted online on PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. 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. B. COMMUNICATION / CONTACT WITH CITY STAFF Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned Project Coordinator(s), and no other City staff about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City’s Bid Management System, PlanetBids. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s). C. REQUEST FOR INFORMATION OR CLARIFICATION / QUESTIONS Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP. EXHIBIT 1     City Council 3 – 7 12/5/2023 CITY OF SANTA ANA Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab. General process questions may be directed to the following: Megan Ornelas Buyer Email: MOrnelas@santa-ana.org D. EXCEPTIONS Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or Contract terms and conditions must be submitted by the deadline for questions. Such requests should include an attachment in Word or PDF format on formal company letterhead that shows the requested modifications. City may reject or strike any requests for exceptions or additional terms and conditions related to Agreement, RFP, and insurance and indemnification terms and conditions. E. ADDENDA Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City’s PlanetBids system, https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. F. UNDERSTANDING PROPOSAL It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of the RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries. By submitting proposals, Proposers assert that they have fully read the RFP and any addenda issued by the City, the proposed Contract and any other Contract Documents, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Proposer. Each Proposer accepts the terms and conditions of the Contract Documents and indicates their ability and willingness to perform the requested services under such terms and conditions. Any exceptions to the terms and conditions set forth in the Contract Document shall be submitted to the City by the deadline to submit requests for information or clarification/questions set forth herein. G. PROPOSAL CONTENTS Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Colored displays, promotional materials, photographs etc., are not necessary or desired. Emphasis should be concentrated on conformance to RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Digital dividers and clear organization of content and material are encouraged. EXHIBIT 1     City Council 3 – 8 12/5/2023 CITY OF SANTA ANA 1. Statement of Qualifications (SOQ) SOQ must include a Table of Contents and be limited to a maximum of 20 pages (excluding section dividers and exhibits). The page limitation includes all appendices, attachments, and supplemental information. Additionally, SOQ must include the following: a. Cover Letter Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include type of business entity. Cover Letter shall not exceed one page. Cover letter must be addressed to the following City Project Manager: Jacqueline Nguyen, Housing Authority Operations Supervisor City of Santa Ana – Community Development Agency 20 Civic Center Plaza Santa Ana, CA 92701 b. Services Provided A description of proposed services to be provided and how they meet the needs of the City as described in Section III – Scope of Services (Above). c. Agreement Statement Proposal shall include a statement outlining your concurrence or concerns with any and all provisions as contained in Exhibit II – Sample Agreement of this RFP (if any). d. Firm and Team Experience Proposal shall include a profile of the firm’s experience including the following: i. A general description of the firm, including size and number of employees working directly with the City on this agreement. ii. Firm’s nearest address serving the City of Santa Ana and headquarters address. iii. Name and contact information of the supervising Project Manager/Principal Agent, to be assigned to the agreement. The Project Manager/Principal Agent shall be the primary contact person to represent your firm and will be the person to conduct the presentation, if invited to an interview. e. Proposed Work Plan Proposal shall include a statement demonstrating the firm’s understanding of the Scope of Services. Additionally, proposed work plan shall include Proposers’: i. Anticipated approach to performing services as specified herein; ii. Suggestions or special concerns the evaluation committee should take into consideration (if any); iii. Description of deliverables and implementation plan. Proposer shall submit a EXHIBIT 1     City Council 3 – 9 12/5/2023 CITY OF SANTA ANA general description of the deliverables, implementation plan, and timeline. f. References: Attachment B – References shall be submitted for similar projects performed for state and/or similar government clients. 2. Cost Proposal All Proposers are required to submit a fixed rate fee with their Cost Proposal. Pricing instructions should be clearly defined to ensure fees proposed can be compared and evaluated. Cost Proposal must include a payment schedule if applicable. City reserves the right to negotiate compensation and/or payment schedule prior to award of any resulting agreement. The City shall not provide reimbursement for travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein. Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer’s cost proposal fee structure. Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City. VII. CERTIFICATIONS (ATTACHMENTS) In addition to the SOQ, Narrative/Technical Proposal, and Cost Proposal, the following forms, included in this RFP, shall be signed and included as part of the proposal submittal package:  Attachment A: Proposer’s Certification and Proposal Item Pricing  Attachment B: References  Attachment C: Proposer’s Statement  Attachment D: Non-Collusion Affidavit  Attachment E: Non-Lobbying Certification  Attachment F: Non-Discrimination Certification  Attachment G: SAM.Gov UE Verifiication The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed as nonresponsive and will be rejected. The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise. PLEASE NOTE: City will not be waive notarization requirement when applicable on any of the required attachments. VIII. REFERENCES Contractor shall provide three (3) references from other similar public agencies for which services similar to those specified in this RFP have been performed, including contact names and telephone numbers. Use ATTACHMENT B – References. The respondent grants permission for the City to contact any individuals listed as references. EXHIBIT 1     City Council 3 – 10 12/5/2023 CITY OF SANTA ANA City may disqualify a Proposer if:  References fail to substantiate Proposer’s description of services and deliverables provided; or  References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or  City is unable to reach the point of contact with reasonable effort. It is the Proposer’s responsibility to inform the point of contact(s) of normal City working hours. IX. MINIMUM SCOPE AND LIMIT OF INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of Notice of Intent to Award. Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Additionally, Contractor shall provide the following insurance coverage: Coverage shall be at least as broad as:  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. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.  Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.  Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.  Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 EXHIBIT 1     City Council 3 – 11 12/5/2023 CITY OF SANTA ANA 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Entity. Waiver of Subrogation Contractor hereby grants to Entity a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Entity by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor 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 Entity. 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. Claims Made Policies (note – should be applicable only to professional liability, see below) If any of the required policies provide claims-made coverage: 1. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work. 2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work. Verification of Coverage Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. EXHIBIT 1     City Council 3 – 12 12/5/2023 CITY OF SANTA ANA Subcontractors Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors. Special Risks or Circumstances Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. X. SELECTION PROCEDURES & CRITERIA A. The City will establish a proposal review committee. The review committee will evaluate proposals based on the response to the RFP, which includes adherence to outlined directions and format, and the City evaluation criteria set forth below. B. Proposers will be ranked by the review committee based on the following criteria: C. A final score will be calculated for each submitted proposal and used to rank Proposers. Based upon the foregoing criteria, all proposals shall be ranked by score. Only those proposals receiving a score above 70 will be considered for award. The City reserves the right to award the contract to any proposer(s) with a score above 70. The review committee will evaluate proposers based on their response to the RFP and the City evaluation criteria set forth above. D. The City is under no obligation to accept any proposal and reserves the right to negotiate with respondents as to fees and terms. The City may reject proposals at its sole discretion. If proposal fails to satisfy any requirements outlined in this RFP, it may be considered non- responsive and may be rejected. The City shall not be obligated to accept the lowest priced proposals, but will make awards in the best interests of the City after all factors have been evaluated. CATEGORY POINTS Responsiveness to RFP  Proposal’s compliance with the requirements of this RFP.  Scope of Services offered including ability to provide optional services.  The value to any new and/or innovative product or service suggestions or other new ideas and enhancements. 10 Experience of Firm and Personnel  The experience, resources, and qualifications of the firm and individuals assigned to this account, including manager, supervisor and assigned staff. 60 Cost of Proposal  Value of cost in relation to services provided. 25 References  References that are similar in size and project scope to the City. 5 TOTAL POSSIBLE SCORE 100 EXHIBIT 1     City Council 3 – 13 12/5/2023 CITY OF SANTA ANA The review committee will recommend the qualified Proposers to the City Council or City Manager for award of contract, as appropriate. E. The review committee may invite the proposers to interview. The City reserves the right to seek additional information from any or all Proposers invited to present proposals. A final score will be calculated for each submitted proposal and used to rank Proposers. City reserves the right to begin negotiations and enter into a contract without holding interviews, or further discussions. XI. WITHDRAWALS Proposers are responsible for verifying all prices and information before submitting a proposal. Prior to the proposal due date, the Proposer or Proposer’s representative may withdraw the proposal by providing written notice of the proposal withdrawal to the City Contact/Project Manager. Verbal or telephonic withdrawals are not permissible. XII. GENERAL TERMS AND CONDITIONS A. AMERICANS WITH DISABILITIES ACT The awarded Contractor hereby certifies that it will comply, as applicable, with the Americans with Disabilities Act of 1990 (“ADA”), 42 USC §§ 12101 et seq., and its implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not discriminate against persons with disabilities nor against persons due to their relationship to or association with a person with a disability. Any contract entered into by the awarded Contractor (or any subcontract thereof), relating to this RFP, shall be subject to the provisions of this paragraph. B. CITY BUSINESS LICENSE The selected proposer shall be required to obtain a City of Santa Ana Business license within thirty (30) days of selection and must provide a copy to the City projects manager or designee prior to commencing any work in Santa Ana. C. CITY RIGHT TO REJECT The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal. D. CONFLICT OF INTEREST Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of the City. This obligation shall apply to the Contractor; the Contractor’s employees, agents, and Subcontractors associated with accomplishing work and services hereunder. The Contractor’s efforts shall include, but not be limited to, establishing precautions to prevent its employees, agents, and Subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of the City. Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that EXHIBIT 1     City Council 3 – 14 12/5/2023 CITY OF SANTA ANA might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. No person, firm, or subsidiary thereof who has been awarded this Contract may be awarded a Contract for the provision of services, the delivery of supplies, or the provision of any other related action which is required, suggested, or otherwise deemed appropriate as an end product of this Contract. Therefore, Contractor is precluded from contracting for any work recommended as a result of this Contract. E. CONTRACTOR’S EXPENSE Pre-Contractual Expenses: The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing a response to this RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City. Pre- contractual expenses are not to be included in the cost proposal. Pre-contractual expenses include, but are not limited to, preparation of the proposal, submission of the proposal and additional information, attendance at pre-proposal conference, negotiating any matter related to this RFP with City, and/or any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the contract. Other Expenses: The Contractor will be responsible for all costs related to photo copying, telephone communications, fax communications, and parking while on City sites during the performance of work and services under this Contract. F. CONTRACTOR’S PROJECT MANAGER/KEY PERSONNEL Except as formally approved by the City, the key personnel identified in Contractor’s proposal shall be the individuals who will actually complete the work. Changes in staffing must be reported in writing and approved by the City. The City shall have the right to require the removal and replacement of the Contractor’s Project Manager and key personnel under the awarded contract. The City shall notify the Contractor in writing of such action. The City is not required to provide any reason, rationale, or additional factual information if it elects to request any specific key personnel be removed from performing services under the awarded contract. The City shall review and approve the appointment of the replacement for the Contractor’s personnel. Said approval shall not be unreasonably withheld. Standards of Conduct: Contractor’s personnel shall be courteous and maintain good working relationships with all stakeholders, state or outside agencies, other team members and staff within the City. G. COST PROPOSAL The awarded Contractor agrees to provide the purchased services at the costs, rates, and fees as set forth in their Fee Schedule in response to this RFP. No other costs, rates or fees shall be payable to the awarded Subcontractor for implementation of their proposal. H. DATA RETENTION Contractor shall be responsible for retaining data, records, and documentation for the preparation of required items. These materials shall be made available to and as requested by City. All materials, documents, data or information obtained from the City Data files or any City medium furnished to Contractor in the performance of an awarded contract will at all times remain the property of the City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the EXHIBIT 1     City Council 3 – 15 12/5/2023 CITY OF SANTA ANA express written consent of the City. All materials, documents, data or information, including copies, must be returned to the City at the end of the contract. All data, documents and other products used, developed, or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. I. DRUG-FREE WORKPLACE The awarded Contractor certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Failure to comply with these requirements may result in suspension of payments under the Contract or termination of the contract or both, and the Contractor may be ineligible for award of any future City contracts. J. EXAMINATION Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFP are fully incorporated. Any irregularities or lack of clarity in the RFP should be brought to the designated City Contact/Project Manager’s attention as soon as possible so that corrective addenda may be furnished to prospective Proposers. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. K. EXECUTION OF AGREEMENT Upon successful negotiations, the City and the selected Proposer will enter into an Agreement similar to that as shown in EXHIBIT II – Sample Agreement of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFP, the City reserves the right to disqualify them without any further obligation L. FEDERAL GRANT CONTRACT PROVISIONS Proposer must agree to the federal contract provisions outlined in the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR Part 200.326. These provisions will become part of the agreement resulting from this bid. M. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall retain the right to notify the provider of such occurrence in writing at least thirty (30) days before the end of the current fiscal period and terminate the contract on the last day of the current fiscal period without penalty or expense to the City. N. JOINT OFFERS/SUBCONSULTANTS Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm, also known as the prime, and not with multiple firms doing business as a joint venture. Should the use of sub-consultants be offered, the Proposer shall provide the same EXHIBIT 1     City Council 3 – 16 12/5/2023 CITY OF SANTA ANA assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer. The proposer is responsible for all the actions taken by their sub-contractor. The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors. O. INDEPENDENT CONTRACTOR Contractor is considered an independent Contractor and neither Contractor, its employees, nor anyone working under Contractor will be considered an agent or an employee of City. Neither Contractor, its employees, nor anyone working under Contractor, will qualify for workers’ compensation or other fringe benefits of any kind through City. P. JOINT OFFERS/SUBCONSULTANTS Where two or more Proposers desire to submit a single Proposal in response to this RFP, they should do so on a prime sub-consultant basis. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of sub- consultants be offered, the Proposer shall provide the same assurances of competence for the sub-consultant plus the demonstrated ability to manage and supervise the subcontracted work. Sub-consultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all sub-consultants in the same manner as the Proposer. The City reserves the right to reject, replace and approve any and all Subcontractors. All Subcontractor(s) shall be identified in the response to the RFP and the City reserves the right to reject any proposed Subcontractor(s). Subcontractors shall be the responsibility of the prime Contractor and the City shall assume no liability of such Subcontractors. Q. LITIGATION STATUS Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. R. NEGOTIATIONS The City reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the awarded Contractor’s proposal, and the awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. EXHIBIT 1     City Council 3 – 17 12/5/2023 CITY OF SANTA ANA Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP. S. NON-PAYMENTS Note that payments will NOT be made for any unsatisfactory work until corrected. In the event of nonpayment of undisputed sums by the City, Contractor shall give the City thirty (30) working days to cure the alleged breach. T. OWNERSHIP OF DOCUMENTS The City has permanent ownership of all directly connected and derivative materials produced under this contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remains the sole property of the City and may be used by the City as it may require without additional cost to the City. Contractor shall provide the City copies of documents upon its request at any time. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City. U. PARKING The City will not provide free parking and/or reimbursement for the cost of parking while providing services and conducting business with the City. V. PROFESSIONAL STANDARDS Contractor staff shall be courteous to the public and City staff utilizing facilities where Contractor is performing work, but shall be responsive only to the requests of the City’s Project Manager or designee. Contractor staff shall direct all inquiries to Project Manager or designee. Contractor acknowledges that City locations consist of public-use facilities and recognizes the obligation to ensure Contractor personnel and agents maintain the highest level of professional standards in attire, decorum, and interaction with the public and City personnel. W. PROJECT MANAGER The selected Proposer will assume responsibility for all services in its proposal. The selected Proposer shall identify a sole point of contact, Project Manager, with the greatest knowledge in regard to the required service operations and contractual matters, including payment of any and all charges resulting from the Agreement. X. PROPOSAL VALIDITY Services, pricing, and warranties indicated in a Proposer’s Proposal must be valid for a period of 180 days at minimum after the submission of the Proposal. Y. PUBLIC AGENCIES Other public agencies, as defined by California Government Code Section 6500, may choose to use the terms of this Contract, subject to Contractor’s acceptance. The City is not liable or responsible for any obligations related to a subsequent contract between Contractor and another public agency. EXHIBIT 1     City Council 3 – 18 12/5/2023 CITY OF SANTA ANA Z. PUBLIC RECORDS Proposals will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information. Proposer information identified as proprietary shall be maintained confidential, to the extent allowed under the California Public Records Act. AA. SUBCONTRACTORS Proposals in response to this RFP must identify any Subcontractors, and outline the contractual relationship between the Awarded Subcontractor and each Subcontractor. An official of each proposed Subcontractor must sign, and include as part of the proposal submitted by the Prime Contractor, a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Contractor’s obligations. Any Subcontractor proposed after award of contract must be approved by the City before commencement of work. The City will look solely to the awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Contractor shall not be relieved for the non-performance of any or all Subcontractors. XIII. AWARD OF AGREEMENT Selected Contractor(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms. A. EXECUTION OF AGREEMENT A standard agreement is included as EXHIBIT II Sample Agreement of this RFP. “Proposer” will hereinafter be referred to as “Consultant” or “Contractor” in standard agreement. The term of the agreement will begin after the agreement is fully executed, and all required bonds, insurance documents and contents of the payment information packet have been received and approved. XIV. IMPLEMENTATION A. KICK-OFF MEETINGS The successful proposer will be required to meet with City staff prior to commencement of services or at any time as required by the City, to discuss and agree on operational issues including transition of services and scheduling. EXHIBIT 1     City Council 3 – 19 12/5/2023 CITY OF SANTA ANA I. BACKGROUND INFORMATION The purpose of this Request for Proposals is to provide document storage and imaging services for the Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s (COSA) Community Development Agency (CDA), and Finance & Management Services Agency (FMSA). (Collectively “CDA” and “FMSA” will be referred to as “COSA”.) II. PROJECT DESCRIPTION The Contractor shall perform the services as set forth below: a. Provide document storage for SAHA, CDA, and FMSA agencies that will meet the current and future needs of each agency. The current needs consist of approximately 1,829 boxes of which 1,816 are banker boxes. SAHA and COSA intends to add more boxes to the vendor’s facility during the contract period. The proposer must accommodate the additional boxes at the rates offered for the contract term. Proposer shall pickup and deliever documents as requested to a secure facility located within 30 miles of Santa Ana, California. b. The Proposer shall include pricing for optional services such as document imaging services, electronic storage, off-stie access, and other related imaging services. III. PROJECT DELIVERABLES/REQUIREMENTS GENERAL The Contractor shall perform the services as set forth below: a. Utilize pick up and/or delivery routes that are most cost efficient and effective for SAHA, & COSA. b. Move all records and containers in such a manner as to prevent damage to and loss of records. c. Stack boxes so as to prevent crushing. There shall be no charge to the SAHA, & COSA if re-boxing is required. d. Provide professional and technical assistance to ensure that all records are properly recorded, managed, stored, delivered and handled. e. Allow the addition or removal of COSA Departments (accounts) as needed through the term of the Contract. f. Store the documents at one secure location located within no more than a thirty (30) mile radius of the City of Santa Ana’s City Hall at 20 Civic Center Plaza, Santa Ana, California. g. Provide all necessary vehicles, and qualified staff and clerical support to perform the services required. h. Vendor is subject to and shall operate in compliance with all relevant requirements contained in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), Public Law 104- 191, enacted August 21, 1996, and the related laws and regulations promulgated subsequent thereto. EXHIBIT I SCOPE OF SERVICES EXHIBIT 1     City Council 3 – 20 12/5/2023 CITY OF SANTA ANA i. Vendor shall comply with all requirements of the Occupational Safety and Health Administration (OSHA) standards and codes as set forth by the U.S. Department of Labor and the State of California (Cal/OSHA). j. Vendor shall conduct criminal background record checks on all employees and any subcontractors providing services under this Contract. Vendor must receive a criminal records clearance from the State of California Department of Justice before the individual can provide services. The Vendor must retain a statement affirming that the employee/subcontractor has completed and passed the background check in each person’s personnel file. k. Vendor shall perform a semi-annual treatment and/or inspection for rodent and insects by a pest control service at each facility. Proof of such treatment shall be submitted to the SAHA/COSA on a semi- annual basis. RECORD STORAGE a. Vendor shall provide pickup and/or delivery of SAHA’s and COSA records to and from various SAHA/COSA locations within city limits. No extra fee shall be imposed for scheduled pick-up and/or delivery services for different departments/divisions that are serviced at the same time and at the same location as the originally scheduled service. b. Barcoding - The Vendor must provide a barcode tracking system to identify the current location, status, and retrieval/refile information of all files and storage boxes received at its facility. In your proposal, please describe the process for using barcode technology or radio frequency identification (“RFID”) technology to track retrieved, delivered, or picked up records. c. The Vendor’s barcode tracking system shall include appropriate logs and receipts that detail the delivery and pickup of requested files and storage boxes for verification and audit purposes. The barcode tracking system shall provide an update of the inventory status within 24 hours of activity. d. File Indexing – SAHA/COSA may require indexing at the file level rather than the entire range of the contents of a box in storage, including a barcode label on each file prior to labeling and indexing the box. e. File Validation – SAHA/COSA may prepare their own files for storage and request validation, including a scan of each file barcode to verify contents. f. Vendor must provide quarterly reports detailing information on the SAHA/COSA’s account including, but not limited to: summary totals of its utilized storage space; summary totals of all boxes in storage; listings of all boxes added or removed during the previous quarter; listings of all files or boxes retrieved, delivered, picked up, and refiled during the previous quarter; and listings of any files or boxes destroyed during the previous quarter. In your proposal, please provide a sample quarterly report(s) detailing the account information and activities listed above. SAHA/COSA may request additional reports other than quarterly or monthly at their discretion. g. Records shall be stored at least four (4) inches off of the floor for moisture protection. EXHIBIT 1     City Council 3 – 21 12/5/2023 CITY OF SANTA ANA Vendor shall ensure that no loose records are stored. If loose records are found, communicate with SAHA/COSA on how to proceed. h. Records Retrieval: The Vendor shall accept and respond to record retrieval, delivery, pickup, and refiling requests from designated SAHA/COSA staff. The Vendor shall deliver and pickup requested files or storage boxes from the requested SAHA/COSA Facility during regular business hours of 7:30 am to 5:00 pm, Monday through Thursday and 8:00 am to 5:00 pm on alternating Fridays. Vendor shall combine delivery and pick up of records into one trip when appropriate. Vendor shall provide next day and same day delivery service but delivery shall be no later than 48-hours from the time the record request received. SAHA/COSA shall be able to add additional locations without penalty or additional charges. DOCUMENT IMAGING SERVICES AND STORAGE [OPTIONAL] Digital Document Scanning/Imaging: Provide digital document scanning/imaging and indexing of any records stored at vendor’s facility as requested by the SAHA/COSA for conversion of each into a digital format within two business days (48-hour notice) from telephone or email request. The vendor shall perform the following services: a. Conversion of paper to a digital image; check the images for quality control to ensure that the images are captured with the best possible image in a production environment. Vendor will take all necessary precautions to ensure the integrity of the records during the imaging process. Vendor will ensure that all information that can be interpreted on the original can be interpreted on a full size printout of the imaged file. b. Attribute identification for an image using double pass data entry. The double blind pass shall ensure that every document’s indexing is captured correctly. c. Merge and quality check the two databases (image and index) to ensure that there is no missing data and that every document and every index match. d. Ensure the quality checked “X&Y” data is not loaded to the hosted solution. Prior to release, quality check all data to ensure that the load is complete. e. Merge all newly processed data for the site to the “mirror” site to ensure redundancy. f. Store the completed daily data in a disaster recovery site. g. The storage space on the cloud shall be provided by the vendor and accessible by the SAHA/COSA. h. Paper sizes included are: 8 ½ x 11, 8 ½ x 14, 11 x 14, and 11 x 17. i. Images shall be scanned at 200 DPI and stored as a multipage PDF. j. Large Format Document Scanning – Provide scanning of large format documents. Large format is any document that exceeds the standard 8 ½ x 11 or 8 ½ x 14 size. This type of document is typically an engineering drawing or schematic. Resolution shall be sufficient to ensure that all information is legible on the images. k. All images shall be correctly oriented with the topside up and skew of less than three EXHIBIT 1     City Council 3 – 22 12/5/2023 CITY OF SANTA ANA degrees. l. SAHA/COSA reserves the right to have the vendor redo any image scan that does not meet the SAHA/COSA’s quality standards at no cost to the SAHA/COSA. m. SAHA/COSA requires that the vendor images both sides of documents only when there is information on both sides. SAHA/COSA will not pay for the scanning of blank images. Backsides containing information but not scanned by the vendor shall be rescanned and inserted into the multipage file in the correct sequence at no cost to the SAHA/COSA other than the per image cost. n. Vendor shall be required to notify the SAHA/COSA when requested records have been imaged and uploaded to a secure transmitted cloud based system. o. The documents shall be saved as TIFF, PDF, or JPG as directed by SAHA/COSA. p. Vendor shall provide an ASCII version of the index with the fully qualified file name for each image. q. Other storage – SAHA/COSA may need to store external hard drives or disks or convert those to electronic files. In your proposal, please provide recommendations on how to best retain this information. CHANGE OVER/TRANSITION PERIOD In the event the selected Vendor is not the SAHA/COSA’s incumbent vendor, a change- over period shall begin within ninety (90) days of the SAHA/COSA awarding an approved Contract from the City Council. The change over to the Vendor shall include, but is not limited to: the loading, transporting, and processing of the SAHA/COSA’s records from the incumbent. If a change over is necessary, the Vendor shall complete the transfer of all the SAHA/COSA’s records from its incumbent offsite document storage facility to the Vendor’s facility within this period. If a change over is necessary, the Vendor shall complete the intake of all the SAHA/COSA’s records into the Vendor’s barcode tracking system within three (3) months of the Contract execution. Vendor shall furnish all labor, materials and equipment for the transport of SAHA/COSA’s records from former vendor(s) location to Vendor’s facilityincluding: a. Vendor shall conduct a joint inventory of records with former vendor and appointed SAHA/COSA staff as records are transferred to Vendor. Vendor shall assume responsibility for the SAHA/COSA’s records upon transfer. b. Vendor shall identify and index any unidentified or improperly identified (e.g., an unknown department) records or media prior to placement in Vendor’s storage facility(s). c. Vendor shall index, inventory and shelve all incoming records in such a manner that will facilitate timely access pursuant to the requirements of this Contract, to be determined between Vendor and SAHA/COSA. d. All SAHA/COSA records shall be available twenty-four (24) hours a day, seven (7) days a week, to authorized users during the transition period. EXHIBIT 1     City Council 3 – 23 12/5/2023 CITY OF SANTA ANA e. The Vendor shall replace boxes damaged during the transfer from the former’s vendor facility and the new vendor’s facility. Should such damage occur, the vendor shall furnish a report to the SAHA/COSA detailing which boxes were damaged within 2 business days of damage occurring and replace the respective item with like equipment as approved by the SAHA/COSA. f. Upon successful completion of the transfer, the vendor shall supply to the SAHA/COSA an inventory report of the boxes by department name, reference number and description of the contents as stored. g. In your proposal, please include the process for acquiring the client’s boxes from the former vendor facility and a time line for the process. Provide policy and procedures for the transition services. Vendor shall provide two cost proposals, one cost for transition of services if no permanent removal (withdrawal) fee is allowed and one if permanent removal (withdrawal) fee is allowed. MANAGEMENT AND INVOICING a. The Vendor shall provide monthly invoices showing a line item for all the SAHA/COSA storage and activity costs during the month. The invoice shall include a detailed list of all transactions and a summary page listing totals for each department. b. Vendor may not move SAHA/COSA’s records without prior written notification and approval by SAHA/COSA. Vendor shall notify the SAHA/COSA at least ten (10) day in advance of any changes to vendor’s storage locations. c. Vendor agrees to pay a penalty of $100.00 per page / record for any lost page / record. d. Performance and Security Standards:  The Vendor shall at all times ensure the safety, confidentiality, and integrity of all the SAHA/COSA’s records in its possession.  The Vendor shall only permit designated SAHA/COSA staff to access and retrieve the records stored at its facility. The SAHA/COSA will provide the Vendor a list of staff authorized to access the records and notify the Vendor in writing of any changes to the list. EXHIBIT 1     City Council 3 – 24 12/5/2023 CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this day of , 2023 by and between ___________________________________________________________, (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. The City desires to retain a Consultant having special skill and knowledge in the field of: B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform 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 Scope of Services - Exhibit I, 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 Compensation - Exhibit II. The total amount to be expended during the term of this Agreement shall not exceed $xxxxxx. 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 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 written number (3) year term with the option for the City to grant up to two, one (1)-year renewals, exercisable by a writing by the City Manager and the City Attorney, 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. EXHIBIT II SAMPLE AGREEMENT SAMPLEEXHIBIT 1     City Council 3 – 25 12/5/2023 CITY OF SANTA ANA 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. MINIMUM SCOPE AND LIMIT OF INSURANCE The selected Proposer shall provide the required evidence of insurance coverage as set forth in the standard agreement within ten (10) business days after receipt of Notice of Intent to Award. Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Additionally, Contractor shall provide the following insurance coverage: Coverage shall be at least as broad as:  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. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.  Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.  Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, the Entity requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Entity. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such SAMPLEEXHIBIT 1     City Council 3 – 26 12/5/2023 CITY OF SANTA ANA work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Contractor’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the Entity. Waiver of Subrogation Contractor hereby grants to Entity a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Entity by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Contractor 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 Entity. 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. Claims Made Policies (note – should be applicable only to professional liability, see below) If any of the required policies provide claims-made coverage: 4. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work. 5. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 6. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work. Verification of Coverage Contractor shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all SAMPLEEXHIBIT 1     City Council 3 – 27 12/5/2023 CITY OF SANTA ANA policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 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. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor 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. RECORDS Contractor 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. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, 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 SAMPLEEXHIBIT 1     City Council 3 – 28 12/5/2023 CITY OF SANTA ANA 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. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. NON-DISCRIMINATION Contractor 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. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate 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. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. TERMINATION This Contract may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(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. 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. SAMPLEEXHIBIT 1     City Council 3 – 29 12/5/2023 CITY OF SANTA ANA I. 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. II. 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. III. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this contract 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 With courtesy copies to: Housing Authority Operations Supervisor City of Santa Ana 20 Civic Center Plaza P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To Contractor: 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. First & Last Name Title Consultant Firm Name Address City, State, Zip Fax: SAMPLEEXHIBIT 1     City Council 3 – 30 12/5/2023 CITY OF SANTA ANA IV. 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. c. 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. Hall Kristine Ridge Clerk of the Council City Manager APPROVED AS TO FORM: SONIA R. CARVALHO CONSULTANT: City Attorney By: Assistant City Attorney Tax ID# RECOMMENDED FOR APPROVAL: Michael L. Garcia Executive Director of Community Development SAMPLE ONLY (name) (title) SAMPLEEXHIBIT 1     City Council 3 – 31 12/5/2023 CITY OF SANTA ANA Federal Regulations – Recipient must comply with the government cost principles, uniform administrative requirements and audit requirements for federal grant program housed within Title 2, Part 200 of the Code of Federal Regulations. b. Debarment and Suspension – As required by Executive Orders 12549 and 12689, and 2 CFR §200.212 and codified in 2 CFR Part 200, Recipient must provide protection against waste, fraud, and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government. c. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by CITY, the grant agency and/or their duly authorized representatives for a period of three (3) years from the date of submission of the final expenditure report by the City of Santa Ana. For a period of three years after final delivery hereunder or until all claims related to this Agreement are finally settled, whichever is later, Recipient shall preserve and maintain all documents, papers and records relevant to the services provided in accordance with this Agreement, including the Attachments hereto. For the same time period, Recipient shall make said documents, papers and records available to City and the agency from which City received grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of Recipient, upon request during usual working hours. d. Reports - Recipient shall provide to City all records and information requested by City for inclusion in quarterly reports and such other reports or records as City may be required to provide to the agency from which City received grant funds or other persons or agencies. e. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Recipient agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. f. Americans with Disabilities Act of 1990 - (ADA) Recipient must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. g. Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to further the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act". h. No Lobbying - Recipient will comply with all applicable lobbying prohibitions and laws, including those found in the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352, et seq.), and agrees that none of the funds provided under this award may be expended by the Recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer EXHIBIT III FEDERAL REGULATIONS EXHIBIT 1     City Council 3 – 32 12/5/2023 CITY OF SANTA ANA or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement. i. Non-Discrimination and Equal Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with Title VI of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Recipient makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Recipient will forward a copy of the findings to CITY which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. If applicable, recipient will comply with the equal opportunity clause in 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375. j. Equal Employment Opportunity - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. k. Public Contracts Code - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable. l. Copeland Anti-Kickback Act - Recipient will comply, and all its contractors and subcontractors (or subrecipients) shall comply, with all requirements of the Copeland “Anti-Kickback” Act (30 U.S.C. 3145) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. (1) Contractor – Contractors shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract. (2) Subcontracts – Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses. (3) Breach – A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12. m. Davis-Bacon Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Davis-Bacon Act (40 U.S.C. 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. EXHIBIT 1     City Council 3 – 33 12/5/2023 CITY OF SANTA ANA Contractors are required to pay wages to laborers and mechanics at a rate no less than the prevailing wages specified in a wage determination made by the Secretary of Labor. Additionally, contractors are required to pay wages not less than once a week. n. Work Hours and Safety - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3702 and 3704) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. o. Clean Air Act - Recipient will comply, and all its contractors (or subrecipients) will comply, with all applicable standards, orders or requirements issued under the Clean Air Act (42 U.S.C. 7401-7671q), and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as applicable. p. Energy and Conservation - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of the Energy Policy and Conservation Act (42 U.S.C. 6201), as applicable. q. Waste Disposal - Recipient will comply, and all its contractors (or subrecipients) will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable. r. Patent Rights - Recipient agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401 and any other implementing regulations, as applicable. s. Copyright - Recipient may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and/or City purpose: (1) the copyright in any work developed through this Agreement; and (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government’s, SAA’s and City’s rights identified above must be conveyed to the publisher and the language of the publisher’s release form must ensure the preservation of these rights. t. Telecommunications (2 CFR 200.216) - Recipient will comply with FEMA Policy 405-143- 1, Prohibitions on Expending FEMA Award Funds on Covered Telecommunication Equipment or Services (Interim), which prohibits grant recipients and subrecipients from obligating or expending loan or grant funds to procure or obtain, extend or renew a contract to procure or obtain, or to 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 critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is: EXHIBIT 1     City Council 3 – 34 12/5/2023 CITY OF SANTA ANA (1) Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). (2) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, 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). (3) Telecommunications or video surveillance services provided by such entities or using such equipment. (4) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. u. Domestic preferences for procurements (2 CFR 200.322) - Recipient agrees that as appropriate and to the extent consistent with law, it will, to the greatest extent practicable under a Federal award, provide a preference for the purchase, 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). This requirement must be included in all subawards including all contracts and purchase orders for work or products under this award. For purposes of this provision: “produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; and “manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber. v. Equal Employment in Construction Contracts - Pursuant to Equal Employment Opportunity requirements of 41 C.F.R. 60-1.4(b) in accordance with Executive Order 11246 as amended by Executive Order No. 11375, as to any construction contract thereunder, if applicable, during the performance of this contract, the contractor agrees as follows: (1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. EXHIBIT 1     City Council 3 – 35 12/5/2023 CITY OF SANTA ANA (2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. (3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information. (4) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (5) The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. (6) The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (7) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (8) The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. FOR PROPOSERS’ REFERENCE ONLY EXHIBIT 1     City Council 3 – 36 12/5/2023 CITY OF SANTA ANA Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. PROPOSER’S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions. __________________________________________________________________________________ LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS __________________________________________________________________________________ BUSINESS ADDRESS __________________________________________________________________________________ PRINTED NAME OF AUTHORIZED AGENT TITLE __________________________________________________________________________________ SIGNATURE OF AUTHORIZED AGENT DATE E-MAIL ADDRESS __________________________________________________________________________________ FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE) THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT A PROPOSER’S CERTIFICATION, PROPOSAL PRICING EXHIBIT 1     City Council 3 – 37 12/5/2023 CITY OF SANTA ANA List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. REFERENCE Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number: _______________________________ Email: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided: __________________________________________________________________________________ REFERENCE Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number: _______________________________ Email: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided: __________________________________________________________________________________ REFERENCE Customer Name:_________________________Contact Individual: ____________________________ Address: ________________________________Phone Number: _______________________________ Email: ____________________________________ Contract Amount: ________________________Year: ______________________________________ Description of supplies, equipment, or services provided: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT B REFERENCES EXHIBIT 1     City Council 3 – 38 12/5/2023 CITY OF SANTA ANA Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto. Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or proposer’s bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer’s bond substituted in lieu thereof shall be returned to the undersigned. Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed. All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT C PROPOSER’S STATEMENT EXHIBIT 1     City Council 3 – 39 12/5/2023 CITY OF SANTA ANA (Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY OF SANTA ANA In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal. Note: The above non-collusion affidavit is part of the proposal. Signing this proposal on the signature portion thereof shall also constitute signature of this non-collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed____________________________________________________________________________ State of ________, County of __________________________________________________________ Subscribed and sworn to (or affirmed) before me on this________ day of_____________, 20____, by ________________________, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. ___________________ _____ Notary Public Signature Notary Public Seal THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT D NON-COLLUSION AFFIDAVIT EXHIBIT 1     City Council 3 – 40 12/5/2023 CITY OF SANTA ANA The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any 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 Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification 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. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT E NON-LOBBYING CERTIFICATION EXHIBIT 1     City Council 3 – 41 12/5/2023 CITY OF SANTA ANA The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: 1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 1. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. 2. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract ATTACHMENT F NON-DISCRIMINATION CERTIFICATION EXHIBIT 1     City Council 3 – 42 12/5/2023 CITY OF SANTA ANA or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: Title: Firm: Date: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. EXHIBIT 1     City Council 3 – 43 12/5/2023 CITY OF SANTA ANA On April 4, 2022, the federal government stopped using the DUNS Number to uniquely identify entities. Now, entities doing business with the federal government use the Unique Entity ID created in SAM.gov. They no longer have to go to a third-party website to obtain their identifier. This transition allows the government to streamline the entity identification and validation process, making it easier and less burdensome for entities to do business with the federal government. This RFP includes federal funding, and as such, the proposer must provide verification of their SAM.gov UEI and registration status. Please attach your entity’s registration from SAM.gov, including UEI and active registration status. THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. ATTACHMENT G SAM.GOV UEI VERIFICATION EXHIBIT 1     City Council 3 – 44 12/5/2023 CONSULTANTAGREEMENT CITY OF SANTA ANA THIS AGREEMENT is made and entered into on this 1st day of January, 2024 by and between Iron Mountain Information Management, LLC, (“Consultant”), the Housing Authority of the City of Santa Ana, a public body, corporate and politic, and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter collectively referred to as the “City”). City and Consultant shall hereinafter be referred to as collectively, “the Parties.” RECITALS A. B. C. On July 19, 2023, the City issued a Request for Proposal No. 23-109A (“RFP 23-109A”), by which it sought qualified consultants to provide special skills and knowledge in the field of document storage and imaging services. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that Consultant is able and willing to provide such services to the City that were described in the scope of work included in the RFP 23-109A. 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 Scope of Work, that was included in RFP 23-109A, which is attached as Exhibit A, attached hereto and incorporated by reference, and as further described in Consultant’s Proposal incorporated herein 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 Fee Proposal - Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $142,700. 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 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. Page 1 of 11 #329503v1    City Council 3 – 45 12/5/2023 3.TERM This Agreement shall commence on the date first written above for a three (3) year term with the option for the City to grant up to a two (2) one-year renewals, exercisable by a writing by the City Manager, City Attorney, and General Counsel for the Housing Authority of the City of Santa Ana 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 contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5.OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all reports which are delivered by Consultant under this Agreement (“Documents & Data”). Consultant represents and warrants that Consultant has the legal right to deliver 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 Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees or subcontractors. MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than Page 2 of 11 #329503v1    City Council 3 – 46 12/5/2023 $1,000,000 per accident for bodily injury and property damage. (Not required if Consultant will not be using a vehicle). 3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City . Other Insurance Provisions The General Liability insurance policies are to contain, or be endorsed to contain, the following provisions: 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 in connection with 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 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used). Primary Coverage For any claims related to this contract, the Consultant’s insurance coverage shall be 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 insurance and shall not contribute with it. Notice of Cancellation Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City . 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 of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Self-Insured Retentions Self-insured retentions must be declared to 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 Page 3 of 11 #329503v1    City Council 3 – 47 12/5/2023 language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City . 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 City . 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 required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. 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. 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 Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Page 4 of 11 #329503v1    City Council 3 – 48 12/5/2023 8.INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION Consultant shall defend and indemnify the City from and against any third party claim, demand, action or suit brought against City alleging that the services performed under this Agreement by Consultant infringe the patent, trade secret, copyright or other valid intellectual property right of such third party and, as Consultant’s sole obligation and City’s sole and exclusive remedy, Consultant shall pay for the cost of defense and any amount finally awarded in any judgment rendered against City by a court of competent jurisdiction. The foregoing Obligations of Iron Mountain are conditional upon the duty of City to provide Consultant with prompt written notice of any such claim, suit or demand. City hereby consents and authorizes Consultant to have and maintain the sole control of the defense of any resulting litigation or settlement thereof. Consultant shall have no liability or obligation to City with respect to any claim of infringement or misappropriation in the event and to the extent based upon (i) use of or access to the services in or from an application or environment or on a platform or with devices not authorized in the applicable Consultant published documentation or other requirements specified under this Agreement, (ii) modifications, alterations, combinations or enhancements of the services not created by Consultant or (iii) any patent, copyright, or trade secret in which City has an interest. The foregoing indemnification obligations shall not apply in the event and to the extent that the claim or demand arises as a result of City’s negligence, intentional misconduct, or failure to use the services in accordance with applicable documentation or breach of this Agreement. If any services are held, or in the Consultant’s reasonable opinion could be held, to constitute an infringement or misappropriation of any third party’s intellectual property rights, Consultant may at its option (a) procure the right for City to continue using or accessing the services, (b) replace the services with a non-infringing equivalent service or (c) modify the services to make them non-infringing and without substantially compromising their functionality. This paragraph states Consultant’s entire obligation to City and City’s sole and exclusive remedy with respect to any claims of infringement or misappropriation. 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 invoices rendered under this Agreement for 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 during regular business hours and upon five business days’ notice. 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 Page 5 of 11 #329503v1    City Council 3 – 49 12/5/2023 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. 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 Page 6 of 11 #329503v1    City Council 3 – 50 12/5/2023 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. b. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City’s use thereof for such purposes as the City deems appropriate. 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. 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 Page 7 of 11 #329503v1    City Council 3 – 51 12/5/2023 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 Housing Authority of the City of Santa Ana: Attn: Secretary Housing Authority of the City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To City of Santa Ana: 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 With courtesy copies to: Executive Director, Community Development Agency City of Santa Ana 20 Civic Center Plaza (M-27) P.O. Box 1988 Santa Ana, California 92702 To Consultant: Iron Mountain Information Management, LLC One Federal Street Boston, MA 02110 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 11 #329503v1    City Council 3 – 52 12/5/2023 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.Limitation on Liability. Liability for Non-Storage Services. With respect to services not related to the storage of Deposits, Consultant shall not be liable for any loss or default unless such loss or default is due to the negligence of Consultant. If liable, the amount of Consultant’s maximum liability for any loss or default shall be: (i) if such loss or default relates to a discrete project, the total fees paid by City to Consultant for such project; or (ii) if such loss or default arises from services that are of an ongoing and continuing nature, the total amount of fees paid by City to Consultant for the performance of such services during the immediately preceding twelve-month period.. No Consequential Damages. In no event shall either party be liable for any consequential, incidental, special or punitive damages, or for loss of profits or loss of data, regardless of whether an action is brought in tort, contract or under any other theory. 21.Limited Warranty. Consultant warrants that the services provided under this Agreement will be performed in accordance with industry standards as set forth by ANSI/ASQC (American National Standards Institute/American Society for Quality Control), specifically ANSI/ASQ Z1.4-2004, Sections 4 and 9 incorporated herewith by reference, described in the Consultant’s Statement of Work, and will be provided in substantial conformance with Consultant-supplied documentation applicable to the services. This warranty is limited and shall not apply to any of the services where the failure to satisfy this warranty resulted, in whole or in part, from City’s improper use of the services. In the event of Consultant’s breach of the foregoing warranty, City’s exclusive remedy and Consultant’s entire liability shall be for Consultant to promptly re-perform the applicable services, at no charge, and bring the performance of the services into compliance with the terms of this warranty. The warranties set forth above are the sole and exclusive warranties of Consultant under this agreement and are in lieu of any and all other warranties, whether express, statutory or implied, including without limitation the implied warranties of merchantability and fitness for a particular purpose or use. All such other warranties are hereby disclaimed by Consultant and waived by City. The existing warranties extend only to City. Consultant will not be liable for any third party claim or demand against City in connection with this section. 22.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 fees 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. Page 9 of 11 #329503v1    City Council 3 – 53 12/5/2023 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. [signatures on following page] Page 10 of 11 #329503v1    City Council 3 – 54 12/5/2023 ATTEST:CITY OF SANTA ANA Jennifer L. Hall City Clerk Steven A. Mendoza Acting City Manager ATTEST:HOUSING AUTHORITY OF THE CITY OF SANTA ANA Jennifer L. Hall Michael Garcia Recording Secretary Executive Director APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney and CONSULTANT: IRON MOUNTAIN INFORMATION MANAGEMENT, LLC Housing Authority General Counsel By Andrea Garcia-Miller Assistant City Attorney and Assistant Counsel By:Sheila A. Poggi Title:Sr Mgr, Public Sector Contracts SLED0002798 RECOMMENDED FOR APPROVAL: Approved as to Form and Legal Content: Iron Mountain Legal Department Christine G. Jennings Christine G. Jennings, Counsel, Gov’t Contracts & Compliance Name: Santa Ana Date: November 13, 2023 Michael Garcia Executive Director Community Development Agency Page 11 of 11 #329503v1    City Council 3 – 55 12/5/2023 EXHIBIT A SCOPE OF SERVICES     City Council 3 – 56 12/5/2023 Janelle Digitally signed by Janelle Blocker Blocker Date: 2023.08.1013:16:23 -07'00' Iron Mountain Proposal For City of Santa Ana Solicitation No. 23-109A Submitted To: The City of Santa Ana – Community Duns: 621417633 Development Agency CAGE Code: 1F2Y7 20 Civic Center Plaza, Santa Ana, CA 92701 IMGS Number: SLED0002978 Submission Date: August 10,Submitted By: Iron Mountain Information Management, LLC 2023One Federal Street, Boston, MA 02110 This proposal contains Iron Mountain confidential and proprietary information. Such data are exempt from FOIA disclosure under 5 U.S.C. § 552 (b)(4),(7), prohibited from disclosure under 18 U.S.C. § 1905, and are submitted based on the understanding that information is being provided under an assurance of confidentiality. The data subject to this restriction are contained in all pages hereof. ©2023 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks are the property of their respective owners. CONFIDENTIALITY     City Council 3 – 57 12/5/2023 Table of Contents 1.0 Statement of Qualifications (SOQ)............................................. 2 a. Cover Letter ................................................................................. 2 b. Services Provided ........................................................................ 3 Project Objective.......................................................................... 3 Proposed Solution........................................................................ 3 Capabilities and Experience......................................................... 4 Outcome....................................................................................... 5 c. Agreement Statement .................................................................. 5 d. Firm and Team Experience.......................................................... 5 i. Iron Mountain Overview ............................................................ 5 ii. Iron Mountain Location............................................................. 5 iii. Project Manager ...................................................................... 6 e. Proposed Work Plan .................................................................... 6 i. Approach................................................................................... 6 ii. Suggestions and Special Concerns ....................................... 16 iii. Implementation Plan and Deliverables.................................. 16 Change Over/Transition Period ................................................. 17 f. References.................................................................................. 18 Additional Requirement: Sample Reporting ................................. 18 2. Cost Proposal............................................................................... 21 2.1 Cost Proposal with No Permanent Withdrawal Fees Allowed . 21 2.2 Cost Proposal with Permanent Withdrawal Fees Allowed....... 26 2.3 Transition/Change Over from Incumbent Price........................ 32 2.4 Pricing Assumptions................................................................. 32 Certifications Uploaded as Separate Attachment     City Council 3 – 58 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 1.0 Statement of Qualifications (SOQ) a. Cover Letter Jacqueline Nguyen, Housing Authority Operations Supervisor City of Santa Ana – Community Development Agency 20 Civic Center Plaza Santa Ana, CA 92701 Reference: Request for Proposals No. 23-109A for Document Storage and Imaging Dear Ms. Nguyen: Iron Mountain is pleased to submit our proposal to support the City of Santa Ana’s Document Storage and Imaging Services project. As an existing provider to the City of Santa Ana (the City), we understand your need for an experienced and qualified vendor to provide records management services. We have an established local presence with six (6) records centers located within 30 miles of the City Hall. To address the RFP requirements, we offer the City geographical compatibility, proven processes, more than 70 years’ experience, and comprehensive services. Iron Mountain looks forward to continuing a relationship with the City. Our business entity is a Limited Liability Corporation, and as outlined in the RFP, our proposal will be considered valid for a minimum of 180 days from Thursday, August 10, 2023. Should we be the successful Offeror, Iron Mountain agrees to negotiate the terms and conditions with the City in good faith. Please note that I am the individual authorized to negotiate on behalf of Iron Mountain. Please contact me at 202-643-5491 or Janelle.blocker@ironmountain.com should you have any further questions. With regards, Janelle Blocke Contracts Manager, Public Sector Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.2     City Council 3 – 59 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services b. Services Provided Project Objective The City of Santa Ana (the City) is seeking a trusted provider to store their current and future records for the Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s (COSA) Community Development Agency (CDA), and Finance & Management Services Agency (FMSA) (collectively COSA). With approximately 1,829 boxes ready for storage, SAHA and COSA require a provider with secure facilities that are within 30 miles of City Hall while also having capacity for your future storage needs. In addition to records management services, the City prefers a provider who can also offer digital conversion services, digital storage, off-site access, and other related services. Iron Mountain has been a trusted Records Management partner to the City since 2016. As such, Iron Mountain is well-positioned to continue to meet your records management requirements and help SAHA and COSA free-up office real estate for boxes currently being stored at your premises. Iron Mountain offers ideal geographic compatibility, secure chain of custody, a proven retrieval process, and a tenured operational team. We are a full-service information and records management provider with capabilities to deliver comprehensive imaging services to digitize your records if needed. Proposed Solution Our solution for the City has been designed around your specific goals and information governance. With a commitment to remain as your trusted information management partner, Iron Mountain will deliver a records management solution built on integrity, a passion to protect, and service excellence. We will use the most cost efficient and effective routes to securely pick up and/or deliver your records and store them in one of our six (6) facilities that are within a 30 mile radius of the City of Santa Ana’s City Hall. With over 70 years of industry experience and a history of working with the City for seven (7) years, we offer a proven chain of custody and barcoding system to ensure your records are protected while in our possession. Our comprehensive records and information management services include standardized solutions for transportation, retrievals, refiles, interfiling, rush/critical delivery, indexing, scanning, destruction, carton purchases, and specialized labor. Key elements of our solution to the City include: Compatible Geographic Footprint We offer secure records management storage within 30 miles of the City Santa Ana’s City Hall at our facilities in Pico Rivera, Santa Ana, La Palma, Cerritos, and Fullerton, California. Pickup and Delivery Services We validate that all new items are received with descriptive information. Whether that information is keyed by us or by the City via Iron Mountain Connect (IMConnect), we use multiple checks and balances to ensure quality inventory control. We also offer efficient pick-up and delivery schedules. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.3     City Council 3 – 60 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Auditable Chain of Custody With multiple barcode scan points, we offer proven workflow and technology-enabled tagging for enhanced visibility and control over your inventory stored with Iron Mountain. Easy-to-use Self-Service Tools for On-Demand Reporting Iron Mountain Connect (IMConnect), our proprietary records management application, provides a robust cloud-based tool to retrieve information on your boxes and files. The City will be able to run a host of informative reports about retention and disposal practices, helping to evaluate performance and maintain compliance. Designated Point of Contact for Customer Service Iron Mountain assigns a Customer Success Manager (CSM) to support our public sector clients. In an effort to deliver exceptional customer service, Tina Lapent will serve as your CSM and be your single point of contact for any questions or issues on your account. In addition, our experienced Project Manager is Jose Felix, a 19-year Iron Mountain veteran based in the Los Angeles market. Digitization Services Iron Mountain can provide retrievals through our Image on Demand service which provides a digitized/scanned retrieval solution for paper- based documentation with secure transfer of the output package to the destination system. Capabilities and Experience Iron Mountain provides our customers with industry best practices, defined processes, and tested procedures to support the overall management of records and information programs. We support over 100 public sector agencies in California and understand the importance of maintaining a secure chain of custody and complying with regulations, governance and compliance mandates such as HIPAA. In Attachment B, we have provided references that can validate our performance and our ability to meet the City’s requirements. We have also highlighted our experience in the table below: Secure Chain of Custody Records ManagementProjectTransportation Retrievals State of Arizona An initial 3000,000 boxes moved to Iron Mountain from multiple departments Illinois Housing Development Authority Climate-controlled storage for 22,776 boxes including tapes, media, and paper records Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.4     City Council 3 – 61 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Secure Chain of Custody Records ManagementProjectTransportation Retrievals USPTO Relocated 2.5 million files from self-managed facility to Iron Mountain Figure 1. Similar Project Experience. Outcome Iron Mountain's commitment to the City is to continue to protect the information you value most, from everyday to the extraordinary. We will continue to build value with a passion for preserving the physical, transforming the digital, while respecting the environment. c. Agreement Statement In accordance with Section VI. D. EXCEPTIONS of the RFP, Iron Mountain submitted proposed modifications in the Question and Answer period. Iron Mountain submits this proposal with those exceptions and should Iron Mountain be the successful Offeror, agrees to enter into good faith negotiations with the City. d. Firm and Team Experience i. Iron Mountain Overview Founded in 1951, Iron Mountain is a large business and global leader in storage and information management services, serving more than 225,000 customers around the world. We have approximately 10,000 employees in the United States and 26,000 employees globally. In California, we have 1,100 employees, and for the City of Santa Ana, approximately 12 employees will work directly on this agreement. Hundreds of public sector agencies across the U.S., 44 of the 50 state governments in the U.S., and 94% of Fortune 1000 companies rely on Iron Mountain as their information management partner. Our experience, knowledge, and reputation combined make us a leading provider for public sector agencies. In 2016, we began servicing the City of Santa Ana’s records management needs. As we currently provide services to the City, we look forward to building on our existing relationship and storing current and additional records for Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s (COSA) Community Development Agency (CDA), and Finance & Management Services Agency (FMSA), collectively COSA. ii. Iron Mountain Location In order to support public sector agencies, Iron Mountain has records management facilities throughout the United States, and we have six (6) facilities available to support the City. Figure 2 outlines the details of our nearest facilities and headquarters: Iron Mountain Location Details Iron Mountain One Federal Street, Boston, MA 02110 Phone: 800-934-3453Headquarters Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.5     City Council 3 – 62 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Iron Mountain Location Details 8700 Mercury Lane, Pico Rivera, CA 90660 1915 S Grand Ave, Santa Ana, CA 92705 6711 Valley View St., La Palma, CA 90623 12958 Midway Place, Cerritos, CA 90703 600 Burning Road, Fullerton, CA 92833 16028 Marquardt Ave., Cerritos, CA 90703 Servicing Addresses for the City of Santa Ana Figure 2. Iron Mountain Addresses. iii. Project Manager We are committed to providing the City with a support team to deliver an effective records management and imaging solution. Jose Felix, Operations Manager, will serve as the Project Manager for SAHA and COSA. His contact information is: office 619-205-5345 and Jose Felix is a 19-year Iron mobile 619-778-6644. Jose is a long-term employee of Iron Mountain, having started with the company in 2004 as a Record Center Coordinator. After serving in that capacity successfully for seven (7) years, he assumed the role of Special Projects Coordinator in 2011 for the San Diego market. In 2017, Jose Mountain employee who will support the City as a Project Manager. was promoted to Operations Supervisor for San Diego in which he was responsible for overseeing 18 employees, two (2) record centers, and the transportation department. In 2021, Jose advanced to his current role, and he is now responsible for the Los Angeles market as an Operations Manager. To deliver exceptional customer service, we also assign Customer Success Managers (CSM) to support our public sector clients. Tina Lapent will serve as your CSM and be available as your point of contact for any questions or issues. She has been with Iron Mountain for over 12 years and began as a public sector CSM role in 2022. Tina works with clients in six (6) states and is responsible for assisting with contract modifications and services changes, as needed. She will provide training and assistance on our self-service customer portals, such as IMConnect, which offers the City on- demand tools to generate reporting, request services, and review services. e. Proposed Work Plan i. Approach Given our breadth of experience and capabilities, we will provide SAHA and COSA with confidence to entrust their document storage and digital imaging needs with Iron Mountain. We offer the City a convenient and compliant document storage program that will securely store your 1,829 boxes and accommodate any increase in records that may be needed by SAHA and COSA. As outlined in our Technical Proposal within the sections below, we will provide SAHA and COSA with industry best practices, defined processes, and tested procedures to support the overall document management and digital imaging programs needed. General Secure Record Centers (Exhibit I, General, items a and f) Iron Mountain has six (6) record centers that are within a 30 mile radius of the City of Santa Ana’s City Hall located at 20 Civic Center Plaza. Given the close proximity, we are able to use pick up and delivery routes that are most cost efficient and effective to SAHA and COSA. All of Iron Mountain’s Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.6     City Council 3 – 63 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services record centers comply with established company standards and with all appropriate building, fire and safety, electrical, mechanical, and other regulatory codes. Professional Moving and Storing Records (Exhibit I, General, items b, c, d and Record Storage, item g)) Iron Mountain’s chain of custody practices mitigate any risk associated with the movement of SAHA and COSA’s records to and from Iron Mountain’s facilities. We mitigate the risk of exposure and damage to all records in our storage facilities by applying strict standards regarding structural integrity in the design of our records centers and storage systems and through employee training and strict adherence to procedures governing the transportation, handling, and storage of customer materials. We require employees who operate equipment within a record center to be trained and certified in its operation. Our storage system design has built-in protections against carton damage and is interconnected throughout the record center, providing extra structural integrity. Iron Mountain’s process to prepare boxes for transport is an important element to prevent the damage or deterioration of the boxes or material contained within the boxes. To prevent crushing, we will prepare each pallet of boxes in a standard cross 8-block formation with 48 boxes per pallet. This is a best practice for shipping boxes that has proven to be effective in reducing movement and damage when transporting boxes plus ensuring safety. Any re-boxing required will be performed by SAHA and COSA with no charge. Once the City’s boxes are relocated to Iron Mountain’s facility, all source materials will be stored in a manner that continues to prevent damage or other deterioration. As noted in the Scope of Services, Records Storage, item g, we confirm that the City’s records will be stored four (4) inches off the ground. In the event there are any loose records, Iron Mountain will communicate with designated stakeholders for SAHA and COSA for how to proceed. Adding or Removing Departments (Exhibit I, General, item e) We offer COSA Departments the ability to add or remove accounts (Departments) as needed through the term of the contract. At any point, Iron Mountain can add additional inventory to our record centers. Removal of any boxes are subject to the permanent withdrawal fees outlined in our price proposal. Within IMConnect, our customer portal, the City can create, modify and manage users and privileges across divisions, departments, and locations. Additional information on IMConnect’s capabilities are outlined on page 12. Pest Inspection Services (Exhibit I, General, item k) As part of our operating procedures, Iron Mountain contracts with various local companies for pest inspection or treatment services. For most locations, pest inspections are performed every other month. We will provide SAHA and COSA proof of treatment on a semi-annual basis. Vehicles and Qualified Staff (Exhibit I, General, item g) Iron Mountain will provide all necessary vehicles, and qualified staff and clerical support to perform the services required by SAHA and COSA. To ensure the safety and security of our customer’s material in transit, our vehicles feature a patented InControl Transportation System that utilizes real- time wireless scanning technology to validate pickup and delivery transactions. Our patented security controls mitigate transportation workflow errors and include the items identified in Figure 3: Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.7     City Council 3 – 64 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Figure 3. Iron Mountain Transportation Security Controls. Standard operating procedures are created by our delivery teams in order to support clearly defined processes that are designed to meet the need for consistent and secure information transport through error reduction and process integrity. Our qualified drivers are trained to follow careful procedures during the loading and transport of all customer material to prevent exposure to risk at any Iron Mountain location. We have instituted a strict loading and unloading process that is supervised by an Iron Mountain employee and ensures vehicle and facility doors are only unlocked and opened during the loading and unloading process. In addition to our team of drivers, record centers are staffed with qualified employees serving in a variety of roles. Prior to the start of employment, Iron Mountain employees are trained on records management procedures and policies to ensure safe-keeping of our customers’ information. Our record centers are led by an Operations Manager or Supervisor who oversees the onsite staff. They participate in regular briefings, support operational tasks, and assist with issue resolution and remediation. We also have a team of Record Center Coordinators to oversee schedules, processes and customer requests. To provide services for the City, some of our team members include: x Jack McMeekin, Operations Manager - 40 x Jose Felix, Operations Manager - 19 years with years with Iron Mountain Iron Mountain x Dustin Kelii, Records Management x Jeff Knaus, Transportation Manager - 27 years Supervisor - 15 years with Iron Mountain with Iron Mountain x Angel Vega, Records Management Supervisor x Bruce Casey, Transportation Coordinator - 41 - 21 years with Iron Mountain years with Iron Mountain x Silverio Alonso, Records Management x Fernando Alvarez, Transportation Coordinator - Supervisor - 7 years with Iron Mountain 18 years with Iron Mountain Background Check Process (Exhibit I, General, item j) Iron Mountain strives to hire and retain the best candidates for all positions. By using stringent pre- employment screening, we ensure our staff are qualified and prepared to serve our customers with integrity. In lieu of the criminal records clearance from the State of California Department of Justice, Iron Mountain will implement our standard background check process which includes the following elements in Figure 4: Figure 4. Iron Mountain’s Background Screening Elements. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.8     City Council 3 – 65 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Additional details about the background check can be provided upon request. We utilize an enterprise HR system to maintain a record for all hiring activities, which includes an integrated interface with our background screening vendor. Iron Mountain employees also undergo recurring background investigations every three (3) years. Employees sign confidentiality agreements as part of their employment with Iron Mountain, so SAHA and COSA can be assured that any sensitive information will be treated as such. Compliance with HIPAA and OSHA (Exhibit I, General, items h and i) Iron Mountain's secure facilities, coupled with our chain-of-custody controls, offer an end-to-end approach to managing and controlling material to ensure compliance with HIPAA regulations. The HIPAA Privacy Rule requires establishing and implementing measures to ensure the confidentiality, integrity, and availability of all PHI, while the Security Rule addresses safeguards specific to the security of electronic Protected Health Information (ePHI). Iron Mountain maintains compliance with several security standards to protect our customers’ data while in our custody including HIPAA compliance, FISMA compliance, FedRAMP Ready status, ISO 50001 and 27001 certifications, PCI- DSS compliance, NIST SP 800-53 compliance, and SOC 2 and SOC 3 compliance. Iron Mountain is committed to eliminating or controlling workplace hazards that could cause injury or illness to our employees. This is accomplished through compliance with applicable federal, and state safety standards, including the Occupational Safety and Health Administration (OSHA) standards and codes as set forth by the U.S. Department of Labor and the State of California (Cal/OSHA). We maintain a company-wide Safety and Health Program that strives to reduce the incidence of occupational injury and illness by eliminating or controlling risks associated with our operations, and ensure compliance with applicable laws and regulatory requirements. As part of our health and safety program, we continually monitor our performance to determine the effectiveness of the program. We also prepare and report work-related injuries and illnesses via the OSHA Form 300A. Records Storage Pickup Workflow (Exhibit I, Record Storage, item a) Iron Mountain’s workflows combine standard operating procedures with multiple barcode scan points to ensure SAHA and COSA records are accurately processed. Highlights of our pickup workflow are depicted in Figure 5 below: Figure 5. Iron Mountain’s Incoming Workflow. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.9     City Council 3 – 66 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Iron Mountain will provide pick-up and delivery service to SAHA and COSA, and if needed, additional departments at the same location and same time without additional fees, using the following SLAs and the SLAs referenced for retrievals: x x Regular Pick-Up: Pick-up will occur one (1) time per week on either Tuesday, Thursday or Friday. Rush Pick-Up: Pick-up orders placed before 3 pm on a business day will be picked up on the following business day. Records Retrieval Workflow (Exhibit I, Record Storage, item h) Iron Mountain’s customer portal, IMConnect, provides SAHA and COSA with the ability to request records to be returned, as required, either by individual files, units of records, or entire containers of records. To simplify and accelerate the retrieval process, authorized SAHA and COSA users can use IMConnect to submit service requests for all records stored in Iron Mountain facilities. SAHA and COSA can retrieve records by phone, fax, or email 24/7/365. All record types are retrieved by records center staff and sent to the specified SAHA and COSA location in accordance with their respective service level agreements. In addition, Iron Mountain facilities contain private viewing areas that SAHA and COSA will have access to for file auditing or reviews if necessary. Iron Mountain utilizes standard procedures, depicted in Figure 6, and trained personnel to accurately locate the records for retrieval with an auditable chain of custody. Figure 6. Iron Mountain Retrieval Workflow. Our retrieval workflow employs a triple-check process. First, each carton or group of files pulled for retrieval is tagged with a retrieval label, which is scanned against the original barcode to ensure order accuracy. We secure the contents of every carton with a security band, scan each carton again, and load it onto a designated vehicle. Finally, our driver scans the carton a third time at SAHA and COSA location and captures an electronic signature to verify chain of custody. We can combine delivery and pick up of records into one trip when appropriate. All requested retrievals will be delivered in accordance with the following SLAs: x x Standard Delivery: Orders placed by 3 pm will be delivered by 5 pm on the next scheduled delivery day (no half days) Rush: Orders placed by 3 pm will be delivered within 3 hours of receipt of the order on a business day. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.10     City Council 3 – 67 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services x Rush (After Hours/Weekend/Holiday): Orders placed after 3 pm on a weekend, holiday, or after business hours will be delivered within 4 hours of receipt of the order. Barcoding and Chain of Custody (Exhibit I, Record Storage, items b and c) Iron Mountain’s key tool to successfully provide inventory management begins with our proprietary inventory tracking system, SafeKeeperPLUS (SKP). SKP Inventory Control module manages the physical movement of every carton and file in our record centers by tracking records throughout their life cycle. As cartons are Iron Mountain scans barcodesreceived at Iron Mountain, they are barcode-scanned into our system and given a unique identifier that will stay with that carton for its complete life cycle. New cartons are scanned at the dock, and again at the unique storage location that corresponds to the carton barcode. Once a carton is scanned into SKP, all further transactions are consequently recorded, building an as each item is shelved, providing rigorous chain of custody controls. ongoing audit trail of activity. SKP provides redundant processing and barcode tracking to location results in system-driven inventory accuracy and can update the status within 24 hours of activity - or less. Barcodes are scanned as each item is shelved. Iron Mountain is one of the few records management companies to scan each carton into a location. This extra step confirms not only that cartons have been received at our loading dock, but also that they have been accurately stored in the storage system. Our record center operations leverage barcode technology to reduce data entry errors and to validate accuracy as part of our total quality processes as follows: x x Carton ID barcode — Each carton is identified with a unique SKP barcode number to allow Iron Mountain to track carton activity by scanning the ID barcode. Location ID barcode — All storage locations are barcoded with a unique number cross- referenced in SKP to a full address indicating capacity, carton size and client ownership. This extra step confirms that cartons have been received at our loading dock and accurately stored in the storage system which can guarantee that records are correctly located and available for efficient retrieval. x x Retrieval label barcode — All items (cartons or files) retrieved from Iron Mountain are barcoded with retrieval labels. These labels distinguish returning items (refiles) from new storage items (receiving and entry); they also specify item requestor and mail codes to assist with delivery directly to the requestor. When items are refiled, Iron Mountain personnel scan the retrieval labels along with the refile labels and location IDs to ensure accurate refiling. All retrievals are scanned prior to being retrieved to prevent incorrect cartons are retrieved and scanned again upon return to ensure they have been returned to the correct records center. "File out" card barcode — Two barcode labels are printed for file retrievals. One label is affixed to the file and the other to a "file out" card. File out cards are placed inside home cartons when files are retrieved. When a file is refiled, the correct file out card must be removed and scanned to confirm accurate refiling. File Indexing and Validation (Exhibit I, Record Storage, items d and e) As a part of the transfer of legacy records, SAHA and COSA will be able to migrate historical metadata for each transitioned box as well as metadata for the unique files contained within boxes. If SAHA and COSA’s existing records have barcodes on the box or file, Iron Mountain will utilize the box barcodes to perform a ‘marriage’ scan to the new SKP carton ID barcode. Upon receiving a data upload, this information can be stored in our inventory tracking system, allowing the agency to search for, and match, boxes or files using their historical information via the IMConnect web portal. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.11     City Council 3 – 68 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Having a real-time, updated inventory of boxes and file locations is essential for information assurance when SAHA and COSA is requesting file-level retrievals. If there is no existing barcode and associated upload when records are received at the Iron Mountain facility, Iron Mountain staff will capture information directly off the box and associate it with the new Iron Mountain identifier (i.e., barcode ID) used to track the box in the inventory tracking system. For any file indexing, Iron Mountain will capture the required file level metadata fields based on SAHA/COSA needs. The file data can be captured manually or via file barcode scan that Iron Mountain can provide. Iron Mountain can scan the files received from SAHA/COSA and perform a cross validation against SAHA/COSA prepared data to ensure the data is accurate representing the files in the box. The data capture activity will occur in parallel to the box transition tasks. SAHA and COSA would be responsible for providing a distinct registry (Note: format will be provided during the project planning phase) with the historical box metadata, or file listings for individual boxes, that were migrated as part of that shipment. Once all boxes from the shipment have been ingested by Iron Mountain, an automated process in the inventory tracking system will be run to add the box and/or file level information into the system. File indexing and file validation are provided in our price proposal. Reporting (Exhibit I, Record Storage, item f) IMConnect will allow SAHA and COSA to view and track their records online. The IMConnect Record Center will facilitate the location of cartons or files quickly and easily, inventory management, and a customized search engine. With on-demand reporting, SAHA and COSA can run reports as needed and view the status of their inventory. Iron Mountain developed an internal inventory tracking system, SKP, which manages the physical movement of our customers' records stored within an Iron Mountain facility. The Inventory Control module within SKP feeds directly into the customer facing platform, IMConnect. This is accomplished through built-in quality control checks utilizing barcode technology and redundant processing at each step in the workflow. With IMConnect, we offer an easy-to-use self-service for SAHA and COSA authorized users to search through offsite inventory, request retrievals, and arrange for documents to be quickly delivered to your locations. As requested in item f in the Scope of Services, samples of reports are provided under the Section Additional Requirement. Highlights of IMConnect’s features are outlined in Figure 7. IMConnect Feature IMConnect Benefit x Easily locate individual records, set of records, or entire cartonsQuery, search, locate x x Enterprise-wide view or program-level view of records View carton and file transaction history x Automates the retrieval process by allowing the customer to specify items requested for retrievalElectronic retrievals Report generation x x Easily request cartons or files to be retrieved On-demand reporting for quick access to information you need reduces wait time for manual reports Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.12     City Council 3 – 69 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services IMConnect Feature IMConnect Benefit x x Gain valuable insights by running reports on many categories including inventory, activity, and financial data Run reports for time periods based on customer needs such as quarterly, monthly, annually, etc. x x x Identify necessary records Provide litigation support Perform records analysis Access to Iron Mountain services x x Custom data entry fieldsInventory control processes Custom required fields to capture critical information Custom data validation for key fields Retention Management x x Add detailed retention schedules, policies, and procedures Manage and monitor program level retention programs Figure 7. IMConnect Features and Benefits. Document Imaging Services and Storage Iron Mountain’s Image on Demand will allow SAHA and COSA to have records in our storage scanned “on-demand” and made available digitally within hours of the request. Our customers find this image conversion option to be a cost-effective solution that provides efficient and effective access to their essential documents without the need to digitalize their entire document repository. Document Conversion Processes (Exhibit I, Document Imaging Services and Storage [Optional], items h, j, and a) Our digitization capabilities include paper-based materials such as books, journals, newspapers, manuscripts, loose-leaf notebooks, loose material in file folders, and other archival documents, maps, and catalog cards. Iron Mountain has the ability to create a tailored document conversion project to specifically meet SAHA and COSA’s paper size needs including 8 ½ x 11, 8 ½ x 14, 11 x 14, and 11 x 17. Iron Mountain has implemented Standard Operating Procedures (SOPs) for our Document Conversion process, which are designed to ensure the accurate digitization of our customers' documents. Our SOPs include the establishment of documentation for each unique application, acknowledgement of training for each operator involved in the application, tracking and logging of tasks and operators, and Quality Assurance (QA) inspections with corresponding corrective actions. Our Imaging Center staff is thoroughly trained on our procedures, and adherence to the SOPs is regularly verified through site inspections conducted by our Internal Audit Team. As depicted in Figure 8, our digitization process includes eight steps to produce the highest quality results. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.13     City Council 3 – 70 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Figure 8. Iron Mountain’s Standard Document Conversion Process. Document Conversion Methodology and Quality Control (Exhibit I, Document Imaging Services and Storage [Optional], items i, k, m, o, and l) We will use appropriate technology and equipment to produce the required 200 DPI image. We can capture the digital image as a TIFF, PDF, or JPG, as directed by SAHA/COSA and use either as a bi-tonal (2-bit) or grayscale (8-bit per color) capture. Image capture can be applied and maintained as black and white or color as per your specifications. Iron Mountain will perform statistical quality control utilizing the ANSI/ASQC (American National Standards Institute/American Society for Quality Control) standard Z1.4 at a 1.0 Acceptable Quality Level (AQL) to establish the sample size(s), acceptance, rejection, and re-sampling parameters. We maintain the following quality assurance measures to produce the required images: x x x We apply an image quality review to ensure all captured digital images represent the original document page. All document pages are captured on both sides, regardless if there is no content on both sides. All blank pages are removed except for litigation records in which the blank pages are retained. x x x Our Image Enhancement Application is performed on all digital images automatically. The digital image is analyzed/corrected for the highest image quality results. De-speckling and de-skewing actions are applied to ensure the most readable image results, along with proper right reading and alignment. Our Quality Control plan is designed to review and monitor the quality of our customer’s information throughout the entire imaging process. As the work passes through each phase of the imaging process, it is quality-checked randomly by the unit. Upon reaching the final phase of the imaging process, SAHA and COSA can be assured that Iron Mountain has taken many precautions to prevent unacceptable images/indexes. After we deliver the final database to SAHA and COSA, if any errors are found within one (1) month, they will be corrected at Iron Mountain’s expense. For Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.14     City Council 3 – 71 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services example, backsides containing information but not scanned will be rescanned and inserted into the multipage file in the correct sequence at no cost to SAHA and COSA other than the per image cost. Document Conversion Indexing (Exhibit I, Document Imaging Services and Storage [Optional], item b) We create the necessary metadata fields to support standard search functionality to access the documents or data captured. For the highest achievable indexing accuracy, Iron Mountain applies its special indexing process (double-blind keying). Double-blind keying of the prime index field (e.g., employee ID number) entails two Indexing Technicians keying the same metadata for the record and polling the results. Any discrepancy is mitigated by the Quality Control Inspector. Document Conversion Storage (Exhibit I, Document Imaging Services and Storage [Optional], items q, n, p, c, d, e, f, g ) Our experienced database engineers are equipped to handle unique customer database requirements. The database of digital images and associated indices are converted to the required file format and directory path specified by SAHA and COSA, and then validated to the specifications before the actual deliveries. The resulting database is then encrypted and burnt onto a secured external hard drive (or CD, DVD, or other output) as the final product deliverable. Once the project is complete, we deliver the encrypted database along with the associated indices to the customer. Iron Mountain offers SAHA and COSA the following best practices we recommend for storing external hard drives or disks: x Utilize a climate controlled environment to protect the media from extreme temperatures, humidity, or dust. x x Media should be in a secure facility to protect against unauthorized access. Storage should include fire protection measures such as smoke detectors and fire suppression systems. x Incorporate redundancy and backups with duplicate copies in a disparate location. Regarding the electronic files, our recommendation is to store them in a cloud repository such as Iron Mountain’s Insight solution. Please refer to our price proposal for details on InSight. InSight retains electronic files securely in the cloud with advanced encryption and robust data management features for easy access and compliance. Key elements aligned with the Scope of Service include: x When electronic records are successfully uploaded, Iron Mountain's Insight solution notifies the user through automated alerts and notifications via email or within the platform, ensuring SAHA and COSA receive real-time updates on data uploads. x Regarding an ASCII version, this can be accomplished in several different formats including CSV, XML, Flat File, or the ASCII version. The metadata will be included in the file referencing the captured image. x x We will build a merge and quality check of the two databases during our implementation deployment and after rigorous internal and external testing prior to production. Prior to the export of image and metadata, we conduct a Quality Assurance process based on ANSI standards. The data will not be released unless these standards are met. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.15     City Council 3 – 72 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services x x x All digitized material will be uploaded into Iron Mountain’s Insight solution. Insight employs electronic data replication and offsite storage. Data is securely duplicated from primary systems to remote servers, thereby creating redundancy (e.g., mirror site). All digitized material will be uploaded into Iron Mountain’s Insight solution. InSight maintains a business continuity plan that includes annual verification of disaster scenarios together with other Iron Mountain critical systems. Access to Iron Mountain’s Insight solution will be provided for the SAHA/COSA users. The storage space will be allocated based on the quantity of images uploaded. ii. Suggestions and Special Concerns As the City of Santa Ana is a current customer of Iron Mountain, we believe that we offer enhanced value by being your sole records management provider for current records and any future increases. By centralizing your document storage needs to one vendor, Iron Mountain offers the City one single point of contact to streamline your service needs and help expedite new requests, offering an efficient and flexible model for service. Beyond records management, Iron Mountain is capable of providing digitization and archival destruction services, thereby reducing your touchpoints to one single vendor. Helping the City get the best value and save time with procuring information management services, Iron Mountain stands ready to continue to support your requirements and expand with any additional service needs and records management increases. iii. Implementation Plan and Deliverables An implementation timeline is dependent on the customer’s speed and ability to prepare boxes for moving. Generally Iron Mountain can pick up 400 boxes (8 pallets) per load per day which is dependent on how quickly the customer can have the boxes ready. For any new material being moved to Iron Mountain, we will work with the City to develop an agreeable timeline. Once an agreement is reached to meet SAHA and COSA’s stated goals, understanding the necessary steps to execution becomes the priority. Partnering with your stakeholders, Iron Mountain will facilitate a pre-implementation session focused on assisting SAHA and COSA to: x x x x x Document overall program/engagement objectives. Identify your implementation stakeholders to align with the Iron Mountain team. Define any technology-related requirements, including system setups, authorizations, etc. Identify potential program/engagement risk concerns, and methods to mitigate each. Define and document key measurements for determining program/engagement implementation success. x Assistance in program announcement, communication, and training strategy, leveraging proven Iron Mountain templates and resources in alignment with your internal communications protocol. x Define the implementation timeline and expectations. Iron Mountain’s implementation professionals subsequently turn their attention from planning to execution, acting as both implementation lead and primary liaison between both organizations’ key stakeholders, ensuring the successful and timely fulfillment of your program/engagement. This includes: x Tracking/reporting of agreed-upon metrics and activity/volume levels. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.16     City Council 3 – 73 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services x x Status reviews are conducted through regularly scheduled calls throughout implementation. Ongoing communication with Iron Mountain markets and assigned local project leads. Conducting post-implementation reviews is a critical step in the overall implementation process, enabling a review of the execution and communication strategy. This review addresses any exceptions and reconciliation requirements ensures a seamless and successful transition to the ongoing relationship management team members and highlights opportunities to implement cost- effective program changes. Document Conversion Implementation Plan All digitization projects follow a comprehensive process designed to ensure quality results. Iron Mountain has established an extensive implementation process which includes requirements development with active customer involvement, testing to validate the process and results, and finally initiation of the production phase of the project. Iron Mountain’s implementation process is designed to produce images for our customers that meet all quality expectations. Before full production begins, the testing is extended to the customer for review. Upon approval, the solution is moved to full production. We will provide a detailed implementation plan upon the City exercising an option to execute a scanning project. Change Over/Transition Period As a current provider to the City, any boxes that currently reside at an Iron Mountain record center will remain in place and no transition would be necessary. However, any new records being transferred from the City’s former vendor will follow our standard transition process. Using our proven workflow and experience, Iron Mountain can perform one pickup per day at one location with each truckload containing 400 cartons. The timeline for the process is contingent on how quickly the former vendor releases the records. We will initiate our incoming transition of all SAHA and COSA material by scheduling execution of work flow between 7:00 am -5:00 pm Monday – Friday with the identified SAHA and COSA Operations Supervisor or Contracting Officer. The final schedule will be determined through coordination with the Operations Supervisor or Contracting Officer and based upon the actual identified box count to be transitioned to Iron Mountain’s custody. Iron Mountain will bring empty pallets, plastic wrap, and standard SKP RFID W-Labels to the SAHA and COSA site for each scheduled pick-up. Upon arrival at the SAHA and COSA facility, Iron Mountain will retrieve all identified cartons using our standard 8-block pallet stacking process with the front of the boxes containing the customer’s identifiable number facing out. Iron Mountain will prepare a truck load of pallets which contains ten (10) pallets and each pallet contains 40 cartons. Upon completion, Iron Mountain will affix our unique SKP RFID W-Label on each carton, ensuring no SAHA and COSA labels or other pertinent information is covered, and scan each carton into Iron Mountain’s internal tracking database, SKP which is Iron Mountain’s internal tool to successfully provide inventory management. SKP manages the physical movement of every carton and file in our record centers throughout their lifecycle. Iron Mountain scans every new piece of inventory into our database to ensure we have an accurate inventory of all of our customer’s materials. Iron Mountain will work with the SAHA and COSA Operations Supervisor or Contracting Officer to determine the most effective way to transition all SAHA and COSA’s historic electronic data to our tracking system. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.17     City Council 3 – 74 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services After each carton is scanned into Iron Mountain’s database, we will wrap each pallet individually and load them onto Iron Mountain’s secured truck. Once each pallet has been loaded onto our truck, we will capture the signature of an authorized SAHA and COSA employee to confirm the transfer of inventory from the SAHA and COSA facility into Iron Mountain’s custody. Upon arrival back at the Iron Mountain record center, Iron Mountain’s courier will unload the pallets and scan each carton to the record center inbound dock. If a carton barcode is not scanned to the inbound dock that was scanned at the SAHA and COSA site, a missing discrepancy will generate that will require immediate resolution. Conversely, if a carton barcode is scanned at the inbound dock that was not scanned onto the truck, an unexpected arrival discrepancy will also require immediate resolution. Within 24-hours of the arrival scan being performed, Iron Mountain will assign each carton a location in our record center. This process requires an initial scan of the SKP RFID W-Label and a scan of the customer identification number to allow each carton to be identified through either Iron Mountain’s internal SKP number or the unique SAHA and COSA number assigned to the carton. Each pallet received from the SAHA and COSA and inbounded at Iron Mountain’s facility will receive a batch report listing of all cartons on the pallet with their assigned SKP and customer number. Once the entire load of pallets has been scanned and assigned a location, Iron Mountain generates a missing location assignment report to identify any carton that received an arrival scan but did not receive a location assignment scan and conversely received a location assignment scan but had not received an arrival scan. If there are any discrepancies identified they are immediately resolved. Within 72 hours of arrival at Iron Mountain’s facility, all cartons will be put away in their assigned location and subsequently scanned which provides an added layer of chain of custody for each item in our record center. When all cartons have been put away in their assigned location, our Record Center Specialist will perform a scan of the pallets batch report to identify any carton that was scanned as part of the location assignment but was not scanned at the identified location. Any identified discrepancies are immediately resolved. The Iron Mountain Records Management team produces daily reports monitoring all cartons either that have not been assigned a location or have not been scanned at their proper location. All material will be accessible in SKP to the Iron Mountain staff and in our customer facing portal, IMConnect, for retrieval once the material has been given an arrival scan upon arrival to the Iron Mountain record center. f. References Iron Mountain has completed Attachment B References and included this form under the Certifications Section. Additional Requirement: Sample Reporting As required from Exhibit I, Scope of Services, Record Storage, item f, Iron Mountain has provided sample reports that can be run from IMConnect on the following page. Reports can be created at time intervals requested by the customer including quarterly, monthly and annually. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.18     City Council 3 – 75 12/5/2023 6DPSOHꢀ5HSRUWV RQꢀ,URQꢀ0RXQWDLQꢀ&RQQHFW70ꢀ5HSRUWꢀ&HQWHU REPORT NAME REPORT DESCRIPTION REPORT SAMPLE Account List Displays list of accounts, contact name, phone number, whether the department ID is validated, record code parameter, type of pickup validation, total files, total cartons, and total cubic footage. Activity by Location Displays activity type (retrieval, pickup, products, permanent withdrawals, onsite shredding, offsite shredding, XOD, IPD, and other orders) by address for a customer ID. Box Data Entry Exception Report Displays descriptive box metadata by order. Includes box number, order placed by, receipt date, division/department, customer box number, major/ minor descriptions, to/from dates, and long description. Cubic Foot Summary Snapshot Displays total cubic footage by customer ID. Includes box type, total boxes, new boxes, and total cubic feet. IOD Order Detail Report Displays Image On Demand™ order details, file description 1 and 2, date of request, imaged date, found status, customer ID, and division/department.    City Council 3 – 76 12/5/2023 Iron Mountain ConnectTM Report Center REPORT NAME REPORT DESCRIPTION REPORT SAMPLE Records Management Trend Displays total records management charges by division and department for a customer ID. Retrieval History Displays assets retrieved by customer ID. Includes asset number, request date, refile date, order contact, order number, order division/department, file sequence, and description by customer ID. Inventory Ownership Displays total carton quantity and cubic feet by customer ID, division, and department. Carton Inventory Displays list of cartons with descriptive fields by division/ department, record code, status, and box number for a customer ID. Visit Profile Summary Displays recurring pickups by locations. Typically used for shred orders but may also represent recurring records storage pickup orders. Carton Date Summary Displays total cartons for destruction review, event date, create date, to/from date, and year by customer ID. ꢀꢁ     City Council 3 – 77 12/5/2023 EXHIBIT B FEE PROPOSAL     City Council 3 – 78 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 2. Cost Proposal Iron Mountain has presented two cost proposals based on the instructions to include a cost proposal that allows permanent removal (withdrawal) fees and a cost proposal that does not allow permanent removal (withdrawal) fees. 2.1 Cost Proposal with Permanent Removal (Withdrawal) Fees Allowed Standard Storage and ServicesCLIN Description Year 1 $0.231 Year 2 $0.231 Year 3 $0.231 Year 4 $0.254 Year 5 $0.267 Per 0001 Carton Storage Cubic Foot 0002 Carton Storage, New Receiving and Entering - $0.231 $1.83 $2.19 $3.08 $2.19 $3.08 $0.231 $1.83 $2.19 $3.08 $2.19 $3.08 $0.231 $1.83 $2.19 $3.08 $2.19 $3.08 $0.254 $2.01 $2.41 $3.39 $2.41 $3.39 $0.267 $2.11 $2.53 $3.56 $2.53 $3.56 Cubic Foot Cubic Foot Cubic Foot File 0003 Carton 0004 Regular Retrieval - Carton Regular Retrieval - File from Carton0005 0006 Regular Refile - Carton Cubic Foot FileRegular Refile - File to Carton0007 0008 CF plus Regular Retrieval Charge and Handling Charge Archival Destruction - Carton $2.78 $2.78 $2.78 $3.06 $3.21 Visit plus Handling Charge Visit plus Handling Charge 0009 Standard Delivery 0010 Standard Pickup $21.54 $21.54 $21.54 $23.69 $24.87 $21.54 $3.00 $21.54 $3.00 $21.54 $3.00 $23.69 $3.30 $24.87 $3.470011 Handling Charge Trip Charge, Standard Cubic Foot Visit plus Handling Charge Visit plus 0012 0013 0014 0015 0016 0017 0018 0019 0020 $39.90 $39.90 $39.90 $43.89 $46.08Delivery, Zone 2 Trip Charge, Standard Delivery, Zone 3 Trip Charge, Standard Delivery, Zone 4 Trip Charge, Standard Delivery, Zone Metro Trip Charge, Standard Delivery, Zone Metro NY Trip Charge, Standard Pickup, Zone 2 Trip Charge, Standard Pickup, Zone 3 Trip Charge, Standard Pickup, Zone 4 $46.02 $52.14 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $46.02 $52.14 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $46.02 $52.14 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $50.62 $57.35 $31.55 $40.52 $43.89 $50.62 $57.35 $31.55 $53.15 $60.22 $33.13 $42.55 $46.08 $53.15 $60.22 $33.13 Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Trip Charge, Standard Pickup, Zone Metro Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.21     City Council 3 – 79 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Trip Charge, Standard Pickup, Zone Metro NY Visit plus Handling Charge0021$36.84 $36.84 $36.84 $40.52 $42.55 CLIN Premium Storage and Services Description Year 1 Year 2 Year 3 Year 4 Year 5 Per File plus Regular Retrieval Charge and Handling Archival Destruction - File from Carton0022 $2.61 $3.96 $2.61 $3.96 $2.61 $3.96 $2.87 $4.36 $3.01 $4.58 Charge Permanent Withdrawal - File from Carton Permanent Withdrawal - Carton File plus Regular Retrieval Charge CF plus Regular Retrieval Charge 0023 0024 $4.39 $8.53 $4.39 $8.53 $4.39 $8.53 $4.83 $9.38 $5.07 $9.850025 Rush Retrieval - Carton Rush Retrieval - File from Cubic Foot 0026 $11.37 $10.37 $65.57 $11.37 $10.37 $65.57 $11.37 $10.37 $65.57 $12.51 $11.41 $72.13 $13.14 $11.98 $75.74 FileCarton 0027 Regular Interfile - Carton Rush Delivery - Business Each Visit plus Handling Charge Visit plus 0028 Day Rush Pickup - Business Day0029 $65.57 $65.57 $65.57 $72.13 $75.74 Handling Charge Rush Delivery - 0030 Weekends/Holidays/After Hours Visit plus Handling Charge$331.50 $331.50 $331.50 $364.65 $382.88 Miscellaneous Services - Labor0031 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $84.17 $7.23 $3.06 $88.38 $7.59 $3.21 Hour Labor Plus New Carton Labor Plus New Lid 0032 Re-boxing Charge 0033 Re-lid Charge CLIN Other Program Fees Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Administrative Fee Account ID per Month Account ID per Month Transportation Visit 0034 0035 Waived Waived Waived Waived Waived(Summary Billing) Administrative Fee (Detailed Billing)Waived Waived Waived Waived Waived Waived Waived Waived Waived Waived0036 Fuel Surcharge CLIN Custom Storage and Services Description Year 1 $6.910 Year 2 $6.910 Year 3 $6.910 Year 4 $7.601 Year 5 $7.981 Per Outside Courier/Customer Representative Handling0037 Each Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.22     City Council 3 – 80 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Account ID per Month0038 Storage Minimum $207.930 $207.930 $17.560 $207.930 $17.560 $228.723 $19.316 $240.159 $20.282Minimum Service Order Charge0039 $17.560 Order 0040 Individual List/Indexing 0041 RFID Z Label $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.982 $0.739 $0.739 $5.269 $7.172 $4.840 $82.500 $1.031 $0.776 $0.776 $5.532 $7.531 $5.082 $86.625 File Each Each Each Each Each Hour 0042 RFID T Label 0043 Standard Letter/Legal 0044 Auto-Fold Letter/Legal 0045 #251 Std Attached Lid 0046 Miscellaneous RM Labor CLIN Image on Demand Description Image on Demand File 0047 Scan (includes first 15 pages) Year 1 Year 2 Year 3 Year 4 Year 5 Per File + Regular Retrieval and Refile $6.14 $6.14 $6.14 $6.75 $7.09 Digital Images Scanned (in excess of cap) Image Transmission - Next Day Image Transmission - Half Day 0048 0049 0050 $0.22 $0.00 $0.22 $0.00 $0.22 $0.00 $0.24 $0.00 $0.25 $0.00 Image Order Order$33.37 $33.37 $33.37 $36.71 $38.55 Image Transmission - After Hours, Holiday, Weekend0051 0052 $168.41 $26.29 $168.41 $26.29 $168.41 $26.29 $185.25 $28.92 $194.51 $30.37 Order OrderOrder Minimum (Image on Demand) CLIN Document Conversion Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Standard Scanning - Minimum Fee Standard Scanning - Tier 1 (Up to 10,000 images) 0053 0054 $400.000 $400.000 $400.000 $400.000 $400.000 Project $0.097 $0.078 $0.097 $0.078 $0.097 $0.078 $0.107 $0.086 $0.112 $0.090 Image ImageStandard Scanning - Tier 2 (10,001 - 49,999 images)0055 0056 Standard Scanning - Tier 3 (50,000 - 1,999,999 images)$0.065 $0.059 $0.065 $0.059 $0.065 $0.059 $0.072 $0.065 $0.075 $0.068 Image Image Standard Scanning - Tier 4 0057 (2,000,000 - 4,999,999 images) Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.23     City Council 3 – 81 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Flatbed Scanning - Minimum Fee0058 $2,500.000 $2,500.000 $2,500.000 $2,500.000 $2,500.000 Project 0059 Flatbed Scanning 0060 Color Setup $0.539 $0.539 $0.539 $0.593 $0.623 Image $384.760 $384.760 $384.760 $423.236 $465.560 Project Document Preparation - Light Document Preparation - Standard Document Preparation - Heavy Document Reassembly - Simple Document Reassembly - Partial Document Reassembly - Full Scan Resolution - Standard (300 DPI) Quality Assurance - 100% vs. Image Quality Assurance - With Clean-up Image Output - Searchable PDF 0061 0062 0063 0064 0065 0066 0067 0068 0069 0070 $0.022 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.022 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.022 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.024 $0.044 $0.088 $0.004 $0.019 $0.045 $0.007 $0.042 $0.012 $0.006 $0.025 $0.046 $0.092 $0.004 $0.020 $0.047 $0.007 $0.044 $0.013 $0.006 Image Image Image Image Image Image Image Image Image Image 0071 Indexing - Standard 0072 Indexing - Flatbed $0.008 $0.011 $0.008 $0.011 $0.008 $0.011 $0.009 $0.012 $0.009 $0.013 Keystroke Keystroke Document Classification - Standard 2-5 Doc Types0073 0074 $0.004 $0.007 $0.004 $0.007 $0.004 $0.007 $0.004 $0.008 $0.004 $0.008 Image ImageDocument Classification - Standard 6-10 Doc Types Document Classification - Standard 11-25 Doc Types0075 0076 0077 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.014 $0.015 $0.041 $0.015 $0.016 $0.043 Image Image Image Document Classification - Flatbed 2-5 Doc Types Document Classification - Flatbed 6-10 Doc Types Document Classification - Flatbed 11-25 Doc Types0078 $0.067 $0.067 $0.067 $0.074 $0.078 Image Wide Format B Scanning - Minimum Fee Wide Format B Scanning (Up to 12 x 18) Document Preparation - Light - Wide Format Document Preparation - Standard - Wide Format 0079 0080 0081 0082 $4,300.000 $4,300.000 $4,300.000 $4,730.000 $4,966.500 Project Image Image Image $0.979 $0.100 $0.509 $0.979 $0.100 $0.509 $0.979 $0.100 $0.509 $1.077 $0.110 $0.560 $1.131 $0.116 $0.588 Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.24     City Council 3 – 82 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Document Preparation - Heavy - Wide Format Document Reassembly - Simple - Wide Format Document Reassembly - Partial - Wide Format Document Reassembly - Full - Wide Format 0083 0084 0085 0086 0087 $1.263 $0.049 $0.105 $0.267 $0.690 $1.263 $0.049 $0.105 $0.267 $0.690 $1.263 $0.049 $0.105 $0.267 $0.690 $1.389 $0.054 $0.116 $0.294 $0.759 $1.458 $0.057 $0.122 $0.309 $0.797 Image Image Image Image ImageScan Resolution - Wide Format B (300 DPI) Quality Assurance - 100% vs. Image - Wide Format0088 $0.029 $0.006 $0.029 $0.006 $0.029 $0.006 $0.032 $0.007 $0.034 $0.007 Image ImageQuality Assurance - With Clean-up - Wide Format0089 0090 Image Output - Searchable PDF - Wide Format $0.005 $0.010 $0.005 $0.010 $0.005 $0.010 $0.006 $0.011 $0.006 $0.012 Image 0091 Indexing - Wide Format Keystroke CLIN Document Conversion Labor Categories Description Imaging Data Entry Specialist Year 1 $41.88 Year 2 Year 3 Year 4 Year 5 Per 0092 $41.88 $99.35 $56.98 $41.88 $99.35 $56.98 $46.07 $109.29 $62.68 $48.37 $114.75 $65.81 Hour 0093 Imaging Operations Imaging Production $99.35 $56.98 Hour Hour0094 0095 0096 0097 0098 Coordinator Imaging Production Specialist I Imaging Production Specialist II Imaging Production Supervisor $39.51 $41.71 $64.80 $102.81 $39.51 $41.71 $64.80 $102.81 $39.51 $41.71 $64.80 $102.81 $43.46 $45.88 $71.28 $113.09 $45.63 $48.17 $74.84 $118.74 Hour Hour Hour HourImplementation Manager - DMS 0099 Software Engineer $124.23 $148.53 $124.23 $148.53 $124.23 $148.53 $136.65 $163.38 $143.48 $171.55 Hour Hour0100 Principal Software Engineer CLIN InSight Content Services Platform Base Package Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Annual User Subscription - Base Package (25 Users)0101 0102 $9,000.00 $9,000.00 $9,000.00 $9,900.00 $10,395.00 $33.00 $34.65 25 Users Overage Fees Per User Per Month $30.00 $30.00 $30.00 Month Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.25     City Council 3 – 83 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Annual Content Under Management Subscription - Base Package (500 GBs Storage) 0103 $0.00 $0.00 $0.00 $0.00 $0.00 GBs Overage Fees Per 500 GBs Per Month Professional Services (Estimated T&M) 0104 0105 $500.00 $260.00 $500.00 $260.00 $500.00 $260.00 $550.00 $286.00 $577.50 $300.30 Month Hour 0106 One-Time Setup $15,600.00 $15,600.00 $15,600.00 $17,160.00 $18,018.00 Setup 2.2 Cost Proposal with No Permanent Removal (Withdrawal) Fees Allowed Standard Storage and ServicesCLIN Description Year 1 $0.291 Year 2 $0.291 Year 3 $0.291 Year 4 $0.320 Year 5 $0.335 Per 0001 Carton Storage Cubic Foot Cubic Foot0002 Carton Storage, New Receiving and Entering - $0.291 $1.83 $2.19 $3.08 $2.19 $3.08 $0.291 $1.83 $2.19 $3.08 $2.19 $3.08 $0.291 $1.83 $2.19 $3.08 $2.19 $3.08 $0.320 $2.01 $2.41 $3.39 $2.41 $3.39 $0.335 $2.11 $2.53 $3.56 $2.53 $3.56 0003 Cubic Foot Cubic Foot File Carton 0004 Regular Retrieval - Carton Regular Retrieval - File from0005Carton 0006 Regular Refile - Carton Regular Refile - File to Cubic Foot File0007Carton CF plus Regular Retrieval Charge and Handling Charge Archival Destruction - Carton0008 $2.78 $2.78 $2.78 $3.06 $3.21 Visit plus Handling Charge Visit plus Handling Charge 0009 Standard Delivery 0010 Standard Pickup $21.54 $21.54 $21.54 $23.69 $24.87 $21.54 $3.00 $21.54 $3.00 $21.54 $3.00 $23.69 $3.30 $24.87 $3.470011 Handling Charge Trip Charge, Standard Cubic Foot Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge 0012 0013 0014 $39.90 $39.90 $39.90 $43.89 $46.08Delivery, Zone 2 Trip Charge, Standard Delivery, Zone 3 $46.02 $52.14 $46.02 $52.14 $46.02 $52.14 $50.62 $57.35 $53.15 $60.22Trip Charge, Standard Delivery, Zone 4 Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.26     City Council 3 – 84 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Visit plus Handling Charge Trip Charge, Standard Delivery, Zone Metro0015 0016 0017 0018 0019 0020 0021 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $36.84 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $36.84 $28.68 $36.84 $39.90 $46.02 $52.14 $28.68 $36.84 $31.55 $40.52 $43.89 $50.62 $57.35 $31.55 $40.52 $33.13 $42.55 $46.08 $53.15 $60.22 $33.13 $42.55 Trip Charge, Standard Delivery, Zone Metro NY Trip Charge, Standard Pickup, Zone 2 Trip Charge, Standard Pickup, Zone 3 Trip Charge, Standard Pickup, Zone 4 Trip Charge, Standard Pickup, Zone Metro Trip Charge, Standard Pickup, Zone Metro NY CLIN Premium Storage and Services Description Year 1 Year 2 Year 3 Year 4 Year 5 Per File plus Regular Archival Destruction - File from Carton Retrieval Charge and Handling Charge 0022 $2.61 $2.61 $2.61 $2.87 $3.01 0023 Rush Retrieval - Carton Rush Retrieval - File from $8.53 $11.37 $10.37 $8.53 $11.37 $10.37 $8.53 $11.37 $10.37 $9.38 $12.51 $11.41 $9.85 $13.14 $11.98 Cubic Foot 0024 FileCarton 0025 Regular Interfile - Carton Each Visit plus Handling Charge Visit plus Handling Charge Rush Delivery - Business Day0026 0027 $65.57 $65.57 $65.57 $65.57 $65.57 $65.57 $72.13 $72.13 $75.74 $75.74Rush Pickup - Business Day Rush Delivery - 0028 Weekends/Holidays/After Hours Visit plus Handling Charge $331.50 $331.50 $331.50 $364.65 $382.88 Miscellaneous Services - Labor0029 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $76.52 $6.57 $2.78 $84.17 $7.23 $3.06 $88.38 $7.59 $3.21 Hour Labor Plus New Carton Labor Plus New Lid 0030 Re-boxing Charge 0031 Re-lid Charge Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.27     City Council 3 – 85 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services CLIN Other Program Fees Description Administrative Fee (Summary Billing) Administrative Fee (Detailed Billing) Year 1 Waived Year 2 Waived Year 3 Waived Year 4 Waived Year 5 Waived Per Account ID per Month Account ID per Month Transportation Visit 0032 0033 Waived Waived Waived Waived Waived Waived Waived Waived Waived Waived0034 Fuel Surcharge CLIN Custom Storage and Services Description Year 1 $6.910 Year 2 $6.910 Year 3 $6.910 Year 4 $7.601 Year 5 $7.981 Per Outside Courier/Customer Representative Handling0035 Each Account ID per Month0036 Storage Minimum Minimum Service Order $207.930 $17.560 $207.930 $17.560 $207.930 $17.560 $228.723 $19.316 $240.159 $20.2820037 OrderCharge 0038 Individual List/Indexing 0039 RFID Z Label $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.893 $0.672 $0.672 $4.790 $6.520 $4.400 $75.000 $0.982 $0.739 $0.739 $5.269 $7.172 $4.840 $82.500 $1.031 $0.776 $0.776 $5.532 $7.531 $5.082 $86.625 File Each Each Each Each Each Hour 0040 RFID T Label 0041 Standard Letter/Legal 0042 Auto-Fold Letter/Legal 0043 #251 Std Attached Lid 0044 Miscellaneous RM Labor CLIN Image on Demand Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Image on Demand File 0045 Scan (includes first 15 pages) File + Regular Retrieval and Refile $6.14 $6.14 $6.14 $6.75 $7.09 Digital Images Scanned (in0046 0047 $0.22 $0.00 $0.22 $0.00 $0.22 $0.00 $0.24 $0.00 $0.25 $0.00 Image Order excess of cap) Image Transmission - Next Day Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.28     City Council 3 – 86 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services Image Transmission - Half Day0048 0049 0050 $33.37 $168.41 $26.29 $33.37 $168.41 $26.29 $33.37 $168.41 $26.29 $36.71 $185.25 $28.92 $38.55 $194.51 $30.37 Order Order Order Image Transmission - After Hours, Holiday, Weekend Order Minimum (Image on Demand) CLIN Document Conversion Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Standard Scanning - Minimum Fee Standard Scanning - Tier 1 (Up to 10,000 images) 0051 0052 $400.000 $400.000 $400.000 $400.000 $400.000 Project Image$0.097 $0.078 $0.097 $0.078 $0.097 $0.078 $0.107 $0.086 $0.112 $0.090Standard Scanning - Tier 2 (10,001 - 49,999 images)0053 0054 Image Image Image Standard Scanning - Tier 3 (50,000 - 1,999,999 images)$0.065 $0.059 $0.065 $0.059 $0.065 $0.059 $0.072 $0.065 $0.075 $0.068 Standard Scanning - Tier 4 0055 (2,000,000 - 4,999,999 images) Flatbed Scanning - Minimum Fee0056 $2,500.000 $2,500.000 $2,500.000 $2,500.000 $2,500.000 Project Image Project Image 0057 Flatbed Scanning 0058 Color Setup $0.539 $384.760 $0.022 $0.539 $384.760 $0.022 $0.539 $384.760 $0.022 $0.593 $423.236 $0.024 $0.623 $465.560 $0.025Document Preparation - Light Document Preparation - Standard Document Preparation - Heavy Document Reassembly - Simple Document Reassembly - Partial Document Reassembly - Full Scan Resolution - Standard (300 DPI) Quality Assurance - 100% vs. Image Quality Assurance - With Clean-up Image Output - Searchable PDF 0059 0060 0061 0062 0063 0064 0065 0066 0067 0068 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.040 $0.080 $0.004 $0.017 $0.041 $0.006 $0.038 $0.011 $0.005 $0.044 $0.088 $0.004 $0.019 $0.045 $0.007 $0.042 $0.012 $0.006 $0.046 $0.092 $0.004 $0.020 $0.047 $0.007 $0.044 $0.013 $0.006 Image Image Image Image Image Image Image Image Image Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.29     City Council 3 – 87 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 0069 Indexing - Standard 0070 Indexing - Flatbed $0.008 $0.011 $0.008 $0.011 $0.008 $0.011 $0.009 $0.012 $0.009 $0.013 Keystroke Keystroke Document Classification - Standard 2-5 Doc Types0071 0072 $0.004 $0.007 $0.004 $0.007 $0.004 $0.007 $0.004 $0.008 $0.004 $0.008 Image ImageDocument Classification - Standard 6-10 Doc Types Document Classification - Standard 11-25 Doc Types0073 0074 0075 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.013 $0.014 $0.037 $0.014 $0.015 $0.041 $0.015 $0.016 $0.043 Image Image Image Document Classification - Flatbed 2-5 Doc Types Document Classification - Flatbed 6-10 Doc Types Document Classification - Flatbed 11-25 Doc Types0076 $0.067 $0.067 $0.067 $0.074 $0.078 Image Wide Format B Scanning - Minimum Fee Wide Format B Scanning (Up to 12 x 18) Document Preparation - Light - Wide Format Document Preparation - Standard - Wide Format Document Preparation - Heavy - Wide Format Document Reassembly - Simple - Wide Format Document Reassembly - Partial - Wide Format Document Reassembly - Full - Wide Format 0077 0078 0079 0080 0081 0082 0083 0084 0085 $4,300.000 $4,300.000 $4,300.000 $4,730.000 $4,966.500 Project Image Image Image Image Image Image Image Image $0.979 $0.100 $0.509 $1.263 $0.049 $0.105 $0.267 $0.690 $0.979 $0.100 $0.509 $1.263 $0.049 $0.105 $0.267 $0.690 $0.979 $0.100 $0.509 $1.263 $0.049 $0.105 $0.267 $0.690 $1.077 $0.110 $0.560 $1.389 $0.054 $0.116 $0.294 $0.759 $1.131 $0.116 $0.588 $1.458 $0.057 $0.122 $0.309 $0.797Scan Resolution - Wide Format B (300 DPI) Quality Assurance - 100% vs. Image - Wide Format0086 $0.029 $0.006 $0.029 $0.006 $0.029 $0.006 $0.032 $0.007 $0.034 $0.007 Image ImageQuality Assurance - With Clean-up - Wide Format0087 0088 Image Output - Searchable PDF - Wide Format $0.005 $0.010 $0.005 $0.010 $0.005 $0.010 $0.006 $0.011 $0.006 $0.012 Image 0089 Indexing - Wide Format Keystroke Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.30     City Council 3 – 88 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services CLIN Document Conversion Labor Categories Description Imaging Data Entry Specialist Year 1 $41.88 Year 2 $41.88 Year 3 $41.88 Year 4 $46.07 Year 5 $48.37 Per 0090 Hour Hour Hour Hour 0091 Imaging Operations Imaging Production $99.35 $56.98 $39.51 $99.35 $56.98 $39.51 $99.35 $56.98 $39.51 $109.29 $62.68 $43.46 $114.75 $65.81 $45.63 0092 0093 0094 0095 0096 Coordinator Imaging Production Specialist I Imaging Production Specialist II Imaging Production Supervisor $41.71 $64.80 $41.71 $64.80 $41.71 $64.80 $45.88 $71.28 $48.17 $74.84 Hour Hour Implementation Manager - DMS $102.81 $124.23 $148.53 $102.81 $124.23 $148.53 $102.81 $124.23 $148.53 $113.09 $136.65 $163.38 $118.74 $143.48 $171.55 Hour Hour Hour 0097 Software Engineer 0098 Principal Software Engineer CLIN InSight Content Services Platform Base Package Description Year 1 Year 2 Year 3 Year 4 Year 5 Per Annual User Subscription - Base Package (25 Users)0099 0100 $9,000.00 $9,000.00 $9,000.00 $9,900.00 $10,395.00 25 Users MonthOverage Fees Per User Per Month Annual Content Under Management Subscription - Base Package (500 GBs Storage) $30.00 $0.00 $30.00 $0.00 $30.00 $0.00 $33.00 $0.00 $34.65 $0.000101 GBs Overage Fees Per 500 GBs Per Month Professional Services (Estimated T&M) 0102 0103 $500.00 $260.00 $500.00 $260.00 $500.00 $260.00 $550.00 $286.00 $577.50 $300.30 Month Hour 0104 One-Time Setup $15,600.00 $15,600.00 $15,600.00 $17,160.00 $18,018.00 Setup Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.31     City Council 3 – 89 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services 2.3 Transition/Change Over from Incumbent Price The transition/change over price applies in the event the boxes are currently stored with another vendor and are transitioned to Iron Mountain. Extended PriceCLINDescriptionUnit Price Qty Trip Charge, Standard Pickup, Zone 0020 Metro $28.68 $3.00 4.00 $114.72 0011 Handling Charge 0003 Receiving and Entering - Carton 0041 RFID Z Label 2,194.80 2,194.80 1,829.00 $6,584.40 $4,016.48 $1,229.09 $11,944.69 $1.83 $0.672 2.4 Pricing Assumptions Our pricing is based on the following assumptions: No.Records Storage / Services Assumptions Iron Mountain assumes 1,829 standard banker boxes at 1.2 CF, totaling to 2,194.80 CF of material.1 Assuming the materials will be transferred from an incumbent vendor into an Iron Mountain facility, Iron Mountain will rely on the incumbent vendor's compliance to the 90 Day transition period outlined in the solicitation. 2 No.Document Conversion Assumptions Pricing for Standard Scanning Tiers 1-4 (CLINs 0054-0057) is the price per image for standard scanning of up to 8.5 x 14 standard paper for varying image volume tiers. Features black & white scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB or hard drive. 100% autofeed scanning. 2 3 Pricing for Flatbed Scanning (CLIN 0059) is the price per image for standard scanning of up to 8.5 x 14 flatbed paper. Features black & white scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB or hard drive. 100% manual single page flatbed scanning. Upon request, Iron Mountain can provided pricing for Bound Book scanning if required by the City. Pricing for Wide Format B Scanning (CLIN 0080) is the price per image for wide format scanning of 12 x 18 paper for a volume of 1,999,999 images or less. Features black & white scanning, a scan resolution of 200 dpi, statistical vs. image quality review, standard TIFF or PDF image output, and image release on a DVD, USB or hard drive. Upon request, Iron Mountain can provided pricing for other Wide Format sizes if required by the City (E.g., C - 18x24, D - 24x36, E - 36x48). 4 Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.32     City Council 3 – 90 12/5/2023 Iron Mountain Government Solutions City of Santa Ana Document Storage and Imaging Services The default QA level included within the price per image for Standard, Flatbed, and Wide Format B Scanning is statistical quality control utilizing the ANSI/ASQC (American National Standards Institute/American Society for Quality Control) standard Z1.4 at a 1.0 Acceptable Quality Level (AQL) to establish the sample size(s), acceptance, rejection and re-sampling parameters for image, index, and file-level QC. 5 6 Smaller papers like sticky notes, small photographs, adding-machine tapes, etc. would be taped down to follow-on carrier pages for scanning. This can be done as 1 item per page or multiple items per page at customer's direction. 7 No digital conversion of electronic (non-paper) media is expected to be in scope. No.InSight Content Services Platform Assumptions Customers will be charged for capacity overages on a monthly basis, i.e. if a customer goes over their limit in month 10 of year 1, they will only be charged 3 months overages. Overages are charged on in blocks of 500GBs, meaning that the customer will incur overage charges for every additional set of 500GBs (i.e. a customer will be billed overages for one set of 500GBs if they are 25GBs over their limit, and they will be billed overages for two sets of 500GBs if they are 550GBs over their limit). 8 9 InSight Software subscription is billed annually at the start of each contract. Overage charges are billed monthly in arrears. Use or disclosure of data contained in this page is subject to the restriction on the title page of this submission.33     City Council 3 – 91 12/5/2023