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FULL PACKET_2010-03-15
MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF SANTA ANA, CALIFORNIA MARCH 1, 2010 CLOSED SESSION MEETING CALLED TO ORDER CITY HALL 20 CIVIC CENTER PLAZA, 8T" FLOOR SANTA ANA, CA 5:14 P.M. ATTENDANCE COUNCILMEMBERS Present: MIGUEL PULIDO, Mayor CLAUDIA ALVAREZ, Mayor Pro Tem P. DAVID BENAVIDES (5:20 P.M.) CARLOS BUSTAMANTE MICHELE MARTINEZ VINCENT F. SARMIENTO (5:15 P.M.) SAL TINAJERO (5:15 P.M.) STAFF Present: DAVID N. REAM, City Manager JOSEPH FLETCHER, City Attorney MARIA D. HUIZAR, Clerk of the Council PUBLIC COMMENTS -None CLOSED SESSION ITEMS 1A CONFERENCE WITH LABOR NEGOTIATOR pursuant to Government Code Section 54956.8. Agency Negotiators: Personnel Services Executive Director, Kathie Gonzalez Employee Organizations: Santa Ana Service Employees International Union (SEIU) Santa Ana Management Association Santa Ana Firemen's Benevolent Association Santa Ana Police Officer's Association Santa Ana Police Management Association Santa Ana Fire Management Association II CITY COUNCIL MINUTES 1 MARCH 1, 2010 10A-1 Community Redevelopment Agencv Item Mayor Pulido, Mayor Pro Tem Alvarez, and Councilmember Sarmiento excused themselves from proceedings of Closed Session Item 2A due to a conflict of interest and did not participate in consideration of this item. They left the conference room at 5:56 p.m. 2A CONFERENCE WITH REAL PROPERTY NEGOTIATOR pursuant to Government Code Section 54956.8. Property: 501, 505, 511, 601, 606, 607, 610, 615, 616, 620, 621 & 712 E. Fifth St., 602, 609, 618, 619, 622, 623, 625, 626 & 630 N. Garfield St, 601, 604, 605, 606, 609, 611, 614, 620 & 622 N. Lacy St., 612, 614, 622, 626, 714 & 804 E. Santa Ana Blvd., 601, 602, 709, 710, 711, 714 & 720 E. Sixth St., 801, 809, 901 & 905 Brown St., and 611 N. Minter St. Agencv negotiator: Cindy Nelson, Executive Director Party with whom negotiating: Related California/Griffin Realty Corp. Under negotiation: Terms of Sale and Development of Property ADJOURNED 6:15 P.M. CITY COUNCIL MINUTES 2 MARCH 1, 2010 10A-2 REGULAR CITY COUNCIL MEETING CALLED TO ORDER COUNCIL CHAMBER 22 CIVIC CENTER PLAZA SANTA ANA, CA 6:20 P.M. ATTENDANCE COUNCILMEMBERS Present: MIGUEL PULIDO, Mayor CLAUDIA ALVAREZ, Mayor Pro Tem P. DAVID BENAVIDES CARLOS BUSTAMANTE MICHELE MARTINEZ VINCENT F. SARMIENTO SAL TINAJERO STAFF Present: DAVID N. REAM, City Manager JOSEPH FLETCHER, City Attorney MARIA D. HUIZAR, Clerk of the Council PLEDGE OF ALLEGIANCE MAYOR PULIDO INVOCATION Roger Aragon, Police Chaplain PRESENTATIONS EMPLOYEE SERVICE AWARDS presented by MAYOR PULIDO to: 20 YEARS OF SERVICE .Patricia Flynn; Zoo Education Specialist, Parks, Recreation & Community Services 25 YEARS OF SERVICE .Michael W. Gross, Fire Engineer, Fire Department • Gregory Weston, Computer Operator, Finance & Management Services CERTIFICATE OF TRIBUTE presented by MAYOR PRO TEM ALVAREZ commemorating the life of Juanita Sarmiento presented to Cruz Sarmiento and family CERTIFICATE OF RECOGNITION presented by MAYOR PRO TEM ALVAREZ to Alexis Rodriguez from Santa Ana High School for receiving a $170,000 scholarship from Wabash College in Indiana CITY COUNCIL MINUTES 3 MARCH 1, 2010 10A-3 CERTIFICATE OF RECOGNITION presented by MAYOR PRO TEM ALVAREZ to Mothers Against Drunk Driving (MADD) in recognition of its continuing efforts in the fight against drunk driving CERTIFICATES OF RECOGNITION presented by COUNCILMEMBER MARTINEZ to the Santa Ana College Wrestling Team "Dons" in recognition of becoming State Champions: Jaime Martinez -State Champion Bobby Scofield -State Champion Coach Vince Silva -Southern Jose Navarro -State Champion California Coach of the Year & Ted Bristol - 3~d Place California Coach of the Year Daniel Kennedy - 3~d Place Jimmy Botheras - 3`d Place Coach Vito Becerra -Southern Jason Arreola - 4t" Place California Assistant Coach of the Year & RJ Pilkington - 4t" Place California Assistant Coach of the Year Luis Onofre - 4t" Place Brian Klevias - 5t" Place CITY TILE presented by COUNCILMEMBER SARMIENTO to Phillip Schaefer for his service on the Historic Resources Commission SPECIAL PRESENTATION -CENSUS 2010 UPDATE -Mark Lawrence, Executive Assistant to the City Manager, discussed City's outreach efforts and introduced Beatriz Fernandez, Partnership Team Leader, who provided a brief presentation on efforts to ensure a full and accurate count. CLOSED SESSION REPORT -None. PUBLIC COMMENT ON AGENDA ITEMS • George Collins commented on Agenda Item 55A; concerned with possible use and clients; and • Vicky Baxter, Executive Director of Downtown Inc. introduced interns, and indicated that she would be providing a presentation in the near future on the efforts of Downtown Inc.; and • James Keech, Tyson Chandler, Craig Palter, Peter Raissi, and Luis Moyer concerned with eviction notices given at Saddlebac nn~ City Manager to assist with issue. CITY COUNCIL MINUTES 4 MARCH 1, 2010 10A-4 CONSENT CALENDAR ITEMS MOTION: Approve staff recommendations on Consent Calendar Items 10A through 25K with the following modifications: • Mayor Pro Tem Alvarez voted "no" on Item 19C and pulled Items 23A for separate discussion; • Councilmember Benavides pulled Item 25K for separate discussion. MOTION: Alvarez SECOND: Martinez VOTE: AYES: Alvarez, Benavides, Bustamante, Martinez, Sarmiento, Tinajero, Pulido (7) NOES: None (0) ABSTAIN: None (0) ABSENT: None (0) Items removed for separate action or modified are highlighted. Separate actions show the actual vo#e. Items without votes are adopted as part of the consent Motion. ADMINISTRATIVE MATTERS MINUTES 10A MINUTES OF THE REGULAR MEETING OF FEBRUARY 16, 2010 - Clerk of the Council Office MOTION: Approve Minutes. MISCELLANEOUS ADMINISTRATION 19A CLOSED SESSION REPORT -None. 19B EXCUSED ABSENCES -None. 19C DESTRUCTION OF OBSOLETE CITY RECORDS - City Manager's Office, Community Development Agency, Finance and Management Services, Personnel Services, and Planning and Building Agency -Clerk of the Council Office CITY COUNCIL MINUTES 2 MARCH 1, 2010 10A-5 MOTION: Approve the requests for the destruction of obsolete records from various City departments in accordance with the retention schedule outlined in City Council Resolution 2006-045. *Mayor Pro Tem Alvarez recorded a "no" vote on Item 19C 19D GENERAL PLAN HOUSING ELEMENT ANNUAL PROGRESS REPORT - Planning and Building Agency MOTION: Authorize submittal of the General Plan Housing Element Annual Progress Report to the State of California Housing and Community Development (HCD). 19E SUPPORT THE "LOCAL TAXPAYER, PUBLIC SAFETY AND TRANSPORTATION PROTECTION ACT" -City Manager's Office MOTION: Authorize the Mayor to send a letter to the League of California Cities in support of the "Local Taxpayer, Public Safety and Transportation Protection Act." BUDGETARY MATTERS APPROPRIATION ADJUSTMENTS 20A APPROPRIATION ADJUSTMENT ACCEPTING DEVELOPER FUNDS AND AGREEMENTS FOR RAILROAD ENHANCEMENTS (PROJECT 10- 6728) -Public Works Agency MOTION: 1. Approve an appropriation adjustment. (Requires five affirmative votes) APPROPRIATION ADJUSTMENT NO. 10-094 -Accepting $59,602 into the Select Street Construction Developer Contribution revenue account and appropriate the funds into the Select Street Construction expenditure account. 2. Authorize the City Manager and Clerk of the Council to execute an agreement subject to nonsubstantive changes approved by the City Manager and City Attorney. AGMT NO. 2010-034 -With Union Pacific Railroad Company in the amount of $61,333 CITY COUNCIL MINUTES 3 MARCH 1, 2010 10A-6 i I 3. Authorize the City Manager and Clerk of the Council to execute an agreement subject to nonsubstantive changes approved by the City Manager and City Attorney. AGMT NO. 2010-035 -With the Roman Catholic Bishop of Orange SPECIFICATIONS -PURCHASE OF EQUIPMENT AND SERVICES MOTION: Award in accordance with Request for Council Action. (Items 22A through 22H) 22A SPEC. NO. 06-013 -WATER WELL REHABILITATION -Renew the contract with Orange County Pump Co. for aone-year period in an annual amount not to exceed $150,000 (Public Works Agency) -Finance & Management Services 22B SPEC. NO. 09-004 -HIGH DENSITY POLYETHYLENE (HDPE) FUSIBLE PIPE -Amend current contract with ISCO Industries, LLC in an amount of $15,000, for a total not to exceed $40,000 and renew the contract for an additional year in an amount not to exceed $40,000 (Public Works Agency) -Finance & Management Services 22C SPEC. NO. 09-052 -MICROWAVE BASED NETWORK SYSTEM - Amend the contract amendment with Pacific Services by $38,000 for an annual amount not to exceed $85,000 (Police Department) -Finance & Management Services 22D SPEC. NO. 10-002 & 10-004 -SERVERS & DATA STORAGE - (Police Department) -Finance & Management Services 1. Award a contract to GovPlace for purchase of four servers and support in an amount not to exceed $79,000; and 2. Award a contract to GovConnection for purchase of data storage in an amount not to exceed $32,000. 22E SPEC. NO. 10-003 -FIRE EQUIPMENT AND SUPPLIES -Finance & Management Services CITY COUNCIL MINUTES 4 MARCH 1, 2010 10A-7 1. Amend the current contract with Allstar Fire Equipment, Inc. for fire brush jackets and pants in an amount of $14,500, for a total annual amount not to exceed $39,500; and 2. Renew the contract for the subsequent contract period with Allstar Fire Equipment, Inc. an annual amount of $50,000. 22F SPEC. NO. 10-005 -DELL COMPUTERS - Award a contract to Dell Computer Corporation in an amount not to exceed $20,000 (Parks, Recreation, and Community Services) -Finance & Management Services 22G SPEC. NO. 10-006 -REPAIR OF COMPRESSED NATURAL GAS (CNG) COMPRESSOR - Award a contract to Gas Equipment Systems Inc. in an amount not to exceed $28,700 -Finance & Management Services 22H SPEC. NO. 10-007 - MISCELLANEOUS REPAIRS OF FIRE APPARATUS - Award a contract to American LaFrance of Los Angeles for a three year period in an annual amount not to exceed $50,000 -Finance & Mana ement Services 9 PROJECTS/CHANGE ORDERS 23A CONTRACT AWARD FOR PLAZA OF THE FOUNTAIN RENOVATIONS (PROJECT NOS. 09-9108 & 08-9097) -Public Works Agency MOTION: Continue matter for 30 days. MOTION: Sarmiento SECOND: Martinez VOTE: AYES: Alvarez, Benavides, Bustamante, Martinez, Sarmiento, Tinajero, Pulido (7) NOES: None (0) ABSTAIN: None (0) ABSENT: None (0) AGREEMENTS MOTION: Authorize the City Manager and Clerk of the Council to execute the following agreements, subject to non-substantive changes approved by the City Manager and City Attorney. (Item 25A through 25J) CITY COUNCIL MINUTES 5 MARCH 1, 2010 10A-8 25A AGMT NO. 2010-036 -READY OC EMERGENCY PREPAREDNESS CAMPAIGN -With Westbound Communications for an amount not to exceed $150,000 -Police Department 25B AGMT NO. 2010-037 -TOBACCO RETAIL LICENSE COMPLIANCE CHECKS & INVESTIGATIONS -With the California State Department of Public Health in an amount of $75,000 for aone-year term -Police Department 25C AGMT NO. 2010-038 -CROSSING GUARD PROGRAM -With All City Management Services Inc. (AGMs) in an amount not to exceed $826,783 - Police Department 25D AGMT NO. 2010-039 - PURCHASE AGREEMENT FOR BRISTOL STREET CORRIDOR (PROJECT NO. 08-1700) - With Ghanshyam Lohiya for the purchase of the property located at 724 N. Bristol in an amount of $705,000 -Public Works Agency 25E AGMT NO. 2010-040 -ENVIRONMENTAL IMPACT REPORT FOR THE SAN LORENZO SEWER LIFT STATION PROJECT LOCATED AT 2909 S. BRISTOL STREET - With T & B Planning in an amount not-to-exceed $95,274 -Public Works Agency 25F AGMT NO. 2010-041 -COMPUTER SOFTWARE MAINTENANCE -With Intergraph in an amount not to exceed $45,000 per year, for atwo-year term -Public Works Agency 25G AGMT NO. 2010-042 -ACQUISITION OF RIGHT OF WAY FOR THE OCTA AT- GRADE RAIL SAFETY ENHANCEMENT PROJECT -With Earl Scheib Realty Corp., for the purchase of a portion of the property located at 1102 E. Seventeenth Street in an amount of $41,185 -Public Works Agency 25H AGMT NO. 2010-043 -STREET SWEEPING SERVICES AT THE DEPOT - With TSCM for aone-year period with an additional one-year renewal in an annual amount of $12,000 -Public Works Agency CITY COUNCIL MINUTES 6 MARCH 1, 2010 10A-9 251 AGMT NO. 2010-044 - COMPREHENSIVE FINANCIAL AUDIT SERVICES -Execute an amendment with Macias Gini & O'Connell, LLP in an amount not to exceed $355,800 -Finance & Management Services 25J AGMT NO. 2010-045 -LANDSCAPE MAINTENANCE SERVICES AT VARIOUS CITY FACILITIES -Execute an amendment with Vista Del Verde Landscape, Inc. in an amount of $216,557 for aone-year term - Parks, Recreation & Community Services Agency 25K AGMTS -FEDERAL NEIGHBORHOOD STABILIZATION PROGRAM (NSP 1 AND NSP 2) -Community Development Agency MOTION: 1. Authorize the City Manager to execute a Neighborhood Stabilization Program 2 (NSP 2) contract AGMT NO. 2010-046 -With the U. S. Department of Housing and Urban Development for grant funds in the amount of $10,000,000. 2. Approve an appropriation adjustment. (Requires five affirmative votes) APPROPRIATION ADJUSTMENT NO. 2010-091 - Recognizing $10,000,000 in Neighborhood Stabilization Program 2 grant funds and appropriating the same. 3. Authorize the City Manager and the Clerk of the Council to execute an agreement for the implementation of the Neighborhood Stabilization Program 2 in the amount of $9,000,000 plus program income with: AGMT NO. 2010-047 - ANR Industries, Inc. AGMT NO. 2010-048 -Orange Housing Development Corporation and C & C Development 4. Approve an appropriation adjustment. (Requires five affirmative votes) APPROPRIATION ADJUSTMENT NO. 2010-092 - Recognizing Neighborhood Stabilization Program 1 (NSP1) program income funds and appropriating the same. CITY COUNCIL MINUTES 7 MARCH 1, 2010 10A-10 5. Authorize the City Manager and the Clerk of the Council to execute an amendment subject to non-substantive changes approved by the City Manager and City Attorney. AGMT NO. 2010-049 -Execute an amendment with ANR Industries, Inc. for implementation of the single family and Historic Condo components of the Neighborhood Stabilization Program 1 to include program income 6. Authorize the City Manager and the Clerk of the Council to execute an amendment subject to non-substantive changes approved by the City Manager and City Attorney. AGMT NO. 2010-050 -Execute an amendment with Orange Housing Development Corporation and C & C Development for implementation of the Rental Housing component of the programs Neighborhood Stabilization Program 1 to include program income MOTION: Benavides SECOND: Alvarez VOTE: AYES: Alvarez, Benavides, Bustamante, Martinez, Sarmiento, Tinajero, Pulido (7) NOES: None (0) ABSTAIN: None (0) ABSENT: None (0) LAND USE MATTERS CONDITIONAL USE PERMITNARIANCES 31A CONDITIONAL USE PERMIT NO. 2009-25 TO ALLOW A 60-FOOT HIGH MONOPINE WIRELESS FACILITY - 2100 SOUTH FAIRVIEW STREET Recommended action approved by the Planning Commission at its February 8, 2010 meeting by a 4-0 vote (Gartner and Yrarrazaval absent) ii Applicant: Sequoia Deployment Services MOTION: Receive and file the staff report approving Conditional Use Permit No. 2009-25 as conditioned. CITY COUNCIL MINUTES 8 MARCH 1, 2010 10A-11 31 B VARIANCE NO. 2010-01 TO ALLOW THE INSTALLATION OF A WALL SIGN THAT DOES NOT COMPLY WITH THE HEIGHT AND LOCATION REQUIREMENTS OF THE SIGN CODE - 2890 NORTH MAIN STREET Recommended action approved by the Planning Commission at its February 8, 2010 meeting by a 4-0 vote (Gartner and Yrarrazaval absent) Applicant: Mainplace Shoppingtown, LLC MOTION: Receive and file the staff report approving Variance No. 2010-01 as conditioned. *~`END OF CONSENT CALENDAR** BUSINESS CALENDAR ITEMS RESOLUTIONS 55A EXTENSION OF ENTITLEMENTS FOR CONDITIONAL USE PERMIT NO. 2006-12 AND MINOR EXCEPTION NO. 2006-04 TO ALLOW THE CONSTRUCTION OF A COMMUNITY SERVICE FACILITY FOR THE YMCA OF ORANGE COUNTY AT 2100 WEST ALTON AVENUE - Planning and Building Agency MOTION: Adopt a resolution RESOLUTION NO. 2010-010 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA FOR THE EXTENSION OF ENTITLEMENTS FOR CONDITIONAL USE PERMIT NO. 2006-12 AND MINOR EXCEPTION NO. 2006-04 TO ALLOW THE ESTABLISHMENT AND CONSTRUCTION OF A COMMUNITY SERVICE FACILITY FOR THE YMCA OF ORANGE COUNTY AT 2100 WEST ALTON AVENUE MOTION: Bustamante SECOND: Tinajero VOTE: AYES: Alvarez, Benavides, Bustamante, Martinez, Sarmiento, Tinajero, Pulido (7) NOES: None (0) ABSTAIN: None (0) ABSENT: None (0) CITY COUNCIL MINUTES 9 MARCH 1, 2010 10A-12 COUNCIL RECESSED TO THE COMMUNITY REDEVELOPMENT AGENCY AT 7:52 P.M. FOLLOWED BY THE HOUSING AUTHORITY MEETING AT 7:54 P.M. COUNCIL RECONVENED WITH ALL MEMBERS PRESENT COMMENTS 90A CITY MANAGER'S COMMENTS -None. 90B CITY COUNCILMEMBER COMMENTS Mayor Pulido made the following announcement: • Fixed Guideway Project ° Two public listening sessions conducted, good feedback; people want to improve transit options ° Draft EIR process for Fixed Guideway Project will begin in March ° City hosting "Scoping Sessions" to receive public input on transit technology options and routers for Phase I ° Meeting to be held in late March; notices on City's website, in addition to public notice boards and mailings • Transit Zoning Code ° Draft EIR is available ° First public input meeting held on February 22"d ° Next public meeting will be held on March 22"d at 6 p.m. in the Council Chambers Councilmember Tinaiero • Baseball opening ceremonies postponed to Friday and Saturday due to rain and wished all good luck on upcoming season. Councilmember Benavides • Events scheduled for February 6th were postponed to Saturday, March 6th due to rain. Invited all to attend; and • Announced that Santa Ana Zoo is celebrating its birthday with festivities on Saturday and Sunday, March 6th and 7th; • Requested adjournment in memory of Miguel Sandoval, active it community volunteer at Westend COP. i Manor Pro Tem Alvarez • Commented on Tribute given earlier during the meeting to Juanita Sarmiento's family and requested formal adjournment of meeting in her memory. CITY COUNCIL MINUTES 10 MARCH 1, 2010 10A-13 Councilmember Sarmiento • Announced upcoming groundbreaking ceremony of the YMCA to be held on March 16tH Councilmember Martinez • Thanked Mayor and community leaders who attended Career Day at Santa Ana High School; • Dr. Seuss Day is Tuesday, March 2"d; thanked all for reading to children; • Encouraged all residents to complete their Census application; and • Noted that Legal Aid and United Way is providing free tax services throughout the City. Councilmember Bustamante • Reiterated that baseball opening ceremonies would be held over the weekend. Mayor Pulido • Echoed Councilmember Martinez' comment on the importance of being counted on the Census; and • Adjourned in memory of Juanita Sarmiento and Miguel Sandoval. ADJOURNED - 8:02 p.m. -The next meeting of the City Council is scheduled for Monday, March 15, 2010 at 5:00 p.m. for the Closed Session Meeting immediately followed by the Regular Business Meeting in the Council Chamber, 60 Civic Center Plaza, Santa Ana, California. Adjourned in memory of Juanita Sarmiento and Miguel Sandoval Maria D. Huizar, II Clerk of the Council CITY COUNCIL MINUTES 11 MARCH 1, 2010 10A-14 REQUEST FOR - , COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED ? As Recommended APPROPRIATION ADJUSTMENT ? As Amended ? Ordinance on 1 S` Reading ACCEPTING FY 2009110 ? ordinance on 2~d Reading SUPPLEMENTAL LAW ? Implementing Resolution ENFORCEMENT SERVICES FUND ? Set Public Hearing For CONTINUED TO ~ FILE NUMBER CITY MANAGER RECOMMENDED ACTION Approve an appropriation adjustment recognizing the FY 2009/10 Supplemental Law Enforcement Services Fund in the amount of $371,644 into the revenue account (account no 12814002-52001 ) and appropriate same into the expenditure accounts (account nos.12814407 -various). DISCUSSION The State of California provides grant funding to state law enforcement agencies through the Supplemental Law Enforcement Services Fund (SLESF). This program requires that funding be allocated to counties and cities in accordance with specific requirements for front-line law enforcement services. Front-line law enforcement typically includes community oriented policing projects and special law enforcement activities that require use of additional police officers in specially targeted saturation areas. Total funding allocation is based on annual estimated population figures for respective counties and cities. Based on Santa Ana's estimated population figures for 2009, the Police Department has received a FY 2009/10 SLESF award of $371,644. This is the fourteenth year the Police Department has received funding from the State of California through this program. On August 3, 2009, Council approved the proposed expenditure plan for the FY 2009/10 SLESF. The Police Department proposes to utilize this funding to purchase equipment and supplies for front- line crime reduction efforts. The remaining funds will be used for enforcement activities including gang suppression, cruiser enforcement, and career criminal apprehension. 20A-1 SLESF Grant funds 2 - 009 10 March 15, 2010 Page 2 FISCAL IMPACT Approval of the appropriation adjustment will increase revenues in the SLESF FY 2009/10 Year 14 revenue account (account no. 12814002-52001) by $371,644 and increase the same into the expenditure accounts (account nos.12814407 -various). APPROVED AS TO FUNDS AND ACCOUNTS: ~,S`~SiL~~~~•~ Paul M. Walters Francisco Gutierrez l~ Chief of Police Executive Director ''S~ Police Department Finance & Mgmt. Services Agency 20A-2 REQUEST FOR COUNCIL ACTION ' ~,s CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED ? As Recommended APPROPRIATION ADJUSTMENT ? As Amended ? Ordinance on 151 Reading ACCEPTING OFFICE OF EMERGENCY ? ordinance on 2"d Reading SERVICES PROGRAM GRANT AWARD ? implementing Resolution FUNDS ? Set Public Hearing For CONTINUED TO FILE NUMBER CI Y MANAGER RECOMMENDED ACTION Approve an Appropriation Adjustment accepting State of California Office of Emergency Services Anti-Drug Abuse Program Grant funds of $118,000 to revenue account (no. 15514002-52001) and appropriate the same to expenditure account (no. 15514413-various). DISCUSSION The State of California, Office of Emergency Services has awarded the County of Orange an Anti- Drug Abuse Program Grant in the amount of $1,023,011. The Santa Ana Police Department, Orange County Sheriff's Department, Orange County District Attorney's Office, Orange County Probation Department, and the Bureau of Narcotic Enforcement currently have personnel assigned to the Orange County Methamphetamine Laboratory Investigation Team. As a participating member of this grant program, the Santa Ana Police Department will receive $118,000 in grant funds for salaries and overtime related to the team's enforcement activities. Staff recommends approval of the recommended actions as the grant program supports the investigation of clandestine methamphetamine operations. This team functions as Orange County's sole and unique proactive effort against methamphetamine laboratory operators. Methamphetamine is the primary drug investigated by law enforcement authorities and poses a significant threat to local communities. 20B-1 OES Anti-Drug Grant funds 2009-10 March 15, 2010 Page 2 FISCAL IMPACT The appropriation adjustment will enhance the Police Department's Office of Emergency Services Anti-Drug Abuse Grant Revenue Account (no. 15514002-52001) by an amount of $118,000 and the expenditure appropriation for the Police Department's Office of Emergency Services Anti-Drug Abuse Grant Expenditure Account (no. 15514413-various) by the same. APPROVED AS TO FUNDS AND ACCOUNTS: Paul M. Walters Francisco Gutierrez Chief of Police Executive Director Police Department Finance & Mgmt. Services Agency 20B-2 REQUEST FOR K COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED ? As Recommended APPROPRIATION ADJUSTMENT AND AMENDMENTS ? As Amended TO EMPOWERMENT ZONE AGREEMENTS ? Ordinance on 1s1 Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO r v FILE NUMBER CITY MANAGER RECOMMENDED ACTION 1. Approve an appropriation adjustment recognizing $176,990 in unspent budgeted revenues from prior years for the Empowerment Zone Program. 2. Authorize the City Manager and the Clerk of the Council to execute the attached amendment with The Cambodian Family in the amount of $150,000, for a total aggregate amount not to exceed $306,319, subject to non-substantive changes approved by the City Manager and City Attorney. 3. Authorize the City Manager and the Clerk of the Council to execute an amendment with EI Puente Community Development Corporation dba KidWorks in the amount of $35,000, for a total aggregate amount not to exceed $116,136, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On May 18, 1999, the City of Santa Ana signed a Memorandum of Agreement with the United States Department of Housing and Urban Development (HUD) by which the City received the designation of a Round II Empowerment Zone (FEZ) effective January 1, 1999 through December 31, 2009. At their April 22, 2009 Board of Directors meeting, the Santa Ana Empowerment Corporation (SAEC) approved funding of $156,319 to The Cambodian Family and $81,136 to EI Puente Community Development Corporation dba KidWorks for proposals submitted in a recent Request for Proposal (RFP) process for programs and services to Empowerment Zone residents. This action was to fully obligate the remaining Empowerment Zone program funds before the end of the FEZ designation. 20C-1 AA and Amendments to Empowerment Zone Agreements March 15, 2010 Page 2 Upon reconciling of the FEZ accounts in preparation for the grant close-out, staff has identified $176,990 of previously unrecognized budgeted revenues from prior years and $8,010 of Program Year Eleven Administration funds that will not be needed. Per HUD guidelines, these funds must be fully expended by July 2, 2010 or returned to the U.S. Treasury. The Cambodian Family and KidWorks are currently operating under the agreements approved by the SAEC. During the competitive RFP process these two organizations submitted proposals requesting more funding than what was awarded by the SAEC. In light of this fact, staff is recommending the agreements with these two organizations be amended to expand the Empowerment Community and Adult Works program. The Cambodian Family and KidWorks have both acknowledged that they can expand these programs and have the ability to spend the additional funds on or before the HUD deadline. FISCAL IMPACT The appropriation adjustment will increase the Empowerment Zone revenue account (no. 12918002-50001) by $176,990 and appropriate the same into the Empowerment Zone Year 11 expenditure account (no. 12918760-69135). APPROVED AS TO FUNDS AND ACCOUNTS: Cynthia J. Nelson Francisco Gutierrez Deputy City Manager for Executive Director Development Services Finance & Management Services Agency Community Development Agency CJN/LS/DS/kg Exhibits 1. Amendments 20C-2 AMENDMENT TO AGREEEMNT BETWEEN THE SANTA ANA EMPOWERMENT CORPORATION AND THE CAMBODIAN FAMILY FOR USE OF EMPOWERMENT ZONE FUNDS th I, THIS AMENDMENT, made and entered into this 15 day of Mazch, 2010, by and between The i Cambodian Family, a Califoriia non-profit public benefit corporation ("Subrecipient") and the City of Santa Ana, a charter city and muticipal corporation duly organized and existing under the Constitution and laws of the State of Califouia ("City"). RECITALS A. The City and Suhrecipient entered into that certain Agreement for use of Empowezlnent Zone Funds dated on or about Apri122, 2009, hereinafter referred to as "said Agreement". B. The parties hereto now desire to amend certain tet•~ns of said Agreement i WHEREFORE, in consideration of the mutual and respective covenants and promises hereinafter contained and made, and subject to all of the teiYns and conditions of said Agreement as hereby amended, the parties hereto do hereby agree as follows: 1. Section I. A. "Suhrecipient's Obligations" Exhibit A to said Agreement regarding the Pibgram shall be amended as set forth in the "Proposal Additional FEZ Services" attached hereto and incorporated herein by tlis reference as Exhibit A-1. 2. Section I. B. "Subrecipient's Obligations" shall be amended to include the services set forth in the "FEZ Conuinuiity Empowerment Program Scope of Wozlc" attached hereto and incorporated herein by this reference as Exhibit A-2. 3. Section II. "SAEC's Obligations" shall be amended and increased to add additional fiends of $150,000.00, with finding to Subrecipient pursuant to said Agreement and this Amendment in a total amoulit not to exceed $306,319A0. 4. Subrecipient's Budget shall be amended to reflect the additional funds and services to be provided as set j forth in Exhibit B-1. 5. Sttbrecipient shall meet the attached "Goals, Activities, Timelines and Measurable Outcomes for Additional Funds" as set forth in Exhibit C. 6. Except as liereinabove modified, the terms aiid conditions of said Agreement remain unchanged and in fithl force and effect. Z~C-3 ExH~a~r ~ IN WITNESS WHEREOF, the parties hereto have executed this Amendment to said Agreement the date and year first above written. ATTEST: City of Santa Ana, a mtuiicipal corporation of the State of California Maria D. Huizar David N. Ream Clerk of the Couzlcil City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER Subrecipient: City Attorney By: Lisa Storck Tlie Cambodian Family Assistant City Attorney Sundaram Rama Executive Director Federal Tax ID: 20C-4 The Cambodian Family Proposal Additional FEZ Services The Cambodian Family proposes azz addendum to our cuzz•ent Community Empowerment Program (CEP) that will provide Economic Development services in Santa Ana's Federal Empowerment Zone (FEZ). Although The Cambodian Family cui-~•ently has a contract with the City of Santa Ana to provide employment and supportive services in FEZ neighborhoods until June 2010, the goals of this program have been met and nearly all the funds have been spent. Yet our conulnuzity is still greatly in need of fiu•ther services. Santa Ana's zuzenzploynzentrote for December 2009 reached 14.4%. Many families are struggling. We lack the resources to meet a very great need. We are thereby requesting an additional i $150,000 fionz the City of Santa Ana to provide employment and other community services to FEZ residents between now and June 30, 2010. Through our augmented CEP program, The Cambodian Family will continue its responsibility as lead agency, working with our long-time partner and current subcontractor, Teznplo Calvario Community Development Corporation (TCCDC). We are proposing services that are consistent with our present and past cozztracts with the City and with the Santa Ana Empowerment Corporation's strategic objectives. The additional services we propose fall under four areas. (1) Employment Services. Oru• employment services will continue our established policies and procedures for working with FEZ clients. The two partner agencies propose to serve an additional 80 clients (40 each) and achieve a 30% rate of placement plus 30 days retention. This will bring the total number of FEZ residents receiving employment services in our CEP program to 200 {80 + 120} for the year. The number placed in jobs will increase to 60 (24 + 36). We intend to co~ztinue our placement efforts full speed through the end of June. For those laced izz p June, we will not be able to report oiu normal 30-calendar day retention until July, after the program and its funding have ended. However, we will report the retention status of oiu June placements at the end of that month and verify that they are still working. We will also verify the employment status of these clients after the 30-day tune period ends in July and maintain these records in client files, to be available for future monitors and auditors. All 80 new participants will receive pre-employment education. These services, to be provided as needed, will include: • Workforce Development Workshops; • Career Counseling; • Career Exploration; • Job Development; • Job Referrals; • Labor Market Infozmation; • Resume Assistance; • Skill Assessment; In addition, a1180 of those e~uolled will receive some additional service, such as food donations, gas cards, bus passes, ar some other service of economic benefit to the family. Our efforts address the Santa Ana Eznhowennent Corporation (SAEC) goal "to trpgr~rde the skill level of Zo~re residents co~tsiste~rt lvith EXHIBIT A-1 Page 1 20C-5 local tivor•kforce needs, wTrile promoting ltirirtg linkages be~veerr Zorre job seekers card the local bresir~ess All clients receiving employment sezvices will submit doclunentatioll verifying their eligibility to work and their residency in the FEZ zone. Copies of these documents will be maintained iIi client files. (2) Basic Edrrcatiorr. Another SAEC goal is: "To have arr irrclccsive, edtreated population providing strong role models for firtrrr•e generations. " Under this goal, SAEC set objectives that uiclude: "Provide education opportunities for adults disadvantaged by larrgrcage barriers." The Cambodian Family has for over 25 years provided Vocational ESL classes to limited-English speaking residents who now live within FEZ boundaries. These classes have been offered in partnership with Santa Ana College, which pays the salaries of the lIlStrIlCtOrS. However, state funding cutbacks have shortened the school year for our adult students. The Cambodian Family must find new resources to continue instruction during the month of 3une, spring break, and some other occasions. We propose to provide English language training to at least 25 FEZ residents during these time periods. We are requesting that the City of Santa Ana provide FEZ fluids to support these activities. The 25 FEZ residents served under basic education will all he limited-English speaking adults. They will include parents of young children and others who are not culrently seeking work but who nonetheless have family responsibilities and are likely to seek employment in the future. They need English language skills to fiuiction effectively in our society. Copies of school registration farms will be maintained for these FEZ residents. (3) Childcare. The SAEC established the goal "To irrcr•ease the arrtotrnt of available child care to Empotivernrent Zorre residents." The Cambodian Family currently partners with the Santa Ana Unified School District to provide Pre-Kinder classes at our site, as well as chihdcare for paI•ents who attend ESL classes. Our Early Childhood programs are important for economic development in that they allow parents to go to work without having to place their yoiuig children in unsafe or otherwise inadequate childcare programs. Our programs have been supported by "Proposition 10" fluids fI•om the Children and Families Commission of Orange County. Unfortunately, those funds are now being eliminated because of the state b;fidget crisis. We are requesting that the City of Santa Ana use FEZ fiords to support 50% of one childcare worker, who will care for a miuilnum of 15 children of the FEZ zone wlile parents are in class. The Cambodian Family, and its parhler TCCDC, have along-term conunitment to the residents of our Santa Ana neighborhood. Our proposed efforts will greatly contribute to the stability of many families in the FEZ zones of Santa Ana. We will comply with all documentation and reporting requirement of the City. We especially look forward to continuing our relationship with the City of Santa Ana. i (4) Corrrprrter Lab. The Cambodian Family will be moving into its new facility in early March. The building will include a computer lab that will be available to the community, adults as well as youths after school. We are requesting FEZ fiuids to purchase 10 computers and 2 network printers. We also request funds for i educational software that will help our clients improve their English. A minimum of 25 FEZ residents will use the lab before the end of the grant period. '~i After our FEZ funding ends, this computer lab, along with the facility that houses it (purchased last ~ year and remodeled largely through FEZ funds), wilh remain as a lasting legacy of the Federal Empowerment Zone program in Santa Ana and the efforts of the many community organizations that EXHIBIT A- I Page 2 20C-6 contributed to it. In the fiih2re, we will identify new resources to keep this lab fi~nctioning and up-to-date, along with our other agency programs, and thereby provide ongoing services to the residents of our community. Use of FEZ fiaads. ' Attached to this proposal is a 4-month budget for our Enhanced Empowerment I'rogratn for The Cambodian Family and a 4-month budget for our subcontractor, Templo Calvario CDC. The principal items of this budget include: • Funding to lure a Job Developer at each agency to identify companies that need workers and place 80 FEZ residents; • Funding to lure staff at each agency to recruit, case manage, and prepare 80 clients for work; • Funding to establish a new computer lab at The Cambodian Family's ne~v facility that will serve 25 residents; We are attaching a chart entitled "Goals, Activities, Timelines, and Measurable Outcomes" that lists the estimated costs for each of the program components described above, based on a 4-month program. We are also attaching a Scope of Work that will describe our activities in more detail. i i EXHIBIT A-I Page 3 20C-7 The Cambodian Family FEZ Community Empowerment PY•ogram Scope of Wot•lc I. TERM March i, 2010 tluotzgh June 30, 2010 II. PURPOSE The FEZ Community Empowez~zient Program will continue to provide vocatiozzaUoccupational training, employment strategies, education, and supportive services to individuals who reside in the Federal Empowerment Zone. III. POPULATION TO BE SERVED The population to be served are Federal Empowerment Zone residents 18 years and older. Eligibility will be determined by age, address, and by Right to Work documentation. IV. SERVICES WILL BE PROVIDED AT: The Cambodian Family 1111 E. Wakeham Ave., Suite E Santa Ana, CA 92745 (after Mrrr•ch 12:) 1 G26 E. 4`h St. Santa Ana, CA 92701 Teznplo Calvario Community Development Corporation 2617 W. 5th St. i Santa Ana, CA 92703 V. THE CAMBODIAN FAMILY ADMINISTRATIVE RESPONSIBILITIES 1. Develop contracts for partners 2. Provide orientation and training on eligibility, referral process, assessment, joint policies and procedures, fiscal billing, documentation, etc. 3. Develop joint forms such as application, screenuig/intake tool, ISP, referral form, 4. Perform Program Reporting 5. Provide partners with on-going technical assistance 6. Facilitate collaborative meetings VI. PROGRAM DESIGN, ELEMENTS, AND ADDITIONAL OUTCOMES FOR THE FEZ- COMMUNITY EMPOWERMENT PROGRAM -EMPLOYMENT SERVICES A. Program Design: a. Provide an intake assessment (for screening) of each FEZ resident that includes a review of academic and occupational skills levels as well as service needs; b. Develop an Individual Sezvice Plan including notifying achievement objectives. B. Program Elements: EXHIBIT A-2 Page 1 20C-8 a. The followuig program elements will be made available to eligible residents expected to enroll in the FEZ Daisy Wheel Network Program for participation in activities aimed at providing a comprehensive strategy that addresses employment and training needs: i. employment strategies/job preparation ii. education (English Language and basic skills) iii. supportive services C. Performance Outcomes E~iiploy~lrent Se~•vices a. 80 will be served b. Of the 80 FEZ residents sewed, 80 (100%) will receive pre-employme~it services, including workforce preparation workshops, career counseling, Job development, job referrals, and labor market information; c. Of the 80 FEZ residents served, 24 (30%) will be placed in unsubsidized employment; d. Of the 80 FEZ residents served, 80 (100%) will Ue provided additional services as needed, including vocational ESL classes; e. Planned eruolhllents by month: March A u•il 117a June. 20 20 20 20 VII. THE CAMBODIAN FAMILY/TCCDC PROGRAMMATIC RESPONSIBILITIES EMPLOYMENT SERVICES` 1. The rivo partner agencies will provide eligible FEZ residents with services designed to meet the FEZ Board requirements. A participant will be provided with one or more of the following services to assist them in obtaining unsubsidized employment and self-sufficiency: • Case management • Comprehensive support services • Job development • Placement and retention services • Job training /education • Workforce preparation workshops 2. Evaluate participants for eligibility and assign those eligible for program services. 3. Perform client assessments, including assessment of English language ability. 4. Maintain records of clients activities and job placement. 5. Attend partner meetings. 6. Provide quarterly progress reports. 7. Provide necessary infoi7nation far conducting informal and formal monitoring of program progress. 8. Meet performance measures. 9. Submit Monthly Statistics Report documentation to The Cambodian Family staff by the Sth of every month. Report should include new eruollments and a continuous Activity Eruollment Form. 10. Maintain a current and complete file (electronic as well as a hard copy) for each FEZ participant: eligibility documentation; registration form; enrollment form; assessment; Individual Service Plan (ISP}; EEO/Grievance; case notes; supportive services docmnentation; attendance records; training documentation; etc. EXHIBIT A-2 Page 2 Zoc-9 j 1 1. Comply tivith allor~vable expenses. To be allowable, costs must: a) be reasonable for the performance of the program; b) conform to any limitations or exclusions set forth in the program as to types or amount of cost items; c) be consistent with policies az~,d procedures that apply uniformly to both federally-financed and other activities of the organization; d) be determined in accordance with generally accep#ed accounting principles (GAAP); e} not be inchided as a cost or used to meet cost sharing or matching requirements of any other federally-financed program in either the current or a prior period; and, fl be adequately documented. I2. Submit in triplicate, a monthly Invoice on Ci#y of Santa Ana, Federal Empowerment Zone Program Subrecipient Request for Reimbursement, showing in detail the amount of money already expended. Accounting records must be supported by source documentation suck as cancelled checks, paid bills, payrolls, and attendance records. VII. PROGRAM DESIGN, ELEMENTS, AND ADDITIONAL OUTCOMES FOR THE FEZ- COMMUNITY EMPOWERMENT PROGRAM -New Corrrrnztteity Se~•vices A. Program Design: a. Provide Basic Education (beginning ESL classes) to FEZ residents during periods when Santa Ana College - School of Continuing Education (CEC} is on vacation; b. Provide developmentally-appropzxate childcare to FEZ residents while attending ESL class; c. Provide computez• lab access and assistance to FEZ residents; d. All services will be provided at The Cambodian Fanuly sites listed above. e. FEZ residency documentation will be maintaizzed on file for all FEZ residents served under this component. B. Performance Ozttcomes -New Copt:mafnity Ses•vices a. 25 FEZ residents will attend ESL classes when CEC is on vacation; The unduplicated number of new clients added each month will be: A'Iarch A aril Ma ~ Jnne. 0 10 0 i5 b. 15 children of FEZ residents will receive child care; The unduplicated number of new clients added each month wi1I be: March A aril Ma June. 3 4 4 4 f. 25 FEZ residents will utilize The Cambodian Family's new computez• lab; The unduplicated number of new clients added each month will be: March Aril May Jmie. 5 6 7 7 EXHIBIT A-2 Page 3 20C-10 THE CAMBODIAi~ FAMILY FEZ -Community Empowerment Program Budget Detail Sheet -Program Services Program Services Granf Period: March 1, 2010 -June 30, 2010 Hourly # Months FTE Funded FEZ FEZ Total Amount Personnel Annual Salary Rate Worked by FEZ Admin Program FEZ Costs Executive Director $76,504 $36.64 4 14% $3,593 $3,593 ~ Secretary $34,452 516.50 4 15% 51,742 $1,742 Finance Manager 560,030 $28.75 4 15% $3,036 53,036 Bookkeeper 533,408 516.00 4 15% $1,690 51,690 Computer Specialist $43,848 $21.00 4 10% $1,478 51,478 Program Coordinator/ESL Instructor 559,508 528.50 4 75% $15,048 515,048 Employment Specialists $35,496 $17.00 4 100% $11,966 $11,968 Quality Control Specialist $41,760 $20.00 4 5% $704 $704 Family Coaches 536,018 x17.25 4 125% Si5,180 $15,180 Childcare Attendant 826,100 512.50 4 47.5% 54,180 54,180 Total Salaries 811,539 547,080 858,619 Benefits Q 30% of total salaries 83,461 814,124 Si 7,585 Personnet Subtotal $15,000 561,204 $76,204 Operating Expenses Rent -1500 sq. ft. x 51.25/sq. ft. x 4 months 87,500 57,500 Utilities - 8250/mo x 4 months 51,000 81,000 Phone/Fax/internet Fees - 8150/mo x 4 months 8600 5600 Janitorial Maintenance/Supplies - 8300Imo x 4 months $1,200 81,200 Equipment RentaUMaintenance - 5225/mo x 4 months 5900 590D copy machine, fax, drinking tivater system, phone system and company van maintenance services. Otfice Supplies - 5110/mo x 4 months general supplies far the program staff 8 440 5 12,440 Si2,440 - Computer SystemslPrinters 81000/system x 12 8 12,000 (computer Eab for client use} TraveUMileage - 350 rnileslmo x 5.41/mix 4 months 8574 5574 Liability Insurance - $100/mo x 4 months 8400 5400 Professional Services - 5400/mo x 4 months 81,600 81,600 Audit (program portion) 8150,000 x 1 % Si,500 $1,500 Supportive Services 83,000 83,000 ~ Partner FEZ Program Services Templo Caivario CDC 842,000 842,000 Other TranfninglEducational Supplies S1,D82 81,082 Operating Expenses Subtotal SO 573,796 S73,796 Program Services Subtotal 515,000 5135,000 5150,000 10% 90% 100% I EXI-IIBIT B-1 20C-11 Goals, Activities, Timelines, a«d Measurable Outcomes for Additional Fuuds ($150,000} Goals/ Activities Start _ End Value`:. Value Oia'ecti~~~s Date:. .Date FIZZ S Izi-l~ind.$ Program _ _ Sezti~ices 1. Program A. Notification of funding approval 3/1/10 2/1/10 startup B. Partnership meeting to coordinate 3/2/10 2[2/10 $0 $1,000 activities 3/3/10 2/3/10 $1,000 C. Outreach materials prepazed/ 3/5/14 2/5/10 $0 $1,000 distributed 2. Enrollment D. Enroll and assess SO FEZ clients 3/1/10 6/25/10 $39,000 $22,000 and - skill analysis: language/math assessment - work history - employment barriers - case management 3. Workforce E. Provide Workplace Education 3/1/10 G/30/10 $37,000 $11,200 I, Education/ (including vocational ESL, Training workshops, resume assistance) for 80 artici ants 4. Suppoz~ive F. Provide 80 clients with supportive 3/1/10 6/30/10 $20,000 $25,000 Services services, including gas cards, bus passes, food donations, transportation, education, health accessing 5. Job G. Place and retain empla}m~ent at 3/1/10 5/25/10 $38,000 $24,000 Placement least 30 da s for 24 clients 6. Computer H. Provide computer lab access/ 4/1/10 6/30/10 $5,000 $2,500 Lab assistance to 25 FEZ residents 6. Conununity I. Provide English Language Training 3/12/10 6/30/10 $6,500 $2,000 ESL to 25 begimiing level FEZ residents durin Collie e vacation eriods 7. Childcare J. Provide childcare to 15 children of 3/1/10 6130/10 $4,500 $1,000 FEZ residents while their parent(s) attend ESL classes on site; 8. FinaU K. Complete and submit final report b/25/10 6/25/10 $0 $2,000 Evaluation for collaborative Total program cost: $242,700 ~ Total FEZ program fiu~ds: $150,000 Total FEZ adzniiistrative costs: $15,000 {10%} Total FEZ direct services costs: $135,000 (90%) In-Kind/ Other program funds: $92,700 EXHIBIT C Page 1 20C-12 Pro ram Out uts Total A. Eiuoll clients in program 80 B. Clients receive education/training 80 C. Place clients and retain jobs at least 30 days 24 E. Clients receive additional services 80 F. Residents receive ESL classes 25 G. Residents utilize computer lab and receive 25 assistance H. Children receive developmentally IS a ro riate childcare I II I EXHIBIT C Page 2 20C-13 20C-14 AMENDMENT TO AGREEMENT BETWEEN THE SANTA ANA EMPOWERMENT CORPORATION AND EL PUENTE CDC (KIDWOI2KS} FOR USE OF EMPOWERMENT ZONE FUNDS THIS AMENDMENT, made and entered into this 15~}' day of March, 2410, by and between El Puente Conuzzunity Development Cozpozntion dba Kidworks, a California non-profit public benefit corporation ("Subrecipient") and the City of Santa Ana, a charter city and municipal corporation duly organized and existing under the Constitution and laws of the State of California ("City"}. RECITALS A. The City aizd Subrecipient entered into that certain Agreement for use of Empowerment Zone Funds dated on or about April 22, 2009, hereinafter referred to as "said Agreement". B. The parties hereto now desire to amend certain teams of said Agreement WHEREFORE, in consideration of the mutual and respective covenants and promises hereinafter contained and made, and subject to all of the teems and conditions of said Agreement as hereby amended, the parties hereto do ]zereby agree as follows: 1. Section I. A. "Subrecipient's Obligations" Exhibit A to said Agreement regarding the Program shall be amended as set forth in the "Goals, Activities, Timelines and Measurable Outcomes" attached hereto and incorporated herein by this reference as Exhibit A-1. 2. Section II. "SAEC's Obligations" shall be amended and increased to add additional fiends of $35,004 with funding to Subrecipient pursuant to said Agreement and this Amendment in a total amount not. to exceed $116,136.00. 3. Subrecipient's Budget shall be amended to reflect the additional fiends and services to be provided as sea forth in the KidWorks Proposed Budget for 2"d Round of FEZ Grant, attached hereto and incorporated herein as Exhibit B-1. 4. Except as hereinabove modified, the terms and conditions of said Agreement remain unchanged and in full force and effect. i i 20C-15 IN WITNESS WHEREOF, the parties hereto have executed this Amendment to said Agreement the date aiid year first above written. ATTEST: City of Santa Ana, a municipal corporation of the State of California Maria D. Huizar David N. Ream Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER Subrecipient: City Attorney By: Lisa Storck El Puente CDC dba Kidworks Assistant City Attorney Ava Steaffens PresidentlCEO Federal Tax ID: i i I I 20C-16 KkM/orks• GOALS, ACTIVITIES, TIIVIELIIV)?S & 117I;ASU.RA$LE OUTCOMES OI3dECT1VES AC'I'TVI'I'lES RESPONSIJ3LE STA~t~' END VALUE OI2GANI'LA'TION RATE BATE $ 2 Computer Classes Computer skills are taught Sattta Ana College 3/1/2010 6/34/2010 $14,250 two days per week Evening class, 3 hours per day, 2 days per ~veelc 2. 9/ 1 /09 - 12/31 /09: Evening class, 3 hours per clay, 2 days per week 3. 1111110-06112!]0: Evening class, 3 hours per day, 2 days per week Finauciai literacy ~Vorkshops on checking Bank of America 3/1/2070 6/30/2010 $I,iGO workshops accounts, savings, loans, ~l. 4 -one hour Modules and credit 3 Latino Educational Lacirto Educational Kid~Vorks 3/1/2010 GJ30/2010 $1,360 Attaitunent Classes Attainment workshops as six week sessions or one 5. 06/01/09 - 7/31, 09: time class one time class far 2 hours G. 9/1/04 - 12/31/04: G week session 7. 1/011!0-G/30/]0: G week session 2 I,EA Train-the-Tn»rter Paeents who !rave takett the ICid'SVorks 311/2010 G/30l20I0 $1,360 trainings LEA worksltop may participate in Train-the- 8. 611!09 - 4l V04: 2 three Trainer trantings so they tour training sessions can teach LEA workshops ~ For other parents. ~ 9. 9/1 /04 - G/ 12/10:2 three hour training sessions One Parent Cottncii of 12 1'he Parent Council meets Latino health Access 311/2010 6/30!2010 $1,800 active and regular on a regular basis to talk participants about eonuttttnity issues and plan events. l0, b/1/09-5131/l0: 2- two hour meetings every tuouflt 4 of 5 K:\FUndra€sing\Government\Empowermeni Zone\20D9•lt)\FEZ Budget for Mar-Jan 20 Proposal IE.xlsx Exhibit A-1 i 20PG-17 • ~`a Kk1VJprkS' GOAi.S, ACTIVITIES, TID'fl;LLVES & 1~1);ASURABI.C Oi1TCOlYIES ' e io sare KidNorks 3/1/201 6/3012010 $l 160 3 Sub.tance abuse JO-week less n 0 , prevention programs !o offered tltat teacJt families provide support and to be resistarti to risk training for working factors such as substance families abuse and violence. l 1, 611109 - 813 1109: 2 hour sessions per week 12. 9'1109-- 12/31/09: 2 hour sessions per week 13. I!1i10--S/3t/10: One Q hour workshop 2 Outreach Activities Community Forums to KidPJorks 3!1/2010 6/30!2010 $2,170 bring resources to residents I9. 9/ f 109 - 12/3 1109: One 2 hour Conutnmity Fonutt iS. III/i0 - S/31J10: One 2 hour Comnwtiity Forum Evaluation Pre S. Post tests far LEA, KidlYorks 3/1/2010 6/30/2010 $2,350 test results from ESI., and !b. Ongoing evaluation Comptrter Classes, civic ' of classes and parent engagement log involvement in Program Gasts: $30,610 E A<itttiu Costs: 4 390 TOTAL: $35,040 Bridget 1\ote: PROJECTEb OUTPUTS: Capacit}' Buiidfng Original Grant 2nd Grant Total I. Number of E7JEC board rnenibei, n•ained 5 0 5 2. Number of implementing agencies {rained 3 0 3 3. Number of E'L.EC residents trained 300 50 350 rt. I~runtber o£ non-EZlgC residents trained 150 50 200 S. Number of organizations supported 1 0 1 Submittedl3y: HeatherHunttey,QirectarofProgram Date l Zajid Cova, t)irect; of i rE~c D to 5 of S K:\fundratsing\Governrnent\fmpowerment Zone\2009-10\FEZ E3udget for Mar-Jun 10 Propasat tl.xisx Exhibit A-1 Page Z 20C-18 ,i KidWorks Proposed Budget for 2rtd Round of i'EZ Grant -Mar -Jun 2010 KldWorks- Line Item Budges 2nd Round of FEZ Grant First Rourxi of FEZ Grant Tole! Hours FEZ 7oiat Hours % Pald byt)ther Worked an Hourly Additional Worked on Hour>y Funded Revenue Project Rats Grant Project Rate Total by FEZ Cost to FEZ Source AduQWorks Director 2D80 $ 20.10 S 41,818 80°,6 S 33,454 ~ $ 8,384 PayroBfaxss S 4.182 8030 $ 3,346 $ 83G Ernpbyae benefits -not pension $ 4,20D 80°_5 3,360 $ 840 Workers comp insurance $ 732 80% $ 585 $ t46 CEOlPresident 40 $ 39A4 S 1,560 52 $ 39.04 $ 2,030 1D0% $ 2,030 $ - Direcior of Programs S - 208 29.28 $ 6,090 iD0°k $ 6,090 $ - OirectorofFinancs $ - _--__-52 S 29.28 $ 1,523 1D4% $ 1,523 S - Voluntear Director 64 $ 191.4 $ 1,230 S 4,466 0°!0 $ - $ d,486 Volunteer Coordinator 64 $ 19.24 $ 1,230 $ 3,249 0% $ - $ 3,249 Payroll taxes $ 248 $ 1,736 56% $ 964 $ 772 Employee benefits -not pans?on $ 124 $ i,d72 43°'0 $ 632 $ 840 Workers comp insurance $ - $ 304 66°l0 $ 169 $ 135 Payroll Subtotal 188 $ 4,3flD 23fl2 ~ $ 71,800 73% S 52,152 S 19,646y SpecifC assistance - lnd 1,20b D°k _ $ 1,200 Profssstonal teas • other $ 24,000 100% S 24,000 $ - Temporaryhetp-contract $ 800 09'0 $ 800 Supplies T_v - - 3,000 30°:0 $ 919 $ 2,090 Food & beverage $ 1,300 67°/0 $ 870 $ 430 Gilts 8 recognilton expenses S 1,470 48% $ 710 $ 760 ~ Postage, shipping, deUvery $ 148 50%~ $ 74 $ 74 Printing & copying $ 510 57% $ 289 S 221 Books, subscriptions, reference $ 320 ^50°~ S i69 $ 160 GasoUne, parking 8 mileage $ 720 0% $ - S 720 Meetings & meals $ 120 1pD% $ 120 S - Program Curricwum $ 14,658 100% $ 14,658 S - Fiekl 1Aps and camps $ 4,200 100% $ 4,200 $ Eventsxpenses $ 9,500 i9% $ 1,850 S 7,850 Overhead Indirect costs $ 24,000 0°!e ~ $ 24,000 ~ Staf( Oevefopment $ 1.600 Advertising expanse $ 810 Outside computer services $ 1,000 Equipment $ 27,20p Total Program CosE $ 157,745 Total Charged to FEZ: S 35,000 $ 99,993 Leveraging/Other Revenues: D°.'o $ 57,753 1 1 of S K:\Fundraising\Governmetit\Empowernlent Zone\2009-10\FEZ Budget i4r Nlar-Jun 10 Proposal il.xlsx Exhibit B-1 Pa e 1 20G-19 m _ w w ~ ~ r c ~ (a o4 I ~ ~ f ! x O N p I r ado £ a ? 3 g. 3 « ~ « ~ ~ ` d y ~ 3 ~..1`Z ~ C ? ~ G G ~ ~f ` ~ y 1 A - ~ 0. 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'per Z 'Q Y~ m 'y O E G O ro N S7 ; V Vi c= W w _ e 3 c e r m d~ 3~ 2 Y o a ~ ' ~ '3 d „ . ~ ~ . ~ d, d ~ oNOO ~ o~ o a .a N c z t ~ o `o U' ~ O .n % d O ('3 ~ A C t i ~ 'p ~ a N t a o r n 1 ~ _ E V C A N d C E ~ ~ a C N ~ ~ ~ Z ~._1 _ O N ti G d G ~ E ~ p ~ CJ c N c u c - , }tea l1 O O N .u - { G a O 'ri N Q~ .O Y ` c i 1! '•`'V ~ .7 a 0 ~ ~ G0. Lyy ~ ~ N d a d d Tn d _V 'CS O a Q Q _ ~ t ~ (7 ~ Vn! E ro ~ N Q p ii i ~ ~ X m d w d d V U U U U ~ , C L L .C S L Q ro N t0 ro N ~ ~ ~ ~ ~ ~ i o o a" o ~ ~ g g g g o° ~ °o o ~ o m ~ ° N tO ~ N N ~ M v°~ _ i m E( a - ?~i S C ~ ~ ~ 4 ~ ~ ~ c n w E ~ ~ y O 0. V _ a E m o ~ d ! o & ~ kl ° 1 d y cTi G ro a_ E c a O ~ g ~ c ~°n ~ y ~ spa $ ~ > ~tftf ~ O O ~1 - .O ` L CJ Qll ~ a n ~ O ~ 3 ~ d a ~ rv N x N C v n a £ E ~ , a a a iL LU tT 7 3 W {1~1 W a n pQ ~ O i ~ ~ V) ~ O M Exhibit B-1 Page 3 20C-21 it I 20 V 22 REQUEST FOR ~ _ COUNCIL ACTION e ' ' CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED REJECTION OF BIDS FOR ? As Recommended RESIDENTIAL STREET REPAIR ? As Amended PHASE 13 PROJECT NO. 10-6726 ? ordinance on ~S` Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO .lam tg ~ FILE NUMBER CITY IVIANAGER RECOMMENDED ACTION Reject all bids for the Residential Street Repair Phase 13 project. DISCUSSION Phase 13 which is the area south of McFadden Avenue and west of Bristol Street, is part of the City's comprehensive plan to rebuild residential streets throughout the city. Segments of local streets located in these neighborhoods have been identified as a high priority for rehabilitation in the City's pavement management system. The pavement is deteriorating due to weather, age, and heavy usage. Additionally, some of the adjacent curbs, gutters, sidewalks, cross gutters, and curb ramps are in various states of disrepair and require replacement. Santa Ana Contractors receiving notices 12 Contractors requesting bidding documents: 19 Bids received: 7 Bids received from Santa Ana Contractors: 1 NAME OF RESPONSIVE BIDDER CITY BASE BID PLUS ADD ALTERNATE ONE 1. EBS Inc. Corona $2,633,183.00 2. Hardy & Harper Santa Ana $2,767,000.00 3. R. J. Noble Company Orange $2,774,705.50 4. Excel Paving Company Long Beach $2,938,200.00 5. All American Asphalt Corona $2,938,830.00 6. Imperial Paving Co, Inc. Santa Fe Springs $3,078,170.00 7. Sully-Miller Contracting Co. Anaheim $3,388,545.00 23A-1 Rejection of Bids for Residential Street Repair Phase 13 March 15, 2010 Page 2 A total of seven bids were received. After further review of bidding documents and information provided by the bidders, staff concluded that the number of bid alternates in the bid documents may be unclear for the bidders. Therefore, staff recommends that all bids be rejected. Rejecting all bids and re-bidding with a revised bid package will provide clear directions to all contactors and will result a uniform and fair process for all. Following Council action, staff will revise the contract documents and rebid the project. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. Raul Godinez II Executive Direct Public Works Agency RG/WA 23A-2 REQUEST FOR ~ ~ ;a~ ~ COUNCIL ACTION ' :a.:,. CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 II TITLE APPROVED CONSULTANT SELECTION SANTA ? As Recommended ANA REGIONAL TRANSPORTATION ? As Amended ? Ordinance on 15i Reading CENTER MASTER PLAN (PROJECT ? Ordinance on 2"d Reading 10-6729) ? Implementing Resolution ? Set Public Hearing For CONTINUED TO / 'i 7 FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and Clerk of the Council to execute an agreement with IBI Group in an amount not to exceed $1,400,000 to prepare the Santa Ana Regional Transportation Center Master Plan, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION In spring 2009, the Orange County Transportation Authority (OCTA) issued a call for projects under the Renewed Measure M Metrolink Gateways (Project T) program. The City of Santa Ana submitted applications and received a total of $3 million for two regionally significant transit improvement projects -the Santa Ana Regional Transportation Center (SARTC) Master Plan and the Santa Ana Boulevard Grade Separation. The funding will be split evenly between the two projects. The SARTC Master Plan is one of the key components of the Santa Ana-Garden Grove Transit Vision. It will serve as the blueprint for addressing transportation provider and passenger needs at SARTC for the next 30 years and beyond, including the integration of the Santa Ana-Garden Grove fixed guideway system. The goals for the SARTC Master Plan are to: • Provide a transportation facility where people can easily transfer between services • Design a transportation facility that integrates well with the surrounding community • Create an attractive, sustainable transportation facility with low maintenance costs • Efficiently provide parking and support facilities for each service offered at SARTC 25A 1 SARTC Master Plan March 15, 2010 Page 2 of 3 • Evaluate and integrate transit supporting commercial, retail and/or residential uses as feasible • Ensure that passenger safety and security are adequately addressed • Support and encourage pedestrian and bicycle access I' On December 21, 2009, the City sent Requests for Proposals (RFPs) to eleven firms. Two proposals were received and reviewed by an evaluation committee that consisted of OCTA's Go Local fixed guideway project manager, the Deputy City Manager for Development Services, City Engineer, and Planning Manager. On February 9, 2010, the Consultant Selection Committee interviewed both consultant teams and scored them based on their proven experience leading the design of multi-modal transportation hubs, capability of the lead team, project leader, project team, project understanding and approach, and oral interview. The consultant team led by IBI Group scored significantly higher than the other team. The team scores are shown below: Firm Score IBI Group 95.75% MVE International, Inc. 67.50% The reasons for IBI Group receiving such a high score are many. First and most significantly, the IBI Group has direct experience on point with the scope of this project; several of the multi-modal transportation centers designed by the firm have actually been built. Among them is the Salt Lake City Intermodal Hub, which encompasses Amtrak, Greyhound Bus, and Utah Transit Authority city bus, TRAX, and commuter rail services in a 35,000 square foot Leadership in Energy and Environmental Design (LEED) certified facility. The Salt Lake City Intermodal Hub has many characteristics in common with SARTC. Another notable example of IBI Group's experience relative to developing master plans for facilities like SARTC is the Waterloo Station Area Plan in Ontario, Canada. This master plan focused on adaptive re-use of the Waterloo transit plaza to create an attractive destination supported by a quality retail environment, quality urban landscape, and economic revitalization area. Beyond the intermodal hub itself, the Waterloo Station Area Plan encourages mixed use and pedestrian friendly neighborhoods centered around Waterloo, and shapes future transit hubs in the region of Waterloo. 25A-2 Santa Ana Go Local Step 2 March 15, 2010 Page 3 of 3 In addition to its tremendous transit and transit-oriented development experience, the IBI Group team demonstrated an excellent understanding of the SARTC Master Plan scope of work, provided a thorough work approach, put forward an excellent project manager, and verified that it had ample, positive experience with OCTA and the Federal Transit Administration, both of whom are important partners for the SARTC Master Plan. It should also be noted that IBI Group is a full-service international engineering and architectural firm with local offices in Irvine. They have a myriad of in-house resources to pull from, if needed. Based on the Evaluation Committee's scoring and IBI Group's superior performance and related experience of their lead team, key personnel and project team, staff recommends that Council award an agreement with the IBI Group team to prepare the SARTC Master Plan. The contract is for an amount not to exceed $1,400,000. Following approval, staff anticipates that IBI Group will be given a Notice to Proceed for preparation of the SARTC Master Plan in March 2010. The work is projected to take approximately 12 months to complete. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT The City has received a grant from OCTA that will pay the full cost of the study. Funds are available in the Select Street Construction fund (accounting unit 05917660-66220, project no. 10- 6729). APPROVED AS TO FUNDS AND ACCOUNTS: ~ Rau Godinez II Francisco Gutierrez Executive Director Executive Director Public Works Agency Finance & Management Services Agency Exhibit 1: Agreement 25A-3 ill i 2 5A-4 AGREEMENT FOR PROVISION OF PROFESSIONAL SERVICES THIS AGREEMENT, made and entered into this 15t" day of March, 2010 by and between IBI GROUP, a California corporation (hereinafter "Consultant"), and the City of Santa ~ Ana, a charter city and municipal corporation organized and existing under the Constitution and ~ laws of the State of California (hereinafter "City"). RECITALS A. The City desires to retain a consultant having special skill and knowledge in the field of multimodal transportation planning to develop a master plan for addressing transportation provider and passenger needs at the Santa Ana Regional Transportation Center. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. The project will be funded in part through funds administered by the Federal Transit Administration and the Orange County Transportation Authority. D. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES a. Scope of Work. Consultant shall provide project management, planning, analysis of existing and envisioned facilities and constraints, preliminary designs, environmental assessment, cost estimates and funding sources identification, in developing a phased Master Plan for the Santa Ana Regional Transportation Center (SARTC).Said services shallinclude environmental evaluation; space needs study; on-site and off-site parking requirements; station area study for different transit modes; study of the maintenance facility requirements for a fixed guideway system; circulation study for buses and vehicles; in addition to studies relating to integration of land use and transportation, pedestrian access and circulation, Fly away destination and ZIP car rental facility, as set forth in City's Request For Proposal dated December 21, 2009, attached hereto as Exhibit A and incorporated by reference, and Consultant's Proposal dated January 25, 2010, attached hereto as Exhibit A-land incorporated by reference. 1 25A-5 b. Time for Performance. Consultant shall perform and complete all services as may be requested pursuant to the Scope of Work in a timely and expeditious manner. Consultant shall perform such services in accordance with the schedules which Consultant and City may mutually agree as to any particular deliverable, study, job or analysis. In the event that Consultant determines that a proposed schedule for work as requested by the City is not possible or achievable, Consultant shall immediately notify the City's Representative, in writing and seek modifications. No extension of time shall be accepted unless it is evidenced in a writing executed by each Party's Representative. i c. Consultant shall not commence services until it receives a written Notice to Proceed (NTP) executed by the Executive Director of Public Works. Said NTP is contingent on 1) City's receipt of Federal Transit Authority's (FTA) approval of the Project and appropriation of FTA funds for completion of the SARTC Master Plan, or 2) allocation of alternative funds by the Orange County Transportation Agency. 2. REPRESENTATIVES a. For purposes of implementing this Agreement, the representative of City shall be the Executive Director of the Public Works Agency, or his designated representative, and the representative of the Consultant shall be David Chow, Director or his designated representative. Except as may be otherwise stated herein, such representatives shall have the authority to act on behalf of their respective parties in carrying out the terms of this Agreement. b. Consultant shall assign the appropriate key personnel to perform the services required by this Agreement, as set forth in the RFP and Consultant's Proposal. Consultant shall maintain the Project Manager identified in its Proposal, and approved by the City. 3. OWNERSHIP OF REPORTS AND DOCUMENTS A. The originals of all letters, documents, reports and other products and data produced under this Agreement shall be delivered to, and become the property of City. Copies may be made for Consultant's records but shall not be furnished to others without written authorization from City. Such deliverables shall be deemed works made for hire and all rights in copyright therein shall be retained by City. B. All ideas, memoranda, specifications, plans, manufacturing, procedures, drawings, descriptions, and all other written information submitted to Consultant in connection with the performance of this Agreement shall not, without prior written approval of City, be used for any purposes other than the performance under this Agreement, nor be disclosed to an entity not connected with the performance of the project. Consultant shall comply with City's policies re ardin such material. g g C. No copies, sketches, computer graphics or graphs, including graphic artwork, are to be released by Consultant to any other person or agency except after prior written approval by City, except as necessary for the performance of services under this Agreement. All press releases, including graphic display information to be published in newspapers, magazines, etc., are to be handled onl b Cit unless otherwise a reed to b Consultant and Cit . Y Y Y g Y Y 2 25A-6 4. FINISHED AND PRELIMINARY DATA All of Consultant's finished technical data, including but not limited to illustrations, photographs, tapes, software, software design documents, including without limitation source code, binary code, all media, technical documentation and user documentation, photoprints and other graphic information required to be furnished under this Agreement, shall be City's property upon payment and shall be furnished with unlimited rights and, as such, shall be free from proprietary restriction except as elsewhere authorized in this Agreement. Consultant further agrees that it shall have no interest or claim to such finished, City-owned, technical data; furthermore, said data is subject to the provisions of the Freedom of Information Act, 5 USC 552. 5. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates and charges identified in Consultant's Fee Schedule, attached hereto as Exhibit B. The total sum to be expended under this Agreement shall not exceed One Million, Four Hundred Thousand Dollars ($1,400,000.00) during the term of this Agreement. b. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. The invoice shall include a detailed breakdown of the services, the tasks, the hours, and hourly rates. It should be noted that no more than 90 percent of the total payment amount will be made prior to the final completion and approval of all work and delivery of final deliverables. 6. TERM This Agreement shall commence on the date first written above and terminate on June 30, 2011, unless terminated earlier in accordance with Section 15, below. 7. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create anemployer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 3 25A-7 8. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $2,000,000 combined single limit. Such insurance shall include coverage for owned, hired and non-owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim, and $2,000,000 in the aggregate. 4 25A-8 (i) The following requirements apply to the insurance to be provided by Consultant pursuant to this section: Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. £ If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 9. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liabilityfor personal injury, damages, just compensation, restitution, judicial or equitable relief caused by the negligent acts,omissionsor willful misconduct of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf, arising out of the performance of this Agreement, except to the extent caused by the sole negligence, active negligence or intentional misconduct of the City or any other indemnified party.. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 5 25A-9 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by facsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 facsimile 714- 647-6956 With courtesy copies to: Executive Director of the Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-36) P.O. Box 1988 Santa Ana, California 92702 facsimile 714- 647-5635 and City Attorney City of Santa Ana 20 Civic Center Plaza (M-29) P.O. BOX 1988 Santa Ana, California 92702 facsimile 714- 647-6515 To Consultant: IBI Group Mr. David Chow 18401 Von Karman Avenue, Suite 110 Irvine, California 92612 facsimile 949-833-5511 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile, communication shall be effective or deemed to 6 25A-10 have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 15. TERMINATION a. This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: (i). As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. However, any use of unfinished work product shall be at City's sole risk. (ii). Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. b. City may terminate this Agreement for Consultant's default if a federal or state proceeding for the relief of debtors is undertaken by or against Consultant, or if Consultant makes an assignment for the benefit of creditors, or if Consultant breaches any term(s) or 7 25A-11 violates any provision(s) of this Agreement and does not cure such breach or violation within ten (10) calendar days after written notice thereof by City. Consultant shall be liable for any and all ~ reasonable costs incurred by City as a result of such default, including but not limited to reprocurement costs of the same or similar services defaulted by Consultant under this Agreement except that, Consultant shall not be liable for any costs exceeding the amount of total ' compensation payable under this Agreement to Consultant by the City, as identified in Exhibit B. 16. AUDIT AND INSPECTION OF RECORDS Consultant shall provide City, the Orange County Transportation Authority, the U. S. III Department of Transportation (DOT), the Comptroller General of the United States or other agents of the City, such access to Consultant's accounting books, records, payroll documents and facilities of the Consultant which are directly pertinent to this Agreement for the purposes of examining, auditing and inspecting all accounting books, records, work data, documents and activities related hereto. Consultant shall maintain such books, records, data and documents in accordance with generally accepted accounting principles and shall clearly identify and make such items readily accessible to such parties during Consultant's performance hereunder and for a period of four (4) years from the date of final payment by City. Consultant shall permit any of the foregoing parties to reproduce documents by any means whatsoever or to copy excerpts and transcriptions as reasonably necessary. 17. FORCE MAJEURE Either party shall be excused from performing its obligations under this Agreement during the time and to the extent that it is prevented from performing by an unforeseeable cause beyond its control, including but not limited to: any incidence of fire, flood; acts of God; commandeering of material, products, plants or facilities by the federal, state or local government; national fuel shortage; or a material act or omission by the other party; when satisfactory evidence of such cause is presented to the other party, and provided further that such nonperformance is unforeseeable, beyond the control and is not due to the fault or negligence of the party not performing. 18. INCORPORATION OF FTA TERMS All contractual provisions required by Department of Transportation (DOT), whether or not expressly set forth in this Agreement, as set forth in Federal Transit Administration (FTA) Circular 4220.1 F, as amended or promulgated from time to time during the term of this Agreement, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Agreement. Consultant shall not perform any act, fail to perform any act, or refuse to comply with any requests, which would cause City to be in violation of the FTA terms and conditions. 19. NO OBLIGATION BY THE FEDERAL GOVERNMENT City and Consultant acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of this Agreement, absent the express written consent by the Federal Government, the Federal Government is not a party to this 8 25A-12 Agreement and shall not be subject to any obligations or liabilities to the City, Consultant, or any other party (whether or not a party to this Agreement) pertaining to any matter resulting from this Agreement. Consultant agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions. 20. PROGRAM FRAUD /FALSE OR FRAUDULENT STATEMENTS a. Consultant acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. § 3801 et sec .and U.S. DOT regulations, "Program Fraud Civil Remedies," 49 C.F.R. Part 31, apply to its actions pertaining to this Project. Accordingly, by signing this Agreement, Consultant certifies the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to this Agreement or the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, Consultant further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on Consultant to the extent the Federal Government deems appropriate. b. Consultant acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. § 5307 et seq., the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5307, et seq. on the Consultant, to the extent the Federal Government deems appropriate. c. Consultant agrees to include the above two clauses in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions. 21. SUSPENSION AND DEBARMENT This Agreement is a covered transaction for purposes of 49 CFR Part 29. As such, Consultant is required to verify that neither the Consultant nor its principals, as defined at 49 CFR 29.995, or affiliates, as defined at 49 CFR 29.905, are excluded or disqualified as defined at 49 CFR 29.940 and 29.945. Consultant is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply with 49 CFR 29, Subpart C in any lower tier covered transaction it enters into. By signing and submitting this Agreement, Consultant certifies as follows: The certification in this clause is a material representation of fact relied upon by the City of Santa Ana. If it is later determined that Consultant knowingly rendered an 9 25A-13 erroneous certification, in addition to remedies available to the City of Santa Ana, the Federal Government may pursue available remedies, including but not limited to suspension andlor debarment. Consultant agrees to comply with the requirements of 49 ii CFR 29, Subpart C during the term of this Agreement. Consultant further agrees to include a provision requiring such compliance in its lower tier covered transactions. 22. DISADVATAGED BUSINESS ENTERPRISES a. This Agreement is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs. The national goal for participation of Disadvantaged Business Enterprises (DBE) is 10%. The DBE goal for this project is 1.67%. The Underutilized Disadvantaged Business Enterprise (UDBE) goal for this project is 2.22% b. Consultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this Agreement. Consultant shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of this DOT-assisted contract. Failure by Consultant to carry out these requirements is a material breach of this Agreement, which may result in the termination of this contract or such other remedy as City deems appropriate. Each subcontract the Consultant enters with a subcontractor must include the assurance in this paragraph (see 49 CFR 26.13(b)). 23. LOBBYING Consultant shall submit to the City a Certification Regarding Lobbying, in accordance with 49 CFR PART 20, in the form attached hereto as Exhibit C, attached hereto and incorporated by this reference. 24. CIVIL RIGHTS ASSURANCE During the performance of this Agreement, Consultant, for itself, its assignees and successors in interest agree as follows: A. Compliance with Regulations: Consultant shall comply with the Regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation (hereinafter, "DOT") Title 49, Code of Federal Regulations, Part 21, as they maybe amended from time to time, (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this Agreement. B. Nondiscrimination: Consultant, with regard to the work performed by it during the Agreement, shall not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. Consultant shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the Agreement covers a program set forth in Appendix B of the Regulations. C. Solicitations for Subcontracts, Including Procurement of Materials and 10 25A-14 Equipment: In all solicitations either by competitive bidding or negotiation made by Consultant for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by Consultant of Consultant's obligations under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin. D. Information and Reports: Consultant shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the City to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of Consultant is in the exclusive possession of another who fails or refuses to furnish this information Consultant shall so certify to the City as appropriate, and shall set forth what efforts it has made to obtain the information. E. Sanctions for Noncompliance: In the event of Consultant's noncompliance with nondiscrimination provisions of this Agreement, the City shall impose Agreement sanctions as it may determine to be appropriate, including, but not limited to: 1. Withholding of payments to Consultant under the Agreement until Consultant complies; and/or 2. Cancellation, termination, or suspension of the Agreement, in whole or in part. F. Incorporation of Provisions: Consultant shall include the provisions of paragraphs (A) through (F) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The Consultant shall take such action with respect to any subcontract or procurement as the City may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however, that in the event Consultant becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, Consultant may request the City to enter into such litigation to protect the interests of the City, and, in addition, Consultant may request the United States to enter into such litigation to protect the interests of the United States. 25. DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 26. JURISDICTION -VENUE This Agreement and all questions relating to its validity, interpretation, performance, and enforcement shall be government and construed in accordance with the laws of the State of California. This Agreement has been executed and delivered in the State of California and the 11 25A-15 validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 27. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of her inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 28. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. Captions and headings in this Agreement, including the title of this Agreement, are for convenience only and are not to be considered in construing this Agreement. c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 12 25A-16 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. CITY OF SANTA ANA ATTEST: MARIA D. HUIZAR DAVID N. REAM Clerk of the Council City Manager APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney IBI GROUP RECOMMENDED FOR APPROVAL: RAUL GODINEZ DAVID CHOW, P.E., AICP Executive Director Director Public Works Agency Tax ID# 13 25A-17 25A-18 REQUEST FOR A~ COUNCIL ACTION ' CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED ? As Recommended PROPOSED AMENDMENT TO ? As Amended ? Ordinance on 15~ Reading CLASSIFICATION AND COMPENSATION ? Ordinance on 2"d Reading PLAN TO ADD FOUR PARTTIME CLASSIFICATION ? Implementing Resolution TITLES ? Set Public Hearing For CONTINUED TO ~ FILE NUMBER CITY ANAGER RECOMMENDED ACTION Adopt a resolution that amends the City's basic Classification and Compensation Plan (Resolution 82-110) to create four part-time job classifications. DISCUSSION The following proposed changes are part of the City's ongoing effort to meet current and anticipated organizational needs and to provide quality customer service in acost-effective manner. Staff is requesting the creation of three part-time job classifications titled General Maintenance Assistant I, II and III. These classifications will perform highly skilled tasks such as welding, pipe fitting, plumbing, masonry, electrical work and carpentry in the repair of City parks and facilities. The General Maintenance Assistant II and III classifications will, in addition, have lead or supervisory responsibility over other part-time staff. Additionally, staff is proposing the creation of a part-time job classification titled Public Works Records Assistant. This classification will perform responsible administrative support, computer database maintenance, and technical work of a specialized nature in the operation of the public works centralized records management system. 55A-1 PROPOSED AMENDMENT TO CLASSIFICATION AND COMPENSATION PLAN MARCH 15, 2010 PAGE 2 FISCAL IMPACT There is no fiscal impact associated with these actions. /~~i2JZGc I/ Gerardo Mouet Executive Director Parks, Recreation and Community Services Agency r--- Raul Godinez Executive Dire or Public Works Agency 55A-2 RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA TO AMEND RESOLUTION NO. 82-110 TO AMEND THE CITY'S BASIC CLASSIFICATION AND COMPENSATION PLAN TO ADD FOUR NEW PART TIME CLASSIFICATION TITLES. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1: The City Council hereby finds, determines and declares as follows: A. Section 1004, Article X of the City Charter of the City of Santa Ana requires the City Manager to prepare, install and maintain a position classification and pay plan subject to civil service rules and regulations and the approval of the City Council. B. On August 2, 1982, the City Council passed and adopted Resolution No. 82-110, revising and re-establishing the Basic Classification and Compensation Plan for Officers and Employees of the City of Santa Ana. C. The Executive Director of the Parks, Recreation and Community Services Agency proposes to create three new part time classification titles. D. The Executive Director of the Public Works Agency proposes to create one new part time classification title. E. It is now desired to amend Council Resolution No. 82-110, as amended, in order to effect these changes. Section 2: That Section 3.5.2 Classification Titles and Wage Rates for Long- Term Represented Categories of Non-Civil Service Part-Time Employment of Resolution No. 82-110, as amended, be further amended by adding the following part time titles, assigned to the hourly wage rates set forth as follows: Hourly Wage Rates Effective 3/15/10: Classification Title Step A Step g Step C Step D Step E General Maintenance Assistant I $24.68 $25.92 $27.22 $28.58 $30.01 General Maintenance Assistant II $27.35 $28.72 $30.15 $31.66 $33.24 General Maintenance Assistant III $31.82 $33.40 $35.08 $36.83 $38.67 55A-3 Hourly Wage Rates Effective 3/15/10: Classification Title Step A Step B Step C Steg D Step E Public Works Records Assistant $21.94 $23.04 $24.20 $25.41 $26.68 Section 3: That except as amended by this Resolution, all other provisions of Resolution No. 82-110, as amended, shall remain in full force and effect. Section 4: This Resolution shall be operative from and after its date of adoption. ADOPTED this 15th day of March, 2010. Miguel A. Pulido Mayor APPROVED AS TO FORM: Joseph W. Fletcher City Attorney By: Joseph Straka Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN: Councilmembers NOT PRESENT: Councilmembers 55A-4 CERTIFICATE OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2010- to be the original resolution adopted by the City Council of the City of Santa Ana on Date: Maria D. Huizar Clerk of the Council City of Santa Ana 55A-5 i it 55A-6 REQUEST FOR COUNCIL ACTION ~:..u;~, CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED ? As Recommended PROPOSITION 1 B -PROJECT LIST ? As Amended ? Ordinance on 1~' Reading AMENDMENT ? Ordinance on 2n° Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO ~ ~ FILE NUMBER CITY MANAGER RECOMMENDED ACTION Adopt a resolution amending the project lists for the Fiscal Years 2007/2008 and 2009/10 Prop 1 B allocations as required by the State Controller's Office. DISCUSSION At the November 6, 2006 election, California voters passed Prop 1 B to allow the state to sell $19.9 billion in general obligation bonds for a variety of transportation priorities for cities and counties to fund the maintenance and improvement of local transportation facilities. The share of the fund that the City is allocated is determined by the State Controller's Office. Santa Ana is scheduled to receive a total allocation of $10.9 million from Prop 1 B for the program. The City's allocation in Fiscal Year 2007/08 was $5,684,648 and is based on the population percentage of the County's total. The allocation for Fiscal Year 2009/10 is $5,254,181. To receive the funds, the City approved project lists for use of the Fiscal Year 2007/08 funds on April 7, 2008 and Fiscal Year 2009/10 funds on August 17, 2009. The previously approved project list for fiscal year 2007/08 requires modification because the Fifth Street Rehabilitation Project from Fairview to Jackson has since been funded with alternate sources. Staff recommends removing this project from the list, adding the First Street Rehabilitation project noted below and approving the following modified list: Modified FY 07/08 Pro 1 B Allocation Standard Avenue Rehabilitation: Warner to First Residential Street Re air Pro ram Fairview/Harbor Interconnect and Interne with Fountain Valle S stem Detection & Trans ortation Information S stem Traffic Si nal Ca ital Im rovement First Street Rehabilitation: Grand to I-5* * Added 55B-1 Proposition 1 B -Project List Amendment March 15, 2010 Page 2 The approved list for fiscal year 2009/10 also requires modification. The Residential Street Repair Program and the Segerstrom Avenue Rehabilitation Project from Harbor to Bristol have since been funded with alternate sources. Staff recommends removing these projects from the list, adding the Raiff Street and Broadway projects noted below and approving the following modified list: Modified FY 09110 Pro 1 B Allocation Broadwa Rehabilitation: Anahurst to Edin er Broadwa Rehabilitation: McFadden to First Raiff Street Rehabilitation: St. Gertrude to Edin er Raiff Street Rehabilitation: Warner to St. Gertrude* Broadwa Rehabilitation: Civic Center to Seventeenth* Broadwa Rehabilitation: Seventeenth to Santa Clara* * Added ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT ' Revenues received from Proposition 1 B will be allocated to the projects as part of Capital Improvement Program in FY 10/11. ' APPROVED AS TO FUNDS AND ACCOUNTS: II Raul Godinez II Francisco Gutierrez Executive Director Executive Director Public Works Agency Finance & Management Services Agency RG/TLCPwe Exhibit 1: Resolution 55B-2 RESOLUTION NO. 2010- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AMENDING THE PROJECT LIST FOR USE OF PROPOSITION 1 B FY 2007/08 AND FY 2009/2010 FUNDS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS FOLLOWS: Section 1: The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. On November 7, 2006, the people of the State of California enacted Proposition 1 B, the Highway Safety, Traffic Reduction, Air Quality and Port Security Bond Act of 2006 ("Prop 1 B"), authorizing General Obligation Bonds, to be sold to fund transportation projects to relieve congestion, improve the movement of goods, improve air quality and enhance the safety and security of the transportation system; and B. The California Department of Transportation (CalTrans) is responsible for administering two billion dollars ($2,000,000,000) of Prop 1 B funds under the Local Street and Road Improvement, Congestion Relief, and Traffic Safety Account of 2006 (LSR), to be used for improvements to transportation facilities that will assist in reducing local traffic congestion and further deterioration, improving traffic flows, or increasing traffic safety; and C. LSR funds are allocated to cities based on total population of the city relative to all cities in the State. In Fiscal Year 2007/08, the City of Santa Ana was awarded an allocation of five million, six hundred eighty four, six hundred forty eight dollars ($5,684,648) and in fiscal year 2009/2010 the City was awarded five million, two hundred fifty four thousand, one hundred eighty one dollars ($5,254,181.00); and D. As required by CalTrans, the City adopted a list of proposed projects to be funded by Prop 1 B funds for each fiscal year in which funds were awarded. The approved lists are included in the City's Capital Improvement Budget; and E. Since the adoption of the project lists, some of the proposed projects have been funded through alternative funding sources and additional projects have been recommended for Prop 1 B funding; and F. The City of Santa Ana possesses the legal authority to submit the projects for inclusion in the Transportation Improvement Program and to finance, acquire, and construct the projects. Page 1 of 3 55B-3 Section 2: The City Council of the City of Santa Ana approves the following amended list of proposed projects for funding under Prop 1 B under the Local Street and Road Improvement, Congestion Relief, and Traffic Safety Account of 2006, and authorizes the Executive Director of Public Works to submit these projects to the California Department of Finance: 1 1 • - ! • • Cif4h CFree+ frnm C~ir~iio~~i I.~nL~+~n C+roo~ C?eh.~hili+~~inn Standard Avenue from Warner to First Street Rehabilitation Residential Street Re air Pro ram Street Rehabilitation Fairview/Harbor Interconnect and Traffic Improvements Intertie with Fountain Valle System Detection & Transportation Traffic Improvements Information S stem Traffic Si nal Ca ital Im rovement Traffic Im rovements First Street from Grand to I-5 Street Rehabilitation 1 i . - 1 - • • Broadway from Anahurst to Edinger Street Rehabilitation Broadwa from McFadden to First Street Rehabilitation Raiff Street from St. Gertrude to Edin er Street Rehabilitation Raiff Street from Warner to St. Gertrude Street Rehabilitation Broadwa from Civic Center to Seventeenth Street Rehabilitation Broadwa from Seventeenth to Santa Clara Street Rehabilitation Strikeout indicates Project removed from list Bold indicates Project added to list Section 3: The City Council certifies that the City of Santa Ana will comply with applicable provisions of the California Environmental Quality Act, the National Environmental Policy Act, the Americans with Disabilities Act, the Secretary of the Interior's Standards and Guidelines for Archaeology and Historic Preservation, and any other Federal, State, and/or local laws, rules and regulations. Section 4: The City Council appoints the City Manager, or the Executive Director of the Public Works Agency or his designee, as agent for the City of Santa Ana to conduct all negotiations, execute and submit all documents, including but not limited to applications, agreements, amendments, payment requests and so on, which may be necessary for the completion of the projects. Page 2 of 3 55B-4 Section 5.: This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. ADOPTED this day of 2010. Miguel A. Pulido Mayor APPROVED AS TO FORM: Joseph W. Fletcher, City Attorney By: Laura Sheedy Assistant City Attorney AYES: Councilmembers NOES: Councilmembers ABSTAIN Councilmembers NOT PRESENT Councilmembers CERTIFICATE OF ORIGINALITY I, Maria D. Huizar, Clerk of the Council, do hereby certify the attached Resolution No. to be the original resolution adopted by the City Council of the City of Santa Ana on , 2010. Date: Clerk of the Council City of Santa Ana Page 3 of 3 55B-5 i 55B-6 REQUEST FOR COUNCILI AGENCY ACTION . MEETING DATE: CLERK OF COUNCIL USE ONLY: MARCH 15, 2010 TITLE: APPROVED ? As Recommended ~ JOINT PUBLIC HEARING -SUBSTANTIAL ? As Amended AMENDMENT TO CONSOLIDATED PLAN AND LOAN ? Ordinance on 1st Reading AGREEMENT FOR VISTA DEL RIO ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO Cf ` G~~,'~ FILE NUMBER CITY MANAGER EX TIVE RECTOR RECOMMENDED ACTION CITY COUNCIL ACTION 1. Approve the Substantial Amendment to the Consolidated Plan and authorize its submittal to the U. S. Department of Housing and Urban Development. 2. Direct the City Attorney to prepare and authorize the Deputy City Manager and Clerk of the Council to execute a loan agreement and all other related documents with Vista Del Rio Housing Partners, L.P. for the construction of 41 special needs residences at 1600 W. Memory Lane in an amount not to exceed $1,500,000, subject to non-substantive changes approved by the City Manager and City Attorney. COMMUNITY REDEVELOPMENT AGENCY ACTION Authorize the Executive Director and Agency Secretary to execute the attached Amendment to the Disposition and Development Agreement with Vista Del Rio Housing Partners, L.P. COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION ACTION At its regular meeting on March 2, 2010, by a vote of 4:0, (Reyes absent), the Community Redevelopment and Housing Commission recommended that the City Council (a) approve the Substantial Amendment to the Consolidated Plan and authorize its submittal to the U. S. Department of Housing and Urban Development. and (b) direct the City Attorney to prepare and authorize the City Manager to execute a loan agreement with Vista Del Rio Housing Partners, L.P. for the construction of 41 special needs residences at 1600 W. Memory Lane in an amount not to exceed $1,500,000, subject to non-substantive changes approved by the City Manager and City ` 80A-1 Substantial Amendment to Consolidated Plan and Loan Agreement for Vista Del Rio March 15, 2010 Page 2 Attorney; and recommend that the Community Redevelopment Agency direct the Agency Counsel to prepare and authorize the Executive Director and Agency Secretary to execute an Amendment to the Disposition and Development Agreement with Vista Del Rio Housing Partners, L.P. DISCUSSION On July 20, 2009, the Community Redevelopment Agency (Agency) authorized execution of a Disposition and Development Agreement (DDA) with Vista Del Rio Housing Partners, L.P. (developer) for the development of a 41 unit affordable housing project on a 3.2 acre vacant site owned by the Agency. At the time, the project budget anticipated that the majority of the project's costs would be met with federal low income housing tax credits, and that continues to be the case. However, the developer was unsuccessful in its initial application for tax credits and must apply again. The demand for tax credits is quite high, and the California Tax Credit Allocation Committee uses the amount of other public subsidies committed to a project as a means of choosing between projects that have otherwise identical scores. Additional public subsidies from other sources serve to reduce the size of the tax credit investment required for a given project and increase the number of projects that can be assisted. Increasing the amount of HOME funds committed to the project from $500,000 to $1.5 million will significantly improve the project's chances for success in the next tax credit application round. (Exhibit 1) The Consolidated Annual Action Plan (Plan) is a one-year comprehensive planning document that identifies federally funded projects the City anticipates implementing during the fiscal year. As approved by the U. S. Department of Housing and Urban Development, the City's Citizen Participation Plan requires that substantive changes to the Plan be approved by City Council after a thirty-day public comment period and public hearing. A substantial amendment is required because the current Plan did not identify new construction of rental property as a project and did not budget funds for it. The substantial amendment will create a new project entitled HOME New Construction and fund it with $1.5 million transferred from an existing program entitled HOME Acquisition/Rehabilitation. The effect will be to enable the City to spend $1.5 million in HOME Program funds on multifamily new construction activities (i.e., Vista Del Rio), while reducing HOME funds available for multifamily acquisition/rehabilitation activities by the same amount. The public comment period for the proposed substantial amendment (Exhibit 2) began on February 13 and will end on March 14. Similarly, it is also necessary to amend the financial portion of the DDA in order to incorporate the larger commitment of HOME funds. Additional modifications to the DDA will allow the manager's unit to not be income-restricted. This allows flexibility in filling this key position. The unit mix will now change to allow eleven HOME assisted units versus five and twenty-nine Agency assisted units. The unit mix and rent restrictions are as follows: 80A-2 Substantial Amendment to Consolidated Plan and Loan Agreement for Vista Del Rio March 15, 2010 Page 3 30%AMI 50%AMI Bedroom Extreme) Low Income Ve Low Income Size No. of Units No. of Max. No. of Units No. of Max. A enc HOME Units Gross Rent A enc HOME Units Gross Rent Studio 4 2 $488 7 2 $753 One 8 2 $523 8 2 $861 Two 2 2 $627 0 1 $969 FISCAL IMPACT Funds for the HOME loan are available in the HOME Program account (no. 13018780-69151). APPROVED AS TO FUNDS AND ACCOUNTS: y Shelly ndry-Bay) Francisco Gutierrez . Housing Manager Executive Director Community Development Agency Finance & Management Services Agency CJN/SL-B/mlr Exhibit: 1. First Amendment to DDA 2. Proposed Substantial Amendment 80A-3 80A-4 i i f - f 1 FIRST AMENDMENT TO DISPOSITION AND ~ DEVELOPMENT AGREEMENT WITH - VISTA DEL RIO HOUSING PARTNERS, L.P. ~ 1 r T)`IIS FIRST AMENDMENT TO DISPOSITION.AND DEVELOPMENT AGREE1ViENT (the "Azrzendment") is entered into as of , 2414, by and between the COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF SANTA ANA, a public body, coFporate and politic (tlle "Agency"), and VISTA DEL RIO HOUSING PARTNERS, L.P., ~ a California limited partnership ("Vista Del Rio"), j . i RECITALS: j A. The Parties entered into that certain agreement entitled "Disposition and Development Agreement" dated duly 20, 2009, hezeinafter refereed io as "said Agreement", for the sale of certauz real property lacated 1. at 1600 W. Memory Lane by the Agency to Vista del Ric based upon the terms and conditions contained in ~ said Agreement. . _ i T B. The Parties hereto now desire to amend the amount of the HOME loan and update the utzi# mix~azid ~ rent xestrictions contained in said Agreement. C. All other related exhibits, attachments and documents shall be amended accordingly. i E WIIEREFORE, in consideration of the mutual and respective covenants and promises herevzafter~ contained and made, and subject to all of the terms and eondidons. of said Agreement as hereby amended, ~ the parties hereto do hereby agree as fallotivs: 1 t t a 1. Section 312. HOME Laan Agreement, shall be~aniended to read as follows: f i Prior to and as a condition of Closing, Vista DeI Rio shall execute the Loan Agreement, j Attachment No. 8 to this agreement. The Loan Agreement shall provide for One Million Five Hundred~Thousand Dollars ($1,500,000.00) in federal HOME funds to Vista Del Rio, carry a ; three .percent (3.0%} interest rate, and shall be a residual receipts loan. Vista Del Rio's obligations under the Loan Agreement shall be evidenced by a promissory note in the principal amount of One Million rive Hundred Thousand Dollars {$1,500,000.00), and secured by a deed ~I of trust in the amount of One Million Five Hundred Thousand Dollars {$l, 504,004A0). j 2. The last sentence of Section 401.2. Maximum Iucoxnes shall be amended to read as follows: . "The manager's unit shall rent for an amount that does not exceed the rent paid by ~ a household whose income does not exceed the standard for "Low Income" and shall 1 I 80A-5 Exhibit 1 I~ ' _ 1 j 1 S ' have a 2009 Maximum ~'7ross Monthly Rent of $969.00, subject to deduction for utilities allowance as set forth in Sectian 401.4." ~ 3: Section 401,4. Unit Meg shall be amended as follows: There shall be (11) HUME~assisted units and (29} Agency assisted units. The HOME j assisted units shall be floating ututs and shall be distiibuted throughout the Project with ~ comparable amenities to the other units. Agency and Vista Ael Rio agree #hat the breakdown of unit affordability far the Units shall be as follows, under this Agreement and the Loan Agreement: ~ - i Agency and Vista Del Rio agree that the 'Year 2010 initial rents and the breakdown of ~ unit affordability for the Extremely Low Income-Units shall be as follows: # of Units ~ of HOME ~ 2010 Max. (Agency) units Gross Monthly - Rents'~ 3 , Studio Extremely Low ITnits 7 2 $488 One Bedroom Extremely Low Units 8 2 $523 Two Bedroom Extremely Low Units 0 1 $627 j i i Agency and Vista Del Rio agree that the Yeax 2010 initial rents and the breakdown of unit affordability for the Very Low Income Units shall be as follows; E - i # of Units # of HOME 2020 Max. I ~ (Agency) emits Gross ~ ~ Monthly ~ j Rents* l Studio Verb' Low Units 4 2 $753 i One Bedroom Very Low Units S 2 . .$861 j Two Bedroom Very Law Units 2 2 $969 i i 2 _ 3 ~ i 80A-6 i i ~ ' I E Maximtun Gross Monthly Rents shall be recalculated following issuance of a Certificate of Comgletion~prior to the time of iiutial lease-up in accordance with any changes in allowable rent and income tables as published by HUD and.the State of Caiifon~ia, and shall be as approved by the Executive birector in writing in accordance t~vith this Section. Such Maximiun Gross lYlonthly I Rents chaa-ged to the first tenants of the 41 louts (40 Units plus manager's iuzit) shall constitute the Initial Renal Schedule. ~ } x Utilities alIowai~ces must be deducted from the Maximtun Gross Monthly Rent. The Santa Ana j Housing Authority publishes the utility allowance. ~ . ~ ~ All other related exhibits, attachments and documents (including but not limited to the C'nant Deed ~ ar?d Declaration of Conditions, Covenants and Restrictions; the HOME I.aan Agreement, and the Affordability Resti~ctions on Transfer of Property) shall be amezxded accordingly. i S. Except as hereinabove rnodified, the terms and conditions of said Agreement remain unchanged and in fi~li force and effect. i i ~I i i I i S 3 1 i I a i t~ t t } I E 3 - t 80A-7 - i . . } N WITNESS WHEREOF, the parties hereto have executed this First Amendment to said Agreement the date and year first above tivritten. ~ ~ i ATTEST: COMMUNITY REDEVELOPMENT AGENCY ~ ~ OF THE CITY OF SANTA ANA ~ f f BY~ Maria D. I-Iuizar ~ Cynthia J. Nelson Secretary Executive Director ! j APPROVED AS TO FORM: Joseph VJ. Fletcher, General Counsel i By: E Lisa E. Storck Assistant General Cotu~sel 1 VISTA DEL RIO HOUSING PARTNERS, L.P., a Cali£ozaia limited partnership By: Foundation for Affordable Housing V, Inc. A California nonprofit public benefit corporation Managing General Partner j - ~ By: Deborrah A. Willard President { E f i 1 3 - I I 4 80A-8 Grantee Nams; Santa Ana GPM P Version 2.0 Project Name: New Construction ~ • Description: );DIS pro ect - UOG Codo: CA63342 SANTA ANA HOME funds to be used to subsidize the cost of construction of new Housing that vain be affordable to lower Income UouSeholds. Funding for this activity is a result of a SubstantlaLAmendment that.realigcated funds for Multi-Family - ~ Housing Acyu}s{tiort/Relzab for ?_009 (CPD X64). - - _ Location: y - ~ :...P.rlorltyNeed~Cateyo : To tie determiner! - Rental Housing . Select one: - _ . Expected Coen letion Date: . ~ ~ : - 06/30/2011 • . ~ - ~ ' . ect ve Category - ~ - . Q Decent Housing . ~ Suitable living Environment - ~ . • ~ Economlc9 rtun t ' ' - - Ppo IY ~ST~ectflb.Ob`ectTves.. ~ - • .Outcome Cate9orles . . • ~ 1 Increase the supply of affordable rental housing ?AvallabilltyJACCessibllktY ~ ~ • 2 Improve access to affordable rental housing Afforcfa~ilily • SustalnabUlty . ~ • ~ ' - ~ Accompl. Type: ~ Pro posed 40 • ` ` Accompl. Type: i _ . - ; Underwa ~ - - Complete ~ ~ rl c 1 e: A rn .T r co ~ Accom b T P YP ~ n rte ~a ~ ~ Accompl. Type: Accompl. Type: ~ a Pro osed Outcome Aerformance Measure Actual Outcome Construct new housing that 1s ~ Provide affordable houslgg ~ - affordable to lower income • opportunities to lower Income renters. - - households 12 Construction of Housing 570.201(m) ~ Matrix Codes ''r r Matrix Codes Matrlx Codes Matrix Codes T Matrix Codes ~ HOME ~ Proposed Antt. $1 S00 000 Fund Source: i Actual Amount } Fund Source: ~ Pro osed Amt. ~ Fund Source: ~ ~ - Actual Amount - t i?_ij. ~ Accompl. Type: ~ Accompl.7ype: 'r th o . L ~ r' ~ Accompl. Type: ~ _ Accompl.lype: Project y1~84 84 Exhibit 2 80A-9 CPMPVersron2.o Grantee Name; Santa Ana Pra ect Name: HOME -Multi Famif Housin Ac ui§ltion Rehab ' ° - pescriptlon: IRIS Project 7k: ~ ~ ~ " ~ UoG Code: CA63342 SANTA ANA HOMO funds will be used to assist with tl3e acqulsEtlon and/or reh~bllltatlon of rental housing. Activity was arlglnaliy funded at $1,522,t34I; however as a result of a substantial amendment, the City will reallocate $1,500,000 of..thls. amount to a new activity (see CPD.N 84•- Acquisition for Development of Affordabte Housing}. ~ - - - - - crF>_ _ _ •.k' Location: L ~ Pr~brtt' N.aetliCax~~ otYs~ . _ To be determined. • : • : ~ ~ Select one: Rental Housing r' . - - >=xpianatlort: expected Cotnpletlon pate: ~ ~ - ~ - ~ . 06/30/'1010. ~ ' ec ve, te9ory - ' ~ Recent Housing ~ ~ . ~ Suitable Living [nvlronment ~ [conomlcOppartuntly ~ , _ Outcome .Categories ~ Increase the supply of affordable yenta! housing ~ Aya11aU11lty/Accessibility . Improve the quality of affordable renfai housing _ rr ~ Affordability _ • : 2 Sustatna~lllty ~ - . ~ 3 ~ 10 Housing units ? Proposed I0...~ ~ Accompl. Typo: ~ ~ _ Underwa ~ ~ ~ Cortt Ieto 41 ~ Accompl. Type: ~ Accompl. Type: ~I ~ ~1 ~ a v Accompl. Type: Accompi. Type: Q Pro osed Oeatcome Performance Measure Actual Outcome Acquire and/or.rehab rental. - = - Correct code violations and provide ~ . 1lousfrig units - ~ affordable housing~optlons for. very lour- . ' - - Income residents 01 Acquisition of Rea! Property 570.201(a) Matrix Codes 14l3 Rehab; Mnltl-Unit Resfdentlat 570.202 ~ MaMx Codes Mabix Codes ~ hfatrfx Codes HOME Pro osed Amt. $1,522,841 . ~ `%x~ Fund Source: ~ Ln : L Actual Amount $22 84I ~ ro } Fund Source: ~ Pro osed Amt, - - Fund Source: ~ ~ - Actual Amount ~ ~'•~r Accompl. Type: ~ Accompl. Type: ~ 41 0 n. Accompl. Type: r Accompi. Type: r' Project #/64 64 80A-10