HomeMy WebLinkAboutItem 19 - Memorandum of Understanding Regarding Grant Funds for Supplemental Community Engagement Planning and Building Agency
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Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
April 15, 2025
TOPIC: Memorandum of Understanding with the Southern California Association of
Governments, Charitable Ventures, and The Kennedy Commission for a Grant to Fund
Supplemental Community Engagement for the Comprehensive Zoning Code Update
AGENDA TITLE
Memorandum of Understanding with the Southern California Association of
Governments, Charitable Ventures, and The Kennedy Commission for a Sustainable
Communities Program – Civic Engagement, Equity, and Environmental Justice Grant to
Fund Supplemental Community Engagement for the Comprehensive Zoning Code
Update
RECOMMENDED ACTION
Authorize the City Manager to make all conforming edits and execute a Memorandum of
Understanding (MOU) with the Southern California Association of Governments (SCAG),
Charitable Ventures, and The Kennedy Commission for a Sustainable Communities
Program – Civic Engagement, Equity, and Environmental Justice Grant to fund
supplemental community engagement for the comprehensive Zoning Code Update for a
term ending June 30, 2026. (Agreement No. A-2025-XXX)
GOVERNMENT CODE SECTION §84308 APPLIES: No
DISCUSSION
In 2023, the City of Santa Ana, in partnership with Charitable Ventures and The Kennedy
Commission (CBOs), applied to the Southern California Association of Governments
(SCAG) for funding under the Sustainable Communities Program – Civic Engagement,
Equity, and Environmental Justice (CEEEJ).
The City submitted a proposal designed to enhance grassroots engagement in its
comprehensive Zoning Code Update, a key implementation item in the City’s 2022
General Plan Update. The project focused on deepening outreach across Santa Ana’s
diverse neighborhoods, ensuring equitable access and input from residents, property
owners, and business stakeholders in shaping the City’s future development standards.
Through the MOU (Exhibit 1) the City is to provide technical leadership, review
deliverables, oversee the CBOs' performance, and ultimately present the Zoning Code
MOU with SCAG, Charitable Ventures, and The Kennedy Commission for a Community
Engagement Grant for the Zoning Code Update
April 15, 2025
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Update to the City Council for adoption. No funds are being directly administered or spent
by the City. SCAG will administer contracting and disbursements for project activities.
SCAG will fund the following:
•$102,510.74 to Charitable Ventures;
•$83,061.50 to The Kennedy Commission; and
•$284,127.76 for a consultant of SCAG’s procurement to support engagement and
technical efforts.
Background
The City Council adopted a comprehensive update to its General Plan on April 19, 2022.
The updated General Plan includes significant changes to the Land Use Map that reflect
the vision of the community to accommodate future growth. To ensure the City’s Zoning
Code and General Plan are consistent, and to maintain compliance with state law,
comprehensive amendments to the Zoning Code are required and underway, being led
by Planning and Building Agency staff with the assistance of Moore, Iacofano, Goltsman,
Inc. (MIG) via a contract authorized by the City Council on October 17, 2023. Necessary
amendments include the creation of new zoning district designations and corresponding
development standards; updates to the definitions, signage, nonconforming, and parking
sections; reorganization of the entire Zoning Code to a more user-friendly format; and
new standards to reflect land use trends, economic development trends, and land use
goals of the City. The success of the comprehensive Zoning Code Update hinges on input
from multiple and diverse stakeholder groups, necessitating a multi-pronged outreach
strategy.
Outreach and Engagement
Recognizing the importance of engaging Santa Ana decision makers and community
stakeholders, including residents, property owners, and business owners in the decision-
making process, the Planning and Building Agency has included stakeholder engagement
in the comprehensive Zoning Code Update Scope of Work (SOW), including a first round
that included:
•Stakeholder interviews with 74 individuals including City Council members,
Planning Commissioners, various City Departments, developers, design
professionals, property managers, and community organizational leaders;
•A presentation to Planning Commission on April 8, 2024;
•A Community Planning Collaborative, held on June 13, 2024;
•Six community workshops held throughout the City in all six (6) City Council wards
between July 9, 2024 and July 20, 2024;
•A presentation to Planning Commission on September 9, 2024;
•Two (2) business community workshops hosted in November 2024;
•A virtual workshop available online from January 20, 2025 through March 20, 2025,
and
MOU with SCAG, Charitable Ventures, and The Kennedy Commission for a Community
Engagement Grant for the Zoning Code Update
April 15, 2025
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•A Planning Commission Work Study Session on March 24, 2025.
MOU - SCAG Civic Engagement, Equity, and Environmental Justice Grant (CEEEJ)
To supplement the engagement plan and to advance goals of inclusivity for residents,
property owners, and business owners, the Planning and Building Agency submitted the
application to SCAG for a Sustainable Communities Program (SCP) – Civic Engagement,
Equity, and Environmental Justice (CEEEJ) Grant in June 2023. The goal of the grant is
to fund grassroots community engagement designed to make outreach efforts accessible
and equitable to a diverse audience. Part of the grassroots engagement strategy for
Santa Ana includes a partnership with two community-based organizations (CBOs),
whose understanding of the community will inform the approach to various activities to
ensure that ongoing outreach results in a Zoning Code Update that engages multiple
stakeholders. Those CBOs are Charitable Ventures and The Kennedy Commission. The
strategy also includes a Community Planning Collaborative (CPC) made up of
stakeholders committed to raising awareness about the comprehensive Zoning Code
Update and promoting participation in the update process among the following
stakeholders:
•Residents;
•Neighborhood leaders and community organizations;
•Commercial property owners;
•Small and large business owners; and
•Business and tourism promotion organizations.
Through the SCP, which funds the CEEEJ grant, SCAG is responsible for the following:
•Procuring a consultant to perform the services required for the project;
•Overseeing and managing the consultant’s activities; and
•Reviewing, approving, and paying consultant invoices.
As stated in the MOU, the City is responsible for the following:
•Approving the SCAG consultant’s SOW to ensure the work effort is consistent with
the City’s goals;
•Offering technical guidance and providing information;
•Reviewing deliverables prior to SCAG’s payment to their consultant;
•Providing required decisions; and
•Submitting the comprehensive Zoning Code Update to the City Council for
adoption.
The SOW included with the MOU is general in nature to demonstrate consistency with
the grant funding requirements. However, the consultant and the two CBOs will commit
to individual SOWs that detail their activities in support of the supplemental stakeholder
engagement that will inform the Zoning Code Update. The consultant SOW was drafted
based on a template prepared in collaboration between the City and SCAG. SCAG
MOU with SCAG, Charitable Ventures, and The Kennedy Commission for a Community
Engagement Grant for the Zoning Code Update
April 15, 2025
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released the draft consultant SOW on January 13, 2025, as part of a Request for
Proposals, and proposals were due on March 24, 2025. Once the consultant is selected,
the respective SOW will be finalized in consultation with and approved by the City, to
ensure consistency with City goals, and attached to a contract signed by SCAG and the
consultant. The two scopes of the CBOs were prepared by the City in partnership with
SCAG and the CBOs. They are finalized and attached to this staff report.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action.
EXHIBITS
1. Memorandum of Understanding with Southern California Association of
Governments
2. Charitable Ventures Scope of Work
3. The Kennedy Commission Scope of Work
Submitted By: Ali Pezeshkpour, AICP, Acting Executive Director of Planning and
Building
Approved By: Alvaro Nuñez, City Manager
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
MEMORANDUM OF UNDERSTANDING
No. M-017-25
SCAG Overall Work Program (OWP) No: 305.4927.03
State Awarding Agency: State of California, Department of Housing and Community Development
Funding Source: Regional Early Action Planning Grants Program of 2021 (REAP 2.0)
Recipients’ Names: City of Santa Ana (Sub-Recipient), Charitable Ventures (“CV”), and The Kennedy
Commission (“KC”)
Recipients’ UEIDs: KZE9G2M4GRX9 (Sub-Recipient), U2YLRFRXDDZ4 (CV), and
YXMJREQE8K96 (KC)
Total Amount of Federal Funds Obligated to the Recipients: $0
Total Amount of Non-Federal Funds Obligated to the Recipients: $469,700.00
Total Amount of the Sub-Award: $469,700.00
Subaward Period of Performance Start Date: See Section 37
In ProcessSubaward Period of Performance End Date: June 30, 2026
Type of Contract: Project Specific
Method of Payment: See Section 6 of this MOU
Project R&D: N/A
Indirect Cost Rate for the Award for Charitable Ventures: See MOU Rate Confirmation Sheet
Fringe Benefits Cost Rate for the Award for Charitable Ventures: See MOU Rate Confirmation Sheet
Indirect Cost Rate for the Award for The Kennedy Commission: See MOU Rate Confirmation Sheet
Fringe Benefits Cost Rate for the Award for The Kennedy Commission: See MOU Rate Confirmation
Sheet
Subaward Project Title: City of Santa Ana, Charitable Ventures, and The Kennedy Commission REAP
2.0 Sustainable Communities Program – Civic Engagement, Equity, and Environmental Justice Grant –
Transformative Engagement for Zoning Code Update
Subaward Project Description: Recipients will utilize REAP 2.0 funding for a project that meets the
REAP 2.0 Goals and Objectives within the SCAG Region.
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
MEMORANDUM OF UNDERSTANDING
No. M-017-25
BETWEEN THE
SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS
AND CITY OF SANTA ANA
AND CHARITABLE VENTURES
AND THE KENNEDY COMMISSION
FOR REAP 2.0 SUSTAINABLE COMMUNITIES PROGRAM - CIVIC ENGAGEMENT,
EQUITY, AND ENVIRONMENTAL JUSTICE GRANT
(SCAG Project/OWP No. 305.4927.03)
This Memorandum of Understanding (“MOU”) is entered into by and between the Southern California
Association of Governments (“SCAG”), City of Santa Ana (“Sub-Recipient”), Charitable Ventures
(“CV”), and The Kennedy Commission (“KC”) for a Sustainable Communities Program – Civic
Engagement, Equity, and Environmental Justice (“SCP CEEEJ”) Grant. SCAG, Sub-Recipient, CV, and KCIn Processmay be individually referred to as “Party” and collectively as “Parties.” CV and KC shall be jointly
referred to as “the Community-Based Organizations” or “the CBOs.” Sub-Recipient and the CBOs shall
be collectively referred to as “Recipients.”
RECITALS
WHEREAS, the Regional Early Action Planning Grants Program of 2021 (“REAP 2.0”) was established
with a principal goal to make funding available to Metropolitan Planning Organizations (“MPO”) and
other regional entities for transformative planning and implementation activities that meet housing and
equity goals, reduce Vehicle Miles Traveled per capita, and advance implementation of the region’s
Sustainable Communities Strategy or Alternative Planning Strategy, as applicable;
WHEREAS, the California Department of Housing and Community Development (“HCD”) administers
REAP 2.0 in accordance with Health and Safety Code sections 50515.06 to 50515.10 (“Statutes”) and
REAP 2.0 guidelines for MPO applicants released by HCD pursuant to the Statutes (“REAP 2.0
Guidelines”);
WHEREAS, SCAG is the federally designated MPO for Southern California, primarily responsible for
the development of a Regional Transportation Plan/Sustainable Communities Strategy (“RTP/SCS” also
known as “Connect SoCal”) for the counties of Imperial, Los Angeles, Orange, San Bernardino, Riverside,
and Ventura;
WHEREAS, HCD awarded funds to SCAG under REAP 2.0;
WHEREAS, SCAG’s Regional Council authorized funding for the SCP CEEEJ Program (“Program”) and
approved guidelines for the Program (“Program Guidelines”);
WHEREAS, SCAG released a Call for Applications for the Program;
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WHEREAS, Recipients, eligible for funds under the Program, developed and submitted a proposed project
for the Program (“Project”);
WHEREAS, SCAG reviewed the Project and determined the Project to be consistent with the REAP 2.0
Guidelines and Program Guidelines, and approved the Project to receive funding; and
WHEREAS, the purpose of this MOU is to describe the responsibilities of the Parties.
NOW THEREFORE, IT IS MUTUALLY AGREED THAT:
1. Recitals and Exhibits
The Recitals and all exhibits referred to in this MOU are incorporated herein by this reference and
made a part of the provisions of this MOU.
2. Term
In ProcessThe Term of this MOU shall begin on the Effective Date and continue until June 30, 2026,
(“Completion Date”), unless terminated earlier as provided herein. Time is of the essence in the
performance of services under this MOU.
3. Scope of Work and Responsibilities of the Parties
a. SCAG will:
i. Contribute funding for the Project in accordance with Section 5, Funding, below.
ii. Procure a consultant (“Consultant”) to perform the services required for the Project in
accordance with SCAG’s Procurement Policies and Procedures.
iii. Oversee and manage Consultant’s activities in performing the services required for the Project.
iv. Review, approve, and pay Consultant’s invoices and review and approve Consultant’s
deliverables; however, prior to approving an invoice or deliverable from the Consultant,
SCAG’s Project Manager shall consult with Sub-Recipient’s Project Manager.
v.Review, approve, and pay the CBOs’ invoices and review and approve the CBOs’ deliverables;
however, prior to approving an invoice or deliverable from the CBOs, SCAG’s Project
Manager shall consult with Sub-Recipient’s Project Manager.
b. Sub-Recipient will:
i. Perform its duties under this MOU, in accordance with the REAP 2.0 Guidelines, the Program
Guidelines, applicable Federal and State requirements, and the provisions of this MOU.
ii. Provide written approval of Consultant’s scope of work prior to SCAG directing the Consultant
to begin the work.
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iii. Commit to supporting the Project and provide SCAG and Consultant with technical guidance
for the Project.
iv. Reasonably cooperate with SCAG and the Consultant and provide information requested by
SCAG or the Consultant without delay.
v.Review and provide feedback on Consultant invoices and deliverables within 10 working days
of receipt from SCAG.
vi. Provide any required decisions as promptly as practicable to avoid unreasonable delay and
provide technical leadership and support for reporting/invoicing as necessary.
vii. In accordance with Section 9.e., submit any completed planning document or effort to the
applicable board, council, or other entity for adoption or approval.
viii. Oversee and manage the CBOs’ activities under the Project, including all tasks, obligations,In Process
Review and provide feedback on CBOs’ invoices and deliverables within 10 working days of
receipt from SCAG, except within 5 days for SCAG’s fiscal year end (June 30), unless an
extension is approved by SCAG Project Manager. Review and sign invoice progress report
which serves to confirm that the invoiced services have been performed and can be paid.
and deliverables as described in and in accordance with the “Scopes of Work,” attached as
Exhibit A, as outlined in the most current fully executed SOW Approval Forms.
ix.
x.Be accountable to SCAG to ensure the CBOs’ performance and compliance with the MOU.
Sub-Recipient’s Project Manager shall be responsible for final approval of the CBOs’
deliverables consistent with the Scopes of Work; provided, however, that prior to approving a
deliverable from the CBOs, Sub-Recipient’s Project Manager shall consult with SCAG’s
Project Manager.
xi.Any and all notices, reports, or other communications required by this MOU, including but not
limited to invoices, accounting reports, supporting documentation, and monitoring reports,
shall be submitted under penalty of perjury.
c. The CBOs will:
i. Once a notice to proceed has been issued, implement their obligations under the Project,
including all tasks, obligations, and deliverables described in the Scopes of Work, as outlined
in the most current fully executed SOW Approval Form, in accordance with the REAP 2.0
Guidelines, the Program Guidelines, applicable Federal and State requirements and the
provisions of this MOU. The CBOs shall not begin work or incur any expenses until a notice
to proceed has been issued and shall not be reimbursed for any expenses incurred prior to the
notice to proceed.
ii. Interim deliverables and tasks, including budgets and schedules, required to implement the
Scopes of Work shall be documented using the “Scope of Work Approval Form,” attached as
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SCAG Project/OWP No. :305.4927.03
Exhibit B (“SOW Approval Form”). The SOW Approval Forms must be signed by SCAG
Project Manager, SCAG Department Manager, Subrecipient Project Manager, the CBOs’
Project Managers and SCAG’s Deputy Director or their designee prior to the performance of
the work outlined in the SOW Approval Form. The SOW Approval Form may be signed by
way of a manual or authorized digital signature, or a signature stamp. The SOW Approval
Form may be used to document interim deliverables and interim deliverable budgets and
schedules but may not be used to modify the deliverables and budget noted in this MOU. The
SOW Approval Form may be amended subject to approval by SCAG. No amendment to the
SOW Approval Form shall be valid unless made in writing and signed by the Parties. If there
is a conflict between the SOW Approval Form and this MOU, this MOU shall prevail.
iii. Demonstrate a clear and significant nexus to all the REAP 2.0 Goals and Objectives, as
described in Section 9 of this MOU, and must carry out the Project to meet the REAP 2.0 Goals
and Objectives. Any lack of action or action inconsistent with REAP 2.0 Goals and Objectives
may result in review and could be subject to modification of funding, termination of this MOU,
and repayment of the Grant Funds.
In Processiv. As a recipient of federal and state funds, SCAG has the responsibility for ensuring that its
procurement process complies with all applicable federal, state and funding requirements.
SCAG has adopted a Procurement Policy and Procedures Manual which sets forth the rules
and process of SCAG’s procurement activities. The CBOs shall not procure any goods or
services for the completion of the Scopes of Work, as outlined in the most current fully
executed SOW Approval Form. If the CBOs requires any goods or services for the completion
of their Scope of Work, as outlined in the most current fully executed SOW Approval Form,
the goods or services shall be procured by SCAG and the value of the procured goods or
services will be applied towards the Grant Funds. Notwithstanding the foregoing, with SCAG
approval, the CBOs may complete micro-purchases for goods or services, at a fair and
reasonable price, if the purchase is under $10,000. Any procurement made without SCAG’s
approval or prior to SCAG’s approval shall not be reimbursed.
v. Any and all notices, reports, or other communications required by this MOU, including but not
limited to invoices, accounting reports, supporting documentation, and monitoring reports,
shall be submitted under penalty of perjury.
4. Project Management
a. All work under this MOU shall be coordinated with SCAG and Recipients through the Project
Managers.
b. For purposes of this MOU, SCAG designates the following individual as its Project Manager:
Lyndsey Nolan
Senior Regional Planner
(213) 236-1935
nolan@scag.ca.gov
SCAG reserves the right to change this designation.
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c. For purposes of this MOU, Sub-Recipient designates the following individual as its Project
Manager:
Siri A. Champion
Senior Planner
(714) 667-2751
schampion@santa-ana.org
Sub-Recipient reserves the right to change this designation upon written notice to SCAG.
d. For purposes of this MOU, CV designates the following individual as its Project Manager:
Raken Mai
Project Lead
raken.mai@charitableventuresoc.org
(714) 597-6630 ext. 132In ProcessCV reserves the right to change this designation upon written notice to SCAG.
e. For purposes of this MOU, KC designates the following individual as its Project Manager:
Cithlalli Ramirez
Programs Manager and Outreach Coordinator
(949) 250-0909
cithlallir@kennedycommission.org
KC reserves the right to change this designation upon written notice to SCAG.
5. Funding
a. SCAG’s contribution to the Project is funded wholly with REAP 2.0 funds, in an amount not to
exceed $469,700.00 (“Grant Funds”). SCAG shall contribute a maximum, not to exceed
$284,127.76 of the Grant Funds towards the Project to be used solely for the procurement and
payment of the Consultant. SCAG shall contribute a maximum, not to exceed $ 102,510.74 of the
Grant Funds to CV and not to exceed $83,061.50 of the Grant Funds to KC. No funds will be
provided to Sub-Recipient.
b. SCAG shall not be obligated to make payments for any costs that exceed the Grant Funds. SCAG
shall not be obligated to pay for any increase in costs which exceeds the budget included in this
MOU and the most current fully executed SOW Approval Form. SCAG shall not be obligated to
make payments from any source other than funds provided by HCD to SCAG pursuant to REAP
2.0. In the event HCD terminates its agreement to provide funds or reduces the funds provided,
SCAG shall have the right to terminate this MOU, in accordance with Section 17, or to amend this
MOU to reflect the changes in funding.
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c. SCAG shall make payments to the CBOs as a reimbursement for actual costs incurred and only
for work performed as part of the Scopes of Work, as outlined in the most current fully executed
SOW Approval Forms, and consistent with the REAP 2.0 Goals and Objectives, REAP 2.0
Guidelines, and Program Guidelines.
d. SCAG reserves the right, in its sole discretion, to discontinue funding the Project and/or terminate
this MOU as described in Section 17.
e. Any costs for which the CBOs receives reimbursement or credit that is determined by a subsequent
audit or other review by either SCAG, HCD, other State authorities or federal cognizant agency to
be ineligible or otherwise unallowable, shall be repaid by the CBOs within thirty (30) calendar
days of the CBOs receiving notice or a written demand for reimbursement from SCAG. Such
repayment may include interest, penalties or related fees, as determined by HCD or other State
authorities. Should the CBOs fail to reimburse unallowable costs due to SCAG within thirty (30)
calendar days of demand, or within such other period as may be agreed between both parties hereto,
SCAG is authorized to withhold and/or off-set future payments to the CBOs.
In Process6. Invoices
a. SCAG’s contribution to the Project, for the portion assigned to the CBOs, shall be made on a cost
reimbursement basis to the CBOs, after the CBOs has performed the services pursuant to the
Scopes of Work, as outlined in the most current fully executed SOW Approval Forms. Amounts
claimed must reflect the actual incurred and paid cost of completed work. The actual incurred and
paid costs may not exceed the Project’s budget set forth in this MOU and the most current fully
executed SOW Approval Forms. All invoices submitted to SCAG for payment shall be e-mailed
to accountspayable@scag.ca.gov (file cannot exceed 10MB) and copy the SCAG Project Manager.
All invoices submitted to SCAG for the Project shall reference the OWP Project Number (OWP
No. 305-4927.03).
b. By the twenty-first day following the start of a new month (i.e., January 21, February 21, March
21), the CBOs shall submit an invoice to SCAG using the electronic “Invoice Template” in
accordance with the invoice submittal instructions and requirements noted in Exhibit C. Invoices
must be submitted in both PDF format and Excel file format. Invoices shall contain a progress
report portion which serves to confirm that the services have been performed and can be paid. All
invoiced costs must be substantiated, by providing documented support for the expense incurred,
such as copies of payroll reports, paid invoices, and proof of payment. The invoice progress report
shall serve as the formal progress report for the Project and shall be signed by the CBOs. The
progress report shall include, in narrative form, a description of services performed by the CBOs
as well as progress toward completion of tasks related to the Project for the invoiced period and
progress achieved toward the REAP 2.0 Goals and Objectives. SCAG shall review invoices for
compliance with this MOU. If SCAG determines that an invoice is compliant with this MOU,
SCAG shall approve the invoice and issue payment to the CBOs. If SCAG determines that an
invoice is not compliant with this MOU or the most current fully executed SOW Approval Form,
SCAG may withhold and/or off-set future payment(s) to the CBOs.
c. SCAG shall reimburse the CBOs as promptly as SCAG’s fiscal procedures permit, using
Electronic Fund Transfer, available at: ACH Vendor Payment Authorization Form, upon receipt
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of itemized invoices submitted in accordance with this MOU. The CBOs shall complete the ACH
Vendor Payment Authorization Form and email it to ACHpayment@scag.ca.gov, prior to
executing this MOU.
d. Incomplete or inaccurate invoices may be returned to the CBOs for correction without payment
until corrected and approved. SCAG may, at its discretion, disallow any unsupported costs and
process the invoice. If the CBOs corrects the error, the disallowed items can be included in the
next set of invoices.
e. Travel expenses and per diem rates are not to exceed the rates and policies specified by the State
of California Department of Human Resources,which can be found
at: https://www.calhr.ca.gov/employees/pages/travel-
reimbursements.aspxhttps://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx.
f. The Parties acknowledge that SCAG’s fiscal year is from July 1 to June 30. The CBOs agree to
submit all invoices to SCAG for services rendered through June 30th, no later than July 21st during
the Term of this MOU. SCAG shall not be obligated to pay the CBOs for any invoice receivedIn Processafter such date.
g. The CBOs shall submit their final invoice to SCAG within thirty (30) days of the completion of
the Project, but no later than within thirty (30) days after all Grant Funds have been expended.
SCAG shall not be obligated to pay the CBOs for any invoice received after such date.
7. Reporting
a. At any time during the term of this MOU, SCAG may request additional information, as needed,
to demonstrate satisfaction of all requirements identified in the MOU and the most current fully
executed SOW Approval Form.
b. By February 10 of each year following receipt of funding pursuant to this MOU, Recipients shall
submit an Annual Report using the “Report Template,” attached as Exhibit D. The Annual Report
shall include, in narrative form, a description of services performed by Recipients as well as
progress toward completion of tasks related to the Project for the prior year, a reporting of all costs
incurred for that period, and progress achieved toward the REAP 2.0 Goals and Objectives.
c. When a Project is finalized, and no later than the Completion Date, Recipients shall submit a Close-
Out Report for the Project. At the time of the execution of this MOU, HCD has not provided the
requirements for the Close-Out Report due to HCD by all grantees at the conclusion of the grant
performance period. Therefore, the Close-Out Report format required by SCAG of Recipients is
not available at this time, but will be provided when it becomes available.
d. All reports submitted to SCAG shall reference the OWP Project Number (OWP No. 305-4927.03).
8. Accounting
a. The CBOs shall establish and maintain accounting systems and reports that properly accumulate
incurred Project costs by line. The accounting systems shall conform to Generally Accepted
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Accounting Principles (“GAAP”), enable the determination of incurred costs as interim points of
completion, and provide support for payment vouchers and invoices.
b. The CBOs shall establish separate ledger accounts for receipts and expenditures of Grant Funds
and maintain expenditure details in accordance with the Scopes of Work, as outlined in the most
current fully executed SOW Approval Forms.
c. The CBOs shall maintain documentation of their financial records of expenditures incurred during
the course of the Project in accordance with GAAP.
9. Allowable Uses of Grant Funds
a. Grant Funds shall be expended in compliance with the REAP 2.0 Goals and Objectives.
i. REAP 2.0 Goals (“Goals”) are to invest in housing, planning, and infill housing-supportive
infrastructure across the entire state in a manner that reduces Vehicle Miles Traveled (“VMT”),
increases housing affordability, and advances equity. More detailed information on the Goals
In Processcan be found in Section 201 of the REAP 2.0 Notice of Funding Availability (“NOFA”) and
Final Guidelines for MPO Applicants and are made a part of the provisions of this MOU as if
set forth in full.
ii. REAP 2.0 Objectives (“Objectives”) include: (1) accelerating infill development that facilitates
housing supply, choice, and affordability; (2) affirmatively furthering fair housing; (3)
reducing vehicle miles traveled. More detailed information on the Objectives can be found in
Section 202 of the REAP 2.0 NOFA and Final Guidelines for MPO Applicants and are made
a part of the provisions of this MOU as if set forth in full.
b. Grant Funds shall only be used by the CBOs for activities approved by SCAG and included in the
Scopes of Work, as outlined in the most current fully executed SOW Approval Forms.
c. Grant Funds may not be used for administrative costs of persons employed by the CBOs for
activities not directly related to eligible activities.
d. The CBOs shall not use the Grant Funds for administrative costs related to the Project. For
purposes of this MOU, administrative costs are the costs incurred in direct support of grant
administration that are not included in the organization’s indirect cost pool. Additional funds may
be used from other sources solely contributed by the CBOs to support the CBOs’ administration
of the Projects.
i. The CBOs must clearly indicate if other funds will be used towards administrative costs on or
before the Effective Date of this MOU.
ii. If applicable, the CBOs seeking reimbursement for indirect costs and/or fringe benefits costs
must annually submit an Indirect Cost Allocation Plan (“ICAP”) or an Indirect Cost Rate
Proposal (“ICRP”) to its cognizant agency for indirect costs and/or fringe benefits costs in
accordance with Title 2 Code of Federal Regulations Part 200 (2 CFR 200) Uniform
Administrative Requirements, Cost Principles, And Audit Requirements For Federal Awards.
The cognizant agency for indirect costs and/or fringe benefits costs means the federal agency
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responsible for reviewing, negotiating, and approving ICAPs or ICRPs. The CBOs must
provide their approved indirect cost rate and/or fringe benefit rate and provide a copy to SCAG
Project Manager of the approved negotiated indirect cost rate agreement (“NICRA”) for the
current fiscal year and subsequent years throughout the performance period.
iii. If the CBOs are seeking reimbursement for fringe benefits costs with absence of the approved
NICRA and proposes to use a rate to allocate the fringe benefits costs on the basis of entity-
wide salaries and wages of the employees receiving the benefits, they must annually prepare
the fringe benefits cost allocation plan in accordance with 2 CFR 200 Uniform Administrative
Requirements, Cost Principles, And Audit Requirements For Federal Awards and provide a
letter from the CBOs’ independent auditor confirming the compliance for the current fiscal
year and subsequent years throughout the performance period.
iv. If the CBOs elect a de minimis indirect cost rate as defined in 2 CFR 200 Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards,
they must annually complete a certification form provided by SCAG Project Manager to
confirm the eligibility and compliance with 2 CFR 200 Uniform Administrative Requirements,In ProcessCost Principles, And Audit Requirements For Federal Awards and submit the signed form to
SCAG Project Manager for the current fiscal year and subsequent years throughout the
performance period. The de minimis rate is to be applied to modified total direct costs (MTDC)
as defined by 2 CFR Part 200.1.
e. There must be a strong implementation component for the funded activity through REAP 2.0,
including, where appropriate, agreement by Sub-Recipient to submit the completed planning
document or effort to the applicable board, council, or other entity for adoption or approval. If
Sub-Recipient does not formally request adoption or approval of the funded activity, it may be
subject to repayment of the Grant Funds.
10. Work Products
a. For purposes of this MOU, “Work Products” shall mean all deliverables created or produced under
this MOU including, but not limited to, all deliverables conceived or made either solely or jointly
with others during the term of this MOU and during a period of six months after the termination
thereof, which relates to the Project. Work Products shall not include real property or capital
improvements. Work Products includes all deliverables, inventions, innovations, improvements,
or other works of authorship Recipients may conceive of or develop in the course of this MOU,
whether or not they are eligible for patent, copyright, trademark, trade secret or other legal
protection.
b. Recipients shall submit one (1) electronic copy of all Work Products associated with the Project
to the assigned SCAG Project Manager.
c. SCAG shall own all Work Products and may, at its sole discretion, grant to Recipients a perpetual
royalty-free, non-assignable, non-exclusive and irrevocable license to reproduce, publish or
otherwise use Work Products related to the Project and developed as part of this MOU; provided,
however, that any reproduction, publishing, or reuse of the Work Products will be at Recipients’
sole risk and without liability or legal exposure to SCAG.
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11. Amendments
No amendment or variation of the terms of this MOU shall be valid unless made in writing and signed
by the Parties. If an amendment is to become effective before the date of full execution by the Parties,
the effective date of such amendment shall be no earlier than the date that SCAG received the request.
12. Notices
Any notice or notices required or permitted to be given pursuant to this MOU may be personally served
on the other Party by the Party giving such notice, or may be served by certified mail, return receipt
requested, to the following addresses:
To SCAG:Cindy Giraldo
Chief Financial Officer
Southern California Association of Governments
900 Wilshire Blvd., Suite 1700
Los Angeles, CA 90017In Process(213) 630-1413
giraldo@scag.ca.gov
SCAG reserves the right to change this designation.
To Sub-Recipient:Siri A. Champion
Senior Planner
City of Santa Ana Planning and Building Agency, M-20
20 Civic Center Plaza - P.O. Box 1988
Santa Ana, CA 92702
(714) 667-2751
schampion@santa-ana.org
To Charitable Ventures: Natalie Nguyen
Senior Contracts Specialist
1505 E. 17th Street, Suite 101
Santa Ana, CA 92705
(714) 597-6630 ext. 147
Natalie.nguyen@charitableventuresoc.org
To The Kennedy Commission: Cithlalli Ramirez
Programs Manager and Outreach Coordinator
17701 Cowan Ave., Suite 200
Irvine, California, 92614
(949) 250-0909
cithlallir@kennedycommission.org
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13. Insurance
a. Recipients, at their own expense, shall procure and maintain policies of insurance, or provide
evidence of self-insurance, of the types and amounts below, for the duration of the MOU. The policies
shall state they afford primary coverage.
Insurance Type Requirements Limits
General Liability Commercial General Not less than $1,000,000 per occurrence,
Liability insurance with $2,000,000 general aggregate, for bodily injury,
coverage at least as broad as personal injury, and property damage. The policy
Insurance Services Office must include contractual liability that has not
form CG 00 01.been amended. Any endorsement restricting
standard ISO “insured contract” language will
not be accepted.
Automobile
Liability
Automobile insurance at Covering bodily injury and property damage for
least as broad as Insurance all activities of the Recipients arising out of or in
Services Office form CA 00 connection with work to be performed under thisIn Process01.MOU, including coverage for any owned, hired,
non-owned, or rented vehicles, in an amount not
less than $1,000,000 combined single limit for
each accident.
Workers’Workers’Compensation Including Occupational Diseases in accordance
Compensation/insurance as required by the with California Law and Employers’ Liability
Employer’s Liability State of California and Insurance with a limit of not less than $1,000,000
Employer’s Liability each accident.
Insurance. Not required for
sole proprietors or
Recipients
employees.
with no
Professional Professional Liability (Errors With limits of not less than $1,000,000 per
Liability Insurance and Omissions) insurance occurrence. In addition, it shall be required that the
appropriate to the Recipients’ professional liability insurance policy remain in
profession.effect for three (3) years after the Completion Date
of this MOU.
b. Higher Limits: no representation is made that the minimum insurance requirements of this MOU
are sufficient to cover the indemnity or other obligations of Recipients under this MOU.
c. The general liability and automobile liability policies are to contain, or be endorsed to contain, the
following provisions:
i. SCAG, its officials, employees, and volunteers are to be covered as additional insureds, as
respects to liability arising out of the activities performed by or on behalf of Recipients; products
and completed operations of Recipients; premises owned, occupied or used by Recipients; or
automobiles owned leased, hired or borrowed by Recipients. The coverage shall contain no
special limitations on the scope of protection afforded to SCAG, its officials, and employees.
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ii. For any claims related to this Project, Recipients’ insurance coverage shall be primary insurance
as respects SCAG, its officials, and employees. Any insurance or self-insurance maintained by
SCAG shall be excess of Recipients’ insurance and shall not contribute with it.
iii. Any failure to comply with reporting or other provisions of the policies including breaches of
warranties shall not affect coverage provided to SCAG, its officials, and employees.
iv. Recipients’ insurance shall apply separately to each insured against whom claim is made or suit
is brought, except with respect to the limits of the insurer’s liability.
d. The Workers’ Compensation and Employer’s Liability policies shall include a waiver of subrogation
endorsement in favor of SCAG, its, officials, employees, and volunteers.
e. Any deductibles or self-insured retentions in amounts over $10,000 must be declared to and approved
by SCAG.
f. Insurance is to be placed with California admitted insurers with a current A.M. Best’s rating of noIn Processless than A and be admitted, unless otherwise approved by SCAG.
g. Recipients shall furnish SCAG with original endorsements and certificates of insurance evidencing
coverage required by this clause. All documents are to be signed by a person authorized by that insurer
to bind coverage on its behalf. All documents are to be received and approved by SCAG before work
commences. Upon request of SCAG at any time, Recipients shall provide complete, certified copies
of all required insurance policies, including endorsements affecting the coverage required by these
specifications.
h. Sub-Recipient agrees to ensure that the CBOs provide the same minimum coverage and
endorsements required of Sub-Recipient. Sub-Recipient agrees to monitor and review all such
coverage and assumes all responsibilities for ensuring that such coverage is provided in conformity
with the requirements of this Section.
14. Indemnification
Recipients shall fully defend, indemnify and hold harmless SCAG, its members, officers, employees,
and agents from any and all claims, losses, liabilities, damages, expenses, suits or actions including
attorneys’ fees, brought forth or arising under any theories or assertions of liability, occurring by or
resulting from or otherwise related to the Project or this MOU. Such obligations shall not, however,
extend to any claims, losses, liabilities, damages, expenses, suits, or actions that arise from SCAG’s
gross negligence or willful misconduct.
15. Disputes
Except as otherwise provided in this MOU, any dispute arising under this MOU which is not resolved
by mutual agreement shall be decided through binding arbitration by a three (3) member panel in
accordance with the rules of the American Arbitration Association and as provided in this provision.
If this provision differs from the rules of the American Arbitration Association, then this provision
shall control. Recipients shall continue with the responsibilities under this MOU during any dispute
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until the dispute is resolved. A judgment upon the award rendered by arbitration may be entered into
any court having jurisdiction thereof. The arbitration panel shall have the authority to grant any remedy
or relief that would have been available to the Parties had the matter been heard in a court of law.
Following arbitration, the arbitration panel shall prepare a written decision containing the essential
findings and conclusions on which the award is based so as to ensure meaningful judicial review of
the decision. All expenses and fees for the arbitrator and expenses for hearing facilities and other
expenses of arbitration shall be borne equally by both Parties unless they agree otherwise or unless the
arbitrator in the award assesses such expenses against one of the parties or allocates such expenses
other than equally between the Parties. Either Party may bring an action in court to compel arbitration
under this MOU and to enforce an arbitration award.
16. Noncompliance
a. In the event of nonperformance or noncompliance with any requirement of this MOU, including
but not limited to Project eligibility, schedule, deliverables, or milestone timelines, as outlined in
the most current fully executed SOW Approval Form, SCAG may:
In Processi. Issue a written notice to stop work. If such notice is provided, Recipients shall immediately
cease all work under the MOU. SCAG has the sole discretion to determine that Recipients are
in compliance with the terms and conditions after a stop work order, and to deliver a written
notice to Recipients to resume work under this MOU.
ii. Require repayment of the Grant Funds.
iii. Terminate this MOU pursuant to Section 17.
b. Notwithstanding the provisions set forth above, or any other provision contained in this MOU, no
remedy conferred by any of the specific provisions of this MOU or the SOW Approval Form, is
intended to be exclusive of any other remedy, and each and every remedy shall be cumulative and
shall be in addition to every other remedy existing at law or in equity or by statute or otherwise.
17. Termination of MOU
a. Termination for Cancellation or Reduction in REAP 2.0 Funding. In the event HCD terminates or
cancels funding to SCAG, this MOU is deemed to be terminated and SCAG shall be relieved of
any and all obligations under this MOU as of the effective date of HCD’s termination. In the event
HCD reduces funding to SCAG, SCAG shall have the unilateral right to stop work, proportionally
reduce funding to Recipients or terminate this MOU.
b. Termination for Convenience. SCAG or Recipients may terminate this MOU at any time by giving
written notice to the other party of such termination at least thirty (30) calendar days before the
effective date of such termination. Recipients may only terminate for convenience jointly and may
not terminate for convenience separately. Should SCAG terminate the MOU for convenience,
upon receipt of the notice of termination, Recipients shall immediately take action to avoid
incurring any additional obligation costs or expenses except as may be necessary to terminate its
activities. SCAG shall pay the CBOs its reasonable and allowable costs through the effective date
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of termination and is not liable for any expenses after termination. In such event, all finished or
unfinished Work Products shall be provided to SCAG.
c. Termination for Cause. If through any cause, SCAG or one of the Recipients shall fail to timely and
adequately fulfill its obligations under this MOU, or if SCAG or one of the Recipients violates any
of the covenants, terms, or stipulations of this MOU, the non-breaching Party shall thereupon have
the right to terminate the MOU by giving not less than ten (10) calendar days written notice to the
breaching Party of the intent to terminate and specifying the effective date thereof. The non-
breaching Party shall provide a reasonable opportunity for the breaching Party to cure prior to
termination. In no event shall such opportunity to cure extend beyond the term of the MOU. In the
event that SCAG invokes this termination for cause provision, Recipients shall reimburse SCAG
for all funds provided for the Project and all finished or unfinished Work Products shall be
provided to SCAG at its option.
18. Records Retention
a. Recipients shall maintain and make available, in accordance with Section 19 of this MOU, allIn Processsource documents, books and records connected with the Project, documentation of its normal
procurement policy and competitive procurement bid process and completed procurements related
to the Project, all work performed under this MOU, all evidence of environmental clearance, and
evidence demonstrating the funding was used for the appropriate purposes for a minimum of five
(5) years after December 31, 2026. Wherever practicable, such records should be collected,
transmitted, and stored in open and machine-readable formats.
b. If any litigation, claim, negotiation, audit, monitoring, inspection, or other action has been started
before the expiration of the required record retention period, all records shall be retained and made
available by Recipients for five (5) years after: (a) the conclusion or resolution of the matter; (b)
the date an audit resolution is achieved for each annual SCAG OWP; or (c) December 31, 2026,
whichever is later.
19. Monitoring and Audits
a. SCAG may monitor expenditures and activities of Recipients as SCAG deems necessary to ensure
compliance with the MOU, the Statutes, the REAP 2.0 Guidelines and the Program Guidelines.
b. At any time during the term of this MOU, SCAG, HCD, the California Department of General
Services, the California Bureau of State Audits, or their designated representatives may perform
or cause to be performed a financial audit of any and all phases of the Project. At their request,
Recipients shall provide, at its own expense, a financial audit prepared by an independent certified
public accountant.
c. Recipients agree that SCAG, HCD, the California Department of General Services, the California
Bureau of State Audits, or their designated representatives shall have the right to review, obtain,
and copy all records and supporting documentation related to the performance of this MOU.
Recipients agree to provide any relevant information requested. Copies shall be made and
furnished to SCAG upon request at no cost to SCAG.
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d. Recipients agree to permit SCAG, HCD, the California Department of General Services, the
California Bureau of State Audits, or their designated representatives access to its premises, upon
reasonable notice, during normal business hours for the purpose of interviewing employees who
might reasonably have information related to such records and inspecting and copying such books,
records, accounts, and other material that may be relevant to a matter under investigation for the
purpose of determining compliance with this MOU, the Statutes, the REAP 2.0 Guidelines, or
applicable state and federal laws, rules, and regulations.
e. If there are audit findings from SCAG or HCD’s audit, Recipients must submit a detailed response
acceptable to SCAG or HCD for each audit finding within ninety (90) days of the audit finding
report.
20. Small Business and Disabled Veteran Business Enterprise Participation
a. If for this MOU Recipients made a commitment to achieve small business participation, then
Recipients must within 60 days of receiving final payment under this MOU (or within such other
time period as may be specified elsewhere in this MOU) report to SCAG the actual percentage ofIn Processsmall business participation that was achieved. (Gov. Code § 14841.)
b. If for this MOU Recipients made a commitment to achieve disabled veteran business enterprise
(“DVBE”) participation, then Recipients must within 60 days of receiving final payment under
this MOU (or within such other time period as may be specified elsewhere in this MOU) certify in
a report to SCAG: (1) the total amount the Recipients received under the MOU; (2) the name and
address of the DVBE(s) that participated in the performance of the MOU; (3) the amount each
DVBE received from the Recipients; (4) that all payments under the MOU have been made to the
DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity
that knowingly provides false information shall be subject to a civil penalty for each violation.
(M&V Code § 999.5(d); Gov. Code § 14841.)
21. Compliance with Laws, Rules, and Regulations
a. Recipients agree to comply with all federal, state, and local laws, rules, and regulations applicable
to this MOU.
b. Non-Discrimination/Equal Employment Opportunity
i.During the performance of this MOU, Recipients assure that no person shall be denied the
MOU’s benefits, be excluded from participation or employment, be denied Project benefits,
or be subjected to discrimination based on race, religious creed, color, national origin,
ancestry, physical disability, mental disability, medical condition, genetic information,
marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or
military and veteran status, under the Project or any program or activity funded by this MOU,
as required by Title VI of the Civil Rights Act of 1964, the Fair Housing Act (42 U.S.C. §§
3601-20) and all implementing regulations, the Americans with Disabilities Act (“ADA”) of
1990 (42 U.S.C. §§ 12101 et seq.) and all applicable regulations and guidelines issued
pursuant to the ADA, and the Age Discrimination Act of 1975 and all implementing
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regulations. Recipients shall ensure that the evaluation and treatment of employees and
applicants for employment are free of such discrimination.
ii.Recipients shall comply with the provisions of the Fair Employment and Housing Act (Gov.
Code § 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs. tit. 2, § 11000
et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government
Code (Gov. Code §§ 11135-11139.5), and the regulations or standards adopted by HCD to
implement such article.
iii.Recipients shall permit access by representatives of the Department of Fair Employment and
Housing, SCAG, and HCD upon reasonable notice at any time during the normal business
hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and
all other sources of information and its facilities as the Department of Fair Employment and
Housing, SCAG, or HCD shall require to ascertain compliance with this Section.
If applicable, Recipients shall give written notice of its obligations under this Section to labor
organizations with which they have a collective bargaining or other agreement.In Processc. Recycling Certification. Recipients shall certify in writing under penalty of perjury, the minimum,
if not exact, percentage of post-consumer material as defined in the Public Contract Code Section
12200, in products, materials, goods, or supplies offered or sold to SCAG regardless of whether
the product meets the requirements of Public Contract Code Section 12209. With respect to printer
or duplication cartridges that comply with the requirements of Section 12156(e), the certification
required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §
12205).
d. Anti-Trust Claims. Recipients, by signing this MOU, hereby certifies that if these services or goods
are obtained by means of a competitive bid, the Recipients shall comply with Title 1, Division 5,
Chapter 11 of the California Government Code (Gov. Code §§ 4550-4554).
e. Child Support Compliance Act. If the Grant Funds provided under this MOU are in excess of
$100,000, Recipients acknowledge in accordance with Public Contract Code 7110, that:
i. Recipients recognize the importance of child and family support obligations and shall fully
comply with all applicable state and federal laws relating to child and family support
enforcement, including, but not limited to, disclosure of information and compliance with
earnings assignment orders, as provided in Chapter 8 (commencing with Section 5200) of Part
5 of Division 9 of the Family Code; and
ii. Recipients, to the best of their knowledge are fully complying with the earnings assignment
orders of all employees and are providing the names of all new employees to the New Hire
Registry maintained by the California Employment Development Department.
f. Priority Hiring Considerations. If this MOU includes services in excess of $200,000, the
Recipients shall give priority consideration in filling vacancies in positions funded by the MOU to
qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with
Pub. Contract Code §10353.
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g. Loss Leader. If this MOU involves the furnishing of equipment, materials, or supplies then the
following statement is incorporated: It is unlawful for any person engaged in business within this
state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the
Business and Professions Code. (PCC § 10344(e).)
22. Public Works and Construction
The Grant Funds shall not be used for public works projects. Services constituting public works are
described in California Labor Code Sections 1720-1861, as may be amended or recodified by
legislative action from time-to-time. The use of Grant Funds for a public works project shall be a
breach of this MOU.
23. Conflict of Interest
The Parties shall comply with all applicable Federal and State conflict of interest laws, regulations,
and policies.
In Process24. Independent Contractor
Recipients shall be independent contractors in the performance of this MOU, and not officers,
employees, or agents of SCAG.
25. Assignment
Neither Party shall assign any rights or interests in this MOU, or any part thereof, without the written
consent of each Party to this MOU, which consent may be granted, withheld, or conditioned in the
consenting Party’s sole and absolute discretion. Any assignment without such written consent shall be
void and unenforceable. The covenants and agreement of this MOU shall inure to the benefit of and
shall be binding upon each of the Parties and their respective successors and assignees.
26. Release of Information
a. Subject to any provisions of law, including but not limited to the California Public Records Act,
any Work Product or materials deemed confidential by either Party shall be held confidential by
the receiving Party who shall safeguard such confidential materials from unauthorized disclosure,
using the same standard of care to avoid disclosure as the receiving Party treats its confidential
information, but in no case less than reasonable care. Nothing furnished to either Party which is
otherwise known or is generally known, or has become known, to the related industry shall be
deemed confidential.
b. Recipients shall not release any information or Work Products to a third party or otherwise publish
or utilize any information or Work Products obtained or produced by it as a result of or in
connection with the performance of services under this MOU without the prior written
authorization of SCAG, except as provided under this MOU or as required by law (including,
without limitation, pursuant to the California Public Records Act).
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c. All public-facing communications materials relating to this MOU, or its subject matter, shall
acknowledge SCAG. Communications materials include, but are not limited to, site signage,
printed information materials, print and online publications, websites, advertisements, video,
public service announcements, social media postings, events, media advisories, news releases, and
all other related materials.
d. To ensure consistency of public information about SCAG programs and funded work products,
Recipients are required to notify and coordinate with SCAG Project Manager who will coordinate
with SCAG’s Manager of Media & Public Affairs or a specified designee on any media inquiries
or plans for proactively providing information to media outlets.
e. All communication materials must be provided to SCAG Project Manager prior to completion so
that inclusion of this element can be confirmed.
27. Non-Exclusivity
Nothing herein is intended nor shall be construed as creating an exclusive arrangement between SCAGIn Processand Recipients. This MOU shall not restrict SCAG from acquiring similar, equal or like services from
other entities or sources.
28. Severability
If any provision of this MOU is held to be illegal, invalid, or unenforceable, in whole or in part, such
provision shall be modified to the minimum extent necessary to make it legal, valid, and enforceable,
and the legality, validity, and enforceability of the remaining provisions shall not be affected thereby.
29. Survival
The following sections survive expiration or termination of this MOU:
Section 5 (Funding)
Section 10 (Work Products)
Section 12 (Notices)
Section 13 (Insurance)
Section 14 (Indemnification)
Section 15 (Disputes)
Section 18 (Records Retention)
Section 19 (Monitoring and Audits)
Section 21 (Compliance with Laws, Rules, and Regulations)
Section 22 (Public Works and Construction)
Section 23 (Conflict of Interest)
Section 26 (Release of Information)
Section 31 (Jurisdiction and Venue)
Section 32 (Waiver)
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30. Flow-Down Provisions
Reserved.
31. Jurisdiction and Venue
This MOU shall be deemed an agreement under the laws of the State of California and for all purposes
shall be interpreted in accordance with such laws. Subject to the provisions in Section 15, the Parties
hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that
the venue of any action brought thereunder shall be Los Angeles County, California.
32. Waiver
No delay or failure by either Party to exercise or enforce at any time any right or provision of this
MOU shall be considered a waiver thereof of such Party’s right thereafter to exercise or enforce each
and every right and provision of this MOU. A Waiver to be valid shall be in writing but need not be
supported by consideration. No single waiver shall constitute a continuing or subsequent waiver.In Process33. Standard of Care
Recipients shall perform the work required for the Project under this MOU in accordance with
generally accepted industry standards, practices, and principles applicable to such work.
34. Force Majeure
Neither Party shall be liable or deemed to be in default for any delay or failure in performance under this
MOU or interruption of services resulting, directly or indirectly, from acts of nature, civil or military
authority, acts of public enemy, war, strikes, labor disputes, pandemics, or any other similar cause beyond
the reasonable control of the Parties, provided that the Party seeking to delay or excuse its performance
as a result of such event shall notify the other Party in writing of such circumstances within not more than
ten (10) days following the first occurrence of the event forming the basis of the delay or excuse of
performance. In the event that the Party seeking to delay or excuse its performance fails to timely deliver
the notice described in the previous sentence, then such event shall not relieve the Party from its timely
performance.
35. Entire MOU
This MOU, comprised of these terms and conditions, the attached exhibits, and any properly executed
amendments, represents and contains the entire agreement of the Parties with respect to the matters
set forth herein. This MOU supersedes any and all prior negotiations, discussions and, if any, previous
agreements between the Parties with respect to the matters set forth herein.
36. Execution
This MOU, or any amendments related thereto, may be executed in multiple counterparts, each of
which shall be deemed to be an original, but all of which shall constitute one and the same agreement.
The signature page of this MOU or any amendments may be executed by way of a manual or
Page 20
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MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
authorized digital signature. Delivery of an executed counterpart of a signature page to this MOU or
an amendment by electronic transmission scanned pages shall be deemed effective as a delivery of a
manually or digitally executed counterpart to this MOU or any amendment.
37. Effective Date
This MOU shall be effective as of the last date on which the document is executed by all Parties.
38. Authority
Recipients warrant and certify that they possess the legal authority to execute this MOU and to
undertake the Project, and, if applicable, that a resolution, motion, or similar action has been fully
adopted or passed, as an official act of Recipients' governing body, authorizing receipt of the Grant
Funds, and directing and designating the authorized representative(s) of Recipients to act in connection
with the Project and to provide such additional information as may be required by SCAG.
In Process[The remainder of this page is intentionally left blank. Signatures on following page.]
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Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
SIGNATURE PAGE TO
MEMORANDUM OF UNDERSTANDING
NO. M-017-25
IN WITNESS WHEREOF, the Parties have caused this Memorandum of Understanding to be executed
by their duly authorized representatives as of the dates indicated below:
SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (“SCAG”)
By: _______________________________________________
Cindy Giraldo
_________________
Date
Chief Financial Officer
APPROVED AS TO FORM:
In ProcessBy: ________________________________________________________________
DateRichard Lam
Senior Deputy Legal Counsel
City of Santa Ana (“Sub-Recipient”)
By: ________________________________________________________________
DateAlvaro Nuñez
City Manager
APPROVED AS TO FORM:
By: ___________________________________________________
DateMelissa Crosthwaite
Senior Assistant City Attorney
Charitable Ventures (“CV”)
By: ________________________________________________________________
DateTed Kim
Chief Operating Officer
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MOU No. :M-017-25
SCAG Project/OWP No. :305.4927.03
The Kennedy Commission (“KC”)
By: _______________________________________________
Cesar Covarrubias
_________________
Date
Executive Director
In Process
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Exhibit A – Scope of Work
Project Description:
In 2022, the City of Santa Ana adopted a General Plan Update that resulted from seven years of public
engagement and technical planning. The General Plan Update includes a shared vision, five core values,
goals, and policies to guide decision‐making. The General Plan also includes implementation actions to
take place in the next one to five years to make progress toward the plan’s goals.
One of the implementation actions is a Comprehensive Zoning Code Update (ZCU). In addition to
comprehensively updating and reorganizing the zoning code, the project will update standards citywide
and establish new zoning districts and standards in five focus areas identified in the General Plan. The
City expects that new development standards and zoning designations for the five focus areas will result
in an intensification and acceleration of infill, mixed‐use, affordable housing, and/or commercial
development.
In ProcessThrough the SCP CEEEJ grant, the City will conduct grassroots engagement thereby extending the reach
of the ZCU Consultant’s scope deeper into the City’s sixty‐four (64) distinct neighborhoods. The City’s
community‐based organizational and community member partners will conduct the grassroots
engagement activities with support from the SCP CEEEJ Consultant. Through the grassroots outreach
and engagement, the City seeks feedback about proposed uses and development standards to ensure
they are responsive to community needs and will realize the long‐term vision of the General Plan.
This project is a Co‐Applicant Partnership between the City of Santa Ana and two community‐based
organizations (CBOs): Charitable Ventures (CV) and The Kennedy Commission (KC).
Final Deliverable: Santa Ana Zoning Code Update. The Zoning Code Update will be agendized and
considered for adoption by the Santa Ana City Council.
Project Budget: $469,700.00
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Regional Early Action Planning Grants of 2021 (REAP 2.0)
Sustainable Communities Program Call 4
Scope of Work Approval Form ‐ Project Summary
Program: Sustainable Communities Program – Civic Engagement, Equity, and Environmental Justice (SCP CEEEJ)
Primary Applicant:
Co‐Applicant 1:
Co‐Applicant 2:
Project:
☒Original Scope of Work Approval
☐Revision Requested ‐ Add, Remove, or Change Project Manager
☐Revision Requested to Project Tasks (Please check all that apply)
☐Revise/Delete a Previously Approved Task ☐ Task Budget Revision
☐Project/Task Date Change ☐Change in Deliverable (Interim)
☐Other (Please describe)
In ProcessSCAG Approval Date: ___________________________
Revision No. NUMBER
Revision Effective Date: _________________________
Original Approved Summary of Project Tasks (approved on DATE)
Project Tasks Outline
Task Co‐Applicant 1 /
Co‐Applicant 2 /
Estimated cost Begin date End date Deliverable
Click or tap here to
enter text.
Total Co‐Applicant
Budget
1
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Regional Early Action Planning Grants of 2021 (REAP 2.0)
Sustainable Communities Program Call 4
Scope of Work Approval Form ‐ Project Summary
Requested Revisions to Project Tasks If a revision is requested, please also update the relevant project tasks
outlined below and highlight the changes.
Revised Project Tasks Outline
Task Co‐Applicant 1 /
Co‐Applicant 2 /
Estimated cost Begin date End date Deliverable
Click or tap here to
enter text.
In ProcessTotal Co‐Applicant
Budget
Route all budget changes to Accounting and B&G.
Signatures below to approve revisions also indicate approval of any modifications to subsequent pages.
Revision Approval Requested By:
SCAG Project Manager
[Name / Title]
Revision Approved By:
SCAG Department Manager
[Name / Title]
______________________________________________________________________________
Signature Date Signature Date
Revision Approved By:
SCAG Deputy Director
[Name / Title]
________________________________________
Signature Date
2
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Regional Early Action Planning Grants of 2021 (REAP 2.0)
Sustainable Communities Program Call 4
Scope of Work Approval Form ‐ Project Summary
Revision Approved By:
Subrecipient
[Name / Title]
Revision Approved By:
CBO Project Manager
[Name / Title]
________________________________________________________________________________
Signature Date Signature Date
In Process
3
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Regional Early Action Planning Grants of 2021 (REAP 2.0)
Sustainable Communities Program Call 4
Scope of Work Approval Form – New Project Sheets
Project Metrics
Each REAP 2.0 project requires metrics to quantitatively measure the outcome of the project. Project metrics
selected on this form will be included in the REAP 2.0 Call 4 progress reporting form. Please select all metrics that
will apply to your approved projects:
1. This section is not applicable for SCP CEEEJ and is for information purposes only. Update not required.
In Process
4
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Regional Early Action Planning Grants of 2021 (REAP 2.0)
Sustainable Communities Program Call 4
Scope of Work Approval Form – New Project Sheets
Project
☐ Metrics for this project have been selected in the “Project Metrics” portion of this form. (Please see note in
Project Metrics section, this is not applicable for SCP CEEEJ.)
_____ (Insert Number of) Procurements Expected for this Project
Brief Description of Project: (Pulled from approved project scope)
Alignment with SCAG Connect SoCal regional priorities:
Connection to REAP 2.0 Objectives (AFFH, Reducing VMT, Accelerating Infill Development):
In Process
Signatures on this page indicate approval of initial SAF in its entirety. Revisions do not require new signatures
in this section.
Initial SAF Approved By:
SCAG Project Manager
[Name / Title]
Initial SAF Approved By:
SCAG Department Manager
[Name / Title]
______________________________________________________________________________
Signature Date Signature Date
Initial SAF Approved By:
SCAG Deputy Director
[Name / Title]
________________________________________
Signature Date
5
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Regional Early Action Planning Grants of 2021 (REAP 2.0)
Sustainable Communities Program Call 4
Scope of Work Approval Form – New Project Sheets
Initial SAF Approved By:
Subrecipient
[Name / Title]
Initial SAF Approved By:
CBO Project Manager
[Name / Title]
________________________________________________________________________________
Signature Date Signature Date
In Process
6
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Invoice Submittal Instructions
This checklist shows the required documents that must be included when submitting an invoice.
Data input is required in all tabs.
NOTE: CBO can only claim costs incurred to date.
Invoice Attachments Cost Reimbursement
Cost Reimbursement Summary
Progress Report - CBO
(A)
(B)
(C)
(D)
(E)
(F)
Line-Item Billing - CBO
Timesheet Template - CBO
ODC Summary - CBO
Proof of Payments (no separate tab)
In Process(A) The Cost Reimbursement Summary summarizes the charges at the task level.
(B) The Progress Report shall describe the percentage and status of work completed at the task and overall level. The Progress Report should
include the overall progress narrative including the work completed by the consultants. The Progress Report can be submitted in Word or PDF
format, if desired.
(C) Enter all charges on the Line-Item Billing tab (other direct costs and technical assistant consultants). The CBO can only claim costs incurred to
date. Reference all supporting documentation to the Line-Item Billing (in Column A).
(D) If no payroll report is available, fill out the Timesheet Template for each CBO employee and Contract employee.
(E) Enter all Other Direct Costs (ODCs), itemized by category, on the ODC Summary.
(F) Submit proof of payments for all charges included in the Line-Item Billing.
1. Acceptable proof of payments are in the form of copy of checks or ACH payment confirmations and receipts for ODCs. Include a copy of
paid invoices or receipts for any ODC charges, and payroll reports/journals for all CBO's direct labor charges.
a) Include a copy of paid invoices and/or receipts to support consultant charges and ODC charges.
b) Provide a Payroll/labor Report to support CBO's direct labor charges. The Payroll Report must include employee's name and title,
hours, and actual pay rate by project. If Payroll Report is not available, provide timesheets segregating hours by project and payroll
registers to substantiate the billed hours and actual pay rates.
2. Include a summary report from your financial accounting system showing total costs incurred to date (if available).
3. If the CBO's Billing Indirect/Overhead Rate and/or Fringe Rate changed from the original approved rates, submit supporting documentation
for review and approval with the invoice.
4. Reference all supporting documentation to the Line-Item Billing. Submit proof of payments/supporting documentation in PDF file.
Must submit electronic Excel file and signed PDF file to accountspayable@scag.ca.gov and cc: SCAG Project Manager. PDF file must be in
Agency's letterhead.
Note: Sub-recipient is responsible for reviewing in detail all CBO's charges and verifying those charges are in compliance with the award and have
been rendered in compliance with the Scope of Work. CBO's shall retain all source documentation that account for CBO's costs and payments made
to consultants, contractors, vendors and subcontractors, including but not limited to, purchase orders, receipts, progress payments, subcontractor's
invoices, timesheets, logs, travel requests, proof of payment, and financial reports. While some of these documents are not required to be submitted as
part of the payment request, SCAG may request access to these documents at any time. CBO must retain these records as per Section 18 of the MOU
and must ensure that only allowable costs are claimed.
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
INVOICE REPORT - EXHIBIT C
Cost Reimbursement Summary
TO: Cindy Giraldo, Chief Financial Officer
900 Wilshire Blvd.Ste 1700
Los Angeles CA 90027
Southern California Association of Governments Date:
Invoice #:AccountsPayable@scag.ca.gov
Billing Period:
MOU #:
OWP #:
MOU Term Date:
Project Title:
Sub-recipient Name:
Agency Project Manager Name:
Project Manager Email Address:
SCAG Project Manager Name:
CBO Name:
Full Project Budget Amount
Remaining Budget
$
$
-
-
Percentage of Project Budget Spent
Overall Percentage of Work Completion
#DIV/0!
0.00%
Previously
Invoiced
YTD
ExpenditureCost Categories Budget Current Invoice Balance
Task #1 - Input Task Name $-$-$-$-$-
In ProcessTask #2 - Input Task Name
Task #3 - Input Task Name
Task #4 - Input Task Name
Task #5 - Input Task Name
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
$
$
$
$
-
-
-
-
Task #6 - Input Task Name $-$-$-$-$-
GRAND TOTAL $-$-$-$-$-
Please send check to:
Agency Name
Address
City/State/ZIP
By signing this report under penalty of perjury, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and
cash receipts are for the purposes and objectives set forth in the terms and conditions of the award. I am aware that any false, fictitious, or fraudulent information, or the omission of any
material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. I will retain all supporting documentation as required and
make it available upon request. I will refund any audit disallowances to SCAG.
Signature of a CBO Authorized Official Title
Full Name of an Official who is Authorized to Legally Bind the
Organization (CBO)Date
Signature of Sub-recipient Authorized Official Title
Full Name of an Official who is Authorized to Legally Bind the
Organization (Sub-recipient)Date
Legend:Formulas
For Input
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Progress Report - CBO
Sub-Recipient Name: 0
Invoice #: 0
Billing Period: 0
MOU #: 0
CBO Name: 0
0
Overall Percentage of Work Completion:0.00%
0.00%Task 1:Input Task Name
●
●
●
PENDING NEXT MONTH
Task 2:
●
●
Input Task Name 0.00%
0.00%
0.00%
0.00%
0.00%
●
●
●In ProcessPENDING NEXT MONTH
Task 3:
●
●
Input Task Name
●
●
●
PENDING NEXT MONTH
Task 4:
●
●
Input Task Name
Input Task Name
Input Task Name
●
●
●
PENDING NEXT MONTH
Task 5:
●
●
●
●
●
PENDING NEXT MONTH
Task 6:
●
●
●
●
●
PENDING NEXT MONTH
●
●
Legend: Formulas
For Input
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Line-Item Billing - CBO
0
Sub-Recipient Name:
Invoice #:
0
0
0
0
0
Billing Period:
MOU #:
CBO Name:
In PrMaximum
Approved
Rates
T
o
ask #1
c
Ta
e
sk #2
s
Ta
s
sk #3 Task #4 Task #5 Task #6 Grand Total
(All tasks)Reference
No.
Cost Categories Actual Billing
Hourly Rates Input Task Name Input Task Name Input Task Name Input Task Name Input Task Name Input Task Name
Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount Hours Amount
Direct Labor Classification(s):
Input Employee Title and Name
Input Employee Title and Name
Input Employee Title and Name
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
0.00
0.00
0.00
$
$
$
-
-
-
Subtotal - Direct Labor 0.00 $-0.00 $-0.00 $-0.00 $-0.00 $-0.00 $-0.00 $-
Indirect/Overhead & Fringe (inc. G&A):
Indirect/Overhead
Fringe
0.00%
0.00%
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
Subtotal - Overhead & Fringe (inc G&A):$-$-$-$-$-$-$-
Other Direct Costs (ODCs)
Travel $
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
$
$
$
-
-
-
Printing - Directly Chargeable only
Other
Subtotal - ODCs:$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-GRAND TOTAL
OVERALL PERCENTAGE OF COMPLETION FROM PROGRESS REPORT 0.00%0.00%0.00%0.00%0.00%0.00%0.00%
BUDGET $
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
$
$
$
$
$
-
-
-
-
-
PREVIOUSLY (CUMULATIVE) REIMBURSED AMOUNT AFTER DISALLOWANCES
YTD EXPENDITURES (BILLED TO DATE)
EARNED TO DATE
VARIANCE
#DIV/0!
Legend: Formulas
For input
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
CBO is required to provide a labor summary report/payroll report that supports the Direct Labor costs
for Project Staff billed in the Line-Item Billing .
The report must include employee's name and title, hours, and actual pay rate by project.
In ProcessIf labor report cannot be provided with the detail specified above, then also provide payroll registers
and timesheets by project or fill out the timesheet template below.
CBO Name: 0
Project Title: 0
Monthly Time Record
Employee Signature:Date:
Employee Name: Insert Employee Name
insert date #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! #VALUE! Totals:
0.00Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
Enter Task Number and Name
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Totals: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
Legend: Formulas
For input
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Other Direct Costs (ODC) Summary - CBO
0
Sub-Recipient Name: 0
Invoice #: 0
Billing Period: 0
MOU #: 0
CBO Name: 0
Travel
Date Type Purpose Cost
$
$
$
$
$
$
-
-
-
-
-
-
In ProcessPrinting - Directly Chargeable only
Date Type Purpose Cost
$
$
$
$
$
$
-
-
-
-
-
-
Other
Date Type Purpose Cost
$
$
$
$
$
-
-
-
-
-
Total ODC $-
matches
Legend: Formulas
For Input
Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273
Exhibit D – Sub-Recipient Report Template
PENDING GUIDANCE FROM HCD
In Process
1
Sustainable Communities Program: Civic Engagement, Equity, and Environmental Justice
City of Santa Ana: Transformative Engagement for Zoning Code Update
Charitable Ventures – Scope of Work
INTRODUCTION
Since 2005, the Southern California Association of Governments’ (SCAG) Sustainable
Communities Program (SCP) - previously known as Compass Blueprint and Sustainability
Planning Grants - has provided resources and direct technical assistance to jurisdictions to
complete important local planning efforts to support implementation of the Regional
Transportation Plan and Sustainable Communities Strategy (RTP/SCS), also known as Connect
SoCal.
On January 5, 2023, the Regional Council approved the 2020 Sustainable Communities Program
– Civic Engagement, Equity, and Environmental Justice (SCP CEEEJ) guidelines. The four main
goals of SCP CEEEJ are to: (1) Support the development of plans to close the racial equity gap;
(2) Support a range of land use and transportation planning activities, as well as housing
supportive infrastructure projects; (3) Prioritize efforts that directly benefit priority populations,
and (4) Encourage equitable partnerships between community-based organizations (CBOs) and
local agencies.
SCP CEEEJ is funded by a combination of two funding sources including $2 million from Senate
Bill 1 (SB 1) and $3 million from the California Regional Early Action Planning Grant Program of
2021 (REAP 2.0), for a total budget of approximately $5 million. Housing & Land Use Strategies
projects funded through SCP CEEEJ will be funded with REAP 2.0, which funds transformative
planning and implementation activities. All projects funded with REAP 2.0 must be located in an
infill area and achieve the following funding objectives:
•Accelerate infill development
•Affirmatively further fair housing (AFFH)
•Reduce vehicle miles traveled (VMT)
PROJECT BACKGROUND
In 2022, the City of Santa Ana (“SA” or “the City”) adopted a General Plan Update known as
“Golden City Beyond” that resulted from seven years of public engagement and technical
planning. The General Plan Update includes a shared vision, five core values, goals, and policies
to guide decision-making. The General Plan also includes implementation actions to take place
in the next one to five years to make progress toward the plan’s goals.
One of the implementation actions is a Comprehensive Zoning Code Update (ZCU). In addition
to comprehensively updating and reorganizing the zoning code, the project will update
2
standards citywide, and establish new zoning districts and standards in five focus areas
identified in the General Plan. The City expects that new development standards and zoning
designations for the five focus areas will result in an intensification and acceleration of infill,
mixed-use, affordable housing, and/or commercial development.
Through the SCP CEEEJ grant, the City will include grassroots engagement thereby extending
the reach of the ZCU Consultant’s scope deeper into the City’s sixty-four (64) distinct
neighborhoods. The City’s partners will conduct the grassroots engagement activities with
support from the SCP CEEEJ Consultant. Through the grassroots outreach and engagement, the
City seeks feedback about proposed development standards to ensure they are responsive to
community needs and will realize the long-term vision of the General Plan.
The City selected a consultant and kicked off the ZCU update in November 2023. The City
anticipates completing the effort by November 2025. The ZCU Consultant’s public engagement
scope includes stakeholder interviews, eighteen (18) community workshops with six (6) taking
place during each of the three rounds of engagement, and two (2) business community
workshops. The first round of community workshops took place in July 2024. The SCP CEEEJ
funded engagement will enhance Round 2 and Round 3.
Each round of engagement in this Scope of Work will include grassroots activities and a series of
six (6) community workshops (12 total). The grassroots activities will serve as an opportunity to
gather input and to encourage participation in the community workshops. Round 2 of
grassroots outreach and engagement will cover key topics that emerged during Round 1 by
presenting draft Articles pertinent to those topics. Round 3 grassroots outreach and
engagement will parallel the release of the public draft Comprehensive ZCU.
This project is a Co-Applicant Partnership between the City and two community-based
organizations (CBOs): Charitable Ventures (CV) and The Kennedy Commission (KC).
CV is a non-profit CBO that offers social impact consulting to support community programs,
bolster organizational capacity, and strengthen collaboration. The role of Charitable Ventures in
the Comprehensive Zoning Code Update is to consult with the City and neighborhood
organizations, facilitate onboarding of individuals who will participate in grassroots
engagement, and manage payment compensation to individuals who implement planned
grassroots engagement activities.
KC is a non-profit CBO that works with community organizations to increase the production of
affordable homes through policy, advocacy, and community engagement. The role of The
Kennedy Commission in the Comprehensive Zoning Code Update is to convene focus groups
and assist with community organizing. In addition, the CBO will support training activities, and
implement grassroots outreach and engagement activities.
3
OVERALL PROJECT OBJECTIVES
•Objective 1: Transform community engagement planned for the City’s Comprehensive
Zoning Code Update by involving CBOs and neighborhood leaders in development and
delivery of grassroots public engagement.
•Objective 2: Obtain input for the Comprehensive Zoning Code Update and encourage
participants to attend the twelve (12) remaining workshops included in the
Comprehensive Zoning Code Update scope of work.
•Objective 3: Support and resource grassroots public engagement efforts of CBOs and
community members.
•Objective 4: Offer equitable, inclusive and consistent opportunities for public
engagement.
•Objective 5: Build on efforts of the 2022 General Plan Update, focusing on
implementation of what the City adopted.
•Objective 6: Provide opportunities for environmental justice or disadvantaged
communities which have historically been disenfranchised to participate in the planning
and decision-making process.
The CBO Partner, Charitable Ventures (CV), shall perform the following Tasks:
TASK 1: PROJECT MANAGEMENT AND COORDINATION
Task 1.1: Project Kickoff Meeting
Within the first month from issuance of the Notice to Proceed, the CV Project Manager shall
participate in a virtual kickoff meeting with the Project Management Team (PMT). Members of
the PMT include the City of Santa Ana Project Manager, the SCP CEEEJ Consultant, the ZCU
Consultant, the CV Project Manager, the KC Project Manager, the SCAG Project Manager, and
other relevant staff. The goal of the project kickoff meeting is to review the project vision and
objectives and to initiate coordination of the technical approach to the grassroots public
engagement efforts.
During the kickoff meeting, participants will:
•Review the draft SCP CEEEJ Project Management Plan (PMP, Task 1.2 of the SCP CEEEJ
Consultant),
•Ensure alignment between the SCP CEEEJ PMP and the overall ZCU project milestones
and timeline,
•Review the project scopes of work (including those of the SCP CEEEJ Consultant, the ZCU
Consultant, and the two (2) CBOs),
•Review the project schedules and budgets,
4
•Establish a schedule for the PMT meetings (Task 1.3),
•Confirm communication protocols,
•Review the Public Involvement Plan prepared by the ZCU Consultant,
•Discuss the objectives and the potential strategies for the Grassroots Engagement Plans
(Task 2.2), and
•Discuss the specific metrics and plan for the baseline and reporting on measurable
outcomes for each of the three REAP 2.0 funding objectives (Accelerating infill
development; Affirmatively furthering fair housing; Reducing vehicle miles traveled).
Task 1.1 Deliverables: Attendance at kickoff meeting.
Task 1.2: Project Management Plan and Schedule
This task left intentionally blank (see SCP CEEEJ Consultant SOW for information about Task 1.2)
Task 1.2 Deliverables: No deliverables for CV.
Task 1.3: Project Management Team Meetings
The CV Project Manager shall participate in monthly PMT check-in meetings (up to 6, each one-
hour long). During the meetings, CV will participate in ongoing discussions and management of
the Grassroots Engagement Plans (Task 2.2). In addition, the team will use the meetings to
provide updates on project progress, identify and plan for upcoming tasks, and anticipate any
concerns or challenges. The SCP CEEEJ Consultant will conduct the meetings.
Task 1.3 Deliverables: Attendance at up to six (6) PMT meetings.
Task 1.4: Monthly Invoicing and Reporting
CV shall prepare monthly invoices and reports in accordance with SCAG invoicing and reporting
methodologies. Each report will follow a format approved by the SCAG Project Manager. CV will
track and report critical path activities and milestones, and prepare and submit monthly
progress reports to SCAG. Monthly progress reports shall detail the work performed and
deliverables completed during the previous month, identify any issues encountered, and provide
proposed solution(s) to address said concerns.
Each monthly progress report will, at a minimum, include:
•Summary
•Progress narrative
•Description of tasks completed
•Project schedule describing the percentage of each task/deliverable/milestone
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•Summary of costs incurred per task/milestone
•Schedule and schedule tracking narrative
•List of deliverable items
•Management issues
•Needed corrective actions
•Statement of resolution of problems
•30-day look ahead
•Confirmation from City Project Manager that CV’s deliverables for the reporting period
are satisfactory
Task 1.4 Deliverables: Monthly invoices (through project completion); Progress reports
(through project completion).
Task 1.5: Project Closeout Files
CV shall provide all deliverables in accordance with the Project Schedule. At the end of the
project, CV shall coordinate with the SCP CEEEJ Consultant to document and assemble all
project deliverables and provide them in accordance with SCAG’s project closeout procedures.
The SCP CEEEJ Consultant shall collect and compile all deliverables from all parties and deliver as
one complete package to the City and SCAG.
Task 1.5 Deliverables: Project closeout files with accompanying Excel file.
TASK 1 SUMMARY OF DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 No deliverables for CV
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (through project completion)
Monthly progress reports (through project completion)
Task 1.5 Project close-out files with accompanying Excel file
6
TASK 2: GRASSROOTS ENGAGEMENT
The grassroots engagement structure for Round 2 and 3 will include a Community Planning
Collaborative (CPC) and a CPC Advisory Committee. The CPC will consist of community
members, CBO representatives, neighborhood leaders, and others with ties to residents and
resident organizations. The CPC Advisory Committee will consist of five CBO partners based or
working in Santa Ana. CPC members and the CPC Advisory Committee CBOs will implement the
Grassroots Engagement Plans developed through this Scope of Work.
Task 2.1: Form the Community Planning Collaborative Advisory Committee
The CPC Advisory Committee will guide development of the Grassroots Engagement Plans,
participate in recruitment and selection of members of the CPC, conduct grassroots
engagement, co-host community workshops, and support CPC members as they conduct
grassroots outreach activities.
Through a non-competitive process, the City will recruit and select three (3) CBOs to join KC and
CV as the five (5) CBOs to serve as the CPC Advisory Committee. Each CBO will choose two (2)
representatives to participate on the CPC Advisory Committee and serve as local leaders and
community experts.
The SCP CEEEJ Consultant will draft a micro-purchase agreement and brief Scope of Work for
the three (additional) CPC Advisory Committee CBOs in conformance with SCAG’s requirements.
SCAG, SA, KC, and CV shall review the micro-purchase agreement and Scope of Work at a
regularly scheduled PMT meeting. After incorporating comments from SA, KC, and CV, the SCP
CEEEJ Consultant will deliver the final draft to CV who shall secure signatures from the three (3)
CBOs.
The City and CV shall determine deliverable and payment amounts up to $5,000 for each of the
three (3) CBOs, excluding KC and CV who will be directly compensated by SCAG. Task 2.9
addresses coordination of documents and payments, which CV shall make directly to the CBOs
and thereafter be reimbursed by SCAG.
Task 2.1 Deliverables: Review the micro-purchase agreement and Scope of Work for CPC
Advisory Committee CBOs; Obtain three (3) signed micro-purchase agreements with Scopes of
Work attached.
Task 2.2: Develop Key Messaging, Grassroots Engagement Plans, and Toolboxes
Key Messaging
In concert with the ZCU Consultant and for Round 2 and Round 3 of grassroots engagement,
the SCP CEEEJ Consultant will develop key messaging that humanizes the Zoning Code Update
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and communicates why it should be important to various stakeholders including residents,
property owners, and business owners. KC and CV shall provide comments on the key
messaging during a regularly scheduled PMT meeting. The SCP CEEEJ Consultant will integrate
key messaging into the Grassroots Engagement Plans and Grassroots Engagement Toolboxes.
Grassroots Engagement Plans
The SCP CEEEJ Consultant will work closely with SA, SCAG, the ZCU Consultant, and the CPC
Advisory Committee to develop two (2) Grassroots Engagement Plans. The primary purpose of
the Grassroots Engagement Plans is to detail grassroots outreach and engagement activities and
the roles of each party. The SCP CEEEJ Consultant will prepare one (1) Grassroots Engagement
Plan for Round 2 and one (1) Grassroots Engagement Plan for Round 3. The plans will be living
documents. CPC Advisory Committee CBOs and CPC members shall implement the Grassroots
Engagement Plans with support from the SCP CEEEJ Consultant and SA.
The Grassroots Engagement Plans shall establish goals for each round of grassroots activities
and identify the most important questions to address through engagement efforts with input
from the ZCU Consultant. The plans will also establish culturally relevant, equitable, and
accessible methods for engagement. The plans shall identify the timing, purpose, potential
location, and audience for all outreach and engagement efforts. The plans shall also identify
relevant audiences, stakeholders, and community groups and reference the stakeholder list
created and maintained by SA. The Grassroots Engagement Plans will detail the outreach and
engagement strategies for CPC Advisory Committee CBOs and CPC members to use during
grassroots engagement (Task 2.6).
The SCP CEEEJ Consultant will develop the Grassroots Engagement Plans through an iterative
process beginning with a menu of options for consideration by SA, KC, and CV who shall share
verbal comments to the project team at a regularly scheduled PMT check-in call. The menu may
include, but is not limited to the following:
•Community Organizing: Door-to-door canvassing, phone-banking, text messaging,
listening sessions, and/or one-on-one meetings/phone calls with influencers
•Social Media: Posting, liking, and/or sharing stories or videos on various platforms such
as Facebook, Instagram, and Nextdoor
•Traditional Media: E-blasts, newsletters, press releases, and mailers
•Pop-Up Events: Mobile or pop-up stations at community events like fairs, open street
events, farmers markets, etc.
•Focus Groups: Assembling small groups of stakeholders based on interest topics
•Office Hours/Coffee Hour: Opportunities for in-person updates and discussions in an
informal setting
•Community Walkshop: An interactive way for stakeholders to view development
standards in the neighborhood context
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•Workshop-in-a-Box: Workshops hosted by CPC Advisory Committee CBOs and/or CPC
members that mirror the workshops hosted by the City
•Capacity Building: Training workshop, study session, and/or webinar (included in KC’s
Scope of Work)
•Panel Discussion: A moderated meeting where a group of experts talk about a set topic
or topics in front of an audience with opportunities for the audience to ask questions of
the panelists (included in KC’s Scope of Work)
Based on verbal input received from the City and the CBO partners at a regularly scheduled PMT
check-in meeting, the SCP CEEEJ Consultant will refine the menu of options and incorporate
them into the draft Grassroots Engagement Plans for review by SA, KC, and CV. KC and CV shall
prepare written comments and provide them to SA. SA will compile KC, CV, and city staff
comments and submit them to the SCP CEEEJ Consultant who will revise the draft Grassroots
Engagement Plans to present to the CPC Advisory Committee. Once the CPC Advisory
Committee has reviewed the Grassroots Engagement Plans, the SCP CEEEJ Consultant will
prepare a final draft of the Grassroots Engagement Plans for delivery to the CPC at the first
training of the second and third rounds of engagement.
To ensure consistency of public information about SCAG programs and funded work products,
the SCP CEEEJ Consultant is required to notify and coordinate with SCAG Project Manager who
will coordinate with SCAG’s Manager of Media & Public Affairs or a specified designee on any
media inquiries or plans for proactively providing information to media outlets.
The SCP CEEEJ Consultant is also responsible for crediting SCAG as a funder. All public-facing
communications materials produced under this contract shall acknowledge and give credit to
SCAG, whether with a logo or language. Communications materials include, but are not limited
to, site signage, printed information materials, print and online publications, presentations,
websites, advertisements, video, public service announcements, social media postings, events,
media advisories, news releases and all other related materials.
Grassroots Engagement Toolboxes
The SCP CEEEJ Consultant will be responsible for developing all materials required to execute
the activities included in the Grassroots Engagement Plans, unless otherwise noted therein. The
toolboxes may include, but need not be limited to: a thumb drive with scripts, social media
templates, e-blast templates, newsletters, press releases, presentations, videos, physical copies
of a guide to the project, physical copies of the flyers for the Community Workshops, and a
button to be worn by CPC members when they are doing grassroots outreach and engagement.
The SCP CEEEJ Consultant will package the materials in one (1) Grassroots Engagement Toolbox
for each round of engagement. CPC Advisory Committee members shall review the draft
Grassroots Engagement Toolboxes and provide comments at regularly scheduled CPC Advisory
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Committee meetings. Once the SCP CEEEJ Consultant has incorporated feedback from the CPC
Advisory Committee, they will present the Grassroots Engagement Toolboxes to the CPC
members.
Task 2.2 Deliverables: Review key messaging; Review Round 2 draft Grassroots Engagement
Plan; Review Round 2 Grassroots Engagement Toolbox; Review Round 3 Grassroots Engagement
Plan; Review Round 3 Grassroots Engagement Toolbox.
Task 2.3: Community Planning Collaborative Advisory Committee Meetings
The grassroots engagement program will include a minimum of four (4) CPC Advisory
Committee meetings in preparation for the CPC member trainings. Two (2) will take place as
part of the second round of grassroots outreach and engagement and two (2) will take place as
part of the third round of grassroots outreach and engagement. The SCP CEEEJ Consultant shall
lead the CPC Advisory Committee meetings and involve SA, SCAG, the ZCU Consultant, and CPC
Advisory Committee CBOs (including CV).
Tentative agenda topics for each meeting include:
Round 2 Community Engagement
•Meeting #1: Status of the Zoning Code Update, discussion of key zoning issues,
draft Round 2 Grassroots Engagement Toolbox, draft Round 2 grassroots
engagement micro-purchase agreement and scope of work form, and CPC
invitations/process.
•Meeting #2: Invitation status updates, revised Round 2 Grassroots Engagement
Toolbox, revised Round 2 grassroots engagement micro-purchase agreement and
scope of work form, Round 2 reporting form, and approach to CPC training #1.
Round 3 Community Engagement
•Meeting #4: Introduction to the public draft Zoning Code Update, draft Round 3
Grassroots Engagement Toolbox, draft Round 3 grassroots engagement micro-
purchase agreement and scope of work form, and CPC invitations/process.
•Meeting #5: Invitation status updates, revised Round 3 grassroots engagement
micro-purchase agreement and scope of work form, revised Round 3 Grassroots
Engagement Toolbox, Round 3 reporting form, and approach to CPC training #2.
All meetings will be virtual.
Task 2.3 Deliverables: Participation in four (4) CPC Advisory Committee meetings by two (2) CV
staff.
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Task 2.4: Recruit, Select, and Contract Community Planning Collaborative Members
CPC Advisory Committee CBOs and CPC members shall implement Grassroots Engagement
Plans for Round 2 and Round 3 as defined in their respective Scopes of Work and with
coordination and support from the SCP CEEEJ Consultant and SA. The CPC Advisory Committee
CBOs and SA shall promote the opportunity to become CPC members to a broad base of
stakeholders including, but not limited to, members of community-based organizations,
neighborhood association leaders, residents, students, and business owners.
Through a non-competitive process, SA and the CPC Advisory Committee CBOs shall recruit CPC
members, who are local leaders and community experts with ties to community members. In
addition, they shall determine deliverable and payment amounts not to exceed $599 each. CPC
members will be compensated at a flat rate associated with the tasks included in their Scope of
Work. CV shall coordinate required documents and administer payments directly to CPC
members through micro-purchases that will be reimbursed by SCAG. After CPC members
complete their work, CV shall collect all documentation and directly compensate partners (Task
2.9).
The City will draft an invitation to accompany an RSVP form prepared by the SCP CEEEJ
Consultant. KC and CV will review and provide feedback on the RSVP form at a regularly
scheduled PMT meeting. Following receipt of comments from SA, KC, and CV, the SCP CEEEJ
Consultant shall prepare a final RSVP form. The SCP CEEEJ Consultant will be responsible for
translating the invitation and RSVP form into Spanish, Vietnamese, and Khmer. The City will
disseminate both the invitation and the RSVP form. To support the effort, CV shall encourage
potential CPC members to RSVP by email and phone calls. In addition, CV shall repost up to ten
(10) social media blasts released by the City. CV’s invitees will include neighborhood leaders
with active Santa Ana Blocks for Grants programs and other Santa Ana based non-profits for
which CV is a fiscal sponsor.
The invitation will detail the requirements for being a CPC member and request an RSVP
including a checklist confirming that the stakeholders meet the requirements. Such
requirements may include being a Santa Ana resident, working in Santa Ana, or volunteering in
Santa Ana. The RSVP form will also include sections for contact and demographic information
and questions about relationships to existing neighborhoods or community organizations,
language(s) spoken, and target audiences.
Following receipt of RSVPs, the SCP CEEEJ Consultant will send calendar invites.
The SCP CEEEJ Consultant will also draft a micro-purchase agreement and a Scope of Work
form, which will include a menu of optional strategies that correspond to the Grassroots
Engagement Plan Plans. CV and other CPC Advisory Committee CBOs shall review the micro-
purchase agreement and Scope of Work form and provide comments at a regularly scheduled
CPC Advisory Committee meeting. Each CPC member will choose a subset of optional strategies
11
that are suitable to their skills and their target audience. They will then sign the micro-purchase
agreement with the Scope of Work attached at a CPC training (Task 2.5). The SCP CEEEJ
Consultant shall translate the micro-purchase agreement and Scope of Work form into Spanish,
Vietnamese, and Khmer.
Task 2.4 Deliverables: Review the draft CPC member RSVP form; Documentation of
communication with invitees; Reposting up to ten (10) social media blasts; Review the draft
micro-purchase agreement and accompanying Scope of Work form for CPC members.
Task 2.5: Community Planning Collaborative Trainings
In total, the program includes four (4) CPC training sessions, one (1) training offered twice in
Round 2 and one (1) training offered twice in Round 3. The goal is to accommodate up to fifty
(50) CPC members per training, for up to one hundred (100) people per round of engagement.
The SCP CEEEJ Consultant will host the CPC trainings in partnership with SA and the CPC
Advisory Committee CBOs. Staff from the CPC Advisory Committee CBOs, including CV, shall
attend each training session. CV shall present the micro-purchase forms and coordinate the
signing of the agreements. KC staff will support the trainings by welcoming guests, assisting
with food and refreshments, and/or acting as small group guides.
The SCP CEEEJ Consultant will design and lead the trainings to equip the CPC members with the
tools needed to implement the Grassroots Engagement Plans. The trainings may include, but
need not be limited, to:
•Training #1:
o Status of the Zoning Code Update
o Discussion about how zoning tools may be used to address key issues
o Round 2 Engagement Toolbox (to promote the community workshops)
o Filling out the Scope of Work forms and signing micro-purchase agreements
o Distributing reporting forms
•Training #2
o Status of the Zoning Code Update
o Introduction to the public draft Zoning Code Update
o Round 3 Engagement Toolbox (to promote the community workshops)
o Filling out Scope of Work forms and signing micro-purchase agreements
o Distributing reporting forms
The SCP CEEEJ Consultant will provide translation and interpretation services. Each training will
include real-time Spanish, Vietnamese, and Khmer interpretation. In addition, the agenda and
meeting materials will be available in English, Spanish, Vietnamese, and Khmer. Prior to
12
finalizing the agenda and materials, the SCP CEEEJ Consultant will provide the translated
materials for City review.
The SCP CEEEJ Consultant will prepare logistics plans and be responsible for setting the date
and time, securing event venues, event logistics, providing food and refreshments, and
facilitating all CPC trainings. The SCP CEEEJ Consultant will also draft an agenda and
accompanying materials and provide them to SA and the ZCU Consultant three weeks in
advance to allow time to review and revise. The SCP CEEEJ Consultant will finalize the agenda
and meeting materials and send for translation at least two weeks in advance of the meeting.
Task 2.5 Deliverables: Participation in four (4) CPC trainings by a minimum of four (4) CV staff,
including a presentation of the micro-purchase agreement and coordination of signatures on up
to two hundred (200) micro-purchase agreements.
Task 2.6: Grassroots Outreach, Engagement, Community Organizing, and Capacity
Building
CPC Advisory Committee CBOs (with the exception of CV) and CPC members will implement the
Grassroots Engagement Plans established in Task 2.2 for both Round 2 and Round 3 of
community engagement.
Task 2.6 Deliverables: No deliverables for CV.
Task 2.7 Grassroots Engagement Reporting
Reporting the results of grassroots outreach and engagement is necessary to verify that CPC
Advisory Committee CBOs and CPC members fulfill the commitments of their micro-purchases
and accompanying Scopes of Work prior to receiving their honorariums. In addition, reporting is
an opportunity to record input from stakeholders about the Zoning Code Update. To that end,
the SCP CEEEJ Consultant will prepare a Grassroots Engagement Reporting Tool to use in both
Round 2 and Round 3 of community outreach and engagement. The Reporting Tool will be a
form for the CPC Advisory Committee CBOs and CPC members to fill out during Task 2.6 to
document their grassroots outreach and engagement efforts as well as any input on the Zoning
Code Update received from stakeholders during those activities. The SCP CEEEJ Consultant will
use the Reporting Tool to summarize grassroots engagement activities, input, and measurable
results (Task 2.8).
After receiving input from SA, KC, and CV at a regularly scheduled PMT meeting, the SCP CEEEJ
Consultant will revise the Reporting Tool.
13
CV shall monitor reports once submitted by the CPC Advisory Committee CBOs and CPC
members. In addition, CV shall schedule one-hour phone calls during each round of community
engagement with each of the CPC Advisory Committee CBOs. CV will also host half hour phone
calls with CPC members, up to one hundred (100), during each round of community
engagement. Through monitoring reports and phone calls, CV will examine proof of deliverables
prior to issuance of honorariums (Task 2.9).
Task 2.7 Deliverables: Review draft Reporting Tool; Monitor up to two hundred and six (206)
reports and accompanying deliverables; Make up to six (6) one-hour phone calls with the three
CPC Advisory Committee CBOs and up to two hundred (200) half-hour phone calls with CPC
members.
Task 2.8: Grassroots Engagement Summary Memo
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 2.8).
Task 2.8 Deliverables: No deliverables for CV.
Task 2.9: Manage Payment of Honorariums:
CV will secure required documents (Task 2.7) and administer payments directly to the three CPC
Advisory Committee CBOs, (not including CV or KC), as well as the CPC members through micro-
purchases that will be reimbursed by SCAG. After the collection of invoices and deliverables, CV
shall organize all materials and directly compensate up to three (3) CPC Advisory Committee
CBOs and up to 200 CPC members at rates to be determined by CV.
Task 2.9 Deliverables: Payment of up to six (6) CPC Advisory Committee CBO honorariums and
up to two hundred (200) CPC honorariums.
TASK 2 SUMMARY OF DELIVERABLES
Task 2.1 Review the micro-purchase agreement and Scope of Work for CPC Advisory
Committee CBOs
Obtain three (3) signed micro-purchase agreements with Scopes of Work
attached for CPC Advisory Committee CBOs
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
14
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participation in four (4) CPC Advisory Committee meetings by two (2) CV staff
Task 2.4 Review CPC member RSVP form
Documentation of communication with invitees
Reposting up to ten (10) social media blasts
Review draft micro-purchase agreement and accompanying Scope of Work form
for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of four (4) CV staff, including
a presentation of the micro-purchase agreement and coordination of signatures
on up to two hundred (200) micro-purchase agreements
Task 2.6 No deliverables for CV
Task 2.7 Review draft Grassroots Engagement Reporting Tool
Monitor up to two hundred and six (206) reports and accompanying deliverables
Make up to six (6) one-hour phone calls with three CPC Advisory Committee
CBOs
Make up to two hundred (200) half-hour phone calls with CPC members
Task 2.8 No deliverables for CV
Task 2.9 Payment of up to six (6) CPC Advisory Committee CBO honorariums
Payment of up to two hundred (200) CPC member honorariums
TASK 3: COMMUNITY WORKSHOPS
Grassroots Engagement activities in Task 2 are intended to promote participation in Community
Workshops planned for Round 2 and Round 3. The Community Workshops are the primary
vehicle through which the City intends to solicit and receive input on draft regulations and the
Public Draft Zoning Code Update. With help from the CPC Advisory Committee and CPC
members, the City will promote Community Workshop participation from a diverse set of
stakeholders representing residents, community-based organizations, property owners, business
owners, and others.
Task 3.1: Community Workshops
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 3.1).
15
Task 3.1 Deliverables: No deliverables for CV.
TASK 3 SUMMARY OF DELIVERABLES
Task 3.1 No deliverables for CV
TASK 4: FUNDING OBJECTIVES AND MEASURABLE OUTCOMES
Task 4.1: Funding Objectives and Measurable Outcomes
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 4.1).
Task 4.1 Deliverables: No deliverables for CV.
TASK 4 SUMMARY OF DELIVERABLES
Task 4.1 No deliverables for CV
SUMMARY OF ALL CHARITABLE VENTURES DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 No deliverables for CV
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (up to 6)
Monthly progress reports (up to 6)
Task 1.5 Project close-out files with accompanying Excel file
Task 2.1 Review the micro-purchase agreement and Scope of Work for CPC Advisory
Committee CBOs
Obtain three (3) signed micro-purchase agreements with Scopes of Work
attached for CPC Advisory Committee CBOs
16
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participation in four (4) CPC Advisory Committee meetings by two (2) CV staff
Task 2.4 Review CPC member RSVP form
Documentation of communication with invitees
Reposting up to ten (10) social media blasts
Review draft micro-purchase agreement and accompanying Scope of Work form
for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of four (4) CV staff,
including a presentation of the micro-purchase agreement and coordination of
signatures on up to two hundred (200) micro-purchase agreements
Task 2.6 No deliverables for CV
Task 2.7 Review draft Grassroots Engagement Reporting Tool
Monitor up to two hundred and six (206) reports and accompanying deliverables
Make up to six (6) one-hour phone calls with three CPC Advisory Committee
CBOs
Make up to two hundred (200) half-hour phone calls with CPC members
Task 2.8 No deliverables for CV
Task 2.9 Payment of up to six (6) CPC Advisory Committee CBO honorariums
Payment of up to two hundred (200) CPC member honorariums
Task 3.1 No deliverables for CV
Task 4.1 No deliverables for CV
1
Sustainable Communities Program: Civic Engagement, Equity, and Environmental Justice
City of Santa Ana: Transformative Engagement for Zoning Code Update
Kennedy Commission – Scope of Work
INTRODUCTION
Since 2005, the Southern California Association of Governments’ (SCAG) Sustainable
Communities Program (SCP) - previously known as Compass Blueprint and Sustainability
Planning Grants - has provided resources and direct technical assistance to jurisdictions to
complete important local planning efforts to support implementation of the Regional
Transportation Plan and Sustainable Communities Strategy (RTP/SCS), also known as Connect
SoCal.
On January 5, 2023, the Regional Council approved the 2020 Sustainable Communities Program
– Civic Engagement, Equity, and Environmental Justice (SCP CEEEJ) guidelines. The four main
goals of SCP CEEEJ are to: (1) Support the development of plans to close the racial equity gap;
(2) Support a range of land use and transportation planning activities, as well as housing
supportive infrastructure projects; (3) Prioritize efforts that directly benefit priority populations,
and (4) Encourage equitable partnerships between community-based organizations (CBOs) and
local agencies.
SCP CEEEJ is funded by a combination of two funding sources including $2 million from Senate
Bill 1 (SB 1) and $3 million from the California Regional Early Action Planning Grant Program of
2021 (REAP 2.0), for a total budget of approximately $5 million. Housing & Land Use Strategies
projects funded through SCP CEEEJ will be funded with REAP 2.0, which funds transformative
planning and implementation activities. All projects funded with REAP 2.0 must be located in an
infill area and achieve the following funding objectives:
•Accelerate infill development
•Affirmatively further fair housing (AFFH)
•Reduce vehicle miles traveled (VMT)
PROJECT BACKGROUND
In 2022, the City of Santa Ana (“SA” or “the City”) adopted a General Plan Update known as
“Golden City Beyond” that resulted from seven years of public engagement and technical
planning. The General Plan Update includes a shared vision, five core values, goals, and policies
to guide decision-making. The General Plan also includes implementation actions to take place
in the next one to five years to make progress toward the plan’s goals.
One of the implementation actions is a Comprehensive Zoning Code Update (ZCU). In addition
to comprehensively updating and reorganizing the zoning code, the project will update
2
standards citywide, and establish new zoning districts and standards in five focus areas
identified in the General Plan. The City expects that new development standards and zoning
designations for the five focus areas will result in an intensification and acceleration of infill,
mixed-use, affordable housing, and/or commercial development.
Through the SCP CEEEJ grant, the City will include grassroots engagement thereby extending
the reach of the ZCU Consultant’s scope deeper into the City’s sixty-four (64) distinct
neighborhoods. The City’s partners will conduct the grassroots engagement activities with
support from the SCP CEEEJ Consultant. Through the grassroots outreach and engagement, the
City seeks feedback about proposed development standards to ensure they are responsive to
community needs and will realize the long-term vision of the General Plan.
The City selected a consultant and kicked off the ZCU update in November 2023. The City
anticipates completing the effort by November 2025. The ZCU Consultant’s public engagement
scope includes stakeholder interviews, eighteen (18) community workshops with six (6) taking
place during each of the three rounds of engagement, and two (2) business community
workshops. The first round of community workshops took place in July 2024. The SCP CEEEJ
funded engagement will enhance Round 2 and Round 3.
Each round of engagement in this Scope of Work will include grassroots activities and a series of
six (6) community workshops (12 total). The grassroots activities will serve as an opportunity to
gather input and to encourage participation in the community workshops. Round 2 of
grassroots outreach and engagement will cover key topics that emerged during Round 1 by
presenting draft Articles pertinent to those topics. Round 3 grassroots outreach and
engagement will parallel the release of the complete public draft Comprehensive ZCU.
This project is a Co-Applicant Partnership between the City and two community-based
organizations (CBOs): Charitable Ventures (CV) and The Kennedy Commission (KC).
CV is a non-profit CBO that offers social impact consulting to support community programs,
bolster organizational capacity, and strengthen collaboration. The role of Charitable Ventures in
the Comprehensive Zoning Code Update is to consult with the City and neighborhood
organizations, facilitate onboarding of individuals who will participate in grassroots
engagement, and manage payment compensation to individuals who implement planned
grassroots engagement activities.
KC is a non-profit CBO that works with community organizations to increase the production of
affordable homes through policy, advocacy, and community engagement. The role of The
Kennedy Commission in the Comprehensive Zoning Code Update is to convene focus groups
and assist with community organizing. In addition, the CBO will support training activities, and
implement grassroots outreach and engagement activities.
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OVERALL PROJECT OBJECTIVES
•Objective 1: Transform community engagement planned for the City’s Comprehensive
Zoning Code Update by involving CBOs and neighborhood leaders in development and
delivery of grassroots public engagement.
•Objective 2: Obtain input for the Comprehensive Zoning Code Update and encourage
participants to attend the twelve (12) remaining workshops included in the
Comprehensive Zoning Code Update scope of work.
•Objective 3: Support and resource grassroots public engagement efforts of CBOs and
community members.
•Objective 4: Offer equitable, inclusive and consistent opportunities for public
engagement.
•Objective 5: Build on efforts of the 2022 General Plan Update, focusing on
implementation of what the City adopted.
•Objective 6: Provide opportunities for environmental justice or disadvantaged
communities which have historically been disenfranchised to participate in the planning
and decision-making process
The CBO Partner, Kennedy Commission (KC), shall perform the following Tasks:
TASK 1: PROJECT MANAGEMENT AND COORDINATION
Task 1.1: Project Kick Off Meeting
Within the first month from issuance of the Notice to Proceed, the KC Project Manager shall
participate in a virtual kickoff meeting with the Project Management Team (PMT). Members of
the PMT include the City of Santa Ana Project Manager, the SCP CEEEJ Consultant, the ZCU
Consultant Project Manager, the KC Project Manager, the Charitable Ventures (CV) Project
Manager, the SCAG Project Manager, and other relevant staff. The goal of the project kickoff
meeting is to review the project vision and objectives and to initiate coordination of the
technical approach to the grassroots public engagement efforts.
During the kickoff meeting, participants will:
•Review the draft SCP CEEEJ Project Management Plan (PMP, Task 1.2 of the SCP CEEEJ
Consultant),
•Ensure alignment between the SCP CEEEJ PMP and the overall ZCU project milestones
and timeline,
•Review the project scopes of work (including those of the SCP CEEEJ Consultant, the ZCU
Consultant, and the two (2) CBOs),
•Review the project schedules and budgets,
•Establish a schedule for the PMT meetings (Task 1.3),
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•Confirm communication protocols,
•Review the Public Involvement Plan prepared by the ZCU Consultant,
•Discuss the objectives and the potential strategies for the Grassroots Engagement Plans
(Task 2.2), and
•Discuss the specific metrics and plan for the baseline and reporting on measurable
outcomes for each of the three REAP 2.0 funding objectives (Accelerating infill
development; Affirmatively furthering fair housing; Reducing vehicle miles traveled).
Task 1.1 Deliverables: Attendance at kick off meeting.
Task 1.2: Project Management Plan and Schedule
Task left intentionally blank (see SCP CEEEJ Consultant SOW for information about Task 1.2).
Task 1.2 Deliverables: No deliverables for KC.
Task 1.3: Project Management Team Meetings
The KC Project Manager shall participate in monthly PMT check-in meetings (up to 6, each one-
hour long). During the meetings, KC will participate in ongoing discussions and management of
the Grassroots Engagement Plans (Task 2.2). In addition, the team will use the meetings to
provide updates on project progress, to identify and plan for upcoming tasks, and to anticipate
any concerns or challenges. The SCP CEEEJ Consultant will conduct the meetings.
Task 1.3 Deliverables: Attendance at up to six (6) PMT meetings.
Task 1.4: Monthly Invoicing and Reporting
KC shall prepare monthly invoices and reports in accordance with SCAG invoicing and reporting
methodologies. Each report will follow a format approved by the SCAG Project Manager. KC
shall track and report critical path activities and milestones, and prepare and submit monthly
progress reports to SCAG. Monthly progress reports shall detail the work performed and
deliverables completed during the previous month, identify any issues encountered, and provide
proposed solution(s) to address said concerns.
Each monthly progress report will, at a minimum, include:
•Summary
•Progress narrative
•Description of tasks completed
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•Project schedule describing the percentage of each task/deliverable/milestone
•Summary of costs incurred per task/milestone
•Schedule and schedule tracking narrative
•List of deliverable items
•Management issues
•Needed corrective actions
•Statement of resolution of problems
•30-day look ahead
•Confirmation from City Project Manager that KC’s deliverables for the reporting period
are satisfactory
Task 1.4 Deliverables: Monthly invoices (through project completion); Progress reports
(through project completion).
Task 1.5: Project Close-Out Files
All deliverables shall be provided in accordance with the Project Schedule. At the end of the
project, KC shall coordinate with the SCP CEEEJ Consultant to document and assemble all
project deliverables and provide them in accordance with SCAG’s project close out procedures.
The SCP CEEEJ Consultant shall collect and compile all deliverables from all parties and deliver as
one complete package to the City and SCAG.
Task 1.5 Deliverables: Project close-out files with accompanying Excel file.
TASK 1 SUMMARY OF DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 Task left intentionally blank
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (through project completion)
Monthly progress reports (through project completion)
Task 1.5 Project close-out files with accompanying Excel file
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TASK 2: GRASSROOTS ENGAGEMENT
The grassroots engagement structure for Round2 and 3 will include a Community Planning
Collaborative (CPC) and a CPC Advisory Committee. The CPC will consist of community
members, CBO representatives, neighborhood leaders, and others with ties to residents and
resident organizations. The CPC Advisory Committee will consist of five CBO partners based or
working in Santa Ana. CPC members and the CPC Advisory Committee CBOs will implement the
Grassroots Engagement Plans developed through this Scope of Work.
Task 2.1: Form the Community Planning Collaborative Advisory Committee
The CPC Advisory Committee will guide development of the Grassroots Engagement Plans,
participate in recruitment and selection of members of the CPC, conduct grassroots
engagement, co-host community workshops, and support CPC members as they conduct
grassroots outreach activities.
Through a non-competitive process, the City will recruit and select three (3) CBOs to join KC and
CV as the five (5) CBOs to serve as the CPC Advisory Committee. Each CBO will choose two (2)
representatives to participate on the CPC Advisory Committee and serve as local leaders and
community experts.
The SCP CEEEJ Consultant will draft a micro-purchase agreement and brief Scope of Work for
the three (additional) CPC Advisory Committee CBOs in conformance with SCAG’s requirements.
SCAG, SA, KC, and CV shall review the micro-purchase agreement and Scope of Work at a
regularly scheduled PMT meeting. After incorporating comments from SA, KC, and CV, the SCP
CEEEJ Consultant will deliver a final draft to CV who will secure signatures from the three (3)
CBOs.
The City and CV will determine deliverable and payment amounts up to $5,000 for each of the
three (3) CBOs, excluding KC and CV who will be directly compensated by SCAG. Task 2.9
addresses coordination of documents and payments, which will be made by CV directly to the
CBOs and reimbursed by SCAG.
Task 2.1 Deliverables: Review of micro-purchase agreement and Scope of Work for CPC
Advisory Committee CBOs
Task 2.2: Develop Key Messaging, Grassroots Engagement Plans, and Toolboxes
Key Messaging
In concert with the ZCU Consultant and for Round 2 and Round 3 of grassroots engagement,
the SCP CEEEJ Consultant will develop key messaging that humanizes the Zoning Code Update
and communicates why it should be important to various stakeholders including residents,
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property owners, and business owners. KC and CV shall provide comments on the key
messaging during a regularly scheduled PMT meeting. The SCP CEEEJ Consultant will integrate
key messaging into the Grassroots Engagement Plans and Grassroots Engagement Toolboxes.
Grassroots Engagement Plans
The SCP CEEEJ Consultant will work closely with SA, SCAG, the ZCU Consultant, and the CPC
Advisory Committee to develop two (2) Grassroots Engagement Plans. The primary purpose of
the Grassroots Engagement Plans is to detail grassroots outreach and engagement activities and
the roles of each party. The SCP CEEEJ Consultant will prepare one (1) Grassroots Engagement
Plan for Round 2 and one (1) Grassroots Engagement Plan for Round 3. The plans will be living
documents. CPC Advisory Committee CBOs and CPC members shall implement the Grassroots
Engagement Plans with support from the SCP CEEEJ Consultant and SA.
The Grassroots Engagement Plans shall establish goals for each round of grassroots activities
and identify the most important questions to address through engagement efforts with input
from the ZCU Consultant. The plans will also establish culturally relevant, equitable, and
accessible methods for engagement. The plans shall identify the timing, purpose, potential
location, and audience for all outreach and engagement efforts. The plans shall also identify
relevant audiences, stakeholders, and community groups and reference the stakeholder list
created and maintained by SA. The Grassroots Engagement Plans will detail the outreach and
engagement strategies for CPC Advisory Committee CBOs and CPC members to use during
grassroots engagement (Task 2.6).
The SCP CEEEJ Consultant will develop the Grassroots Engagement Plans through an iterative
process beginning with a menu of options for consideration by SA, KC, and CV who shall share
verbal comments to the project team at a regularly scheduled PMT check-in call. The menu may
include, but is not limited to the following:
•Community Organizing: Door-to-door canvassing, phone-banking, text messaging,
listening sessions, and/or one-on-one meetings/phone calls with influencers
•Social Media: Posting, liking, and/or sharing stories or videos on various platforms such
as Facebook, Instagram, and Nextdoor
•Traditional Media: E-blasts, newsletters, press releases, and mailers
•Pop-Up Events: Mobile or pop-up stations at community events like fairs, open street
events, farmers markets, etc.
•Focus Groups: Assembling small groups of stakeholders based on interest topics
•Office Hours/Coffee Hour: Opportunities for in-person updates and discussions in an
informal setting
•Community Walkshop: An interactive way for stakeholders to view development
standards in the neighborhood context
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•Workshop-in-a-Box: Workshops hosted by the CPC Advisory Committee CBOs and/or
CPC members that mirror the workshops hosted by the City
•Capacity Building: Training workshop, study session, and/or webinar
•Panel Discussion: A moderated meeting where a group of experts talk about a set topic
or topics in front of an audience with opportunities for the audience to ask questions of
the panelists
Based on verbal input received from the City and the CBO partners at a regularly scheduled PMT
check-in meeting, the SCP CEEEJ Consultant will refine the menu of options and incorporate
them into the draft Grassroots Engagement Plans for review by SA, KC and CV. KC and CV shall
prepare written comments and provide them to SA. SA will compile KC, CV, and city staff
comments and submit them to the SCP CEEEJ Consultant who will revise the draft Grassroots
Engagement Plans to present to the CPC Advisory Committee. Once the CPC Advisory
Committee has reviewed the Grassroots Engagement Plans, the SCP CEEEJ Consultant will
prepare a final draft of the Grassroots Engagement Plans for delivery to the CPC at the first
training of the second and third rounds of engagement.
To ensure consistency of public information about SCAG programs and funded work products,
the SCP CEEEJ Consultant is required to notify and coordinate with SCAG Project Manager who
will coordinate with SCAG’s Manager of Media & Public Affairs or a specified designee on any
media inquiries or plans for proactively providing information to media outlets.
The SCP CEEEJ Consultant is also responsible for crediting SCAG as a funder. All public-facing
communications materials produced under this contract shall acknowledge and give credit to
SCAG, whether with a logo or language. Communications materials include, but are not limited
to, site signage, printed information materials, print and online publications, presentations,
websites, advertisements, video, public service announcements, social media postings, events,
media advisories, news releases and all other related materials.
Grassroots Engagement Toolboxes
The SCP CEEEJ Consultant will be responsible for developing all materials required to execute
the activities included in the Grassroots Engagement Plans, unless otherwise noted therein. The
toolboxes may include, but need not be limited to: a thumb drive with scripts, social media
templates, e-blast templates, newsletters, press releases, presentations, videos, physical copies
of a guide to the project, physical copies of the flyers for the Community Workshops, and a
button to be worn by CPC members when they are doing grassroots outreach and engagement.
The SCP CEEEJ Consultant will package the materials in one (1) Grassroots Engagement Toolbox
for each round of engagement. CPC Advisory Committee members shall review draft Grassroots
Engagement Toolboxes and provide comments at regularly scheduled CPC Advisory Committee
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meetings. Once the SCP CEEEJ Consultant has incorporated feedback from the CPC Advisory
Committee, they will present the Grassroots Engagement Toolboxes to the CPC members.
Task 2.2 Deliverables: Review key messaging; Review Round 2 draft Grassroots Engagement
Plan; Review Round 2 Grassroots Engagement Toolbox; Review Round 3 Grassroots Engagement
Plan; Review Round 3 Grassroots Engagement Toolbox.
Task 2.3: Community Planning Collaborative Advisory Committee MeetingsThe Grassroots
Engagement program will include a minimum of four (4) CPC Advisory Committee meetings in
preparation for the CPC member trainings. Two (2) will take place as part of the second round of
grassroots outreach and engagement and two (2) will take place as part of the third round of
grassroots outreach and engagement. The SCP CEEEJ Consultant shall lead the CPC Advisory
Committee meetings and involve SA, SCAG, the ZCU Consultant, and CPC Advisory Committee
CBOs (including KC).
Tentative agenda topics for each meeting include:
Round 2 Community Engagement
•Meeting #1: Status of the Zoning Code Update, discussion of key zoning issues,
draft Round 2 Grassroots Engagement Toolbox, draft Round 2 grassroots
engagement micro-purchase agreement and scope of work form, and CPC
invitations/process.
•Meeting #2: Invitation status updates, revised Round 2 Grassroots Engagement
Toolbox, revised Round 2 grassroots engagement micro-purchase agreement and
scope of work form, Round 2 reporting form, and approach to CPC training #1.
Round 3 Community Engagement
•Meeting #4: Introduction to the public draft Zoning Code Update, draft Round 3
Grassroots Engagement Toolbox, draft Round 3 grassroots engagement micro-
purchase agreement and scope of work form, and CPC invitations/process.
•Meeting #5: Invitation status updates, revised Round 3 grassroots engagement
micro-purchase agreement and scope of work form, revised Round 3 Grassroots
Engagement Toolbox, Round 3 reporting form, and approach to CPC training #2.
All meetings will be virtual.
Task 2.3 Deliverables: Participation in four (4) CPC Advisory Committee meetings by two (2) KC
staff members
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Task 2.4: Recruit, Select, and Contract Community Planning Collaborative Members
CPC Advisory Committee CBOs and CPC members shall implement Grassroots Engagement
Plans for Round 2 and Round 3 as defined in their respective Scopes of Work and with
coordination and support from the SCP CEEEJ Consultant and SA. The CPC Advisory Committee
CBOs and SA shall promote the opportunity to become CPC members to a broad base of
stakeholders including, but not limited to, members of community-based organizations,
neighborhood association leaders, residents, students, and business owners.
Through a non-competitive process, SA and the CPC Advisory Committee CBOs shall recruit CPC
members, who are local leaders and community experts with ties to community members. In
addition, they shall determine deliverable and payment amounts not to exceed $599 each. CPC
members will be compensated at a flat rate associated with the tasks included in their Scope of
Work. CV will coordinate required documents and administer payments directly to CPC
members through micro-purchases that will be reimbursed by SCAG. After CPC members
complete their work, CV will collect all documentation and directly compensate partners (Task
2.9).
The City will draft an invitation to accompany an RSVP form prepared by the SCP CEEEJ
Consultant. KC and CV will review and provide feedback on the RSVP form at a regularly
scheduled PMT meeting. Following receipt of comments from SA, KC, and CV, the SCP CEEEJ
Consultant shall prepare a final RSVP form. The SCP CEEEJ Consultant will be responsible for
translating the invitation and RSVP form into Spanish, Vietnamese, and Khmer.
The City will disseminate both the invitation and the RSVP form. To support the effort, CPC
Advisory Committee CBOs shall encourage potential CPC members to RSVP through various
means as detailed in Task 2.4 of their respective Scopes of Work.
KC shall encourage potential CPC members through the following means as feasible:
1) Mass correspondence to email listserv of one thousand two hundred (1,200) contacts,
2) Personal correspondence (via phone calls, emails, or text messages) with up to seventy-
five (75) individuals,
3) Posting at least three (3) times each round on at least two (2) social media platforms,
4) Contacting at least thirty (30) CBOs via phone or meetings,
5) Sharing invitations at up to two (2) community events through popups, and
6) Presenting to neighborhood associations, CBOs, and parent organizations at a minimum
of six 6 regularly scheduled meetings.
The invitation will detail the requirements for being a CPC member and request an RSVP
including a checklist confirming that the stakeholder meets the requirements. Such
requirements may include being a Santa Ana resident, working in Santa Ana, or volunteering in
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Santa Ana. The RSVP form will also include sections for contact and demographic information
and questions about relationships to existing neighborhoods or community organizations,
language(s) spoken, and target audiences.
Following receipt of RSVPs, the SCP CEEEJ Consultant will send calendar invites.
The SCP CEEEJ Consultant will also draft a micro-purchase agreement and a Scope of Work
form, which will include a menu of optional strategies that correspond to the Grassroots
Engagement Plans. CPC Advisory Committee CBOs will review the micro-purchase agreement
and Scope of Work form and provide comments at a regularly scheduled CPC Advisory
Committee meeting. Each CPC member will choose a subset of the optional strategies that are
suitable to their skills and their target audience. They will then sign the micro-purchase
agreement with the micro-Scope of Work attached at a CPC training (Task 2.5). The SCP CEEEJ
Consultant shall translate the micro-purchase agreement and Scope of Work form into Spanish,
Vietnamese, and Khmer.
Task 2.4 Deliverables: Review the CPC member RSVP form; Documentation of communication
with invitees and social media posts; Review the draft micro-purchase agreement and
accompanying Scope of Work form for CPC members.
Task 2.5: Community Planning Collaborative Trainings
In total, the program includes four (4) CPC training sessions, one (1) training offered twice in
Round 2 and one (1) training offered twice in Round 3. The goal is to accommodate up to fifty
(50) CPC members per training, for up to one hundred (100) people per round of engagement.
The SCP CEEEJ Consultant will host the CPC trainings in partnership with SA and the CPC
Advisory Committee CBOs. Staff from the CPC Advisory Committee CBOs, including KC, shall
attend each training session. CV will present the micro-purchase forms and coordinate the
signing of the agreements. KC staff shall support the trainings by welcoming guests, assisting
with food and refreshments, and/or acting as small group guides.
The SCP CEEEJ Consultant will design and lead the trainings to equip the CPC members with the
tools needed to implement the Grassroots Engagement Plans. The trainings may include, but
need not be limited, to:
•Training #1:
o Status of the Zoning Code Update
o Discussion about how zoning tools may be used to address key issues
o Round 2 Engagement Toolbox (to promote the community workshops)
o Filling out the Scope of Work forms and signing micro-purchase agreements
o Distributing reporting forms
•Training #2
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o Status of the Zoning Code Update
o Introduction to the public draft Zoning Code Update
o Round 3 Engagement Toolbox (to promote the community workshops)
o Filling out Scope of Work forms and signing micro-purchase agreements
o Distributing reporting forms
The SCP CEEEJ Consultant will provide translation and interpretation services. Each training will
include real-time Spanish, Vietnamese, and Khmer interpretation. In addition, the agenda and
meeting materials will be available in English, Spanish, Vietnamese, and Khmer. Prior to finalizing
the agenda and materials, the SCP Consultant will provide the translated materials for City
review.
The SCP CEEEJ Consultant will prepare logistics plans and be responsible for setting the date
and time, securing event venues, event logistics, providing food and refreshments, and
facilitating all CPC trainings. The SCP CEEEJ Consultant will also draft an agenda and
accompanying materials and provide them to SA and the ZCU Consultant three weeks in
advance to allow time to review and revise. The SCP CEEEJ Consultant will finalize the agenda
and meeting materials and send for translation at least two weeks in advance of the meeting.
Task 2.5 Deliverables: Participation in four (4) CPC trainings by a minimum of two (2) KC staff.
Task 2.6: Grassroots Outreach, Engagement, Community Organizing, and Capacity
Building
CPC Advisory Committee CBOs and CPC members shall conduct grassroots outreach and
engagement as identified in the Grassroots Engagement Plans (Task 2.2) and within the Scopes
of Work attached to individual micro-purchase Scopes of Work. The engagement shall include
general outreach to promote participation in the community workshops, panel discussions,
community organizing efforts, and capacity building activities (described below). The
engagement shall also include collection of input from stakeholders as suitable to the specific
types of outreach and engagement activities.
KC shall conduct community organizing, including:
1) One-on-one meetings or phone calls with up to one hundred (100) individuals who are
not members of the CPC and are influential in their networks. KC will target specific
influencers based on their individual abilities to extend the project information to others
and promote participation in the Community Workshops.
2) Up to twelve (12) text messages to KC’s network of forty-two (42) people.
3) WhatsApp messaging campaign to KC’s network of forty-two (42) people to support
activity #1 and #2.
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4) At least twelve (12) posts or shares on at least two (2) social media platforms for a
minimum of twenty-four (24) posts or shares to an audience of three hundred forty (340)
followers.
5) At least twelve (12) emails to KC’s email list of one thousand two hundred (1,200) people.
6) Pop-up stations at up to two (2) community events or meetings such as, but not limited
to, neighborhood association meetings, CBO meetings, fairs, open street events, farmers
markets.
7) Up to six (6) focus groups with special interest stakeholders selected in collaboration
with SA to address key topics identified by the ZCU consultant, SA, and the CPC Advisory
Committee.
Capacity building is also an important part of the grassroots activities. Capacity building is the
process of empowering individuals and communities to participate in decision-making. In this
case, the focus is on participating in the Zoning Code Update decision-making process.
To build capacity among community members, KC shall host two (2) training workshops, study
sessions, and/or webinars focused on why the Zoning Code Update is important to various
stakeholders and sharing information about actions that residents and property owners may
take to advocate for themselves. For example, the workshops, study sessions, and/or webinars
may teach community members how to participate in Planning Commission and City Council
meetings, how to submit comments, and/or how to participate in public workshops in the
context of the Zoning Code Update.
Food and beverages will be provided by the SCP CEEEJ Consultant and distributed to the CPC
Advisory Committee CBOs and CPC members by the City.
At the conclusion of the grassroots outreach and engagement, KC will compile results using the
Grassroots Engagement Reporting Tool developed by the SCP CEEEJ Consultant (Task 2.7) and
submit it to the SCP CEEEJ Consultant for the preparation of the Grassroots Engagement
Summary Memo (Task 2.8).
Task 2.6 Deliverables: Evidence of community outreach, engagement, and organizing activities
such as, but not limited to: logs of correspondence, screenshots of text messages, screenshots of
social media posts or shares, copies of emails, photographs, and/or sign-in sheets; Completed
Grassroots Engagement Reporting Tool.
Task 2.7: Grassroots Engagement Reporting
Reporting the results of grassroots outreach and engagement is necessary to verify that CPC
Advisory Committee CBOs and CPC members fulfill the commitments of their micro-purchases
and accompanying Scopes of Work prior to receiving their honorariums. In addition, reporting is
an opportunity to record input from stakeholders about the Zoning Code Update. To that end,
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the SCP CEEEJ Consultant will prepare a Grassroots Engagement Reporting Tool to use in both
Round 2 and Round 3 of community outreach and engagement. The Reporting Tool will be a
form for the CPC Advisory Committee CBOs and the CPC members to fill out during Task 2.6 to
document their grassroots outreach and engagement efforts as well as any input on the Zoning
Code Update received from stakeholders during those activities. The SCP CEEEJ Consultant will
use the Reporting Tool to summarize grassroots engagement activities, input, and measurable
results (Task 2.8).
After receiving input from SA, KC, and CV at a regularly scheduled PMT meeting, the SCP CEEEJ
Consultant will revise the Reporting Tool.
Task 2.7 Deliverables: Review the draft Reporting Tool.
Task 2.8: Grassroots Engagement Summary Memo
The SCP CEEEJ Consultant will collect the reports collected in Task 2.7 from each CPC Advisory
Committee CBO and CPC member and compile the results into a Grassroots Engagement
Summary Memo. The memo will include the total number of touchpoints with community
members, the total number of community members who responded to the touchpoints,
neighborhoods and organizations reached, a description of each activity, a summary of the
feedback, key findings, and a description of how the grassroots outreach and engagement
informs the ZCU with input from the ZCU Consultant. Sign-in sheets and supporting
documentation will be included as attachments. The SCP CEEEJ Consultant will prepare a draft
summary memo for the PMT’s review and a final draft summary memo.
KC shall review the summary memo and provide feedback during a regularly scheduled PMT
meeting.
Task 2.8 Deliverables: Review of grassroots engagement summary memo.
Task 2.9: Monitoring and Payment of Honorariums
Task 2.9 Deliverables: No deliverables for KC (see CV SOW for more information on Task 2.9).
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TASK 2 SUMMARY OF DELIVERABLES
Task 2.1 Review the micro-purchase agreement and Scopes of Work for CPC Advisory
Committee CBOs
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participate in four (4) CPC Advisory Committee meetings
Task 2.4 Review CPC member RSVP form
Document communication with CPC invitees and social media blasts
Review draft micro-purchase agreement and accompanying Scope of Work form
for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of two (2) KC staff
Task 2.6 Evidence of community outreach, engagement, and organizing activities such as,
but not limited to:
•Screen shots of the social media blasts,
•Photograph notices on community bulletin boards,
•Emails showing submittal of press releases,
•Log of phone calls to local organizations and individuals,
•Photograph attendance at community events, maintain a log of
presentations to neighborhood association and other community-based
meetings.
Evidence of capacity building in the form of photos, materials, sign-in sheets, etc.
Completed Grassroots Engagement Reporting Tool
Task 2.7 Review draft Grassroots Engagement Reporting Tool
Task 2.8 Review of grassroots engagement summary memo
Task 2.9 No deliverables for KC
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TASK 3: COMMUNITY WORKSHOPS
Grassroots Engagement activities in Task 2 are intended to promote participation in Community
Workshops planned for Round 2 and Round 3. The Community Workshops are the primary
vehicle through which the City intends to solicit and receive input on draft regulations and the
Public Draft Zoning Code Update. With help from the CPC Advisory Committee and CPC
members, the City will promote Community Workshop participation from a diverse set of
stakeholders representing residents, community-based organizations, property owners, business
owners, and others.
Task 3.1: Community Workshops
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 3.1).
Task 3.1 Deliverables: No deliverables for KC.
TASK 3 SUMMARY OF DELIVERABLES
Task 3.1 No deliverables for KC
TASK 4: FUNDING OBJECTIVES AND MEASURABLE OUTCOMES
Task 4.1: Funding Objectives and Measurable Outcomes
Task left intentionally blank (see SCP CEEEJ Consultant SOW for more information on Task 4.1).
Task 4.1 Deliverables: No deliverables for KC.
TASK 4 SUMMARY OF DELIVERABLES
Task 4.1 No deliverables for KC
SUMMARY OF ALL KENNEDY COMMISSION DELIVERABLES
Task 1.1 Attendance at kick-off meeting
Task 1.2 No deliverables for KC
Task 1.3 Attendance at monthly PMT meetings (up to 6)
Task 1.4 Monthly invoices (up to 6)
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Monthly progress reports (up to 6)
Task 1.5 Project close-out files with accompanying Excel file
Task 2.1 Review the micro-purchase agreement and Scopes of Work for CPC Advisory
Committee CBOs
Task 2.2 Review key messaging
Review Round 2 draft Grassroots Engagement Plan
Review Round 2 Grassroots Engagement Toolbox
Review Round 3 Grassroots Engagement Plan
Review Round 3 Grassroots Engagement Toolbox
Task 2.3 Participation in four (4) CPC Advisory Committee meetings
Task 2.4 Review draft CPC member invitation
Review CPC member RSVP form
Documentation of communication with invitees
Review draft micro-purchase agreement and accompanying Scope of Work form
for CPC members
Task 2.5 Participation in four (4) CPC trainings by a minimum of two (2) KC staff
Task 2.6 Evidence of community outreach, engagement, and organizing activities such as,
but not limited to:
•Screen shots of the social media blasts,
•Photograph notices on community bulletin boards,
•Emails showing submittal of press releases,
•Log of phone calls to local organizations and individuals,
•Photograph attendance at community events, maintain a log of
presentations to neighborhood association and other community-based
meetings.
Evidence of capacity building in the form of photos, materials, sign-in sheets, etc.
Completed Grassroots Engagement Reporting Tool
Task 2.7 Review draft Grassroots Engagement Reporting Tool
Task 2.8 Review of grassroots engagement summary memo
Task 2.9 No deliverables for KC
Task 3.1 No deliverables for KC
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Task 4.1 No deliverables for KC.